Scope
Description
The London Borough of Hillingdon wishes to appoint an experienced service provider for the servicing, maintenance and repairs of the Pedestrian and Vehicle Door Entry, Access Control, Warden Call Systems, Automatic Doors, Gates & Barriers ensuring compliance with all relevant industry, manufacturers and safety standards.
The contract is to include Hillingdon Council's housing stock of over 10,000 properties covering General Needs Housing, Sheltered Housing, Supported Housing and 200 Corporate sites.
Elements of the contract include but not limited to the following:
• Repairs of Housing Door Entry & Access Control Systems and associated works as detailed in the Asset Lists.
• Service, Maintenance & Repairs of Corporate Access Control Systems and associated works as detailed in the Asset Lists.
• Service, Maintenance & Repairs of Automatic Pedestrian & Vehicle Doors, Gates, Barriers, Bollards & Shutters as detailed in Asset lists.
• Repairs, Servicing & Maintenance on all Assisted Living and Warden Call Systems.
• Provide a Reactive Maintenance/Call out Service (365/24/7) covering the assets in question
The contract will have a staggered approach to its implementation with the Door Entry & Access Control and Assisted Living & Warden Call element starting on 30th November 2025 and the Automatic Pedestrian & Vehicle Doors, Gates, Barriers, Bollards & Shutters being introduced on 1st September 2026.
TUPE will apply across all aspects.
The Contract will be for an initial term of three (3) years with an extendable option for a period of not more than two (2) years, giving a total of five (5) years (the Term).
Total value (estimated)
- £1,800,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 30 November 2025 to 29 November 2028
- Possible extension to 29 November 2030
- 5 years
Description of possible extension:
Contract may be extended for a period of not more than Two (2) further years by agreement subject to the needs of the business.
Main procurement category
Services
CPV classifications
- 44221310 - Access gates
- 44221400 - Shutters
- 50711000 - Repair and maintenance services of electrical building installations
- 51100000 - Installation services of electrical and mechanical equipment
Contract locations
- UKI74 - Harrow and Hillingdon
Participation
Legal and financial capacity conditions of participation
See tender pack for details.
Technical ability conditions of participation
See tender pack for details.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
18 July 2025, 1:00pm
Tender submission deadline
25 July 2025, 1:00pm
Submission address and any special instructions
All tender responses must be via Hillingdon's nominated tendering portal (Proactis - Supplier Network) at https://supplierlive.proactisp2p.com
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
30 September 2025
Recurring procurement
Publication date of next tender notice (estimated): 30 June 2028
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | 50% of the award criteria will be allocated to the Quality/technical aspects of the tender response. See tender pack for details |
Quality | 50% |
| Price | 50% of the award criteria will be allocated to the Cost aspects of the tender response. See tender pack for details |
Cost | 50% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
https://supplierlive.proactisp2p.com
All tender documents will be made available via the tender portal: https://supplierlive.proactisp2p.com
Contracting authority
London Borough of Hillingdon
- Public Procurement Organisation Number: PHZZ-4724-NYPH
Civic Centre
Uxbridge
UB8 1UW
United Kingdom
Region: UKI74 - Harrow and Hillingdon
Organisation type: Public authority - sub-central government