Find a TenderAwardedTender notice

Published 5 Mar 2025, 10:04 GMT

Official UK procurement notice

Provision of Servicing and Maintenance of the Fire Alarm System at the Queen’s Medical Centre

Official notice

Authority: Nottingham University Hospital NHS Trust (Central government)·Consortium: 2 public authorities

2 lotsServicesCompetitive flexible procedureAbove thresholdSME suitableVCSE suitable

Sectors: Repair & Maintenance (50) Delivery: East Midlands (UKF14)

Published estimate£4,250,000envelope for 2 lots · £5,100,000 inc. VAT · 1 value update

Submissions closed 21 Nov 2025awarded 11 Jan 2024

Awarded to Honeywell Control Systems Limited, Clymac Limited2 awards

Contract term 2 yrs 11 moends 31 Aug 2028 · up to 31 Aug 2031 with extensions · starts 1 Sept 2026

What is being bought2 lots · detail below

Published requirement description

Nottingham University Hospitals NHS Trust (The Client) is seeking a Contractor for provision of ongoing planned preventative maintenance as well as reactive maintenance of each of the fire alarm systems located at its properties.

To ensure the Client complies with its responsibilities required by law, Government guidelines and requirements of NHS England, the Service shall include, but not be limited to, ongoing planned preventative testing, servicing and maintenance, reactive maintenance (E.g. responding to faults and failures, subsequent investigation, repair and testing) and subsequent remedial work of the fire alarm systems located at the Nottingham City Hospital, the Queen’s Medical Centre and Ropewalk House.

The Contractor must provide a call out service and respond in accordance with the specified Response Times in relation to all faults and defects that may be identified during the service period during both:

Normal Working Hours, and
Outside of Normal Working Hours

For Lot 1, the Scope includes for provision of weekly testing of the fire alarm system at Nottingham City Hospital.

Prior to the starting date the Contractor must possess as a minimum 3 years’ experience servicing fire alarms for a large healthcare organization in order to participate in this Procurement process.

Large in this context shall mean an organization with more than 5,000 employees and an equivalent turnover greater than £100m.
For avoidance of doubt, Suppliers that demonstrate equivalent experience through contracts with smaller healthcare organizations that collectively meet this threshold shall not satisfy this criteria.

Please see Part 3 of the Supplier Information Questions for further information regarding conditions of participation

It is understood the systems at Nottingham City Hospital (Gent) and Queen's Medical Centre (Ziton) are closed protocol. As a minimum, Suppliers must possess all relevant certification, qualifications and training necessary to work on and maintain these systems in order to participate in this procurement process.

The systems are to be serviced and maintained annually with service visits conducted on a regular basis as detailed in the associated tender documents.

The authority expects to re-tender this requirement around 1 May 2026, 23:59 BST.
How the procedure runs: The Procurement process shall constitute the following Stages: Stage 1 – Response to Supplier Information Questionnaire The submission by each Supplier of a response to the Supplier Information Questions and the assessment of each such Supplier Information Questionnaire submission received by the Client (The Intermediate Assessment). Stage 2 - Site Visit Those Suppliers shortlisted following the Intermediate Assessment of each Supplier Information Questionnaire submitted at Stage 1 of this procurement process shall be invited to attend a site visit. Stage 3 – Invitation to Tender The Client shall invite all those Suppliers selected to participate further in this Procurement process to submit a Tender. More information regarding the procurement process can be found within the associated tender documents including, but not limited to, section 4 of the ITT (Part A).

