Official UK procurement notice
The Servicing & Maintenance of Housing & Corporate Door Entry, Access Control and Auto Gates & Barriers
Authority: London Borough of Hillingdon (Local council)
What is being bought
Published requirement descriptionThe London Borough of Hillingdon wishes to appoint an experienced service provider for the servicing, maintenance and repairs of the Pedestrian and Vehicle Door Entry, Access Control, Warden Call Systems, Automatic Doors, Gates & Barriers ensuring compliance with all relevant industry, manufacturers and safety standards.
The contract is to include Hillingdon Council's housing stock of over 10,000 properties covering General Needs Housing, Sheltered Housing, Supported Housing and 200 Corporate sites.
Elements of the contract include but not limited to the following:
- Repairs of Housing Door Entry & Access Control Systems and associated works as detailed in the Asset Lists.
- Service, Maintenance & Repairs of Corporate Access Control Systems and associated works as detailed in the Asset Lists.
- Service, Maintenance & Repairs of Automatic Pedestrian & Vehicle Doors, Gates, Barriers, Bollards & Shutters as detailed in Asset lists.
- Repairs, Servicing & Maintenance on all Assisted Living and Warden Call Systems.
- Provide a Reactive Maintenance/Call out Service (365/24/7) covering the assets in question
The contract will have a staggered approach to its implementation with the Door Entry & Access Control and Assisted Living & Warden Call element starting on 30th November 2025 and the Automatic Pedestrian & Vehicle Doors, Gates, Barriers, Bollards & Shutters being introduced on 1st September 2026.
TUPE will apply across all aspects.
The Contract will be for an initial term of three (3) years with an extendable option for a period of not more than two (2) years, giving a total of five (5) years (the Term).
- The authority expects to re-tender this requirement around 30 Jun 2028, 23:59 BST.
CPV: Access gates · Installation services of electrical and mechanical equipment · Repair and maintenance services of electrical building installations · Shutters
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£1,800,000
- Economic & financial standing
See tender pack for details.
- Technical & professional ability
See tender pack for details.
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 award criteria (2)
- Quality: 50% of the award criteria will be allocated to the Quality/technical aspects of the tender response. See tender pack for details
- Price: 50% of the award criteria will be allocated to the Cost aspects of the tender response. See tender pack for details
- Economic & financial standing
See tender pack for details.
- Technical & professional ability
See tender pack for details.
- Price carries 50 of 100 points: a 10% discount moves about 5 points. This one is won on the number: sharpen the price before polishing the prose.
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
- Unspecified in notice
- Recurring procurement
- Yes · next expected 30 Jun 2028
- First published
- 4 Jun 2025, 14:22 BST
- Last source update
- 21 Nov 2025, 12:03 GMT
- Award evaluation window
- Submission end – 30 Sept 2025
- FTS notice number
2025/S 000-036180- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-052c76Find a Tender
How it was run
Official notice- Submission deadline
- 29 Jul 2025, 13:00 BST
- Clarification deadline
- 18 Jul 2025, 13:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
All tender responses must be via Hillingdon's nominated tendering portal (Proactis - Supplier Network) at supplierlive.proactisp2p.com ↗
Timeline
4 Jun 2025 → 30 Nov 2025 · 11 dates- Planning notice published4 Jun 2025, 14:22 BST
- Market engagement18 Jun 2025, 23:59 BST
To participate in our Pre-Market Engagement exercise please email to the following:
Please quote "Access Control - market engagement" in the email title.
(do not include any marking material)
You will then be sent a short market engagement questionnaire, please then complete and return this by the stated deadline in the questionnaire.
We would encourage all interested parties to register for free at supplierlive.proactisp2p.com ↗ where this opportunity will be advertised in due course.
