Section one: Contracting authority
one.1) Name and addresses
South Ayrshire Council
County Buildings, Wellington Square
Ayr
KA7 1DR
procurement@south-ayrshire.gov.uk
Telephone
+44 3001230900
Country
United Kingdom
NUTS code
UKM94 - South Ayrshire
Internet address(es)
Main address
http://www.south-ayrshire.gov.uk/procurement/
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00405
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
CE-199-25 Measured Term Contract (MTC) for Servicing, Maintenance & Monitoring of Intruder Alarm Systems
Reference number
CE-199-25
two.1.2) Main CPV code
- 50000000 - Repair and maintenance services
two.1.3) Type of contract
Services
two.1.4) Short description
The Council requires to appoint, to a Measured Term Contract, a suitably experienced Service Provider to carry out Servicing, Maintenance and Monitoring of Intruder Alarms in operational properties throughout South Ayrshire.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 31625300 - Burglar-alarm systems
- 35121700 - Alarm systems
- 50000000 - Repair and maintenance services
two.2.3) Place of performance
NUTS codes
- UKM94 - South Ayrshire
two.2.4) Description of the procurement
The Council requires to appoint, to a Measured Term Contract, a suitably experienced Service Provider to carry out Servicing, Maintenance and Monitoring of Intruder Alarms in operational properties throughout South Ayrshire.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
1+1+1
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
It is a requirement of this procurement that Tenderers hold, or can commit to obtain, prior to the commencement of any subsequently awarded Contract, the accreditations indicated below:
For the purposes of this Contract, the Contractor and/or Sub Contractor who is responsible for all Intruder Alarm Systems must be accredited to the following standards, or equal:
1. BAFE Scheme: SP203-1 Intruder Alarms (Design, Installation, Commissioning & Maintenance) OR
2. SSAIB or NSI/NACOSS: Gold or Silver Medal (for Monitoring & Communication) AND SELECT or NICEIC
Evidence for this requirement will be requested at the “Request For Documentation” Stage.
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
During the period of the Contract Agreement, the Service Provider shall monitor and measure their performance against the Key Performance Indicators (KPIs) detailed below:
Cost – Category Weight (20%)
Invoice Accuracy – 50%
Cost Reduction Initiatives – 50%
Quality – Category Weight (30%)
Fit for Purpose – 50%
Contract Outcome – 40%
Continual Improvement / Innovation – 10%
Service – Category Weight (40%)
Complaints – 15%
Communication – 30%
Management Information – 25%
Accuracy – 30%
Sustainability – Category Weight (10%)
Sustainable Processes – 50%
Community Benefits – 50%
The above KPIs shall make up the Balanced Scorecard and will be used to score the Service Provider’s / Supplier’s performance. The Council’s Contract Administrator and other relevant stakeholder shall score the Service Provider’s / Supplier’s against the expected results
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
20 January 2026
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
20 January 2026
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: September 2030
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of The Public Contracts (Scotland) Regulations 2015 or regulation 8 of The Procurement (Scotland) Regulations 2016 .
Quality Control Requirements
Tenderers may be required to provide the following for Quality Control requirements:
EITHER:
Option A) If a Tenderer’s organisation holds an UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with
BS EN ISO 9001 (or equivalent) a copy of the certificate may be requested.
OR
Option B) If a Tenderers organisation has a documented policy regarding quality management, a copy of the policy may be requested.
Guidance
The policy should set out your organisation's responsibilities for quality management. Demonstrating that your organisation has and continues to implement a quality management policy that is authorised by the Chief Executive or equivalent and is periodically reviewed at a senior management level. The policy should be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation.
Quality Assurance/Health and Safety Requirements
Tenderers may be required to provide the following for Quality Assurance/Health and Safety Requirements:
EITHER:
Option A) If a Tenderer’s organisation holds an UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001(or equivalent), or if a Tenderers organisation has, within the last twelve months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum, then a copy of the certificate may be requested.
OR,
Option B) If a Tenderers organisation has a policy for health and safety (H&S) management, then a copy of the policy may be requested.
Guidance
Organisations with less than five employees are not required by law to have a documented policy statement. The need to reduce documentary requirements on micro businesses in particular will be taken into account by the evaluation panel. Your policy should provide evidence that your organisation has a H&S policy that is endorsed by the chief executive officer and that it is regularly reviewed. The policy should be relevant to the nature and scale of the work and set out responsibilities for H&S management at all levels within your organisation. Your policy should be relevant to the nature and scale of your operations and set out your company's responsibilities of health and safety management and compliance with legislation.
Environmental Management Standards Requirements
Tenderers may be required to provide the following for Environmental Management Requirements:
EITHER:
Option A) If a Tenderer’s organisation holds an UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate, then a copy of the certificate may be requested.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 30234. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
It has become clear that there is scope within the Procurement Reform (Scotland) Act 2014 which applies to public contracts, to use contracts to deliver wider social benefits such as:
- Targeted recruitment and training (providing employment and training opportunities/Apprenticeships)
- SME and social enterprise development
- Community engagement
As part of your tender response, Tenderers are requested to provide an outline of all community benefits they can offer for this contract.
(SC Ref:817335)
six.4) Procedures for review
six.4.1) Review body
Ayr Sheriff Court
Ayr
Country
United Kingdom