Tender: Fire Safety Products & Services | YPO (001183)

YPO are looking for Suppliers to be appointed onto a Framework Agreement following a Competitive Tendering Procedure for the supply of Fire Safety Products and Associated Services, for use in the Education market and Local Authority sectors. This Framework is designed to meet the needs of YPO and Other Contracting Authorities by establishing an agreement where the end customer will place the order with the Supplier and the Supplier delivered direct to the end customer.

The Framework Agreement will cover the maximum period of 4-years from 1st August 2026 to 31st July 2030 with 1 options to extend for 24-months (subject to an annual review, incorporating price re-establishment and KPI performance.) after the initial first 2-years (1st August 2026 – 31st July 2028).

The Framework has an estimated value of between £4.8m and £7.2m inclusive of VAT for the maximum life of the Framework (4-years) and any Call-off Contracts. All references in these documents to values and/or volumes of business are for guidance only and there is no guarantee of any business.

1 options to extend for 24-months subject to an annual review, incorporating price re-establishment and KPI performance, after the initial first 2-years (1st August 2026 – 31st July 2028.

Any resulting Contract shall be deemed to cover any item that can be supplied by the successful Tenderer(s) over the life of the Contract within the scope of Fire Safety Equipment.

All successfully awarded suppliers of both Lots 1 and 2 will be automatically awarded a place on to Lot 3.

Subsequently, any successfully awarded supplier of Lots 1 and 4 will be automatically awarded a place on Lot 5.

Likewise, any successfully awarded supplier of Lots 2 and 4 will be awarded a place on Lot 6 and any successfully awarded supplier of Lots 3 and 4 will be awarded a place on Lot 7.

For the supply and provision of Active Fire Safety Equipment.

For the provision of Services for Active Fire Safety Equipment

For supply and provision of Supply and Service/Maintenance of Active Fire Safety Equipment – Combined

for the provision of Fire Risk Assessments and Fire Safety Surveys

For supply and provision of Active Fire Safety Equipment – Supply Only and Fire Risk Assessments and Fire Safety Surveys.

For supply and provision of Service of Active Fire Safety Equipment and Fire Risk Assessments and Fire Safety Surveys.

For supply and provision of Supply and Service/Maintenance of Active Fire Safety Equipment – Combined and Fire Risk Assessments and Fire Safety Surveys.

Retrospective rebate fee at 2%

n/a

The Pricing Card will be evaluated as follows and relates to Lots 1 and 2:

All Tenderer’s who meet the minimum score threshold of 25% out of 50% on the Quality/None-Cost element (half the available score) and 10% out of 20% on the Social Value and Sustainability element (half the available score) will be taken through to Price evaluation.

Price Component 1: Pricing Approach – Quality Assessed (10%)

Suppliers will be required to respond to a pricing-related question which will be assessed on a quality basis. This element evaluates the supplier’s approach to pricing rather than the actual prices submitted.

The pricing approach will ask suppliers to demonstrate the following:

Transparency and clarity of pricing structure

Management of pricing risk and cost volatility

Demonstration of value for money over the life of the Framework

Sustainability and robustness of the pricing model

Responses will be scored in accordance with the scoring methodology and descriptions set out in the Invitation to Tender

The pricing approach question forms part of the Cost evaluation only and does not assess technical capability, which is evaluated separately under Quality.

Price Component 2: Pricing Card – Commercial Evaluation (20%)

Suppliers must complete the Pricing Card provided.

Price evaluation will be conducted using the CIPFA % difference model for each line. For each line, the submitted price is compared using a % price difference model and then scored against using the weighted criteria. The % price difference model allocates the lowest price submission the highest score and the highest price the lowest score. The price % difference is scored on the % difference between the lowest price and the price submitted.

Each line will be given an equal weighting. For example, if 10 lines are evaluated and the section is worth 20% of the total cost criteria marks, each line will carry a weighting of 2%.

Where a submitted price exceeds the lowest price submission by more than 100%, this will result in the Tenderer being awarded a 0 for price for that line.

The total weighted score for each line will be added together to give the total score out of 20%

Each element will be evaluated separately and the scores for both Pricing Card and Commercial Award question will be added together to combine a total score on Price.

The total score achieved for Pricing Card (scored as 20% of the 30% available) will be added to a score of Commercial Award Question (scored as 10% of the total 30% available) to provide an overall supplier score out of 30%.

For Lot 3 – Tenderer’s awarded a place on both Lots 1 and 2 will automatically be awarded a place on Lot 3. Any pricing from Lot 1 and 2 will pull through automatically to Lot 3.

Suppliers will be asked to apply any applicable discount for the combination of supply and service should they wish to include a discount for the combination of both active Fire Safety Equipment and included Servicing of the equipment.

The total price including any discounts for each line will be used for evaluation purposes.

Price Component 1: Pricing Approach – Quality Assessed (10%)

Suppliers will be required to respond to a pricing-related question which will be assessed on a quality basis. This element evaluates the supplier’s approach to pricing rather than the actual prices submitted.