- Tender notice published30 Jun 2025, 15:24 BST
- Next notice expected30 Jun 2025, 23:59 BST
- Clarification questions by18 Jul 2025, 13:00 BST
- Submission deadline29 Jul 2025, 13:00 BST
- Award decision expected by387 days ago30 Sept 2025, 23:59 BST
- Assessment summaries sent387 days ago1 Oct 2025, 00:00 BST
- Standstill ends377 days ago10 Oct 2025, 23:59 BST
- Latest notice published335 days ago21 Nov 2025, 12:03 GMT
- Contract starts327 days ago30 Nov 2025
Notice history
11 events · 5 releases on Find a Tender · since 4 Jun 2025- Preliminary market engagement notice published4 Jun 2025, 14:22 BSTUK2
- Tender notice published30 Jun 2025, 15:24 BSTUK4
- Status changed to active30 Jun 2025, 15:24 BST
- Procurement method changed30 Jun 2025, 15:24 BST
- Deadline published: 25 Jul 2025, 13:00 BST30 Jun 2025, 15:24 BST
- Tender notice published23 Jul 2025, 15:21 BSTUK4
- Deadline moved to 29 Jul 2025, 13:00 BST23 Jul 2025, 15:21 BST+4 days · was 25 Jul 2025, 13:00 BST
- Contract award notice published1 Oct 2025, 14:15 BSTUK6
- Status changed to complete1 Oct 2025, 14:15 BST
- Contract signature expected20 Oct 2025, 23:59 BSTscheduled
- Contract details notice published21 Nov 2025, 12:03 GMTUK7
Published amendments (1)
Tender period has been extended from 25th July to 29th July 2025
Routine re-releases (5)
- 2025-06: 2 releases · 4 Jun 2025, 30 Jun 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| DSSL GroupSME30 Nov 2025 – 29 Nov 2028 · up to 29 Nov 2030Extensions: Contract may be extended for a period of not more than Two (2) further years by agreement subject to the needs of the business. | £831,000 | 19 Sept 2025 | Awarded |
Contracts
Contract 1 · DSSL GroupSME
- Signed
- 14 Nov 2025
- Value
- £831,000
- Period
- 30 Nov 2025 – 29 Nov 2028 · up to 29 Nov 2030 with extensions
- Status
- active
- Extensions
- Contract may be extended for a period of not more than Two (2) further years by agreement subject to the needs of the business.
4 agreed KPIs: First Time Fix - Target 90% · Periodic Servicing & Compliance Inspections Completed in time - Target 100% · Attendance within Response Times - Target 100% …
- First Time Fix - Target 90%, To determine the proportion of Orders for Routine and Responsive Maintenance capable of a first-time fix (as identified by the Client's IT System or the Service Provider's IT System, as applicable) where a first-time fix is achieved. The proportion of Orders for Routine and Responsive Maintenance that are indicated by the Client's IT System or the Service Provider's IT System (as applicable) as being capable of first time fix completed in a single visit during the Measurement Period as a proportion of the total number of Orders for Routine and Responsive Maintenance that are indicated as being capable of first time fix completed in the Measurement Period.
- Periodic Servicing & Compliance Inspections Completed in time - Target 100%, To measure the Service Provider's conformity in meeting Periodic Servicing and compliance Inspection programme All compliance inspections to be completed before expiration date of existing compliance certification.
- Attendance within Response Times - Target 100%, To determine the percentage of Orders for Responsive repairs completed within timescales as per Table 1 set periods. Maintenance with Response Periods expiring during the Measurement Period that were completed within their Response Periods.
- Social & Environmental Commitment Tracker - Target 100%, To determine the ongoing commitment to meet Social and Environmental targets during contract duration, as per technical submissions.
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 8final-stage tenders · 9 at stage one | 8 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
2 commercial parties on the notice- DSSL GROUP LIMITEDAwarded supplier
- DSSL Group LtdAwarded supplier
Official documents & specifications (6)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications All tender documents will be made available via the tender portal: https://supplierlive.proactisp2p.com
Notices 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
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender