Scope
Description
for the provision of servicing, maintenance, emergency response, and installation services for Door Entry Systems, Automatic Opening Equipment, and CCTV Systems across Aster Group's housing stock. The contract will be split into two geographical Lots - East (London, Hampshire, and Wiltshire) and West (Dorset, Somerset, Devon, and Cornwall) - and will cover routine cyclical servicing, responsive repairs, out-of-hours emergency works, and the supply and installation of new systems where required. The appointed supplier(s) will support Aster's compliance with statutory duties and internal standards, while delivering performance improvements, enhanced resilience, and value for money. The proposed contract duration is 4 years, with two optional 1-year extensions, under Aster's amended JCT 2016 Measured Term Contract.
Total value (estimated)
- £5,500,000 excluding VAT
- £6,600,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 21 November 2025 to 21 November 2029
- Possible extension to 21 November 2031
- 6 years, 1 day
Description of possible extension:
Two 1 year extensions available
Main procurement category
Works
CPV classifications
- 32235000 - Closed-circuit surveillance system
- 32323500 - Video-surveillance system
- 32441100 - Telemetry surveillance system
- 35120000 - Surveillance and security systems and devices
- 35125000 - Surveillance system
- 44221000 - Windows, doors and related items
- 44221220 - Fire doors
- 44521110 - Door locks
- 45421100 - Installation of doors and windows and related components
- 45421130 - Installation of doors and windows
- 45421131 - Installation of doors
- 79714000 - Surveillance services
Submission
Submission type
Requests to participate
Deadline for requests to participate
5 July 2025, 12:59am
Submission address and any special instructions
All PSQ Responses must be submitted electronically via the In-Tend portal:
(Select Aster Group from the list of organisations)
Participants are strongly advised to familiarise themselves with the Portal and allow sufficient time to complete and upload their submission ahead of the deadline. Late submissions will not be accepted.
Submission Deadline:
12:00:00 (midday) on 11/07/2025
Participants must not submit any part of their PSQ Response via email. Any attempt to do so may result in disqualification.
Once submitted, a confirmation pop-up will appear on the Portal. It is the Participant's responsibility to ensure this confirmation is received and to verify their documents have been successfully uploaded.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
27 October 2025
Award criteria
| Name | Description | Type |
|---|---|---|
| Simple description | At this stage, suppliers will be assessed against defined selection criteria to ensure they have the necessary capability, experience, and financial standing to deliver the contract. The selection... |
Price |
Weighting description
At this stage, suppliers will be assessed against defined selection criteria to ensure they have the necessary capability, experience, and financial standing to deliver the contract. The selection criteria include:
Financial standing - minimum annual turnover of £3.3 million
Technical and professional ability - relevant experience delivering similar contracts
Insurance cover - confirmation of required insurances (e.g. public liability, employers' liability, professional indemnity)...
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This procurement is being conducted under the Competitive Flexible Procedure in accordance with section 20 of the Procurement Act 2023. The process is structured as a two-stage procedure, consisting of the following steps:
Request to Participate - PSQ Stage (Current Stage):
Suppliers are invited to submit responses to this Pre-Selection Questionnaire (PSQ), which will be evaluated on a pass/fail and scored basis. The PSQ assesses economic and financial standing, technical and professional ability, and compliance with relevant legislation and policies. Only those Participants who meet the minimum requirements and score sufficiently in the evaluation will progress to the next stage.
Shortlisting:
Aster Housing intends to invite between 3 and 5 highest scoring Participants per Lot to submit a full tender. However, Aster reserves the right to include any additional suppliers whose scores fall within 5 points of the highest scoring bidder, to preserve competition.
Invitation to Tender - ITT Stage:
Shortlisted Participants will receive an Invitation to Tender (ITT), which includes the detailed specification, contract terms, evaluation methodology, and pricing documents. This stage will evaluate the final bid submissions based on quality and cost criteria.
Clarification and Final Bid Submission:
A single round of clarifications will be permitted during the ITT period. Final tenders must be submitted by the stated deadline. Evaluation will be conducted by an internal panel in accordance with the published criteria.
Standstill and Award:
Following evaluation and moderation, a formal award decision will be communicated. A standstill period will apply in accordance with the Act. The contract will then be finalised and mobilised, with notices published on the central digital platform.
Contracting authority
ASTER GROUP LIMITED
- Companies House: IP29573R
Sarson Court
Devizes
SN10 2AZ
United Kingdom
Region: UKK15 - Wiltshire CC
Organisation type: Public authority - sub-central government