Access Control Systems Technical Services Partner

Engagement process description

General

The Government Property Agency (GPA), are undertaking a transformational programme of work as part of the One Estates Strategy which forms part of a wider cross Government strategy to modernise His Majesty's Government (HMG) estate, creating better places to work and making it easier for civil servants to do their jobs, providing greater flexibility in how the buildings and the estate are utilised.

The GovPass Programme is part of the OneEstate Strategy and is a key enabler of interoperability across the HMG estate, supporting the efficient utilisation of buildings and ways of working through a single building pass that Civil Servants can enrol at multiple sites. It provides secure and efficient access to buildings in a more frictionless manner whilst providing a vendor agnostic technical standard for the UK Government.

GovPass is the HMG encryption standard, supported by a cloud infrastructure and pass production facility that is applied to an existing Access Control System, it has now reached the critical mass where the programme needs to transition to the operation of a Business as Usual (BaU) service, scale the deployment wider across the HMG estate and develop the next iteration of the technology to ensure it can meet the challenges presented by Quantum computing.

The strategic aspirations of GovPass is to scale across HMG sites, including Hubs and Campuses. FY24/25 was focused on 'Stabilisation', creating and setting the conditions through standardisation, documentation and process. FY25/26 continues to build on those foundations through the 'Consolidation' and operation of a GovPass Minimal Viable Service, testing and proving the concepts as well as planning and building out capacity to achieve the aspirations of the Spending Review. FY26/27 and beyond is focused on 'Growth' as well as continuous service improvement. In addition to this FY26/27 and beyond will develop the next iteration of the technology and continue to develop enhancements to the overall capability.

In order to facilitate this the Government Property Agency is seeking a Technical Service Supplier from Q4 FY25/26. An indicative timeline for the procurement is outlined below:

Tender Notice - Late July 2025

ITT Response Deadline - Mid September 2025

Notification to Unsuccessful Bidders - Late September 2025

Contract Award Notice (CAN) - Early December 2025

Contract Signing - Mid-December 2025

Engagement Process

It is mandatory for any interested suppliers to register on the new Central Digital Platform which is part of the enhanced Find a Tender Service.

This procurement will be progressed using the competitive flexible procedure utilising Procurement Act 2023.

The Purpose of the pre-market engagement will be to:

Share and test draft requirements and key technical documentation.

Gather honest and constructive supplier feedback to refine scope, structure, delivery assumptions and risks.

Encourage market readiness and stimulate early interest.

Ensure transparency, compliance and auditability of supplier interaction.

Support the Authority in releasing a clear ITT.

Conditions Of Participation in market engagement - Response Pre-Requisites

As a pre-requisite to participation in market engagement, all suppliers must express their interest by emailing the Authority at [email protected] and requesting the standard non-disclosure agreement (NDA).Upon signature and return of the NDA, suppliers will be issued with the market engagement information pack.

The engagement pack will include:

Draft technical requirements

A set of engagement questions (responses due by 8 July 2025)

A schedule of up to ten available time slots for 1:1 virtual supplier sessions to be held during the week commencing 30 June 2025

Time slots will be allocated on a first-come, first-served basis. Suppliers may use the engagement inbox to request a 1:1 meeting and submit clarification questions.

Subject to the NDA submission deadline (24 June 2025) suppliers may request the standard NDA via email to [email protected] .

Market engagement sessions will take place week commencing 30 June 2025. Signed NDAs therefore need to be submitted via email to [email protected] no later than 24 June 2025 in order to gain access to the engagement pack.

The Authority may, at its sole discretion,

reject a request for an NDA made after the 24 June 2025 or

reject a completed NDA submitted via [email protected] after the 24 June 2025

as a consequence, interested suppliers would not be permitted to participate in pre-market engagement.

Failure to participate in pre-market engagement would not however be a bar to participating in any subsequent tender.

Suppliers who sign the NDA will have the opportunity to ask general clarification questions until the 26th June to [email protected].

Nothing in this notification constitutes a commitment to issue an invitation to tender or to award a contract.

Any and all costs associated with responding to this EOI must be borne by the supplier.