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Published 1 Jun 2026, 08:07 BST

Official UK procurement notice

Framework Agreement for the Provision of Emergency Lighting Inspection, Testing and Maintenance

Official notice

Authority: Staffordshire County Council (Local council)·Consortium: 4 public authorities

Framework agreementServicesOpen procedureAbove thresholdSME suitableVCSE suitable
Sectors: Electrical machinery, apparatus, equipment and consumables; lighting (31)Repair & Maintenance (50) Delivery: UK
Framework ceiling (notional) £1,000,000framework ceiling, not attributable revenue · 2 value updates
Submissions closed 29 May 2025awarded 24 Jul 2025
Awarded to DFP SERVICES LIMITED
Framework period 2 yrsup to 4 yrs with extensions · starts 1 Sept 2025

What is being bought

Published requirement description

The purpose of the Framework Agreement is to ensure that all Emergency Lighting and Associated Battery systems are maintained in a safe and operational condition through a process involving inspection and testing at approximately 506 properties covering mostly in Staffordshire, with a small number located in Cheshire, Lancashire, Derbyshire and the West Midlands.

The properties will include all types of buildings operated by a Local Authority including educational, residential care homes, civic buildings, offices, fire stations, enterprise centres and small industrial units.

A 24/7 callout facility is required to deliver responsive maintenance activities with a 4-hour response limit.

  • The authority expects to re-tender this requirement around 1 Jan 2029, 23:59 GMT.

CPV: Emergency lighting equipment · Repair and maintenance services

How this framework works

From the published notice
Type
Open framework
Call-offs
call-offs are awarded directly to appointed suppliers, without further competition
Places
up to 1 suppliers · 9 bids received (9.0 per place) · 1 appointed — full
Framework period
2 yrs · up to 4 yrs from 1 Sept 2025
Buyer regions
UK
Who may buy through it

Please note Stafford Borough Council, Cannock Chase District Council and South Staffordshire District Council are not responsible for the tender procedure, they are named as an organisation who may call off from the Framework once awarded.

Published description of the framework

Single Supplier Framework

The lotProcurement structure

single lot · value published
Lot #1Lot 1AwardedRenewal 2 yrsSMEVCSEPublished value£1,000,000
Contract period: 1 Sept 2025 — 31 Aug 2027 (2 yrs) · up to 4 yrs with extensionsEligibility: SME eligibleVCSE eligibleDelivery: UK
Value
£1,000,000 exc. VAT · £1,200,000 inc. VAT
Extensions
2 x 1 years to 31st August 2028 and 31st August 2029
31518200 Emergency lighting equipment50000000 Repair and maintenance services

What it takes to win

Evaluation split and conditions of participation as published — the tender pack may add more
How bids were scored
Quality: 20%Price: 80%
Conditions of participation1
  • Technical & professional ability
    Staffordshire County Council requires the successful Supplier to have ongoing 3rd party accreditations which meet the following requirements during the term of the Framework: 1. To have a compliant Health & Safety accreditation performed by a Safety Schemes more…in Procurement ('SSIP'). For more information refer to the link https://ssip.org.uk/members/# 2: Valid and compliant member of an independent pre-qualification accrediting body. for example, Constructionline (accredited to a minimum membership level of 'GOLD') or other equivalent bodies, offer such a service. Note 1 - the accrediting bodies must allow for annual refreshes/vetting of the Supplier in the areas above Note 2 - where brand names are mentioned, the Authority will consider equivalents Note 3 - evidence of the above accreditations MUST be provided to the Authority by successful Supplier prior to Contract Award Staff competency requirements Contractors will be required to satisfy the County Council or its Contract Managing Agent that all staff (either directly employed or sub-contractors) must be able to evidence their competency for the work they carry out and the equipment they are working with by means of (where applicable): - All Engineers must demonstrate the attendance and successful completion of a recognised course for emergency light maintenance provided by a nationally recognised organisation. Examples of such courses include: o The NICEIC's Emergency Lighting Systems' Design and Maintenance. o City & Gu…

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
Framework agreement
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
Yes · next expected 1 Jan 2029
First published
1 Jun 2026, 08:07 BST
Last source update
1 Jun 2026, 08:07 BST
Award evaluation window
Submission end — 7 Jul 2025, 23:59 BST
Authority reference
IA3594
Latest notice
Contract termination notice (UK11)
Classification (CPV)
Emergency lighting equipmentRepair and maintenance services
Delivery area
UK
Official registry OCID
ocds-h6vhtk-04ed2a Find a Tender

How it was run

Official notice
Run throughProContract (Due North) ↗Supplier login requiredElectronic submission allowedLanguage: EN
Portal record ↗
Access & registration note: Free · short registration with manual review; public opportunity list
Appointment period ends
29 May 2025, 12:00 BST
Clarification deadline
22 May 2025, 23:59 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Participation fee
success fee · 0.30% of the award value · Please review the Framework Agreement, clause 12.
Detailed submission instructions & authority contactsFrom official release
The tender documents are available through Staffordshire County Councils e-tendering system 'Proactis'. supplierlive.proactisp2p.com/Account/Login ↗ All bids must be submitted back to Proactis prior to the tender deadline.

