Official UK procurement notice
Dartmoor Multi Academy Trust Fire and Security Servicing and Maintenance
Authority: Dartmoor Multi Academy Trust (Central government)·On behalf of: PHP LAW LLP
What is being bought
Published requirement descriptionThe Contractor will be responsible for delivering the following Fire and Security Servicing to the Trust:
a. Fire Alarm Panel
b. Intruder Alarm Panel
c. Door Access Control
d. Emergency Lighting
e. Fire Extinguishers and Hoses
f. Signalling Remedial Works (included in contract but the Trust reserve the right to award such works to other Contractors and therefore these works are not guaranteed). With a view to achieving a smooth and effective service for pupils and staff.
- The authority expects to re-tender this requirement around 3 Jan 2028, 23:59 GMT.
- No preliminary market engagement: Due to the category of the service requirement, it was decided PME would not benefit the tender process.
CPV: Burglar and fire alarms · Fire-alarm system installation work · Fire-detection systems · Fire-prevention installation works · Installation services of fire protection equipment · Miscellaneous fire-protection equipment · Repair and maintenance services · Repair and maintenance services of firefighting equipment
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£400,000
- Economic & financial standing
A financial appraisal will be based upon a credit check
- Technical & professional ability
A Fire & Equipment Servicing Accreditation from the following or equivalent i. BAFE (British Approvals for Fire Equipment) Certification ii. IFEDA (Independent Fire Engineering & Distributors Association) Membership iii. FIA (Fire Industry Association) Membership A Security Equipment Servicing Accreditation from the following or equivalent i. NSI (National Security Inspectorate) Certification ii. SSAIB (Security Systems and Alarms Inspection Board) Accreditation iii. SIA (Security Industry Authority) Approved Contractor Scheme
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (5)
- Service Offer: 35%
- Contractor Staff: 5%
- Contract Support, Monitoring & Management: 15%
- Mobilisation: 5%
- Price: 40%
Published award criteria (5)
- Service Offer
- Contractor Staff
- Contract Support, Monitoring & Management
- Mobilisation
- Price
- Economic & financial standing
A financial appraisal will be based upon a credit check
- Technical & professional ability
A Fire & Equipment Servicing Accreditation from the following or equivalent i. BAFE (British Approvals for Fire Equipment) Certification ii. IFEDA (Independent Fire Engineering & Distributors Association) Membership iii. FIA (Fire Industry Association) Membership A Security Equipment Servicing Accreditation from the following or equivalent i. NSI (National Security Inspectorate) Certification ii. SSAIB (Security Systems and Alarms Inspection Board) Accreditation iii. SIA (Security Industry Authority) Approved Contractor Scheme
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · next expected 3 Jan 2028
- First published
- 20 May 2025, 17:13 BST
- Last source update
- 26 May 2026, 08:02 BST
- Award evaluation window
- Submission end – 10 Jul 2025
- Authority reference
DMAT01.17- FTS notice number
2025/S 000-023478- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05197bFind a Tender- Contract terms summary
The Contractor shall operate the service efficiently and provide a commercial solution that offers best value to the Trust, proactively assessing where efficiencies can be made and discussing these and their cost benefits with the Trust. The Contractor shall submit consolidated invoices, split out by school and associated documentation by email.Invoicing will be monthly, in arrears from the end of the previous month. Where, during a monthly period, it has been identified, and agreed, that adjustments are required (in respect of service credits, additional works, errors or omissions), these will be taken account of within the invoice for the following month.
- Risks
Risks to contract performance are: Compliance and Regulatory Risks: Failure to comply with local fire safety regulations and standards can lead to legal penalties and increased liability. Regular updates to safety regulations may require ongoing adjustments to the contract and services provided. Operational Risks: Inadequate maintenance or servicing of fire and security systems can result in system failures, compromising the safety of students and staff. Delays in response times for emergency services or repairs can exacerbate safety risks. Financial Risks: Inaccurate cost estimates or underfunding can lead to incomplete or substandard service delivery. Vendor Risks: A Contractor may fail to meet contractual obligations or commit a matereial breach. Contractor may face operational or financial difficulties. Technological Risks: Outdated or incompatible technology can hinder the effectiveness of fire and security systems. Cybersecurity threats to digital security systems can compromise sensitive information and system integrity. Communication Risks: Poor communication between the Contractor and the Trust can lead to misunderstandings and unmet expectations. Lack of clear protocols for reporting and addressing issues can delay resolution and increase risks.
How it was run
Official notice- Submission deadline
- 23 Jun 2025, 12:00 BST
- Clarification deadline
- 13 Jun 2025, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
20 May 2025 → 26 May 2026 · 8 dates- Tender notice published20 May 2025, 17:13 BST
- Clarification questions by13 Jun 2025, 12:00 BST
- Submission deadline23 Jun 2025, 12:00 BST
- Award decision expected by10 Jul 2025, 00:59 BST
- Contract starts1 Sept 2025
- Assessment summaries sent379 days ago9 Oct 2025, 00:00 BST
- Standstill ends367 days ago20 Oct 2025, 23:59 BST
- Latest notice published149 days ago26 May 2026, 08:02 BST
Notice history
6 events · 3 releases on Find a Tender · since 20 May 2025- Tender notice published20 May 2025, 17:13 BSTUK4
- Contract award notice published9 Oct 2025, 16:50 BSTUK6
- Status changed to complete9 Oct 2025, 16:50 BST
- Buyer details updated9 Oct 2025, 16:50 BST
- Contract signature expected1 Nov 2025, 23:59 GMTscheduled
- Contract details notice published26 May 2026, 08:02 BSTUK7
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| IDEPEND LTD5 Jan 2026 – 4 Jan 2029 · up to 4 Jan 2031Extensions: Option of two further 1 year extensions. · Options: New Schools may join the Trust during the term of the contract; The quantities requiring maintenance may be amended during the course of the contract, either additions or subtractions. Additional activities to existing items may be required. | £400,000 | 9 Oct 2025 | Awarded |
Contracts
Dartmoor Multi Academy Trust Fire and Security Servicing and Maintenance · IDEPEND LTD
- Signed
- 5 Jan 2026
- Value
- £400,000
- Period
- 5 Jan 2026 – 4 Jan 2029 · up to 4 Jan 2031 with extensions
- Status
- active
- Extensions
- Option of two further 1 year extensions.
- Options
- The right to additional purchases while the contract is valid. New Schools may join the Trust during the term of the contract; The quantities requiring maintenance may be amended during the course of the contract, either additions or subtractions. Additional activities to existing items may be required.
6 agreed KPIs: Planned maintenance · Critical defect response · Statutory compliance …
- Planned maintenance, 100% of scheduled completed within agreed timeframe.
- Critical defect response, 100% of critical fire safety failures response within 4 hours and resolution within 24 hours.
- Statutory compliance, 100% of fire alarm servicing certificates and remedial action records kept up to date and available
- First-Time Fix Rate, Target: 90% of reactive call-outs resolved on first visit.
- Customer Satisfaction, Target: 95% satisfaction on quarterly surveys of school site teams or headteachers.
- False Alarm Rate, Target: Less than 2 false activations per term per site (excluding user error).
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 7final-stage tenders · 8 at stage one | 7 | 0 | — |
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- PHP LAW LLPProcess contact pointProcuring entityProcurement Advisor
Bidders & participating suppliers
1 commercial party on the notice- IDEPEND LTDAwarded supplier
Official documents & specifications (3)
Official links; attachments are not copiedNotices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender