Scope
Reference
C388619
Description
Nottingham University Hospitals NHS Trust (The Client) is seeking a Contractor for provision of ongoing planned preventative maintenance (e.g. testing, servicing and maintenance) as well as reactive maintenance (E.g. responding to faults and failures, subsequent investigation, repair and testing) of the fire alarm system located at the Nottingham City Hospital and Queen's Medical Centre.
To ensure Nottingham University Hospitals NHS Trust (The Client) complies with its responsibilities required by law, Government guidelines and requirements of NHS England, the Client is seeking a Contractor for provision of servicing and maintenance of its fire alarm systems at Nottingham City Hospital, the Queen's Medical Centre and Ropewalk House (The Service).
The Service shall consist of ongoing planned preventative maintenance (e.g. testing, servicing and maintenance) as well as reactive maintenance (E.g. responding to faults and failures, subsequent investigation, repair and testing) and subsequent remedial work of the fire alarm system located at each of the Client's properties.
It is understood the systems at Nottingham City Hospital (Gent) and Queen's Medical Centre (Ziton) are closed protocol. Suppliers must be suitably qualified to work on and maintain these systems in order to participate in this procurement process.
The systems are to be serviced and maintained annually with service visits conducted on a regular basis as detailed in the Tender documents.
Total value (estimated)
- £4,250,000 excluding VAT
- £5,100,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2026 to 31 August 2028
- Possible extension to 31 August 2031
- 5 years
Description of possible extension:
The service period is 24 months with the option to extend for a further 36 months. This extension shall take the form of three 12 month incremental periods
Options
The right to additional purchases while the contract is valid.
Options shall include the following:
- The Price List is to be based on anticipated quantities including, but not limited to, one planned maintenance visit per annum of the total number of fire alarm assets located at the property during the first 24 months from the starting date.
The number is provided in good faith; however, these figures may be subject to change (E.g. the Client agrees to extend the service period in line with this Contract Data or the Quantity of assets requiring maintenance may increase or decrease following completion of a separate building project).
The Prices shall be determined by multiplying the relevant rate by the anticipated quantity, which shall be the estimated number of services required over a 2-year period
- Subject to the Contractor achieving complete compliance required by relevant KPI's, on the 2nd anniversary of the starting date, any request to increase the rates and Prices in the Price List must be in line with the price adjustment for inflation mechanism (PAFI) that will be detailed in the Tender documents setting out the method and rules to compile the Price List
- Details concerning the above and any other options will be stated in the associated Tender documents
- Schedule 6 of the Contract (The Commercial Schedule ) is based on anticipated quantities per annum of the total number of Goods required delivered to the relevant Site during the first 24 months from the Commencement Date.
The number is provided in good faith; however, these figures may be subject to change (E.g. the Authority agrees to extend the Term in accordance with 15.2 of Schedule 2 of the Contract and/or the quantity of Goods required may increase or decrease in response to materialisation of risks (e.g. patient demand for the Authority's/NHS services)
The Prices in the Commercial Schedule shall be determined by multiplying the relevant rate by the quantity, which shall be the number of Goods required over the duration of the Term.
- On the 2nd anniversary of the Commencement Date, any the rates and prices in the Commercial Schedule may be adjusted in line with the price adjustment for inflation mechanism (PAFI) specified in Schedule 6 of the Contract
- Any other options stated in the associated tender documents
Main procurement category
Services
CPV classifications
- 50711000 - Repair and maintenance services of electrical building installations
- 50710000 - Repair and maintenance services of electrical and mechanical building installations
Lot constraints
Description of how multiple lots may be awarded:
The Tender will be issued in lots. the Client reserves the right to award some but not all lots; and/or to award lots on different timelines.
For each Lot, responses will be assessed against the Evaluation Criteria set out in the ITT for the relevant Lot the Supplier is bidding on.
Suppliers may bid on one or both lots.
Lot 1. Nottingham City Hospital
Description
The Client requires Suppliers for the provision of Fire Alarm Servicing and Maintenance at Nottingham City Hospital (Lot 1)
Lot value (estimated)
- £3,000,000 excluding VAT
- £3,600,000 including VAT
Same for all lots
CPV classifications, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot 2. Queen's Medical Centre and Ropewalk House
Description
The Client requires Suppliers for the provision of Fire Alarm Servicing and Maintenance at the Queen's Medical Centre (Lot 2)
Lot value (estimated)
- £1,250,000 excluding VAT
- £1,500,000 including VAT
Same for all lots
CPV classifications, contract dates and options are shown in the Scope section, because they are the same for all lots.