CPV: Repair and maintenance services of building installations · Repair and maintenance services of electrical and mechanical building installations · Repair and maintenance services of electrical building installations

Lots and requirements (2)Procurement structure

2 lots · all with a published value (£4,250,000 together) · evaluation weights differ by lot

Lot #1Nottingham City HospitalRenewal 2 yrs 11 moSMEVCSEPublished value£3,000,000

Nottingham University Hospitals NHS Trust (The Customer) is seeking a Supplier for provision of ongoing planned preventative maintenance as well as reactive maintenance of each of the fire alarm systems located at the Queen's Medical Centre. To ensure the Customer complies with its responsibilities required by law, Government guidelines and requirements of NHS England, the Service shall include, but not be limited to, ongoing planned preventative testing, servicing and maintenance, reactive maintenance (E.g. responding to faults and failures, subsequent investigation, repair and testing) and subsequent remedial work of the fire alarm systems located at the Nottingham City Hospital, the Queen’s Medical Centre and Ropewalk House. The Contractor must provide a call out service and respond in accordance with the specified Response Times in relation to all faults and defects that may be identified during the service period during both: - Normal Working Hours, and - Outside of Normal Working Hours The systems are to be serviced and maintained annually with service visits conducted on a regular basis as detailed in the associated tender documents.

Contract period: 1 Sept 2026 – 31 Aug 2028 (2 yrs 11 mo) · up to 31 Aug 2031 with extensionsValue: £3,000,000 exc. VAT · £3,600,000 inc. VAT

Delivery: East Midlands · The Queen's Medical Centre Derby Road Nottingham NG7 2UHEligibility: SME eligibleVCSE eligible

Extensions: Options shall include the following: - The Price List is to be based on anticipated quantities including, but not limited to, one planned maintenance visit per annum of the total number of fire alarm assets located at the property during the first 24 months from the starting date. The number is provided in good faith; however, these figures may be subject to change (E.g. the Client agrees to extend the service period in line with this Contract Data or the Quantity of assets requiring maintenance may increase or decrease following completion of a separate building project). The Prices shall be determined by multiplying the relevant rate by the anticipated quantity, which shall be the estimated number of services required over a 2-year period - Subject to the Contractor achieving complete compliance required by relevant KPI’s, on the 2nd anniversary of the starting date, any request to increase the rates and Prices in the Price List must be in line with the price adjustment for inflation mechanism (PAFI) that will be detailed in the Tender documents setting out the method and rules to compile the Price List - Details concerning the above and any other options will be stated in the associated Tender documents · The service period is 24 months with the option to extend for a further 36 months. This extension shall take the form of three 12 month incremental periodsSecond stage: 3–null candidates invited to tender

50711000 Repair and maintenance services of electrical building installations

Pre-qualification & selection criteria (PQQ)3

Economic & financial standing
Assessment of Supplier's Legal & financial capacity shall be based on the following:
- Suppliers must meet the minimum level of economic and financial standing and/or a minimum financial threshold specified under section 9.11 of the ITT
- Any other relevant criteria stated in the associated tender documents
Technical & professional ability
The Client has set Conditions of Participation as a proportionate means of ensuring that Suppliers have the legal and financial capacity and/or technical ability, to perform the contract.
The conditions of participation are specified under Part 3 of the Supplier Information Questions and will be used to assess the Supplier. Suppliers must satisfy these conditions if they are to be invited to submit a Tender.
If a Supplier does not satisfy the Conditions of Participation, then then the Client may disregard its Supplier Information Questionnaire and/or Tender submission and exclude the Supplier from participating in, or progressing as part of, the Procurement process.
Condition of participation
The Client shall carry out an Intermediate Assessment of the responses to the Supplier Information Questions submitted prior to the Deadline for Requests to Participate.
Only those Suppliers shortlisted following the Intermediate Assessment of each Supplier Information Questionnaire submitted in response to Lot 1 shall be selected to participate further in this Procurement process to submit a Tender.
shortlisting

Lot #2Queen's Medical Centre and Ropewalk HouseRenewal 2 yrsSMEVCSEPublished value£1,250,000

The Client requires Suppliers for the provision of Fire Alarm Servicing and Maintenance at the Queen’s Medical Centre and Ropewalk House (Lot 2)

Contract period: 1 Sept 2026 – 31 Aug 2028 (2 yrs) · up to 31 Aug 2031 with extensionsValue: £1,250,000 exc. VAT · £1,500,000 inc. VAT

