Fire Alarms & Associated Services - General and Reactive Maintenance, and Planned Works

UNIVERSITY OF EDINBURGH

This public procurement record has 3 releases in its history.

Award

09 Jun 2026 at 00:00

Tender

06 Oct 2025 at 00:00

Planning

17 Jun 2025 at 00:00

Summary of the contracting process

The University of Edinburgh has completed the procurement process for "Fire Alarms & Associated Services - General and Reactive Maintenance, and Planned Works", with contracts awarded as of 28th May 2026. This procurement targeted the education industry in Edinburgh, under the public services category, and was conducted via a restricted, two-stage tender procedure, highlighting the University's commitment to transparency and competitive selection. Contracts were divided into two lots: Lot 1 for Central & Accommodation Area awarded to OCS Technical Services Ltd, and Lot 2 for Science & Engineering, and Medical & Veterinary Areas awarded to FMS Fire and Security Ltd. Originally planned to commence on 2nd June 2026, these contracts are set for a three-year term, with possible extensions up to 1st June 2031, providing ample stability and planning horizon for the suppliers involved.

This tender offers significant growth opportunities for businesses, particularly those specialising in fire alarm systems management, maintenance, and associated services. The procurement process was highly selective, favouring companies with demonstrated capability in both reactive and planned maintenance. Given the £10 million estimated contract value over five years, businesses adept in handling large-scale operations, with focus on technical quality, are better positioned to compete successfully. This engagement allows suppliers to work closely with a prestigious institution such as the University of Edinburgh, which not only augments their portfolio but also enhances credibility and technical proficiency. This procurement is especially advantageous for large enterprises and SMEs committed to providing high-quality safety systems in complex environments.

How relevant is this notice?

Notice Title

Fire Alarms & Associated Services - General and Reactive Maintenance, and Planned Works

Notice Description

The University of Edinburgh has appointed two suppliers to provide general & reactive maintenance of fire alarms and associated services, and planned fire alarm works, which would ensure the University is meeting its obligations throughout the estate. This contract is split into 2 lots as follows, with one supplier appointed per lot. Lot 1 - Central & Accommodation Area Lot 2 - Science & Engineering, and Medical & Veterinary Areas The initial contract term is 3 years from 2nd June 2026 and running to 1st June 2029. The University has the option to extend for two additional periods of 1-year each, potentially taking the contract through to 1st June 2031 if all extensions are applied. The Contract has been awarded following an openly advertised Restricted Procedure (two-stage tender process).

Lot Information

Central & Accommodation Area

The University of Edinburgh has appointed a single supplier to provide general & reactive maintenance of fire alarms and associated services, and planned fire alarm works for Lot 1: Central & Accommodation Area. The Contract has been awarded following an openly advertised Restricted Procedure (two-stage tender process).

Options: The University has two options to extend for periods of 1-year each, potentially taking the contract through to 1st June 2031 if all extensions are applied (3+1+1).

Renewal: Initial contract period of 3 years with the option to extend for up to a further 2 years in total (3+1+1).

Science & Engineering, and Meds & Vets Areas

The University of Edinburgh has appointed a single supplier to provide general & reactive maintenance of fire alarms and associated services, and planned fire alarm works for Lot 2: Science & Engineering, and Medical & Veterinary Areas. The Contract has been awarded following an openly advertised Restricted Procedure (two-stage tender process).

Options: The University has two options to extend for periods of 1-year each, potentially taking the contract through to 1st June 2031 if all extensions are applied (3+1+1).

Renewal: Initial contract period of 3 years with the option to extend for up to a further 2 years in total (3+1+1).

