Active Fire Services 2027

Description

Beyond Housing Ltd is a Housing Association who have a portfolio of approximately 15,000 properties in the North- East of England. There are three primary geographical areas in which Beyond Housings properties are located with approximately 10,000 houses located in the Redcar (North) area and a further 5,000 houses located in the Scarborough and Whitby areas (South). The specific geographical areas, by postcode, that the active fire contract currently covers is, as follows, however these are subject to change as the stock profile of Beyond Housing expands. At this time Beyond Housing are not looking to split the contract into lots by geography, and are seeking one contractor to maintain Beyond Housing's compliance with all servicing requirements. Please note that a large percentage of stock is not near any main motorways. We have a mix of rural and non-rural locations in which our stock is based. Particularly between Redcar, Whitby and Scarborough areas, roads are predominantly single, with some dual carriageways. Seasonality is also a factor as traffic conditions and parking can be affected by tourism. Postcodes: - YO11,12,13,14,21,22 - TS6,7,9,10,12,13,14 - DL3 Contractors will be working in premises that are occupied by Beyond Housing staff, customers and members of the public. Premises consist of, but are not limited to, Office Buildings, Depots, Community Centres, extra care/supported living premises and multi-storey residential premises. The Active Fire contract is managed by the Facilities Team at Beyond Housing. This opportunity seeks to award one main contractor, with a 2nd ranked contractor for business continuity and compliance continuity purposes should the 1st ranked contractor be unable to maintain the necessary levels of compliance with the programme. The proposed term is five years on a three plus two basis, with break clause. The service elements that are currently included within the active fire contract are: • Emergency lights servicing and maintenance • Fire alarm servicing and maintenance • Communal smoke alarm servicing and maintenance • Fire extinguisher servicing and maintenance • Sprinklers and water mist system servicing and maintenance • Wet and dry risers servicing and maintenance • Automatic Opening Vent servicing and maintenance • Fire damper servicing and maintenance • Flat Door closers (automatic and swing free) servicing and maintenance The contract will seek to include all the servicing requirements (annual or otherwise), plus repairs following services, and any emergency calls outs and repairs relevant to active fire systems. Compliance with servicing dates is of upmost importance to Beyond Housing and we wish to partner with a contractor who also seeks to deliver an excellent service with 100% compliance across all servicing elements. Contractors will be wholly responsible for managing and co-ordinating all necessary visits/appointments to maintain compliance with the various servicing dates. Co-ordination/scheduling will not be the responsibility of Beyond Housing. Beyond Housing seeks a contractor with experience and expertise of managing, repairing and programming of DRAX fire-monitoring systems. Beyond Housing seeks a contractor with an established Portal for real time access to documents, programmes and electronic documentation. Contractors will be required to be Principal Contractor under CDM. Contractors will be required to meet a number of KPIs - an example document can be shared upon request. Procurement Overview Beyond Housing are preparing to go out to the market to procure for Active Fire Services provisionally on or around Monday 21st September 2026, with a contract start date of 1st June 2027. The timeline allows for a 7-week mobilisation. The main purpose of this exercise is to engage with the market to understand how particular challenges around compliance within the active fire remit can be appropriately addressed through a tender exercise. Beyond Housing intends to utilise an Open Tender procedure, as opposed to any existing framework route. Beyond Housing are also looking to understand any value adding suggestions that companies can deliver, mainly around ensuring 100% compliance across all elements of active fire, and how this can be cost effective in a contracted arrangement. The feedback from this exercise will help: • Inform our procurement strategy for this requirement, and • Assist in structuring the contract terms. This is an information gathering exercise only to help us understand what options are available and establish a market appetite. Beyond Housing will not commit to any information provided at this stage. Return Date If you are able to complete the questionnaire as part of our market research activity, please return by Wednesday 26th August at 12noon. The questionnaire can be found at the following url https://forms.cloud.microsoft/e/0yXWmif6yF Depending on the responses received from the questionnaire we may undertake further engagement in the form of emails and/or phone calls and/or teams calls. A summary of the market engagement will be included with any future tender pack information. If you have any issues accessing the questionnaire please contact procurement@beyondhousing.co.uk Please note that all values and dates entered in this notice, at this stage, are estimated- the market engagement may inform the length of the contract and therefore affect dates and contract values.