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Published 20 Mar 2025, 15:01 GMT

Official UK procurement notice

Corporate Maintenance Contract - Lot E Fire & Security

Official notice

Authority: Cumberland Council (Local council)

2 lotsServicesOpen procedureAbove thresholdSME suitableVCSE suitable
Sectors: Repair & Maintenance (50) Delivery: North West (UKD1)
Published estimate£800,000envelope for 2 lots · £960,000 inc. VAT
Submissions closed 17 Apr 2025awarded 19 May 2025
Awarded to PWS Systems Cumbria Ltd2 awards
Contract term 1 yr 10 moends 31 Mar 2027 · up to 31 Mar 2029 with extensions · starts 1 Jun 2025

What is being bought2 lots · detail below

Published requirement description

Cumberland Council ("the Council") seeks to appoint competent contractors for the undertaking of works associated with Reactive, Statutory and Planned Maintenance for Fire alarms and security systems within the Council's Corporate Properties (Sites) in Cumbria. These services will support the Council's primary duties under the Health and Safety at Work

Act 1974, Control of Substances Hazardous to Health Regulations 2002 and Management of Health and Safety at Work Regulations 1999.

The Contract is responsible for approximately three hundred and thirty eight properties which have been divided into two geographical Lots.

Lot 1 is comprised of one hundred and sixty seven properties and Lot 2 is comprised of one of one hundred and seventy one properties. Lot 1 and 2 is subsequently divided into sub-Lots by discipline, this ITT is specifically for the repair and maintenance of Lot E - Fire & Security.

The services included within this ITT are inclusive of but not limited to:

a. Routine servicing and testing maintenance if fire & security systems.

b. Routine servicing and testing of systems remotely monitored by the Police/Arc.

c. Access Control systems such as Paxton Net 2.

d. Testing of active fire protection measures.

e. Testing & Maintenance of fire suppression systems.

f. Fire/intruder alarm monitoring.

g. Maintenance and repair of ancillary equipment such as interlocks, door closers, hold open devices, etc.

Market engagement took place under the PCR 2015 when the original contract was established.

This tender is to replace a contract that can no longer be fulfilled.

CPV: Repair and maintenance services

Lots and requirements (2)Procurement structure

2 lots · all with a published value (£800,000 together) · same evaluation weights on every lot
Lot #1Fire and SecurityAwardedRenewal 1 yr 10 moSMEVCSEPublished value£400,000

Lot 1 E - will cover 167 properties across the following geographical areas :

CA1, CA12, CA2, CA3, CA4, CA5, CA6, CA7 & CA8.

Contract period: 1 Jun 2025 – 31 Mar 2027 (1 yr 10 mo) · up to 31 Mar 2029 with extensionsValue: £400,000 exc. VAT · £480,000 inc. VAT
Delivery: North WestEligibility: SME eligibleVCSE eligible
Extensions: The Contract will commence 1st June 2025 and will conclude on 31st March 2027, with the option, at the Council's discretion, to extend up to a further 2 years up until 31st March 2029. Such discretion will apply in principle to each of the Contracts but the Council reserves the right not to extend any particular Contract.
50000000 Repair and maintenance services
Lot #2Fire and SecurityAwardedRenewal 1 yr 10 moSMEVCSEPublished value£400,000

Lot 2E will cover 171 properties across the following geographical areas:

CA13, CA14, CA15, CA20, CA22, CA25, CA26, CA27, CA28, LA18 & LA19

Contract period: 1 Jun 2025 – 31 Mar 2027 (1 yr 10 mo) · up to 31 Mar 2029 with extensionsValue: £400,000 exc. VAT · £480,000 inc. VAT
Delivery: North WestEligibility: SME eligibleVCSE eligible
Extensions: The Contract will commence 1st June 2025 and will conclude on 31st March 2027, with the option, at the Council's discretion, to extend up to a further 2 years up until 31st March 2029. Such discretion will apply in principle to each of the Contracts but the Council reserves the right not to extend any particular Contract.
50000000 Repair and maintenance services

What it takes to win
i

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 more
How bids were scored · same split on all 2 lots
Quality: 50%Price: 30%Social value: 20%
Published award criteria (3)
  • Quality: Quality - 50%
  • Social Value: Social Value - 20%
  • Price: Price - 30%
What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 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
Unspecified in notice
First published
20 Mar 2025, 15:01 GMT
Last source update
31 Jul 2025, 17:24 BST
Award evaluation window
Submission end – 25 Apr 2025
Authority reference
DN766121
FTS notice number
2025/S 000-010437
Latest notice
Contract details notice (UK7)
Classification (CPV)
Repair and maintenance services
Delivery area
North West (UKD1)
Official registry OCID
ocds-h6vhtk-04efca Find a Tender