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000801776
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN557626
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Restricted procedure
Tender Suitability
Not specified
Awardee Scale
Large, SME

Common Procurement Vocabulary (CPV)

CPV Divisions

31 - Electrical machinery, apparatus, equipment and consumables; lighting

45 - Construction work

50 - Repair and maintenance services


CPV Codes

31625200 - Fire-alarm systems

45312100 - Fire-alarm system installation work

50000000 - Repair and maintenance services

Notice Value(s)

Tender Value
£10,000,000 £10M-£100M
Lots Value
£10,000,000 £10M-£100M
Awards Value
Not specified
Contracts Value
£10,000,000 £10M-£100M

Notice Dates

Publication Date
9 Jun 20262 weeks ago
Submission Deadline
6 Nov 2025Expired
Future Notice Date
21 Jul 2025Expired
Award Date
28 May 20264 weeks ago
Contract Period
Not specified - Not specified
Recurrence
Tendering process for renewal of this contract is likely to be approx. 6 to 9 months prior to the expiry of the contract.

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
UNIVERSITY OF EDINBURGH
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH1 1HT
Post Town
Edinburgh
Country
Scotland

Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM75 City of Edinburgh

Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Supplier Information

Number of Suppliers
2
Supplier Names

FMS FIRE AND SECURITY

OCS TECHNICAL SERVICES

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN532678
    Fire Alarms & Associated Services - General and Reactive Maintenance and Planned Works up the value of 150k GBP (excl. VAT) - The University of Edinburgh is due to go out to tender within the next month or two to establish contracting arrangements for a contract covering both general & reactive maintenance of fire alarms and associated services, and planned fire alarm works up to and including the value of 150,000 GBP excluding VAT, which would ensure the University are meeting our obligations throughout the estate. This contract will likely be divided into 2 geographical lots described below. Lot 1 - Central & Accommodation Area Lot 2 - Science & Engineering, and Meds & Vets Areas It is intended that the contract will in place for an initial term of 3 years with two options to extend for periods of 1-year each (3+1+1). Interested parties should note their interest on this notice.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=OCT540663
    Fire Alarms & Associated Services - General and Reactive Maintenance, and Planned Works - The University of Edinburgh will shortly be going out to tender via a Restricted Procedure to engage two suitably qualified, resourced and experienced organisations to provide general & reactive maintenance of fire alarms and associated services, and planned fire alarm works, which would ensure the University is meeting its obligations throughout the estate. This contract will likely be divided into 2 geographical lots described below. Lot 1 - Central & Accommodation Area Lot 2 - Science & Engineering, and Medical & Veterinary Areas Total Estimated Contract Value (Both Lots): 10,000,000 GBP excluding VAT over the full 5-year contract period (2,000,000 GBP per annum). Lot 1: 5,500,000 GBP excluding VAT over the full 5-year contract period (1,100,000 GBP per annum). Lot 2: 4,500,000 GBP excluding VAT over the full 5-year contract period (900,000 GBP per annum). Please note, these values are estimates only, and not guaranteed values. Fire Alarms and Associated Services include the Maintenance, Reactive Maintenance, upgrades and replacements to a maximum value of the following Associated Services: - a) Remote Monitoring Centre for Alarm Signalling. b) Automatic door closers - Motorised & Magnetic c) Fire Suppressant Systems and Room Integrity Inspections. d) Voice Evacuation System e) Fireman's phone f) Alerter Systems g) Gas detection Systems h) EVC Systems i) VESDA Systems j) Cause & Effect testing verification k) Fire Curtains l) Fire Shutters m) Stair pressurisation/ Smoke vent Systems As Fire Alarm systems play a major part of building Health & Safety. The University has a responsibility to ensure all Fire alarm reactive works have an initial response time of one hour by competent personnel. Reactive work is often required for completion within 24 hours. In certain circumstances the reactive works or a temporary installation may be required to be installed within the day of reactive report. It is anticipated that the contract will in place for an initial term of 3 years with two options to extend for periods of 1-year each (3+1+1).
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUN557626
    Fire Alarms & Associated Services - General and Reactive Maintenance, and Planned Works - The University of Edinburgh has appointed two suppliers to provide general & reactive maintenance of fire alarms and associated services, and planned fire alarm works, which would ensure the University is meeting its obligations throughout the estate. This contract is split into 2 lots as follows, with one supplier appointed per lot. Lot 1 - Central & Accommodation Area Lot 2 - Science & Engineering, and Medical & Veterinary Areas The initial contract term is 3 years from 2nd June 2026 and running to 1st June 2029. The University has the option to extend for two additional periods of 1-year each, potentially taking the contract through to 1st June 2031 if all extensions are applied. The Contract has been awarded following an openly advertised Restricted Procedure (two-stage tender process).

