Scope
Reference
PROC OC ITP 1516
Description
The management, monitoring, repair, maintenance & end of life replacement of the University's Fire and Life Safety Systems.
This contract is to complete all statutory inspection, regular servicing, and weekly fire alarm testing of all University of Derby Fire and Life Safety Systems.
The contract will require a dedicated on-site engineer, who will be responsible for the day to day management of the processes, and completing the relevant servicing, as part of their role.
Full details of the expectations of the University have been provided within the Specification, within the tender documents.
Total value (estimated)
- £2,750,000 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:
The contract will be issued on the basis of a 3 + 1 + 1, with each 1 year extension options being taken up, subject to ongoing supplier performance review.
The University of Derby reserves the right to grant both 1 year extensions in a single act (i.e. a 2 year extension) should performance by the contractor, be of a sufficient standard to allow this.
Main procurement category
Goods
CPV classifications
- 31625100 - Fire-detection systems
- 31625200 - Fire-alarm systems
Contract locations
- UKF - East Midlands (England)
Justification for not using lots
The University of Derby has made the decision to group all Fire & Life Safety Systems into a single contract, in order to ensure accountability for the delivery of statutory compliance.
Whilst each individual aspect of the contract may possibly have been managed by a separate contractor, this approach would have required a significant investment in internal resource, to manage the volume of additional individual contractors.
The University expects that some servicing provided within the scope of this contract may need to be subcontracted, in order to be fulfilled.
Participation
Technical ability conditions of participation
Supplier must be a member of a Trade Body for Fire & Life Safety Systems (e.g. National Fire Protection Association (NFPA), British Approvals for Fire Equipment (BAFE), Fire Sector Federation (FSF) or equivalent).
Supplier must be a member of a recognised Health & Safety management scheme (e.g. SSIP, Constructionline, Safecontractor, CHAS or equivalent).
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
12 December 2025, 2:00pm
Submission type
Requests to participate
Deadline for requests to participate
19 December 2025, 12:00pm
Submission address and any special instructions
https://www.derby.ac.uk/services/finance/procurement-suppliers-and-tendering/supplier-info/
All tenders must be submitted within the University of Derby procurement platform, by the date and time laid out above.
Access to register for this tender is self-service via the website link above, and free to access.
For Existing supplier, or those previously registered as a supplier to the University of Derby, please use the below guides to support you in accessing the system:
Where you have not previously registered as a supplier to the University of Derby, please use the guides available within the link below to register for this opportunity:
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Suppliers to be invited to tender
3 to 5 suppliers
Selection criteria:
As part of the PSQ there are a number of questions asked.
The responses to these will be scored in line with the marking criteria laid out in the documentation, and the top 5 highest scoring bids will be invited to submit a full tender at stage 2 of this process.
Award decision date (estimated)
6 February 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | The quality score for the Tender Submission, as marked by the University Tender Panel |
Quality | 70% |
| Cost | Whole life cost of providing the Services to the University. |
Cost | 30% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
A two-stage tender process will take place.
Stage 1 - Suppliers will be required to complete a PSQ and a number of questions (both Pass/Fail and scored questions).
A maximum of 5 top scoring bidders (using the awarding criteria of the Stage 1 PSQ) will be shortlisted, and invited to submit a tender for Stage 2 of this competitive flexible process.
At stage 2 of the tender process, the shortlisted suppliers shall submit their final tenders for marking against the award criteria for this stage of the process.
Suppliers at stage 2 of the process will be required to attend a presentation, to clarify any points around their submission. Following this presentation, scores may be amended, based on the tender panel's further understanding of the submission.
Contracting authority
UNIVERSITY OF DERBY
- Companies House: 03079282
- Public Procurement Organisation Number: PBVB-7935-WGYQ
Kedleston Road
Derby
DE22 1GB
United Kingdom
Email: procurement@derby.ac.uk
Website: http://www.derby.ac.uk
Region: UKF11 - Derby
Organisation type: Public authority - sub-central government