Scope
Reference
WCPR-208
Description
Pre-Market Engagement Brief Summary
Market Engagement - Weston College Group Refuge Alerter System Maintenance and Callout Contract Renewal
1. Introduction & Background
Weston College is preparing for the renewal of its Refuge Alerter system maintenance and callout contract. The system plays a critical role in ensuring compliance with BS5839-9 and supporting emergency refuge communications across the estate. This pre-market engagement (PME) aims to inform the future procurement strategy and explore market capabilities.
2. Scope of Requirement
The contract requirement covers:
- Biannual planned preventative maintenance (PPM)
- Fault repair with no charge-out, labour, or parts costs
- BS5839-9 compliance assurance
- Next working day response time
- Annual Ofcom licence renewal
- Signage provision for refuge areas
- Telephone support (8:30am-5pm)
- Potential for an optional 5-year fixed pricing with free replacement of obsolete equipment (beyond the 3-year base term)
3. Objectives of Engagement
This PME seeks to:
- Gauge supplier interest and market capacity
- Explore innovation in refuge alert systems and service delivery
- Identify risks, challenges, and opportunities for improvement
- Inform the Outline Business Case and procurement strategy
- Assess appetite for multi-year fixed pricing and enhanced service levels
4. Total value (estimated)
• £10,000 excluding VAT
• £12,000 including VAT
The total contract value is based on a fixed price for three years (subject to RPI ≤ 5%) with a view to extend to up to 5 years based on fixed pricing.
5. Contract dates (estimated)
• 1 March 2026 to 28 February 2029
• Possible extension to 28 February 2031
• 4 - 5 years (fixed pricing & replacement of obsolete equipment)
6. Particular suitability
Small and medium-sized enterprises (SME)
7. Legal Framework
This engagement is conducted in accordance with the Procurement Act 2023, specifically Sections 16 and 17, which encourage early market engagement to improve procurement outcomes. All engagement will be fair, transparent, and non-discriminatory.
8. Engagement Method
Weston College will host a pre-market engagement meeting with interested suppliers. The format may include:
- A short presentation of current service needs
- Open discussion on innovation, delivery models, and pricing
- Q&A session to clarify expectations and constraints
Suppliers may also be invited to submit written feedback or participate in follow-up one-to-one sessions.
9. Engagement Deadline
01 December 2025
10. Call to Action
This is not an invitation to tender. It is a pre-market engagement meeting intended to inform and shape the future procurement strategy.
Suppliers interested in participating should contact Weston College Group by email: WCGTender@weston.ac.uk
Total value (estimated)
- £10,000 excluding VAT
- £12,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 March 2026 to 28 February 2029
- Possible extension to 28 February 2031
- 5 years
Main procurement category
Goods
CPV classifications
- 35113100 - Site-safety equipment
Contract locations
- UKK12 - Bath and North East Somerset, North Somerset and South Gloucestershire
Engagement
Engagement deadline
30 November 2025
Engagement process description
Weston College will host a pre-market engagement meeting with interested suppliers. The format may include:
- A short presentation of current service needs
- Open discussion on innovation, delivery models, and pricing
- Q&A session to clarify expectations and constraints
Suppliers may also be invited to submit written feedback or participate in follow-up one-to-one sessions.
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Publication date of tender notice (estimated)
1 December 2025
Contracting authority
Weston College
- UK Register of Learning Providers (UKPRN number): 10007459
- Public Procurement Organisation Number: PDXW-8796-BVPP
Knightstone Road
Weston-super-Mare
BS23 2AL
United Kingdom
Email: WCGTender@weston.ac.uk
Website: http://www.weston.ac.uk
Region: UKK12 - Bath and North East Somerset, North Somerset and South Gloucestershire
Organisation type: Public authority - sub-central government