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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                    "description": "SPD 4C.1.2 - Statement 1 Bidders will be required to provide three examples of contracts/services carried out during the past three years that demonstrate that you have experience to deliver Fire Alarm and Associated Services as described in the PCS Contract Notice which are similar in value and complexity of estate. At least two examples should demonstrate experience with both general and reactive maintenance, and at least one of the examples should demonstrate experience with planned installation works (full question text in SPD Documentation). Weight: 45% overall (Each example is worth 15%). SPD 4C.1.2 - Statement 2 A proven ability to manage the various elements of service delivery of this contract should be evidenced. Based on the examples described in Statement 1, Bidders are required to describe what their practical methods were for managing the following aspects of their contract (full question text in SPD Documentation). Weight: 15%. SPD 4C.1.2 - Statement 3 A positive health and safety culture is of paramount importance to the University. Bidders are required to describe in detail how they have pro-actively managed the Health & Safety issues of current and past contracts, with particular emphasis on the safety of employees and all third parties affected by their works. Responses should identify any examples of work within sensitive or hazardous environments, e.g., laboratories, animal houses and areas where asbestos may be present, etc. Weight: 10%. SPD 4C.4 Statement Bidders are required to provide details of how they manage reporting with other customers including details of any digital portal. Your response should include a flow chart. The flow chart should illustrate the procedure that has been adopted and the personnel/organisation involved together with the role they undertook. Please provide detail of what measures are in place to ensure reporting is completed on time and to a high standard. Weight: 10%. SPD 4C.7 Statement The University is committed to understand, explain and deliver on its ambition to be a leading socially responsible and sustainable University. Bidders are required to provide details of their current environmental management measures with regard to the disposal of waste (including any hazardous materials) and any innovative measures they have employed to reduce / offset their carbon footprint. Weight: 10%. SPD 4C.8 Statement Please provide a high-level organisational chart detailing key managerial staff and Fire Alarm Engineers. Please also provide details of your personnel resource to demonstrate that you have capacity to service a contract of this size, scale and complexity of estate (full question in SPD Documentation). Weight: 10%. SPD 4C.10 Statement Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract. Not Scored - For Information Only",
                    "minimum": "SPD 4D.1 1st Statement Quality Management and Health and Safety Procedures. The bidder must hold a UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent). If the bidder does not hold UKAS (or equivalent) accredited independent third-party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent), then the bidder must have the following: A documented policy and procedures regarding quality management. The policy must set out responsibilities for quality management demonstrating that the bidder has and continues to implement a quality management policy that is authorised by their Chief Executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation. SPD 4D.1 2nd Statement Quality Management and Health and Safety Procedures. The bidder must hold a UKAS (or equivalent), accredited independent third-party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum. If the bidder does not hold UKAS (or equivalent), accredited independent third-party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum then the bidder have the following: A regularly reviewed and documented policy and procedures for Health and Safety (H&S) management, endorsed by the Chief Executive Officer, or equivalent. The policy must be relevant to the nature and scale of the work and set out responsibilities for H&S management at all levels within the organisation. The policy must be relevant to the nature and scale of your operations and set out your company's responsibilities of health and safety management and compliance with legislation. Note - Organisations with fewer than five employees are not required by law to have a documented policy statement. SPD 4D.2 Statement The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate. If the Bidder does not hold UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate, then the bidder must have the following: Equivalent, regularly reviewed documented policy and procedures regarding environmental management, authorised by the Chief Executive, or equivalent. These must include the following documented processes and arrangements relevant to the nature and scale of the work to be carried out, which are equivalent to the standards listed above - ensuring effectiveness of measures and reducing impacts, workforce training and skills, checking and reviewing, dealing with waste, and ensuring any suppliers the bidder engages apply appropriate environmental protection measures."
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