CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Careers Wales Security Tender

2.2

Description of the goods or services required

The maximum contract value over a 3-year period with a possibility of a 1-year extension will be in the range of £100,000. In addition, new installations and updated alarm systems detailed within the tender as and when required. Contract start time will differ at each property based on when our current contract ends.

Careers Wales are seeking to appoint a specialist company to each of the three lots to provide the following services. Offices will change over time therefore we require a three-month termination option. At the start of the contract, we require the successful bidder to complete a survey of the building advising on the suitability of the alarm systems, ensuring that none of the alarms are reliant upon telephone lines.

Facilities management activities are managed through our facilities management software, Trackplan. Contractors will be provided with appropriate access to the system to upload relevant documentation, including risk assessments, method statements, certificates, and service reports. Contractors will also be required to record attendance information within Trackplan, providing a complete and auditable record of works undertaken across the estate.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=170245.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Intruder Alarm Systems – two services per annum

The Contractor shall inspect, test, service and maintain intruder alarm systems in accordance with:

• BS EN 50131 Series

• PD 6662

• Police and insurer requirements where applicable

Services shall include:

• Testing all detectors, contacts, signalling equipment and control panels

• Verification of communication links to alarm receiving centres

• Inspection of standby batteries and power supplies

• Fault diagnosis and repair

• System performance checks

• Maintenance reporting and certification

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4. Panic Alarm and Personal Attack Systems – two services per annum

The Contractor shall inspect, test and maintain all panic alarms, duress alarms and personal attack alarm systems.

Services shall include:

• Functional testing of all activation devices

• Testing alarm signalling and monitoring arrangements

• Inspection of control and communication equipment

• Verification of response arrangements

• Fault rectification

• Compliance reporting

Particular consideration shall be given to systems installed within reception areas, interview rooms, lone-working environments and public-facing locations.

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5. Reactive Repairs and Emergency Call-Out Service

The Contractor shall provide a 24-hour, 365-day emergency response service for all systems covered by the contractor.

Incident Reporting and Police Liaison

The Contractor shall maintain robust incident reporting procedures and ensure that all security incidents are reported promptly to Careers Wales in accordance with agreed escalation protocols. Where an incident is reported to or attended by the Police, the relevant Police Unique Reference Number (URN) shall be obtained and included within the incident report. This will provide a clear audit trail, support any subsequent investigations, and facilitate effective liaison between Careers Wales, the Contractor, and external enforcement agencies.

6. Access Control – two visits per annum

Access control services shall include the inspection, testing, maintenance, repair and support of all access control equipment, including door controllers, electronic locks, card readers, fobs, software, power supplies and associated infrastructure. The Contractor shall ensure systems remain fully operational, secure and compliant with relevant British Standards, fire safety requirements and manufacturer recommendations. Maintenance shall include software updates, battery testing, user administration support, fault rectification and emergency call-out services.

Access control systems are typically maintained in accordance with:

• BS EN 60839 Electronic Access Control Systems

• BS EN 50133 (older installations)

• Regulatory Reform (Fire Safety) Order 2005

• UK GDPR where personal data is processed

Please submit a separate tender application for each lot – the services required vary between office and are listed within the Lot details

Lot 1

• Barry – access control, panic alarm

• St Ina Cardiff – intruder alarm,

• Blackwood -, emergency lights, panic alarm

• Cwmbran - intruder alarm, panic alarm

• Ebbw Vale - intruder alarm, Panic alarm

• Newport - intruder alarm, Panic alarm

• Churchill house Cardiff - access control, intruder alarm, panic alarm

• Merthyr - intruder alarm, Panic alarms

• Pontypridd - panic alarms, intruder alarm, access control

Lot 2

•

• Aberystwyth - panic alarm, intruder alarm

• Bridgend - Intruder alarm and panic alarm

• Carmarthen - Intruder alarm and panic alarm

• Haverfordwest -, intruder alarm, panic alarm

• Llanelli -, panic alarm, intruder alarm

• Neath -, panic alarm, intruder alarm

Lot 3

• Newtown- Panic alarms

• Bangor -, Panic alarms, intruder alarm

• Wrexham-, intruder alarm, Panic alarm, Holyhead - panic alarm

• Llandudno - Intruder alarm, access control, Porthmadog -, intruder alarm panic alarms, access control

• Rhyl -, panic alarms, access control

• Queensferry-, access control, panic alarms

3 Conditions for Participation

3.1

Minimum standards and qualification required

Questions and scoring matrix

Please provide answers to the following questions across 2 sections.

