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Changes to notice

This notice has been edited. The previous version is still available.

This ITT is temporally on hold due to last minute editions to the ITT timetable. As a pre-caution and to avoid any Bidder downloading the incorrect version the tender ITT questionnaire, tender requirements and scorecard template have been removed and will be resubmitted once the new extended timetable is confirmed.

Scope

Description

ON HOLD

This procurement represents a re-tender of the opportunity for a Replacement CCTV System previously published under the notice reference 2026/S 000-056590. Following a comprehensive review of the previous iteration, the RAU has revised both the core technical specifications for the estate's video management system and the associated assessment methodology to better align with the organisational security objectives and market capabilities.

The University has recently updated its central storage infrastructure and has deployed an Avigilon Unity 160TB AI NVR2X server to the RAU estate.

Consequently, this Invitation to Tender (ITT) covers the supply, configuration, integration, and commissioning of all remaining system elements required to deliver a fully operational solution that integrates with this existing hardware asset, The scope includes, but is not limited to: cameras, software licences, peripheral hardware, network cabling, installation services, staff training, and ongoing lifecycle maintenance and software support services.

Potential Bidders should note that the evaluation framework utilizes a refined combination of objective (commercial models) and subjective (qualitative delivery) award criteria. Full details of the updated requirements and explicit assessment matrices are provided within the associated tender documents.

IMPORTANT Notice Regarding Previous Submissions: This process is an entirely independent procurement exercise. For the avoidance of doubt, responses received during the aborted 2026 exercise do not constitute, and will not be treated as, preliminary market consultation or market engagement information under the Procurement Act 2023. Bidders who participated previously must submit a completely fresh response based solely on the current ITT. Evaluators will assess submissions exclusively on the information provided within this application; no data, materials, or scoring from the previous exercise will be carried forward, referenced, or considered.

Total value (estimated)

• 拢250,000 excluding VAT
• 拢300,000 including VAT

Above the relevant threshold

Contract dates (estimated)

• 16 November 2026 to 15 November 2031
• Possible extension to 15 November 2032
• 6 years

Description of possible extension:

The contract is expected to last 5 years, there may be a requirement to offer a 1 year extension whilst the University completes a new tender procedure for the life-cycle maintenance and software support services.

Options

The right to additional purchases while the contract is valid.

The RAU is a campus which is constantly evolving and growing has recently obtained planning permission for a large scale development. The planning reference number for the Innovation Village is 24/01143/OUT with Cotswold District Council.

As part of our defined requirements we have asked for Bidders to be mindful that as our campus grows the solution will also need to grow over the duration of the 5 year agreement.

Main procurement category

Goods

Additional procurement category

Services

CPV classifications

• 35125000 - Surveillance system
• 50340000 - Repair and maintenance services of audio-visual and optical equipment
• 50610000 - Repair and maintenance services of security equipment

Contract locations

• UKK - South West (England)

Participation

Particular suitability

Small and medium-sized enterprises (SME)

Submission

Submission type

Tenders

Tender submission deadline

30 September 2026, 6:00pm

Submission address and any special instructions

Bidders should submit their tender documents via email to di.procurement [at] rau.ac.uk

Tenders may be submitted electronically

No

Languages that may be used for submission

English

Award decision date (estimated)

1 November 2026

Award criteria

Other information

Payment terms

The Royal Agricultural University payment terms are 30 days for correctly submitted invoices with a valid purchase order. Our process is clearly defined in the 'General Procurement Guidance for Suppliers' document attached to this notice. Invoices that are submitted without a valid purchase order will not be accepted.

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Competitive flexible procedure

Competitive flexible procedure description

There will be two phases. Phase one is submission of an ITT questionnaire and quotation. Shortlisted Bidders will be invited to a formal presentation to present their tender to a panel of Executive Directors of the University

Reduced tendering period

Yes

State of urgency - minimum 10 days

Documents

Associated tender documents

Building Floorplans Including Internal CCTV Cameras.pdf

Maps and Building layouts

Current Camera Locations - RAU.pdf

Map of the campus and current camera locations as an indicative reference tool.

TEMPLATE- Standard Terms and Conditions for the Purchase of Goods and Services.pdf

The Royal Agricultural University standard Terms and Conditions template which is described in the documentation provided.

General Procurement Guidance for Suppliers V1.0.pdf

The Royal Agricultural University General Guidance for Suppliers

Supplier Code of Conduct V1.0.pdf

The Royal Agricultural University Supplier Code of Conduct

Contracting authority

ROYAL AGRICULTURAL UNIVERSITY

• Companies House: 00099168
• Public Procurement Organisation Number: PLBJ-2275-XWCW

Royal Agricultural University, Stroud Road

Cirencester

GL7 6JS

United Kingdom

Telephone: +44 (0)1285 652531

Email: di.procurement [at] rau.ac.uk

Website:

Region: UKK13 - Gloucestershire

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