Official UK procurement notice
Portable Firefighting Equipment RSM Contract
Authority: Arc Property Services Partnership Limited (Public body)
What is being bought
Published requirement descriptionArc Property Services Partnership Ltd (the Authority) is seeking to appoint a single Contractor to provide a comprehensive Portable Firefighting Equipment Maintenance and Repair Service across a portfolio of properties located throughout Nottinghamshire(main area), Derbyshire, South Yorkshire and Leicestershire.
The service will include the inspection, testing, servicing, maintenance, repair, replacement and certification of portable firefighting equipment, together with the provision of associated equipment and related support services, to ensure continued compliance with statutory requirements, relevant British Standards and fire safety legislation.
The Contractor will be responsible for maintaining equipment in a safe and operational condition through a combination of planned preventative maintenance and reactive repair services. The scope is expected to include, but is not limited to:
-Portable fire extinguishers.
-Fire blankets.
-Replacement parts and consumables.
-Emergency and reactive repair services.
-Inspection, testing and compliance reporting.
-Asset management and maintenance records.
-Recommendations for replacement of defective or obsolete equipment where required.
*The Authority may, during the term of the Contract, explore the potential introduction of P50 fire extinguishers. Any such change would be subject to separate review and approval and is not a guaranteed element of the Contract scope.
The Contract will be delivered under an NEC4 Term Service Short Contract and will be managed by the Authority who will act as the principle contractor.
The anticipated commencement date is 1 April 2027 with an initial contract period ending on 31 March 2029. The Contract will include options to extend for up to a further six years through three optional extension periods of two years each, giving a potential maximum contract term until 31 March 2035 (2+2+2+2 = 8 years).
The estimated total contract value over the full potential term is £211,200 including VAT, however there is no guarantee as to the value or volume of work provided.
The procurement will be conducted using a two-stage process comprising a Pre-Qualification Questionnaire (PQQ) stage followed by an Invitation to Tender (ITT) stage. Following evaluation, the Authority intends to award the Contract to the bidder who provides the Most Advantageous Tender (MAT). Tenders will be evaluated on the basis of the MAT, with a weighting of 70% Quality and 30% Price. Quality evaluation will consider factors including technical capability, service delivery arrangements, compliance management, contract mobilisation, customer service, reporting arrangements and social value commitments.
Tenders must only be submitted via the Delta eSourcing tender box for this procurement. Bidders MUST NOT send tender documents via email, the Delta Message Centre, by post or by hand as the submission WILL be rejected.
- How the procedure runs: The Contracting Authority intends to conduct this procurement using a Competitive Flexible Procedure comprising two stages. Stage 1 – Selection Criteria Suppliers will be invited to submit a Stage 1 response demonstrating their suitability, capability, capacity, relevant experience, technical competence, accreditations, financial standing and compliance with the Authority's minimum requirements. Responses will be evaluated against the published selection criteria. Following evaluation, the Authority intends to shortlist the highest-scoring suppliers who meet the minimum requirements and invite them to participate in Stage 2. The Authority reserves the right to limit the number of suppliers progressing to the next stage in accordance with the criteria set out in the procurement documents. Stage 2 – Invitation to Submit Tender Shortlisted suppliers will be invited to submit a detailed tender for the provision of portable firefighting equipment inspection, servicing, maintenance, repair, replacement and associated compliance services across the Authority's estate. Tenders will be evaluated based on the published award criteria using the Most Advantageous Tender (MAT) approach. Following evaluation, clarification and verification activities may be undertaken as permitted by the Procurement Act 2023 before contract award. The Authority reserves the right to amend the procurement timetable, request clarifications, and conduct presentations, interviews or site visits where considered necessary and proportionate. The anticipated award will be made to the supplier submitting the Most Advantageous Tender in accordance with the evaluation methodology detailed in the procurement documents.
CPV: Firefighting equipment · Repair and maintenance services · Repair and maintenance services of firefighting equipment
The lotProcurement structure
single lot · value publishedLot #1RenewalPublished value£176,000
- Economic & financial standing
The following selection criteria are expected to form part of the tender:
- A minimum annual turnover of £50,000
- The following minimum insurance levels:
- Employer’so Liability Insurance: £5,000,000
- Public Liability Insurance: £5,000,000
- Professional Indemnity Insurance: £2,000,000
- Product Insurance: £5,000,000
- Enhanced DBS checks for all site-based staff
- Commitment to pay the Real Living Wage, as defined by the Living Wage Foundation
- Commitment to achieve Pledger status under the Carbon Reduction Code for the Built Environment (www.crcbe.org ↗) within the first 12 months of the Contract
- Technical & professional ability
Supplier shall hold or be able to demonstrate the following:
•BAFE Certification relevant to portable fire extinguisher service and maintenance;
•ISO 9001:2015 or equivalent quality management certification; and
•SSIP or equivalent health and safety accreditation.
