Scope
Reference
DMAT01.17
Description
The Contractor will be responsible for delivering the following Fire and Security Servicing to the Trust: a. Fire Alarm Panel b. Intruder Alarm Panel c. Door Access Control d. Emergency Lighting e. Fire Extinguishers & Hoses f. Signalling Remedial Works (included in contract but the Trust reserve the right to award such works to other Contractors and therefore these works are not guaranteed). With a view to achieving a smooth and effective service for pupils and staff, the Successful Contractor shall ensure that they: a. Have the technical and relevant experience whilst demonstrating value for money. b. Appoint a competent person to take managerial control. c. Maintain a safe and healthy environment on school premises.. d. Develop a robust scheme for managing, controlling and/or preventing the risk of fire on school premises, ensuring all works are carried out by a competent person. e. Implement a system of checks to ensure the effectiveness of the controls and other activities. f. Ensure all fire systems are maintained in accordance with current guidelines and all maintenance and other such work be undertaken by suitably competent persons. g. Demonstrate the ability to deliver the services required in a flexible manner, as to cause minimum disruption to pupils, staff and the day-to-day operations of the school. h. Adhere to all legal and statutory regulations and guidance to ensure compliance and ensure the delivery of services is at the desired level. i. Establish effective management and operational level communication systems at all levels. j. Actively manage the resulting contract including contract review meetings, overall performance of the contract, and management of Key Performance Indicator (KPI) and Service Level Agreement (SLA). k. Hold records of all relevant activity, retained for a minimum of 5 years. l. Be responsible for all legal, and health and safety requirements. J. Formulate a schedule of visits to each site, to be agreed with the Trust.
Total value (estimated)
- £400,000 excluding VAT
- £480,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2025 to 1 September 2028
- Possible extension to 1 September 2030
- 5 years, 1 day
Description of possible extension:
Option of two further 1 year extensions.
Main procurement category
Services
CPV classifications
- 50413200 - Repair and maintenance services of firefighting equipment
- 31625000 - Burglar and fire alarms
- 31625100 - Fire-detection systems
- 44480000 - Miscellaneous fire-protection equipment
- 45312100 - Fire-alarm system installation work
- 45343000 - Fire-prevention installation works
- 50000000 - Repair and maintenance services
- 51700000 - Installation services of fire protection equipment
Contract locations
- UKK43 - Devon CC
Participation
Legal and financial capacity conditions of participation
A financial appraisal will be based upon a credit check
Technical ability conditions of participation
A Fire & Equipment Servicing Accreditation from the following or equivalent i. BAFE (British Approvals for Fire Equipment) Certification ii. IFEDA (Independent Fire Engineering & Distributors Association) Membership iii. FIA (Fire Industry Association) Membership A Security Equipment Servicing Accreditation from the following or equivalent i. NSI (National Security Inspectorate) Certification ii. SSAIB (Security Systems and Alarms Inspection Board) Accreditation iii. SIA (Security Industry Authority) Approved Contractor Scheme
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
13 June 2025, 12:00pm
Tender submission deadline
23 June 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
10 July 2025
Recurring procurement
Publication date of next tender notice (estimated): 3 January 2028
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 40% |
| Service Offer | Quality | 35% |
| Contract Support, Monitoring & Management | Quality | 15% |
| Contractor Staff | Quality | 5% |
| Mobilisation | Quality | 5% |
Other information
Payment terms
The Contractor shall operate the service efficiently and provide a commercial solution that offers best value to the Trust, proactively assessing where efficiencies can be made and discussing these and their cost benefits with the Trust. The Contractor shall submit consolidated invoices, split out by school and associated documentation by email.Invoicing will be monthly, in arrears from the end of the previous month. Where, during a monthly period, it has been identified, and agreed, that adjustments are required (in respect of service credits, additional works, errors or omissions), these will be taken account of within the invoice for the following month.
Description of risks to contract performance
Risks to contract performance are: Compliance and Regulatory Risks: Failure to comply with local fire safety regulations and standards can lead to legal penalties and increased liability. Regular updates to safety regulations may require ongoing adjustments to the contract and services provided. Operational Risks: Inadequate maintenance or servicing of fire and security systems can result in system failures, compromising the safety of students and staff. Delays in response times for emergency services or repairs can exacerbate safety risks. Financial Risks: Inaccurate cost estimates or underfunding can lead to incomplete or substandard service delivery. Vendor Risks: A Contractor may fail to meet contractual obligations or commit a matereial breach. Contractor may face operational or financial difficulties. Technological Risks: Outdated or incompatible technology can hinder the effectiveness of fire and security systems. Cybersecurity threats to digital security systems can compromise sensitive information and system integrity. Communication Risks: Poor communication between the Contractor and the Trust can lead to misunderstandings and unmet expectations. Lack of clear protocols for reporting and addressing issues can delay resolution and increase risks.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
Due to the category of the service requirement, it was decided PME would not benefit the tender process.
Contracting authority
Dartmoor Multi Academy Trust
- Public Procurement Organisation Number: PXTN-3178-CNXJ
Wardhayes, Simmons Way
Okehampton
EX20 1PU
United Kingdom
Contact name: Sharon Perkins
Email: sperkins@dmatschools.org.uk
Region: UKK43 - Devon CC
Organisation type: Public authority - central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
PHP Law LLP
Summary of their role in this procurement: Procurement Consultant
- Companies House: OC429243
Unit 3 The Brutus Centre Station Road Totnes
Totnes
TQ9 5RW
United Kingdom
Region: UKK43 - Devon CC