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Key Management System

THE PIRBRIGHT INSTITUTE

This public procurement record has 1 release in its history.

Tender

21 Oct 2026 at 16:20

UK4 - Tender Notice
Summary of the contracting process

The Pirbright Institute is procuring a replacement key management system for its site in Woking. The single-supplier requirement covers supply, installation, servicing and maintenance of a modern system, including 22 cabinets to replace the existing 14. The system is intended to provide secure, auditable, centrally managed control of critical keys, allowing access only to authorised personnel and recording key movements. Cabinets are to be placed at strategic locations across the site to support efficient operations and prompt response to incidents or emergencies. The system supports physical access controls for critical infrastructure, equipment and restricted areas, and the Institute’s compliance with SAPO and ATCSA requirements. This is a goods procurement comprising cabinets, storage units, lockers and associated software and information systems.

The Institute invited offers through an open procedure for a single supplier. The tender submission deadline was 20 November 2026 at 12:00 UTC; the stated deadline for enquiries is not available in the published details. The planned contract period runs from 4 January to 1 November 2027. The estimated value is £233,730.20 excluding VAT, or £280,476.24 including VAT. There is one lot. Award is based on quality, weighted at 60%, and price, weighted at 40%. The stated award decision period ends on 9 December 2026. Bids may be submitted electronically in English through the buyer’s online supplier portal.

This opportunity suits a supplier able to provide an integrated key management system, rather than cabinets alone: the scope includes installation, servicing and ongoing maintenance as well as equipment and software. Suppliers should be able to configure and support a centrally managed, auditable solution that restricts key access to authorised staff and provides traceability across multiple strategic site locations. The requirement is operationally sensitive because it concerns access control for critical infrastructure, equipment and restricted areas, and must support compliance with SAPO and ATCSA physical-access requirements. A bidder will need the capacity to replace and expand the existing cabinet estate, deploy the system across the Institute’s site, and provide dependable support for incident and emergency response. Quality carries greater evaluation weight than price.

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Notice Information

Notice Title

Key Management System

Notice Description

This opportunity ("Contract") is for a single supplier to supply, install, service and maintain a new replacement Key Management System to the Institute. The project is to replace the current, end-of-life system on a like for like basis i.e. replace the current 14 cabinets with modern equivalents as is. The proposed new set-up of 22 cabinets optimises the present set-up and ensures continued legal compliance as well as improving operational efficiencies and response times in the event of an incident or emergency across all areas of site. A replacement, modern KMS is an essential requirement to retain, and strengthen, Pirbright's control of access to highly critical infrastructure, equipment and restricted areas. The proposed KMS will provide secure, auditable and centrally managed control of all critical keys, ensuring that access is only granted to appropriately authorised personnel, with full traceability. The replacement cabinets would be stored in strategic locations across site to ensure operational efficiency and capability to respond promptly to incidents and/or emergencies. This capability to securely manage critical keys across site is fundamental to maintaining legal compliance with SAPO and ATCSA regulations, both of which require Pirbright to ensure physical access controls are in place, and appropriately managed. .

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-078d3b
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/099653-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Notice Value(s)

Tender Value
£233,730 £100K-£500K
Lots Value
£233,730 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
21 Oct 20265 days ago
Submission Deadline
20 Nov 20264 weeks to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
4 Jan 2027 - 1 Nov 2027 6-12 months
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
THE PIRBRIGHT INSTITUTE
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
WOKING
Postcode
GU24 0NF
Postcode Area
Guildford
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
Guildford
Electoral Ward
Normandy & Pirbright
Westminster Constituency
Surrey Heath

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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