Delivery: East MidlandsEligibility: SME eligibleVCSE eligible

50710000 Repair and maintenance services of electrical and mechanical building installations 50711000 Repair and maintenance services of electrical building installations

Pre-qualification & selection criteria (PQQ)3

Economic & financial standing
Assessment of Supplier's Legal & financial capacity shall be based on the following:
- Suppliers must meet the minimum level of economic and financial standing and/or a minimum financial threshold specified under section 9.11 of the ITT
- Any other relevant criteria stated in the associated tender documents
Technical & professional ability
The Client has set Conditions of Participation as a proportionate means of ensuring that Suppliers have the legal and financial capacity and/or technical ability, to perform the contract.
The conditions of participation are specified under Part 3 of the Supplier Information Questions and will be used to assess the Supplier. Suppliers must satisfy these conditions if they are to be invited to submit a Tender.
If a Supplier does not satisfy the Conditions of Participation, then then the Client may disregard its Supplier Information Questionnaire and/or Tender submission and exclude the Supplier from participating in, or progressing as part of, the Procurement process.
Condition of participation
The Client shall carry out an Intermediate Assessment of the responses to the Supplier Information Questions submitted prior to the Deadline for Requests to Participate.
Only those Suppliers shortlisted following the Intermediate Assessment of each Supplier Information Questionnaire submitted in response to Lot 2 shall be selected to participate further in this Procurement process to submit a Tender.
shortlisting

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

Lots publish different evaluation splits; there is no single procedure weighting.

Lot	Quality	Price	Social value	Split
1 · Nottingham City Hospital	55%	35%	10%
2 · Queen's Medical Centre and Ropewalk House	50%	40%	10%

Lot distribution rule: The Tender will be issued in lots. the Client reserves the right to award some but not all lots; and/or to award lots on different timelines. For each Lot, responses will be assessed against the Evaluation Criteria set out in the associated tender documents relevant to the Lot the Supplier is bidding on. Suppliers may bid on one or both lots.

What this means for your bid

Price carries 35–40 points depending on the lot. Read the split per lot below.

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: CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
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 1 May 2026
First published: 5 Mar 2025, 10:04 GMT
Last source update: 1 Jun 2026, 10:37 BST
Award evaluation window: Submission end – 1 Jun 2026
Authority reference: C142183
FTS notice number: 2025/S 000-068088
Latest notice: Tender notice (UK4)
Classification (CPV): Repair and maintenance services of building installationsRepair and maintenance services of electrical and mechanical building installationsRepair and maintenance services of electrical building installations
Delivery area: East Midlands (UKF14)
Official registry OCID: ocds-h6vhtk-04e9a0 Find a Tender
Contract terms summary: Further details concerning payment terms can be found in the associated tender documents.

How it runs: The Procurement process shall constitute the following Stages:
Stage 1 – Response to Supplier Information Questionnaire
The submission by each Supplier of a response to the Supplier Information Questions and the assessment of each such Supplier Information Questionnaire submission received by the Client (The Intermediate Assessment).
Stage 2 - Site Visit
Those Suppliers shortlisted following the Intermediate Assessment of each Supplier Information Questionnaire submitted at Stage 1 of this procurement process shall be invited to attend a site visit.
Stage 3 – Invitation to Tender
The Client shall invite all those Suppliers selected to participate further in this Procurement process to submit a Tender.
More information regarding the procurement process can be found within the associated tender documents including, but not limited to, section 4 of the ITT (Part A).

Review and risk notes

Risks

Risks concerning this contract include, but may not be limited to, the following:

Changes to Health Technical Memorandum (HTM)
Expansion or reduction of the Service
Capacity Constraints
Expansion of Integrated Care Board
Budgetary Changes
Changes to Weekly Testing Requirements
Changes to the Client's requirements.
System Developments
Collaboration with Partners

Further details concerning risks may be found in the associated tender documents.