How it was run

Official notice
Run through: ProContract (Due North) · Who buys & how to bid on ProContract
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free · short registration with manual review; public opportunity list
Submission deadline
17 Apr 2025, 12:00 BST
Clarification deadline
3 Apr 2025, 12:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

www.the-chest.org.uk ↗

Timeline

20 Mar 2025 → 31 Jul 2025 · 8 dates
  1. Tender notice published
    20 Mar 2025, 15:01 GMT
  2. Clarification questions by
    3 Apr 2025, 12:00 BST
  3. Submission deadline
    17 Apr 2025, 12:00 BST
  4. Award decision expected by
    25 Apr 2025, 23:59 BST
  5. Assessment summaries sent
    22 May 2025, 00:00 BST
  6. Contract starts
    1 Jun 2025, 00:00 BST
  7. Standstill ends
    3 Jun 2025, 23:59 BST
  8. Latest notice published
    31 Jul 2025, 17:24 BST

Notice history

5 events · 3 releases on Find a Tender · since 20 Mar 2025
  1. Tender notice published
    20 Mar 2025, 15:01 GMT
    UK4
  2. Contract award notice published
    22 May 2025, 16:06 BST
    UK6
  3. Status changed to complete
    22 May 2025, 16:06 BST
  4. Contract signature expected
    6 Jun 2025, 23:59 BST
    scheduled
  5. Contract details notice published
    31 Jul 2025, 17:24 BST
    UK7

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 2
Awarded value £800,0002 awards exc. VAT
Bids received 2014 from SMEs
Contracts signed 2latest 16 Jun 2025
Awarded toValueDateStatus
Lot 1 · Fire and Security1 award
PWS Systems Cumbria LtdSME +1 morejoint award9 Jun 2025 – 31 Mar 2027 · up to 31 Mar 2029Extensions: The Contract will commence 1st June 2025 and will conclude on 31st March 2027, with the option, at the Council's discretion, to extend up to a further 2 years up until 31st March 2029. Such discretion will apply in principle to each of the Contracts but the Council reserves the right not to extend any particular Contract.£400,00019 May 2025Awarded
Lot 2 · Fire and Security1 award
PWS Systems Cumbria LtdSME +1 morejoint award16 Jun 2025 – 31 Mar 2027 · up to 31 Mar 2029Extensions: The Contract will commence 1st June 2025 and will conclude on 31st March 2027, with the option, at the Council's discretion, to extend up to a further 2 years up until 31st March 2029. Such discretion will apply in principle to each of the Contracts but the Council reserves the right not to extend any particular Contract.£400,00019 May 2025Awarded

Contracts

  • Lot 2E - Fire and Security · PWS Systems Cumbria LtdSME +1 more

    Signed
    16 Jun 2025
    Value
    £400,000
    Period
    16 Jun 2025 – 31 Mar 2027 · up to 31 Mar 2029 with extensions
    Status
    active
    Extensions
    The Contract will commence 1st June 2025 and will conclude on 31st March 2027, with the option, at the Council's discretion, to extend up to a further 2 years up until 31st March 2029. Such discretion will apply in principle to each of the Contracts but the Council reserves the right not to extend any particular Contract.

    No agreed KPIs: Below £5million threshold.

  • Lot 1 E - Fire and Security · PWS Systems Cumbria LtdSME +1 more

    Signed
    9 Jun 2025
    Value
    £400,000
    Period
    9 Jun 2025 – 31 Mar 2027 · up to 31 Mar 2029 with extensions
    Status
    active
    Extensions
    The Contract will commence 1st June 2025 and will conclude on 31st March 2027, with option, at the Council's discretion, to extend up to a further 2 years up until 31st March 2029. Such discretion will apply in principle to each of the Contracts but the Council reserves the right not to extend any particular Contract.

    No agreed KPIs: Below £5million threshold.

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · Fire and Security10final-stage tenders70—
2 · Fire and Security10final-stage tenders70—

Contracting authority & participating public bodies

Cumberland Council

Contracting authorityPublic authority - sub-central government GB-PPON: PJGX-9191-DYLV Cumbria House, 107-117 Botchergate, Carlisle, North West, CA1 1RDContact email

Bidders & participating suppliers

2 commercial parties on the notice
  • PWS SYSTEMS CUMBRIA LIMITEDAwarded supplierGB-COH: 11613351GB-PPON: PMJQ-3531-VMJP The Mill, Wigton, North West, CA7 9BAContact email
  • PWS Systems Cumbria LtdAwarded supplierGB-PPON: PMJQ-3531-VMJP The Mill, Wigton, North West, CA7 9BAContact email

Official documents & specifications (6)

Official links; attachments are not copied

Tender pack and attachments

  • Bidding documents and specifications tenderBidding documents and specificationsSuppliers wishing to express an interest and obtain access to the tender documents should go to www.the-chest.org.uk and click on current opportunities from the navigation area on the left of the screen. On the next screen enter the contract Reference DN766121 in the box labelled…

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