Participation
Legal and financial capacity conditions of participation
Lot 1. Nottingham City Hospital
Lot 2. Queen's Medical Centre and Ropewalk House
Assessment of Supplier's Legal & financial capacity shall be based on the following:
- Suppliers must meet the minimum level of economic and financial standing and/or a minimum financial threshold specified under section 9.11 of the ITT
- Any other relevant criteria stated in the associated tender documents
Technical ability conditions of participation
Lot 1. Nottingham City Hospital
Lot 2. Queen's Medical Centre and Ropewalk House
The Client will set Conditions of Participation as a proportionate means of ensuring that Suppliers have the legal and financial capacity and/or technical ability, to perform the contract.
The conditions of participation will be specified under Part 3 of the Supplier Information Questions and used to assess the Supplier. Suppliers must satisfy these conditions if they are to be invited to submit a Tender.
If the Supplier does not satisfy the Conditions of Participation, then the Authority will disregard and exclude any Supplier from this Procurement process.
Particular suitability
Lot 1. Nottingham City Hospital
Lot 2. Queen's Medical Centre and Ropewalk House
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
30 September 2025
Enquiry deadline
17 October 2025, 12:00pm
Submission type
Requests to participate
Deadline for requests to participate
31 October 2025, 12:00pm
Submission address and any special instructions
The Client will be administering the Procurement via the Atamis e-Tendering portal: https://health-family.force.com/s/Welcome
Please ensure you register on the portal sufficiently ahead of time to ensure you are able to access the eventual Procurement at the earliest opportunity.
If you have any problems with the portal. you should contact the helpdesk on 0800 0988201 or by sending an email to support-health@atamis.co.uk . The helpline is open Monday to Friday between 8 am and 6 pm excluding public and bank holidays.
In the event the Tender Notice is published before or after the estiamted date, the enquiry and participation deadline dates will be amended accordingly.
Any revisions to the timescales specified in this Planned Procurement Notice will be made available via the Tender Notice.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Suppliers to be invited to tender
Lot 1. Nottingham City Hospital
Lot 2. Queen's Medical Centre and Ropewalk House
Minimum 1 suppliers per lot
Selection criteria:
per lot
Award decision date (estimated)
29 May 2026
Recurring procurement
Publication date of next tender notice (estimated): 30 September 2029
Award criteria
Lot 1. Nottingham City Hospital
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Suppliers are required to respond to a number of Scored Questions within Annex B3 of the Supplier Response Document which are intended to explain how they will meet specific requirements. |
Quality | 55.00% |
| Price | Price scores will be calculated based upon the lowest price submitted by Suppliers for the Lot they are bidding on. |
Price | 35.00% |
| Social Value | When submitting a Tender Suppliers will have the opportunity to demonstrate how their organisations will support the Social Value Outcome specified under 9.26 of the Invitation to Tender (ITT) Part A |
Quality | 10.00% |
Lot 2. Queen's Medical Centre and Ropewalk House
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Suppliers are required to respond to a number of Scored Questions within Annex B3 of the Supplier Response Document which are intended to explain how they will meet specific requirements for the Lot... |
Quality | 50.00% |
| Price | Price scores will be calculated based upon the lowest price submitted by Suppliers for the Lot they are bidding on. |
Price | 40.00% |
| Social Value | When submitting a Tender Suppliers will have the opportunity to demonstrate how their organisations will support the Social Value Outcome specified under 9.26 of the Invitation to Tender (ITT) Part A |
Quality | 10.00% |
Other information
Payment terms
Payment terms will be set out in the associated tender documents.
Description of risks to contract performance
Risks concerning this contract include, but may not be limited to, the following:
- Changes to Health Technical Memorandum (HTM)
- Expansion or reduction of the Service
- Capacity Constraints
- Expansion of Integrated Care Board
- Budgetary Changes
- Changes to Weekly Testing Requirements
- Changes to the Client's requirements.
- System Developments
- Collaboration with Partners
Further details concerning risks may be found in the associated tender documents.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The Procurement process shall constitute the following Stages:
Stage 1 - Response to Supplier Information Questionnaire
The submission by each Supplier of a response to the Supplier Information Questions and the assessment of each such Supplier Information Questionnaire submission received by the Client (The Intermediate Assessment).
Stage 2 - Site Visit
Those Suppliers shortlisted following the Intermediate Assessment of each Supplier Information Questionnaire submitted at Stage 1 of this procurement process shall be invited to attend a site visit.
Stage 3 - Invitation to Tender
The Client shall invite all those Suppliers selected to participate further in this Procurement process to submit a Tender.
More information will be made available in the ITT (Section 4) following publication of the Tender Notice.
Contracting authority
Nottingham University Hospital NHS Trust
- Public Procurement Organisation Number: PVQC-9261-WGRM
City Campus, Hucknall Road
Nottingham
NG5 1PB
United Kingdom
Region: UKF14 - Nottingham
Organisation type: Public authority - central government