Scope
Reference
IA3594
Description
The purpose of the Framework Agreement is to ensure that all Emergency Lighting and Associated Battery systems are maintained in a safe and operational condition through a process involving inspection and testing at approximately 506 properties covering mostly in Staffordshire, with a small number located in Cheshire, Lancashire, Derbyshire and the West Midlands.
The properties will include all types of buildings operated by a Local Authority including educational, residential care homes, civic buildings, offices, fire stations, enterprise centres and small industrial units.
A 24/7 callout facility is required to deliver responsive maintenance activities with a 4-hour response limit.
Commercial tool
Establishes a framework
Total value (estimated)
- £1,000,000 excluding VAT
- £1,200,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2025 to 31 August 2027
- Possible extension to 31 August 2029
- 4 years
Description of possible extension:
2 x 1 years to 31st August 2028 and 31st August 2029
Main procurement category
Services
CPV classifications
- 31518200 - Emergency lighting equipment
- 50000000 - Repair and maintenance services
Contract locations
- UK - United Kingdom
Framework
Maximum number of suppliers
1
Maximum percentage fee charged to suppliers
0.30%
Further information about fees
Please review the Framework Agreement, clause 12.
Framework operation description
Single Supplier Framework
Award method when using the framework
Without competition
Contracting authorities that may use the framework
Please note Stafford Borough Council, Cannock Chase District Council and South Staffordshire District Council are not responsible for the tender procedure, they are named as an organisation who may call off from the Framework once awarded.
Participation
Technical ability conditions of participation
Staffordshire County Council requires the successful Supplier to have ongoing 3rd party accreditations which meet the following requirements during the term of the Framework:
1. To have a compliant Health & Safety accreditation performed by a Safety Schemes in Procurement ('SSIP'). For more information refer to the link https://ssip.org.uk/members/#
2: Valid and compliant member of an independent pre-qualification accrediting body. for example, Constructionline (accredited to a minimum membership level of 'GOLD') or other equivalent bodies, offer such a service.
Note 1 - the accrediting bodies must allow for annual refreshes/vetting of the Supplier in the areas above
Note 2 - where brand names are mentioned, the Authority will consider equivalents
Note 3 - evidence of the above accreditations MUST be provided to the Authority by successful Supplier prior to Contract Award
Staff competency requirements
Contractors will be required to satisfy the County Council or its Contract Managing Agent that all staff (either directly employed or sub-contractors) must be able to evidence their competency for the work they carry out and the equipment they are working with by means of (where applicable):
- All Engineers must demonstrate the attendance and successful completion of a recognised course for emergency light maintenance provided by a nationally recognised organisation. Examples of such courses include:
o The NICEIC's Emergency Lighting Systems' Design and Maintenance.
o City & Guilds TS4U Emergency Lighting Course.
o Proactive Technical Training's Emergency Lighting.
- All Engineers carrying out installation works including the replacement of emergency lights and their associated components must demonstrate:
o The attendance and successful completion of a safe isolation course.
o The attendance and successful completion of City & Guilds 2382 - Requirements for electrical installations (currently 18th edition).
o Formal competencies for the work of which they carry out.
- All Engineers must have undertaken asbestos awareness training within the past 12 months accredited by the UK Asbestos Training Association (UKATA), Independent Asbestos Training Providers (IATP) or equivalent. This training must be continuous, with a valid certificate maintained at all times within a 12 month period.
- All Engineers must evidence training for working at heights within the past 5 years.
- Any personnel operating specific access equipment must evidence training for that type of equipment- such as ladders, podium steps, scaffold towers, Mobile elevating work platforms (MEWPs) or any other specialist access equipment - within the past 5 years.
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
22 May 2025, 11:59pm
Tender submission deadline
29 May 2025, 12:00pm
Submission address and any special instructions
The tender documents are available through Staffordshire County Councils e-tendering system 'Proactis'.
https://supplierlive.proactisp2p.com/Account/Login
All bids must be submitted back to Proactis prior to the tender deadline.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
7 July 2025
Recurring procurement
Publication date of next tender notice (estimated): 1 January 2029
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 80% |
| Quality | Quality | 20% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
SCC E-Tendering Portal User Guide.pdf
SCC E-Tendering Portal User Guide
Contracting authorities
Staffordshire County Council
- Public Procurement Organisation Number: PZDG-2995-QQMD
1 Staffordshire Place, Tipping Street,
Stafford
ST16 2DH
United Kingdom
Region: UKG24 - Staffordshire CC
Organisation type: Public authority - sub-central government
South Staffordshire District Council
- Public Procurement Organisation Number: PNNH-3468-CHWJ
Council Offices, Wolverhampton Road
Codsall
wv8 1px
United Kingdom
Email: michelle.davies@staffordshire.gov.uk
Website: https://www.sstaffs.gov.uk/
Region: UKG24 - Staffordshire CC
Organisation type: Public authority - sub-central government
Stafford Borough Council
- Public Procurement Organisation Number: PTQN-1833-ZMYL
Civic Centre, Riverside
Stafford
ST16 3AQ
United Kingdom
Region: UKG24 - Staffordshire CC
Organisation type: Public authority - sub-central government
Cannock Chase District Council
- Public Procurement Organisation Number: PNXX-8585-GQTH
Civic Centre, Beecroft Road
Cannock
WS11 1BG
United Kingdom
Region: UKG24 - Staffordshire CC
Organisation type: Public authority - sub-central government