Defence Online

Type of document: Contract Notice
Country: United Kingdom

1. Title: CAREERS WALES FIRE ALARM AND EMERGENCY LIGHTING TENDER
2. Awarding Authority: Careers Wales, Unit 4 Churchill House, 17 Churchill Way, Cardiff, GB, CF10 2HH. Tel: 02920846578.. Web: (Mr Paul Powell)
3. Contract type: Public works contract
Single stage
4. Description: The maximum contract value over a 3-year period with a possibility of a 1-year extension will be in the range of £80,000. In addition we make require new installations and updated alarms per property within each lot 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 fire alarm and emergency lighting inspection, testing, servicing and maintenance. Offices will change over time therefore we require a three months 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 fire alarm and emergency lighting systems. Contractors may apply for more than one lot but would need to submit separate tender documents for each.
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.
5. CPV Code(s): 50711000, 45312100, 45316000, 31625200, 31625100, 45312100
6. NUTS code(s): UKL, UKL1, UKL14, UKL, UKL1, UKL11, UKL, UKL1, UKL12, UKL, UKL1, UKL13, UKL, UKL2, UKL24, UKL, UKL2, UKL22, UKL, UKL2, UKL23, UKL, UKL2, UKL21, UKL, UKL1, UKL15, UKL, UKL1, UKL16, UKL, UKL1, UKL18, UKL, UKL1, UKL17
7. Main site or location of works, main place of delivery or main place of performance: UK – All
Wales
West Wales and The Valleys
Isle of Anglesey
Gwynedd
Conwy and Denbighshire
South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)
Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)
Bridgend and Neath Port Talbot
Swansea
East Wales
Monmouthshire and Newport
Cardiff and Vale of Glamorgan
Flintshire and Wrexham
Powys
8. Reference attributed by awarding authority: Reference no: SEP656022
OCID: ocds-kuma6s-170289
(WA Ref:170289)
9. Estimated value of requirement: Range of £80,000
10. Time-limit for receipt of completed tenders 25.9.2026 (12:00:00).
11. Address to which they must be sent: For further information regarding the above contract notice please visit:
12. Other information: NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at
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.
Total quantity or scope of tender
1. Fire Alarm Systems two services per annum
The Contractor shall inspect, test, service and maintain fire detection and alarm systems in accordance with:
Regulatory Reform (Fire Safety) Order 2005
BS 5839-1:2017 Fire Detection and Fire Alarm Systems for Non-Domestic Premises
Relevant insurer requirements
Manufacturer recommendations
Services shall include:
Planned preventative maintenance (PPM)
Testing of detectors, manual call points, sounders, interfaces and control equipment
Inspection of standby batteries and power supplies
Fault diagnosis and repair
System performance verification
Issue of maintenance certificates and service reports
Updating site logbooks and compliance records
2. Emergency Lighting Systems annual full duration test
The Contractor shall inspect, test, service and maintain emergency lighting systems in accordance with:
Regulatory Reform (Fire Safety) Order 2005
BS 5266-1 Emergency Lighting Code of Practice
BS EN 50172 Emergency Escape Lighting Systems
Manufacturer requirements
Services shall include:
Bi-annual testing where required
Inspection of luminaires, batteries, charging equipment and control systems
One full duration annual discharge test
Lux level and operational checks where appropriate
Replacement of defective lamps, batteries and fittings
Provision of test certificates and maintenance records
Recommendations for remedial works where systems do not meet current standards
Reactive Repairs and Emergency Call-Out Service
The Contractor shall provide a 24-hour, 365-day emergency response service for fire alarm and emergency lighting systems covered by the contract.
Please submit a separate tender application for each lot
Lot 1
Barry – Fire alarm, emergency lighting
St Ina Cardiff – Fire alarm, emergency lighting
Blackwood – Fire alarm, emergency lighting
Cwmbran – Fire alarm, emergency lighting
Merthyr – Fire alarm, emergency lighting
Lot 2
Pembroke Dock – Fire alarm
Aberystwyth – Fire alarm, emergency lighting
Haverfordwest – Fire alarm, emergency lighting
Llanelli – Fire alarm, emergency lighting
Neath – Fire alarm, emergency lighting
Lot 3
Newtown – Fire alarm, emergency lighting
Wrexham – Fire alarm, emergency lighting
Llandudno – Fire alarm, emergency lighting
Porthmadog – Fire alarm, emergency lighting
Rhyl – Fire alarm, emergency lighting
Queensferry – Fire alarm, emergency lighting
Minimum standards and qualification required
Questions and scoring matrix:
Please provide answers to the following questions across 2 sections.
Section 1: Price – this will account for 30% of the bid score.
Please provide a single cost of the following requirements covering the 4 years of the contract for a single site. The price to include uplift for annual percentage increase in year 2,3 and 4.
Two visits to review fire alarm systems
Emergency lighting full duration test once a year
The cost of the 24 hour 365 emergency response service
Cost 3 emergency call outs per annum (12 in total)
Cost initial survey report
The tender will be marked on the total cost of the 4 year contract
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 fire alarm and emergency lighting 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
The contract will be awarded based on the following scoring methodology:
Section A: Price 30%
The tender will be scored on price as follows:
price score= lowest compliant tender price divided by tenderer’s price x 30
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 Quality 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:
weighted mark = 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:
4 divided by 5 x 10 = 8
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
Estimated award date
05-10-2026
Language or languages in which tenders or requests to participate can be drawn up
EN CY
Tender Submission Postbox
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at
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 e 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.
TKR-2026910-EX-1878386