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Access Control Maintenance

Royal Holloway and Bedford New College

This public procurement record has 1 release in its history.

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18 Aug 2026 at 14:55

UK7 - Contract Details Notice
Summary of the contracting process

Royal Holloway and Bedford New College procured access control maintenance services for its university in Egham. The requirement covers monthly planned preventative maintenance and repairs for the access control system and its supporting infrastructure. Work includes inspections and support for access control readers and keypads, door controllers, locks and door-release mechanisms, exit buttons, break-glass units, power supplies and backup batteries. It also covers access control software and programming, ID card printing where installed, and associated integrations and connected devices. This is a specialist electronic security and access-control maintenance requirement, combining planned servicing, fault repair, software support and maintenance of connected hardware at the university’s facilities.

The procurement is complete and was awarded through a below-threshold direct procedure without competition. It comprised one completed lot. Royal Holloway and Bedford New College awarded the contract to VINDEX SYSTEMS LIMITED on 18 August 2026. The awarded contract value is £26,360 excluding VAT, or £31,632 including VAT. The contract was signed on 18 August 2026 and runs from 18 August 2026 to 31 January 2027. The award covers access control system services and repair and maintenance services. The selected supplier is based in Sunbury-on-Thames. The contract is active, while the associated tender is recorded as complete.

This procurement shows demand from a university for an integrated access-control maintenance provider able to support both physical security equipment and the systems that operate it. A credible competitor for comparable work would need practical capability across readers, keypads, controllers, locks, door releases, exit devices, break-glass units, power supplies and backup batteries, alongside access-control software, programming and ID card printing where installed. Experience maintaining connected devices and integrations would also be relevant. The requirement suits a specialist security systems business with planned preventative maintenance processes, responsive repair capability and the capacity to service a multi-component university access-control environment. The awarded supplier was an SME, indicating that this scale of requirement can suit smaller specialist firms.

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Notice Information

Notice Title

Access Control Maintenance

Notice Description

This requirement is for the monthly planned preventative maintenance (PPM) service and repair for the University's access control system. The scope of the services includes routine preventative maintenance inspections and support for the access control infrastructure, including: * Access control readers and keypads * Door controllers * Locks and door release mechanisms * Exit buttons and break-glass units * Power supplies and backup batteries * Access control software and programming * ID card printing functionality (where installed) * Associated integrations and connected devices.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06e6aa
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/078596-2026
Current Stage
Award
All Stages
Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Direct
Procurement Method Details
Below threshold - without competition
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

42 - Industrial machinery

50 - Repair and maintenance services

CPV Codes

42961100 - Access control system

50000000 - Repair and maintenance services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£26,360 Under £100K

Notice Dates

Publication Date
18 Aug 20261 weeks ago
Submission Deadline
Not specified
Future Notice Date
Not specified
Award Date
18 Aug 20261 weeks ago
Contract Period
18 Aug 2026 - 31 Jan 2027 1-6 months
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Royal Holloway and Bedford New College
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EGHAM
Postcode
TW20 0EX
Postcode Area
Twickenham
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ2 Surrey, East and West Sussex
Small Region (ITL 3)
TLJ25 West Surrey
Delivery Location
Not specified
Local Authority
Runnymede
Electoral Ward
Englefield Green East
Westminster Constituency
Windsor

Supplier Information

Number of Suppliers
1
Supplier Name

VINDEX SYSTEMS LIMITED

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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