Contract notice
Section I: Contracting
authority
I.1) Name and addresses
South Ayrshire Council
County Buildings, Wellington Square
Ayr
KA7 1DR
UK
Telephone: +44 3001230900
E-mail: procurement@south-ayrshire.gov.uk
NUTS: UKM94
Internet address(es)
Main address: http://www.south-ayrshire.gov.uk/procurement/
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00405
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html
Tenders or requests to participate must be sent to the abovementioned address
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
CE-199-25 Measured Term Contract (MTC) for Servicing, Maintenance & Monitoring of Intruder Alarm Systems
Reference number: CE-199-25
II.1.2) Main CPV code
50000000
II.1.3) Type of contract
Services
II.1.4) Short description
The Council requires to appoint, to a Measured Term Contract, a suitably experienced Service Provider to carry out Servicing, Maintenance and Monitoring of Intruder Alarms in operational properties throughout South Ayrshire.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
31625300
35121700
50000000
II.2.3) Place of performance
NUTS code:
UKM94
II.2.4) Description of the procurement
The Council requires to appoint, to a Measured Term Contract, a suitably experienced Service Provider to carry out Servicing, Maintenance and Monitoring of Intruder Alarms in operational properties throughout South Ayrshire.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 60
This contract is subject to renewal: Yes
Description of renewals:
1+1+1
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
It is a requirement of this procurement that Tenderers hold, or can commit to obtain, prior to the commencement of any subsequently awarded Contract, the accreditations indicated below:
For the purposes of this Contract, the Contractor and/or Sub Contractor who is responsible for all Intruder Alarm Systems must be accredited to the following standards, or equal:
1. BAFE Scheme: SP203-1 Intruder Alarms (Design, Installation, Commissioning & Maintenance) OR
2. SSAIB or NSI/NACOSS: Gold or Silver Medal (for Monitoring & Communication) AND SELECT or NICEIC
Evidence for this requirement will be requested at the “Request For Documentation” Stage.
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
During the period of the Contract Agreement, the Service Provider shall monitor and measure their performance against the Key Performance Indicators (KPIs) detailed below:
Cost – Category Weight (20%)
Invoice Accuracy – 50%
Cost Reduction Initiatives – 50%
Quality – Category Weight (30%)
Fit for Purpose – 50%
Contract Outcome – 40%
Continual Improvement / Innovation – 10%
Service – Category Weight (40%)
Complaints – 15%
Communication – 30%
Management Information – 25%
Accuracy – 30%
Sustainability – Category Weight (10%)
Sustainable Processes – 50%
Community Benefits – 50%
The above KPIs shall make up the Balanced Scorecard and will be used to score the Service Provider’s / Supplier’s performance. The Council’s Contract Administrator and other relevant stakeholder shall score the Service Provider’s / Supplier’s against the expected results
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
20/01/2026
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
20/01/2026
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
September 2030
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of The Public Contracts (Scotland) Regulations 2015 or regulation 8 of The Procurement (Scotland) Regulations 2016 .
Quality Control Requirements
Tenderers may be required to provide the following for Quality Control requirements:
EITHER:
Option A) If a Tenderer’s organisation holds an UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with
BS EN ISO 9001 (or equivalent) a copy of the certificate may be requested.
OR
Option B) If a Tenderers organisation has a documented policy regarding quality management, a copy of the policy may be requested.
Guidance
The policy should set out your organisation's responsibilities for quality management. Demonstrating that your organisation has and continues to implement a quality management policy that is authorised by the Chief Executive or equivalent and is periodically reviewed at a senior management level. The policy should be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation.
Quality Assurance/Health and Safety Requirements
Tenderers may be required to provide the following for Quality Assurance/Health and Safety Requirements:
EITHER:
Option A) If a Tenderer’s organisation holds an UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001(or equivalent), or if a Tenderers organisation has, within the last twelve months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum, then a copy of the certificate may be requested.
OR,
Option B) If a Tenderers organisation has a policy for health and safety (H&S) management, then a copy of the policy may be requested.
Guidance
Organisations with less than five employees are not required by law to have a documented policy statement. The need to reduce documentary requirements on micro businesses in particular will be taken into account by the evaluation panel. Your policy should provide evidence that your organisation has a H&S policy that is endorsed by the chief executive officer and that it is regularly reviewed. The policy should be relevant to the nature and scale of the work and set out responsibilities for H&S management at all levels within your organisation. Your policy should be relevant to the nature and scale of your operations and set out your company's responsibilities of health and safety management and compliance with legislation.
Environmental Management Standards Requirements
Tenderers may be required to provide the following for Environmental Management Requirements:
EITHER:
Option A) If a Tenderer’s organisation holds an UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate, then a copy of the certificate may be requested.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 30234. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
It has become clear that there is scope within the Procurement Reform (Scotland) Act 2014 which applies to public contracts, to use contracts to deliver wider social benefits such as:
- Targeted recruitment and training (providing employment and training opportunities/Apprenticeships)
- SME and social enterprise development
- Community engagement
As part of your tender response, Tenderers are requested to provide an outline of all community benefits they can offer for this contract.
(SC Ref:817335)
VI.4) Procedures for review
VI.5) Date of dispatch of this notice
02/12/2025