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 (2)
- Quality based on written responses: 70%
- Pricing from the commercial model: 30%
Published award criteria (2)
- Pricing from the commercial model
- Quality based on written responses
- Economic & financial standing
The following selection criteria are expected to form part of the tender:
- A minimum annual turnover of £50,000
- The following minimum insurance levels:
- Employer’so Liability Insurance: £5,000,000
- Public Liability Insurance: £5,000,000
- Professional Indemnity Insurance: £2,000,000
- Product Insurance: £5,000,000
- Enhanced DBS checks for all site-based staff
- Commitment to pay the Real Living Wage, as defined by the Living Wage Foundation
- Commitment to achieve Pledger status under the Carbon Reduction Code for the Built Environment (www.crcbe.org ↗) within the first 12 months of the Contract
- Technical & professional ability
Supplier shall hold or be able to demonstrate the following:
•BAFE Certification relevant to portable fire extinguisher service and maintenance;
•ISO 9001:2015 or equivalent quality management certification; and
•SSIP or equivalent health and safety accreditation.
- 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
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Closed
- 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, CPTPP)
- Recurring procurement
- Unspecified in notice
- First published
- 9 Jul 2026, 15:03 BST
- Last source update
- 18 Aug 2026, 10:01 BST
- Award evaluation window
- Submission end – 18 Jan 2027
- Authority reference
AP26056- FTS notice number
2026/S 000-073714- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06c7b6Find a Tender
- How it runs
The Contracting Authority intends to conduct this procurement using a Competitive Flexible Procedure comprising two stages.
Stage 1 – Selection Criteria
Suppliers will be invited to submit a Stage 1 response demonstrating their suitability, capability, capacity, relevant experience, technical competence, accreditations, financial standing and compliance with the Authority's minimum requirements. Responses will be evaluated against the published selection criteria.
Following evaluation, the Authority intends to shortlist the highest-scoring suppliers who meet the minimum requirements and invite them to participate in Stage 2. The Authority reserves the right to limit the number of suppliers progressing to the next stage in accordance with the criteria set out in the procurement documents.
Stage 2 – Invitation to Submit Tender
Shortlisted suppliers will be invited to submit a detailed tender for the provision of portable firefighting equipment inspection, servicing, maintenance, repair, replacement and associated compliance services across the Authority's estate.
Tenders will be evaluated based on the published award criteria using the Most Advantageous Tender (MAT) approach. Following evaluation, clarification and verification activities may be undertaken as permitted by the Procurement Act 2023 before contract award.
The Authority reserves the right to amend the procurement timetable, request clarifications, and conduct presentations, interviews or site visits where considered necessary and proportionate.
The anticipated award will be made to the supplier submitting the Most Advantageous Tender in accordance with the evaluation methodology detailed in the procurement documents.
- Risks
As the Authority's main customer is Nottinghamshire County Council, there is a risk of increase or decrease in the number of sites managed and the types of properties serviced, due to the proposal of local government reorganisation.
The Authority may, during the term of the Contract, explore the potential introduction of P50 fire extinguishers. Any such change would be subject to separate review and approval and is not a guaranteed element of the Contract scope.
How it was run
Official notice- Requests to participate (first stage)
- 1 Sept 2026, 14:00 BST
- Submission deadline
- 1 Sept 2026, 14:00 BST
- Clarification deadline
- 25 Aug 2026, 23:59 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
9 Jul 2026 → 1 Apr 2027 · 8 dates- Planning notice published104 days ago9 Jul 2026, 15:03 BST
- Tender notice published78 days ago4 Aug 2026, 13:54 BST
- Next notice expected78 days ago4 Aug 2026, 23:59 BST
- Latest notice published64 days ago18 Aug 2026, 10:01 BST
- Clarification questions by57 days ago25 Aug 2026, 23:59 BST
- Submission deadline50 days ago1 Sept 2026, 14:00 BST
- Today21 Oct 2026
- Award decision expected byin 90 days18 Jan 2027, 23:59 GMT
- Contract startsin 161 days1 Apr 2027, 00:00 BST
Notice history
4 events · 3 releases on Find a Tender · since 9 Jul 2026- Planned procurement notice published9 Jul 2026, 15:03 BSTUK3
- Tender notice published4 Aug 2026, 13:54 BSTUK4
- Status changed to active4 Aug 2026, 13:54 BST
- Tender notice published18 Aug 2026, 10:01 BSTUK4
Contracting authority & participating public bodies
Official documents & specifications (4)
Official links; attachments are not copiedTender pack and attachments
Notices published for this procedure
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Planned procurement notice Planned procurement notice on Find a Tender