How it was run

Official notice

Run through: Atamis legacy domain (health-family.force.com) · Who buys & how to bid on Atamis

Supplier login requiredElectronic submission allowedLanguage: EN

Access & registration note: Legacy Salesforce domain still used in notices — use the current Atamis portal · this portal address is a legacy domain; the operator has migrated

Requests to participate (first stage): 21 Nov 2025, 12:00 GMT
Submission deadline: 21 Nov 2025, 12:00 GMT
Clarification deadline: 17 Oct 2025, 12:00 BST
Submission channel: Official e-sourcing portal
Electronic submission: Allowed
Accepted languages: en

Detailed submission instructions & authority contactsFrom official release

The Client will be administering the Procurement via the Atamis e-Tendering portal: health-family.force.com/s/Welcome ↗

Please ensure you register on the portal sufficiently ahead of time to ensure you are able to access the eventual Procurement at the earliest opportunity.

If you have any problems with the portal. you should contact the helpdesk on 0800 0988201 or by sending an email to [email protected] . The helpline is open Monday to Friday between 8 am and 6 pm excluding public and bank holidays.

In the event the Tender Notice is published before or after the estiamted date, the enquiry and participation deadline dates will be amended accordingly.

Any revisions to the timescales specified in this Planned Procurement Notice will be made available via the Tender Notice.

Timeline

5 Mar 2025 → 1 Sept 2026 · 9 dates

Planning notice published
5 Mar 2025, 10:04 GMT
Market engagement
7 Apr 2025, 23:59 BST
Suppliers are invited to download the PME document via the e-Tendering portal for more information:
health-family.force.com/s/Welcome ↗
Included within the document is a brief questionnaire. Suppliers are encouraged to respond to these questions which will help inform and shape the procurement process.
If you have any problems with the Electronic Portal, you should contact the helpdesk on 0800 0988201 or by sending an email to [email protected] . The helpline is open Monday to Friday between 8 am and 6 pm excluding public and bank holidays.
Next notice expected381 days ago
30 Sept 2025, 23:59 BST
Clarification questions by364 days ago
17 Oct 2025, 12:00 BST
Tender notice published357 days ago
24 Oct 2025, 10:48 BST
Submission deadline329 days ago
21 Nov 2025, 12:00 GMT
Latest notice published137 days ago
1 Jun 2026, 10:37 BST
Award decision expected by137 days ago
1 Jun 2026, 23:59 BST
Contract starts46 days ago
1 Sept 2026, 00:00 BST

Notice history

11 events · 8 releases on Find a Tender · since 5 Mar 2025

Preliminary market engagement notice published
5 Mar 2025, 10:04 GMT
UK2
Preliminary market engagement notice published
5 Mar 2025, 10:54 GMT
UK2
Preliminary market engagement notice published
17 Mar 2025, 16:09 GMT
UK2
Planned procurement notice published
11 Sept 2025, 15:57 BST
UK3
Published value updated to £4,250,000
11 Sept 2025, 15:57 BST
was £3,000,000
Status changed to planned
11 Sept 2025, 15:57 BST
Procurement method changed
11 Sept 2025, 15:57 BST
Planned procurement notice published
11 Sept 2025, 16:13 BST
UK3
Tender notice published
24 Oct 2025, 10:48 BST
UK4
Status changed to active
24 Oct 2025, 10:48 BST
Buyer details updated
1 Jun 2026, 10:36 BST

Published amendments (3)

Amended Engagement Description section to include relevant links to the trust's e-Tendering portal.

We have extended the engagement deadline to 7 April 2025 and updated the helpdesk telephone number under "Engagement process description".

