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Construction Contract Leads

Scope

Reference

AP26056

Description

Arc Property Services Partnership Ltd (the Authority) is seeking to appoint a single Contractor to provide a comprehensive Portable Firefighting Equipment Maintenance and Repair Service across a portfolio of properties located throughout Nottinghamshire(main area), Derbyshire, South Yorkshire and Leicestershire.

The service will include the inspection, testing, servicing, maintenance, repair, replacement and certification of portable firefighting equipment, together with the provision of associated equipment and related support services, to ensure continued compliance with statutory requirements, relevant British Standards and fire safety legislation.

The Contractor will be responsible for maintaining equipment in a safe and operational condition through a combination of planned preventative maintenance and reactive repair services. The scope is expected to include, but is not limited to:

-Portable fire extinguishers.

-Fire blankets.

-Replacement parts and consumables.

-Emergency and reactive repair services.

-Inspection, testing and compliance reporting.

-Asset management and maintenance records.

-Recommendations for replacement of defective or obsolete equipment where required.

*The Authority may, during the term of the Contract, explore the potential introduction of P50 fire extinguishers. Any such change would be subject to separate review and approval and is not a guaranteed element of the Contract scope.

The Contract will be delivered under an NEC4 Term Service Short Contract and will be managed by the Authority who will act as the principle contractor.

The anticipated commencement date is 1 April 2027 with an initial contract period ending on 31 March 2029. The Contract will include options to extend for up to a further six years through three optional extension periods of two years each, giving a potential maximum contract term until 31 March 2035 (2+2+2+2 = 8 years).

The estimated total contract value over the full potential term is £211,200 including VAT, however there is no guarantee as to the value or volume of work provided.

The procurement will be conducted using a two-stage process comprising a Pre-Qualification Questionnaire (PQQ) stage followed by an Invitation to Tender (ITT) stage. Following evaluation, the Authority intends to award the Contract to the bidder who provides the Most Advantageous Tender (MAT). Tenders will be evaluated on the basis of the MAT, with a weighting of 70% Quality and 30% Price. Quality evaluation will consider factors including technical capability, service delivery arrangements, compliance management, contract mobilisation, customer service, reporting arrangements and social value commitments.

Tenders must only be submitted via the Delta eSourcing tender box for this procurement. Bidders MUST NOT send tender documents via email, the Delta Message Centre, by post or by hand as the submission WILL be rejected.

For more information about this opportunity, please visit the eSourcing portal at:

To respond to this opportunity, please click here:

Total value (estimated)

• £176,000 excluding VAT
• £211,200 including VAT

Above the relevant threshold

Contract dates (estimated)

• 1 April 2027 to 31 March 2028
• Possible extension to 31 March 2035
• 8 years

Description of possible extension:

The Contract will include options to extend for up to a further six years through three optional extension periods of two years each, giving a potential maximum contract term until 31 March 2035.

Any extension will be considered upon the following criteria being met:

1. Demonstration by the Supplier of the successful operation of the Contract since the start date.

2. The Client wishes to extend the Contract.

3. The Supplier wishes to extend the Contract.

Main procurement category

Services

CPV classifications

• 50413200 - Repair and maintenance services of firefighting equipment
• 35111000 - Firefighting equipment
• 50000000 - Repair and maintenance services

Contract locations

• UKF - East Midlands (England)
• UKE3 - South Yorkshire

Participation

Legal and financial capacity conditions of participation

The following selection criteria are expected to form part of the tender:

- A minimum annual turnover of £50,000

- The following minimum insurance levels:

- Employer’s Liability Insurance: £5,000,000

- Public Liability Insurance: £5,000,000

- Professional Indemnity Insurance: £2,000,000

- Product Insurance: £5,000,000

- Enhanced DBS checks for all site-based staff

- Commitment to pay the Real Living Wage, as defined by the Living Wage Foundation

- Commitment to achieve Pledger status under the Carbon Reduction Code for the Built Environment () within the first 12 months of the Contract

Technical ability conditions of participation

Supplier shall hold or be able to demonstrate the following:

•BAFE Certification relevant to portable fire extinguisher service and maintenance;

•ISO 9001:2015 or equivalent quality management certification; and

•SSIP or equivalent health and safety accreditation.

Particular suitability

Small and medium-sized enterprises (SME)

Submission

Enquiry deadline

25 August 2026, 11:59pm

Submission type

Tenders

Deadline for requests to participate

1 September 2026, 2:00pm

Submission address and any special instructions

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

18 January 2027

Award criteria

Other information

Description of risks to contract performance

As the Authority's main customer is Nottinghamshire County Council, there is a risk of increase or decrease in the number of sites managed and the types of properties serviced, due to the proposal of local government reorganisation.

The Authority may, during the term of the Contract, explore the potential introduction of P50 fire extinguishers. Any such change would be subject to separate review and approval and is not a guaranteed element of the Contract scope.

Applicable trade agreements

• Government Procurement Agreement (GPA)
• Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Competitive flexible procedure

Competitive flexible procedure description

The Contracting Authority intends to conduct this procurement using a Competitive Flexible Procedure comprising two stages.

Stage 1 – Selection Criteria

Suppliers will be invited to submit a Stage 1 response demonstrating their suitability, capability, capacity, relevant experience, technical competence, accreditations, financial standing and compliance with the Authority's minimum requirements. Responses will be evaluated against the published selection criteria.

Following evaluation, the Authority intends to shortlist the highest-scoring suppliers who meet the minimum requirements and invite them to participate in Stage 2. The Authority reserves the right to limit the number of suppliers progressing to the next stage in accordance with the criteria set out in the procurement documents.

Stage 2 – Invitation to Submit Tender

Shortlisted suppliers will be invited to submit a detailed tender for the provision of portable firefighting equipment inspection, servicing, maintenance, repair, replacement and associated compliance services across the Authority's estate.

Tenders will be evaluated based on the published award criteria using the Most Advantageous Tender (MAT) approach. Following evaluation, clarification and verification activities may be undertaken as permitted by the Procurement Act 2023 before contract award.

The Authority reserves the right to amend the procurement timetable, request clarifications, and conduct presentations, interviews or site visits where considered necessary and proportionate.

The anticipated award will be made to the supplier submitting the Most Advantageous Tender in accordance with the evaluation methodology detailed in the procurement documents.

Documents

Associated tender documents

K01 - AP26056 - Summary of Requirements - ver1.01.pdf

Contracting authority

Arc Property Services Partnership Ltd

• Public Procurement Organisation Number: PVWR-6662-QTQX

East West Building, 1 Tollhouse Hill

Nottingham

NG1 5AT

United Kingdom

Contact name: Kat Paletko

Telephone: +44 80006696565

Email: Procurement [at] arc-partnership.co.uk

Region: UKF14 - Nottingham

Organisation type: Public undertaking (commercial organisation subject to public authority oversight)