Your answers will be scored percentage wise as stated in each question to allow for a scoring matrix.

Section 1: Price - this will account for 30% of the bid score.

Please provide a single fixed cost of the following requirements for a single site covering a four year period – price to include any annual percentage uplift.

1. Two visits to inspect panic alarm systems, intruder alarm and access control

2. To include monitoring costs

3. Also, police monitoring costs

4. The cost of the 24-hour 365 emergency response service

5. Cost 3 emergency call outs per annum (12 in total)

6. Cost initial survey report

The tender will be marked on the total cost of the 4-year contract for a single site

Section 2: Quality - this will account for 70% of the bid score. The maximum number of words per section is 200 words, any words over this count will not be considered.

• Describe your experience in providing, intruder alarm, CCTV and access control services for organisations of a similar size and complexity. 15%

• Explain how you ensure compliance with relevant British Standards and industry regulations. 10%

• How do you manage technology upgrades and end-of-life equipment? 5%

• How will you ensure statutory inspections are completed on time? 5%

• Describe your emergency response arrangements. 10%

• How do you maintain engineer certification and technical competence? 5%

• How will you reduce carbon emissions associated with this contract? 10%

• Describe how you comply with the Equality Act 2010. 10%

Scoring

Submission Details

Section A: Price 30%

The tender will be scored on price as follows:

Tenderer Price Formula Price score

A £80,000 £80,000 / £80,000 × 30 30.00

B £90,000 £80,000 / £90,000 × 30 26.67

C £100,000 £80,000 / £100,000 × 30

24.00

The scoring methodology

Score Rating Description

5 Excellent The response fully meets the requirement and provides a comprehensive, well-evidenced answer. It demonstrates strong understanding, relevant experience, a clear methodology, realistic delivery proposals and added value. No material weaknesses are identified.

4 Good The response meets the requirement well and provides a clear and credible answer. It includes relevant evidence and demonstrates good understanding, although there may be minor gaps or areas where further detail would have strengthened the response.

3 Acceptable The response meets the core requirement and is broadly adequate. It provides some relevant evidence, but lacks detail, depth, clarity or specific examples in some areas.

2 Weak The response only partially meets the requirement. It contains limited evidence, lacks sufficient detail, or raises concerns about the tenderer’s ability to deliver the requirement effectively.

1 Poor The response is significantly deficient. It provides very little relevant evidence, does not adequately address the requirement, or gives rise to significant concerns.

0 Unacceptable / non-compliant No response is provided, or the response fails to address the requirement, is non-compliant, or is incapable of evaluation.

For each quality question, the score awarded will be converted into weighted marks using the following formula: (score awarded divided by 5 x marks available for that question

For example, if a question is worth 10 marks and a tenderer scores 4 out of 5, the weighted mark would be: 8 (4 divided by 5 x 10 = 8 )

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Career Choices Dewis Gyrfa Ltd (CCDG) is a wholly owned subsidiary of the Welsh Government trading as Gyrfa Cymru Careers Wales, we are contracted to provide all age, independent and impartial careers information, advice and guidance service for Wales.

We help people understand the changing jobs market and to acquire new skills to take full advantage of the opportunities open to them.

We provide access to high-quality information and online resources to enable people to make informed and confident decisions.

Our work helps to develop the nation’s skills base and to support the effectiveness of expenditure on education and training, thereby contributing to the economic and social well-being of Wales.

Tenders for this work can be submitted in English or Welsh. Tenders submitted in Welsh will not be treated less favourably than those submitted in English. The closing dates for the Tender will be the same for those submitted in Welsh and English. The timetable for responding to the bids in Welsh will be the same as those submitted in English

Tenders must be submitted via the designated tendering portal. Submissions via email or any other route will not be accepted. Tenders should be submitted by 1pm 9 July. Tenders received after the due date and time may not be considered.

(WA Ref:170245)

5.2

Additional Documentation

5.3

Publication date of this notice