Due to a technical issue, the original notice only published the award criteria relevant to Lot 2 only. The Award Criteria for Lot 1 is as follows: Quality: 55% Social Value: 10% Price 35%

Routine re-releases (8)

2025-09: 2 releases · 11 Sept 2025, 11 Sept 2025
2025-03: 3 releases · 5 Mar 2025, 17 Mar 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 2

Awarded value £1,649,5332 contracts exc. VAT

Contracts signed 2latest 11 Jan 2024

Awarded to	Value	Date	Status
Lot 1 · Nottingham City Hospital2 awards
Honeywell Control Systems Limited	—	—	Awarded
Clymac LimitedSME	—	—	Awarded

Contracts

Contract 051243-2026-C233055-1 · Honeywell Control Systems Limited
Signed
11 Jan 2024
Value
£1,466,000
Period
… – 31 Aug 2028
Status
active
- Change The purpose of this modification to extend the existing Contract for provision of servicing and maintenance of the fire alarm at the Queen’s Medical Centre (QMC) from 30/04/2026 up to 31/12/2026. The objective is to ensure the Customer continues to comply with its responsibilities required by law, Government guidelines and requirements of NHS England through routine testing and maintenance of the system whilst the formal procurement exercise to replace this contract is completed (https://www.find-tender.service.gov.uk/Notice/068088-2025), Need for additional works, services or supplies by the original contractor/concessionaire: Responses to the Preliminary Market Engagement (PME) conducted during Q1 2025 indicated that suppliers would require between one and three months to mobilise for delivery of this contract. Therefore, extending the current contract will mitigate significant operational disruption, as well as avoid unnecessary duplication of costs for the Trust. The original value of the contract was £1.25m with the extension costing £216,000 (approximately 17%), representing less than 50% of the original contract value.
Provision of Servicing and Maintenance of the Fire Alarm System at the Queen’s Medical Centre · Clymac LimitedSME
Signed
3 Mar 2023
Value
£183,533
Period
… – 31 Aug 2028
Status
active
- Change The purpose of this modification to extend the existing Contract for provision of servicing and maintenance of the fire alarm at the Queen’s Medical Centre (QMC) from 30/04/2026 up to 31/12/2026. The objective is to ensure the Customer continues to comply with its responsibilities required by law, Government guidelines and requirements of NHS England through routine testing and maintenance of the system whilst the formal procurement exercise to replace this contract is completed (https://www.find-tender.service.gov.uk/Notice/068088-2025), Need for additional works, services or supplies by the original contractor/concessionaire: Responses to the Preliminary Market Engagement (PME) conducted during Q1 2025 indicated that suppliers would require between one and three months to mobilise for delivery of this contract. Therefore, extending the current contract will mitigate significant operational disruption, as well as avoid unnecessary duplication of costs for the Customer. The original value of the contract was £148,533 with the extension costing £35,000 (approximately 24%), representing less than 50% of the original contract value.

Contracting authority & participating public bodies

2 public bodies on the notice

Nottingham University Hospital NHS Trust

Contracting authorityPublic authority - central government GB-PPON: PVQC-9261-WGRM City Campus, Hucknall Road, Nottingham, East Midlands, NG5 1PBContact name, email

Dispute resolution & review bodies

Royal Courts of JusticeMediation bodyReview bodyReview contact point LondonContact email

Bidders & participating suppliers

2 commercial parties on the notice

Clymac LimitedAwarded supplier03019000 Belton Road,, Loughborough, East Midlands, LE11 1LW
Honeywell Control Systems LimitedAwarded supplier00217803 Honeywell House Arlington Business Park, Bracknell, South East, RG12 1EB

Official documents & specifications (6)

Official links; attachments are not copied

Notices published for this procedure

Tender notice tenderTender noticeUK4Tender notice on Find a Tender24 Oct 2025, 10:48 BST
Planned procurement notice planningPlanned procurement noticeUK3Planned procurement notice on Find a Tender11 Sept 2025, 16:13 BST
Planned procurement notice planningPlanned procurement noticeUK3Planned procurement notice on Find a Tender11 Sept 2025, 15:57 BST
Preliminary market engagement notice planningPreliminary market engagement noticeUK2Preliminary market engagement notice on Find a Tender17 Mar 2025, 16:09 GMT
Preliminary market engagement notice planningPreliminary market engagement noticeUK2Preliminary market engagement notice on Find a Tender5 Mar 2025, 10:54 GMT
Preliminary market engagement notice planningPreliminary market engagement noticeUK2Preliminary market engagement notice on Find a Tender5 Mar 2025, 10:04 GMT