Section one: Contracting authority
one.1) Name and addresses
The Coal Authority
200 Lichfield Lane
MANSFIELD
NG184RG
Contact
Joe Keir
Telephone
+44 1623637410
Country
United Kingdom
Region code
UKF15 - North Nottinghamshire
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
https://www.gov.uk/government/organisations/the-coal-authority
one.3) Communication
Additional information can be obtained from the above-mentioned address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Environment
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
HO - Manned Security Services
two.1.2) Main CPV code
- 79710000 - Security services
two.1.3) Type of contract
Services
two.1.4) Short description
The Coal Authority will be seeking to let a Manned Security Services contract for its headquarters in Mansfield ahead of the existing contract ending on 30th March 2024.
The duration of the proposed contract is expected to be 3 years with an option to extend for a further year.
The contract will be to provide comprehensive security services at the Coal Authority headquarters in Mansfield which comprises of 3 main buildings and the associated grounds.
The service required under this contract shall be;
- Services will be required 52 weeks a year including bank holidays with the following shift patterns likely to be:
o 16:30pm - 08:45am Monday to Thursday
o 16:00pm - 08:00am Friday to Saturday AM.
o 24 hours at weekends and bank holidays
- Permanent pool of suitably SIA licenced / DBS checked guards with a bank of relief guards that can step-in as and when required.
- Use of relief guards will need to be agreed and there should be no disruption to the service with immediate relief cover to be provided within 1 hour.
Anticipated duties of the guards will include but not limited to:
- Fence Perimeter checks of the estate
- Key-holding including unlocking/locking of gates out of hours to allow access for vehicles
- CCTV and alarm monitoring of the site
- Internal and external patrols / walk-around of the headquarters buildings
- Participating in monthly fire-checks and business continuity review, exercises and training
- Participating in site inductions / refresher training
- Participating in contract management meetings and relevant joint-audits
- Completion of incident reports including Health, Safety and Wellbeing
- Out of hours pool car management
- Office Refreshment stock-up
- Closing / opening of window blinds
- Operating and managing the site for weekend events
Lone working will be likely in the operation of the service so access to mobile patrol and regular check-calls will be needed.
Due to the 24/7 nature of operations of the Authority and it being a Category 2 Responder under the Civil Contingencies Act 2004, access will be required to the site at all times for all Authority staff.
A wider review of the security operations/requirement will be carried out over the next 12-24 months which may include amendments to equipment and resources which the successful tenderer will be involved in.
Two key focuses of the future contract will be a focus on the staff morale, wellbeing and development as well as sustainability as the Authority seeks to become net-zero by 2030 to which the delivery of this service will be play a part in.
Tupe will likely apply to these services, this will be confirmed in the future tender documents.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79710000 - Security services
two.2.3) Place of performance
NUTS codes
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
- UKL - Wales
- UKM - Scotland
- UKN - Northern Ireland
Main site or place of performance
Coal Authority, 200 Lichfield Lane, Mansfield, Nottinghamshire, NG18 4RG
two.2.4) Description of the procurement
The Coal Authority will be seeking to let a Manned Security Services contract for its headquarters in Mansfield ahead of the existing contract ending on 30th March 2024.
The duration of the proposed contract is expected to be 3 years with an option to extend for a further year.
The contract will be to provide comprehensive security services at the Coal Authority headquarters in Mansfield which comprises of 3 main buildings and the associated grounds.
The service required under this contract shall be;
- Services will be required 52 weeks a year including bank holidays with the following shift patterns likely to be:
o 16:30pm - 08:45am Monday to Thursday
o 16:00pm - 08:00am Friday to Saturday AM.
o 24 hours at weekends and bank holidays
- Permanent pool of suitably SIA licenced / DBS checked guards with a bank of relief guards that can step-in as and when required.
- Use of relief guards will need to be agreed and there should be no disruption to the service with immediate relief cover to be provided within 1 hour.
Anticipated duties of the guards will include but not limited to:
- Fence Perimeter checks of the estate
- Key-holding including unlocking/locking of gates out of hours to allow access for vehicles
- CCTV and alarm monitoring of the site
- Internal and external patrols / walk-around of the headquarters buildings
- Participating in monthly fire-checks and business continuity review, exercises and training
- Participating in site inductions / refresher training
- Participating in contract management meetings and relevant joint-audits
- Completion of incident reports including Health, Safety and Wellbeing
- Out of hours pool car management
- Office Refreshment stock-up
- Closing / opening of window blinds
- Operating and managing the site for weekend events
Lone working will be likely in the operation of the service so access to mobile patrol and regular check-calls will be needed.
Due to the 24/7 nature of operations of the Authority and it being a Category 2 Responder under the Civil Contingencies Act 2004, access will be required to the site at all times for all Authority staff.
A wider review of the security operations/requirement will be carried out over the next 12-24 months which may include amendments to equipment and resources which the successful tenderer will be involved in.
Two key focuses of the future contract will be a focus on the staff morale, wellbeing and development as well as sustainability as the Authority seeks to become net-zero by 2030 to which the delivery of this service will be play a part in.
Tupe will likely apply to these services, this will be confirmed in the future tender documents.
two.3) Estimated date of publication of contract notice
6 November 2023
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes