AP26089 - Security Systems RSM Contract

Arc Property Services Partnership Limited (the Client) is publishing this Preliminary Market Engagement Notice (UK2) in accordance with the Procurement Act 2023.

The purpose of this engagement is to inform the market of an upcoming procurement opportunity and to obtain feedback from suppliers operating within the security systems sector. The information gathered will assist Arc Partnership in refining its procurement strategy, contract requirements and tender documentation before the formal procurement process commences.

Participation in this engagement process is entirely voluntary. Information obtained will be used solely to support the development of the proposed procurement and will not form part of any future evaluation process.

The Client intends to procure a single-supplier contract for the provision of repairs, servicing and maintenance of security systems across the property portfolio is manages on behalf of it's Customers (including Nottinghamshire County Council) and projects.

The proposed contract will support the ongoing operation, compliance and maintenance of security infrastructure across a range of public sector premises located primarily within Nottinghamshire, Derbyshire, Leicestershire and South Yorkshire.

The contract is expected to commence in April 2027 and will be based upon the NEC4 Term Service Short Contract. The proposed contract term is an initial two-year period with options to extend for up to three further periods of two years, giving a maximum potential term of six years.

The proposed contract is expected to include, but may not be limited to:

• Planned servicing and preventative maintenance of security systems.
• Reactive repairs and fault rectification.
• Emergency breakdown response on a 24-hour, 365-day basis.
• Maintenance and support of CCTV systems.
• Maintenance and support of access control systems.
• Maintenance and support of electronic door entry systems.
• Associated inspections, testing, certification and reporting.
• Potential installation, replacement or upgrade works where required.

The Client may utilise the contract for both maintenance activities and construction or refurbishment projects requiring security system installation or replacement works.

The Client currently anticipates conducting the procurement under the Competitive Flexible Procedure in accordance with the Procurement Act 2023.

It is anticipated that the procurement will comprise a selection stage followed by an invitation to tender stage, although the final structure may be amended following market engagement and internal approvals.

Participation in any preliminary market engagement activity will not provide any supplier with an advantage in any future procurement process. The Client will take appropriate measures to ensure compliance with the Procurement Act 2023 and the principles of transparency, equal treatment and fairness.

The Client particularly welcomes engagement from SMEs, suppliers within the East Midlands Combined County Authority (EMCAA) region and specialist security system providers with experience of CCTV, access control and electronic door entry systems within public sector environments. Feedback is sought to ensure the proposed procurement structure is proportionate, accessible and capable of delivering best value throughout the contract term.