The pricing approach will ask suppliers to demonstrate the following:

Transparency and clarity of pricing structure

Management of pricing risk and cost volatility

Demonstration of value for money over the life of the Framework

Sustainability and robustness of the pricing model

Responses will be scored in accordance with the scoring methodology and descriptions set out in this Invitation to Tender

The pricing approach question forms part of the Cost evaluation only and does not assess technical capability, which is evaluated separately under Quality.

Price Component 2: Pricing Card – Commercial Evaluation (20%)

Suppliers must complete the pricing Card provided.

Price evaluation will be conducted using the CIPFA % difference model for each line. For each line, the submitted price is compared using a % price difference model and then scored against using the weighted criteria. The % price difference model allocates the lowest price submission the highest score and the highest price the lowest score. The price % difference is scored on the % difference between the lowest price and the price submitted.

Each line will be given an equal weighting. For example, if 10 lines are evaluated and the section is worth 20% of the total cost criteria marks, each line will carry a weighting of 2%.

Where a submitted price exceeds the lowest price submission by more than 100%, this will result in the Tenderer being awarded a 0 for price for that line.

The total weighted score for each line will be added together to give the total score out of 20%

Each element will be evaluated separately and the scores for both Pricing Card and Commercial Award question will be added together to combine a total score on Price.

The total score achieved for Pricing Card (scored as 20% of the 30% available) will be added to a score of Commercial Award Question (scored as 10% of the total 30% available) to provide an overall supplier score out of 30%.

For Lot 4 – the Price score will be made up of Price Component 1 to form the overall Price weighting (30%).

Price Component 1: Pricing Approach – Quality Assessed (30%)

Suppliers will be required to respond to a pricing-related question which will be assessed on a quality basis. This element evaluates the supplier’s approach to pricing rather than the actual prices submitted.

The pricing approach will ask suppliers to demonstrate the following:

Transparency and clarity of pricing structure

Management of pricing risk and cost volatility

Demonstration of value for money over the life of the Framework

Sustainability and robustness of the pricing model

Responses will be scored in accordance with the scoring methodology and descriptions set out in the Invitation to Tender

The pricing approach question forms part of the Price evaluation only and does not assess technical capability, which is evaluated separately under Quality.

Actual pricing for Lot 4 will be established at Customer call-off stage by means of Competitive Selection Process.

The total scores will be calculated up to two (2) decimal places.

Suppliers will not be ranked for this procurement.

https://www.ypo.co.uk/about/customers/permisible-users

Please refer to the procurement documents

Please refer to the procurement documents

http://ypo2.my.site.com/s/Welcome

Please refer to the procurement documentation.

• Non-compliance with Legislation and Standards – due to the nature of the market, regulations and legislation changes any new Regulations and Standards are brought in across the Framework lifetime. While YPO will monitor regulatory developments, such changes cannot be predicted or accounted for in full at this stage.

• Total cost of extinguishers and consequent total cost of management may change over the course of this Framework. Pricing reviews will be allowed upon each anniversary of the Framework.

• Total cost of contract value if the estimated contract value is exceeded. YPO will monitor the spend under management at award stage of Customer call-off

• Geographical coverage – this Framework and the previous iteration of the now expired legacy Agreement YPO 000994 Fire Safety Products & Associated Services will be national coverage which may be unfavourable to SMEs in the market. Although no risk was previously identified and raised as a concern, YPO will monitor potential new entrants to market as this new Framework progresses and identify any need for regional coverage in the next iteration.

• Changes in Building Regulations or Standards – updates to building codes, fire safety regulations or sustainability standards during the Framework term may require Specification changes to Fire Safety Equipment. While YPO will monitor regulatory developments, such changes cannot be predicted or accounted for in full at this stage.

• Large response from the market, taking extra time and resources to conduct the evaluations may mean the Framework timescales need to be significantly adjusted.

• Quality risks – there are several quality standards applicable to the provision of Fire Safety Equipment which is of the upmost importance that YPO maintains for their Customers. This will be managed by asking the right questions of the Tenderer’s and stating the required standards in the Specification.

• Scope of service provision – in the event of successful Providers widening the scope of their service provision falling under Fire Safety Products & Associated Services (that does not change the overall scope of the contract) in response to legislative changes, YPO reserves the right to update the Specification and ask successful Providers to submit pricing accordingly. If services fall under additional services, the pricing submitted will not be evaluated as per the instructions in this Invitation to Tender.

• YPO reserve the right to update this Agreement should any changes in regard to changes in legislation are identified after commencement of the Contract, that may not be identified prior.

All relevant Tender documents can be found following the link provided.

41 Industrial Park

Wakefield

WF2 0XE

United Kingdom

Contact name: Sally Holden

Email: sally.holden@ypo.co.uk

Website: https://www.ypo.co.uk/

Region: UKE45 – Wakefield

Organisation type: Public authority – sub-central government