Scope
Reference
DN794509
Description
Swindon Borough Council are looking to engage with an experienced contractor to provide responsive and scheduled bi-annual maintenance of its automatic doors.
The Council expects the contractor to repair any faulty automatic doors as and when required, with an all-inclusive service. This all-inclusive service should include all call out, fault investigation, repairs, labour and materials, travel and related costs during the duration of the contract. It should be noted that the contract shall comprise of the inspection, ongoing maintenance and repair of automatic doors, both planned servicing and also remedial works are within the scope of this contract. This will be required 24 hours, 7 days a week (including weekend and Bank Holidays) working.
The contract will be for a period of 3 Years with an optional 2 year extension period and is estimated to commence 1st April 2026.
Estimated contract spend is between £250,000.00 - £270,000.00 ex vat across the initial 3 year term and £415,000.00 - £450,000.00 across the full 5 year term.
Full details relating to the services are provided in the tender documents.
To participate, Suppliers will need to Register as a Supplier with ProContract, www.supplyingthesouthwest.org.uk, then Register an Interest before obtaining access to the tender documents. In the event of difficulties registering as a supplier, please refer to the System Administrator Proactis support team ProContractSuppliers@proactis.com
Tender clarifications to be submitted in writing via Messaging in ProContract tender portal by 7th November 2025 15:00 hrs UK Local time. The Council's responses to these clarification questions will be issued periodically on the ProContract tender portal.
Tender Responses are required to be submitted no later than 17th November 2025, 15:00 hrs UK Local time via ProContract tender portal - https://www.supplyingthesouthwest.org.uk/
Supplying the South West Portal, https://www.supplyingthesouthwest.org.uk/ is the only portal that includes all the relevant documents required to respond to this opportunity, bearing Project Id: DN794509
No Tender submissions will be considered without completing the tender documents in full including attachments and returning them in alignment with the instructions within the tender documents.
Total value (estimated)
- £450,000 excluding VAT
- £540,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2029
- Possible extension to 31 March 2031
- 5 years
Description of possible extension:
After the initial three year period the contract performance and requirements will be reviewed, and extended for a further 1 x 24 month period if required.
Main procurement category
Services
CPV classifications
- 50700000 - Repair and maintenance services of building installations
- 50711000 - Repair and maintenance services of electrical building installations
- 45421100 - Installation of doors and windows and related components
- 44221200 - Doors
- 50710000 - Repair and maintenance services of electrical and mechanical building installations
- 50000000 - Repair and maintenance services
Contract locations
- UKK14 - Swindon
Submission
Enquiry deadline
7 November 2025, 3:00pm
Tender submission deadline
17 November 2025, 3:00pm
Submission address and any special instructions
The appointment of a contractor for the service and maintenance of automatic doors
Swindon Borough Council are looking to engage with an experienced contractor to provide responsive and scheduled bi-annual maintenance of its automatic doors.
The Council expects the contractor to repair any faulty automatic doors as and when required, with an all-inclusive service. This all-inclusive service should include all call out, fault investigation, repairs, labour and materials, travel and related costs during the duration of the contract. It should be noted that the contract shall comprise of the inspection, ongoing maintenance and repair of automatic doors, both planned servicing and also remedial works are within the scope of this contract. This will be required 24 hours, 7 days a week (including weekend and Bank Holidays) working.
The contract will be for a period of 3 Years with an optional 2 year extension period and is estimated to commence 1st April 2026.
Estimated contract spend is between £250,000.00 - £270,000.00 ex vat across the initial 3 year term and £415,000.00 - £450,000.00 across the full 5 year term.
Full details relating to the services are provided in the tender documents.
To participate, Suppliers will need to Register as a Supplier with ProContract, www.supplyingthesouthwest.org.uk, then Register an Interest before obtaining access to the tender documents. In the event of difficulties registering as a supplier, please refer to the System Administrator Proactis support team ProContractSuppliers@proactis.com
Tender clarifications to be submitted in writing via Messaging in ProContract tender portal by 7th November 2025 15:00 hrs UK Local time. The Council's responses to these clarification questions will be issued periodically on the ProContract tender portal.
Tender Responses are required to be submitted no later than 17th November 2025, 15:00 hrs UK Local time via ProContract tender portal - https://www.supplyingthesouthwest.org.uk/
Supplying the South West Portal, https://www.supplyingthesouthwest.org.uk/ is the only portal that includes all the relevant documents required to respond to this opportunity, bearing Project Id: DN794509
No Tender submissions will be considered without completing the tender documents in full including attachments and returning them in alignment with the instructions within the tender documents.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
8 January 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 60% |
| Q1 Quality Assurance | Quality | 10% |
| Q3 Programme Delivery | Quality | 10% |
| Q5 Social Value | Quality | 10% |
| Q2 Health & Safety | Quality | 5% |
| Q4 Contract Administration | Quality | 5% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
Preliminary Market Engagement (PME) notice was published in Jun 2025. The PME was completed in July 2025.
Contracting authority
Swindon Borough Council
- Public Procurement Organisation Number: PNPT-6195-XDWV
Swindon Borough Council, Civic Offices, Euclid Street
Swindon
SN1 2JH
United Kingdom
Region: UKK14 - Swindon
Organisation type: Public authority - sub-central government