Refuge Alerter System · UK public procurement notice

Pre-Market Engagement Brief Summary

Market Engagement - Weston College Group Refuge Alerter System Maintenance and Callout Contract Renewal

1. Introduction & Background

Weston College is preparing for the renewal of its Refuge Alerter system maintenance and callout contract. The system plays a critical role in ensuring compliance with BS5839-9 and supporting emergency refuge communications across the estate. This pre-market engagement (PME) aims to inform the future procurement strategy and explore market capabilities.

2. Scope of Requirement

The contract requirement covers:

• Biannual planned preventative maintenance (PPM)
• Fault repair with no charge-out, labour, or parts costs
• BS5839-9 compliance assurance
• Next working day response time
• Annual Ofcom licence renewal
• Signage provision for refuge areas
• Telephone support (8:30am-5pm)
• Potential for an optional 5-year fixed pricing with free replacement of obsolete equipment (beyond the 3-year base term)

3. Objectives of Engagement

This PME seeks to:

• Gauge supplier interest and market capacity
• Explore innovation in refuge alert systems and service delivery
• Identify risks, challenges, and opportunities for improvement
• Inform the Outline Business Case and procurement strategy
• Assess appetite for multi-year fixed pricing and enhanced service levels

4. Total value (estimated)

• £10,000 excluding VAT
• £12,000 including VAT

The total contract value is based on a fixed price for three years (subject to RPI ≤ 5%) with a view to extend to up to 5 years based on fixed pricing.

5. Contract dates (estimated)

• 1 March 2026 to 28 February 2029
• Possible extension to 28 February 2031
• 4 - 5 years (fixed pricing & replacement of obsolete equipment)

6. Particular suitability

Small and medium-sized enterprises (SME)

7. Legal Framework

This engagement is conducted in accordance with the Procurement Act 2023, specifically Sections 16 and 17, which encourage early market engagement to improve procurement outcomes. All engagement will be fair, transparent, and non-discriminatory.

8. Engagement Method

Weston College will host a pre-market engagement meeting with interested suppliers. The format may include:

• A short presentation of current service needs
• Open discussion on innovation, delivery models, and pricing
• Q&A session to clarify expectations and constraints

Suppliers may also be invited to submit written feedback or participate in follow-up one-to-one sessions.

9. Engagement Deadline

01 December 2025

10. Call to Action

This is not an invitation to tender. It is a pre-market engagement meeting intended to inform and shape the future procurement strategy.

Suppliers interested in participating should contact Weston College Group by email: WCGTender@weston.ac.uk