Timeline

10 published dates · Europe/London
  1. Planning notice published
    14 Mar 2025, 11:05 GMT
  2. Next notice expected
    14 Apr 2025, 23:59 BST
  3. Tender notice published
    23 Apr 2025, 13:30 BST
  4. Clarification questions by
    22 May 2025, 23:59 BST
  5. Admission / appointment period endsperiod end, not a bid countdown
    29 May 2025, 12:00 BST
  6. Award decision expected by
    7 Jul 2025, 23:59 BST
  7. Assessment summaries sent
    30 Jul 2025, 00:00 BST
  8. Standstill ends
    11 Aug 2025, 23:59 BST
  9. Contract starts384 days ago
    1 Sept 2025, 00:00 BST
  10. Latest notice published111 days ago
    1 Jun 2026, 08:07 BST

Commercial outcome & contract awards

Published awards, contracts and bid statistics — not a forecast
Suppliers appointed 11 award · see the list ↓
Bids received 96 from SMEs
Contracts signed 1latest 19 Aug 2025
Awarded toValueDateStatus
DFP SERVICES LIMITEDSME1 Sept 2025 — 31 Aug 2027 · up to 31 Aug 2029Extensions: 2 x 1 years to 31st August 2028 and 31st August 2029£1,000,00024 Jul 2025Awarded

Contracts

  • Contract 1 · DFP SERVICES LIMITEDSME

    Signed
    19 Aug 2025
    Value
    £1,000,000
    Period
    1 Sept 2025 — 31 Aug 2027 · up to 31 Aug 2029 with extensions
    Status
    terminated — The awarded supplier confirmed the contract is not commercially viable without making tangible changes to the current delivery/specification. The Council considers this to be a material breach pursuant to clause 17.2 of the Contract and is therefore terminating the Agreement pursuant to clause 17.1 of the Contract.
    Extensions
    2 x 1 years to 31st August 2028 and 31st August 2029
    Final value
    £100,000
    Termination
    other

Bid statistics published by the authority

BidsSMEVCSEValid bid range
9final-stage tenders · 22 at stage one60—

Notice history

15 events · 5 releases on Find a Tender · since 14 Mar 2025
  1. Contract termination notice published
    1 Jun 2026, 08:07 BSTUK11
  2. Status changed
    1 Jun 2026, 08:07 BST
  3. Procurement method changed
    1 Jun 2026, 08:07 BST
  4. Buyer details updated
    1 Jun 2026, 08:07 BST
  5. Contract details notice published
    20 Aug 2025, 10:09 BSTUK7
  6. Contract signature expected
    19 Aug 2025, 23:59 BSTscheduled
  7. Contract award notice published
    30 Jul 2025, 07:37 BSTUK6
  8. Published value updated
    30 Jul 2025, 07:37 BSTwas £1,000,000
  9. Status changed to complete
    30 Jul 2025, 07:37 BST
  10. Deadline withdrawn
    30 Jul 2025, 07:37 BST
  11. Tender notice published
    23 Apr 2025, 13:30 BSTUK4
  12. Published value published: £1,000,000
    23 Apr 2025, 13:30 BST
  13. Status changed to active
    23 Apr 2025, 13:30 BST
  14. Deadline moved to 29 May 2025, 12:00 BST
    23 Apr 2025, 13:30 BST+16 days · was 13 May 2025, 12:00 BST
  15. Planned procurement notice published
    14 Mar 2025, 11:05 GMTUK3
Routine re-releases (5)
  • 2025-04: 1 release · 23 Apr 2025
  • 2025-03: 1 release · 14 Mar 2025

Contracting authority & participating public bodies

4 public bodies on the notice

Staffordshire County Council

Contracting authorityPublic authority - sub-central government GB-PPON: PZDG-2995-QQMD 1 Staffordshire Place, Tipping Street,, Stafford, West Midlands, ST16 2DH
View buyer profile →

Consortium members and other public bodies

Framework contractors & participating bidders

1 commercial party on the notice

Official documents & specifications (7)

Official links; attachments are not copied

Tender pack and attachments

  • Conflict of interest declarationtenderConflict of interest declarationNot published
  • Bidding documents and specifications tenderBidding documents and specificationsPDFSCC E-Tendering Portal User Guide

Notices published for this procedure

  • Contract termination notice contractContract termination noticeUK11Contract termination notice on Find a Tender
  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender
  • Planned procurement notice planningPlanned procurement noticeUK3Planned procurement notice on Find a Tender