Board Report - Reactive Repair & Maintenance of CCTV, Fire Alarm and Intruder Alarm Systems
Renfrewshire Council · 23 April 2026
Back to Finance, Resources and Customer Services Policy Board — 23 April 2026 and its agenda
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PUBLIC ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 23 April 2026 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing & Infrastructure ___________________________________________________________________ Heading: Reactive Repair & Maintenance of CCTV, Fire Alarm and Intruder Alarm Systems (Including the Provision of an Alarm Monitoring Service) - RC-CPU-25-060 ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Contract for Reactive Repair & Maintenance of CCTV, Fire Alarm and Intruder Alarms Systems (Including the Provision of an Alarm Monitoring Service), reference RC-CPU-25-060, to Dalkia Scotshield Limited (SC133446). 1.2 The recommendation to award a Contract for Reactive Repair & Alarm Maintenance of CCTV, Fire Alarm and Intruder Alarms (Inclusive of an Alarm Monitoring Service) follows a procurement exercise which was conducted in accordance with the Public Contracts (Scotland) Regulations 2015 for an above GPA Threshold Services contract following the Open Procedure and the Renfrewshire Council Standing Orders Relating to Contracts. 1.3 A Contract Strategy was approved by the interim Corporate Procurement Manager and the Head of Facilities and Property Services on 26 January 2026. ___________________________________________________________________
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PUBLIC 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorises the Head of Corporate Governance to award a Contract for Reactive Repair & Maintenance of CCTV, Fire Alarm and Intruder Alarm Systems (Inclusive of an Alarm Monitoring Service), reference RC-CPU-25-060, in the form of an SBCC Measured Term Contract for use in Scotland 2011, MTC/Scot (2011 Edition) incorporating the Employer’s Amendments, to Dalkia Scotshield Limited (SC133446). 2.2 Authorises the cumulative spend under this Measured Term Contract up to a maximum approved contract value of £1,400,000 excluding VAT. 2.3 Note, the Contract Period will be for 2 years with the option for Renfrewshire Council, at its sole discretion to extend the Contract Period for up to a further 12 months on 2 separate occasions, subject to satisfactory operation and performance. 2.4 It is anticipated that the commencement date will be 18 July 2026. In the event that the Measured Term Contract does not commence on 18 July 2026, the Contract Period shall run from the commencement date as stated in the Award Schedule to the Letter of Acceptance. _________________________________________________________ 3. Background 3.1 The Council has a statutory duty under the Health and Safety at Work etc. Act 1974 to ensure that all properties under its control are suitably maintained to ensure that they are safe and without risk to health to both employees and members of the public. A number of the Council’s Public Buildings are fitted with Intruder Alarms, Fire Alarms, and Closed-Circuit Television (CCTV) systems. The maintenance of these systems ensures that they remain serviceable to assist in the protection of users of the properties. The Council does not have in-house resources suitably trained to carry out the regular maintenance of these systems, therefore an external contractor is employed for this purpose. Along with regular maintenance, the Contract will include for the provision of a 24/7 reactive repair service and a 24/7 alarm monitoring service where appropriate. The alarm monitoring service will cover both fire and intruder alarm activations. The monitoring of CCTV systems will not be within the scope of this Contract and will remain in-house.
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PUBLIC This contract will be managed by Facilities Management (Support Services) who are responsible for the delivery of repairs and maintenance services for all Council owned properties. 3.2 The Contract is a Measured Term Contract and will be formed using the SBCC Measured Term Contract for use in Scotland 2011, MTC/Scot (2011 Edition) incorporating the Employer’s Amendments as set out in the Tender Documents. 3.3 A Contract Notice advertising the tender opportunity was dispatched via the Public Contracts Scotland portal to the Find a Tender System (FTS), with the notice published on FTS on 26 January 2026. The Tender Documents were available for download from the Public Contracts Scotland – Tender portal on this date. 3.4 During the tender period, 44 organisations expressed an interest in the Contract. By the closing date set for the return of electronic tenders, 2pm on 25 February 2026, 14 organisations submitted a tender response, 12 organisations declined to respond, and 18 organisations did not respond. 3.5 The Tender Submissions received were evaluated by a panel compromising of representatives from Environment, Housing and Infrastructure, Information Technology, Security and Compliance, Health and Safety, Risk and the Corporate Procurement Unit. 3.6 An initial review of the Tender Submissions noted that one Tenderer failed to submit a commercial response and as such did not meet the requirements of the Invitation to Tender. Their Tender was rejected as a result. 3.7 In accordance with this being an above GPA Threshold Contract and Public Contracts (Scotland) Regulation 2015, Tenderers were evaluated against a pre-determined set of criteria in the form of the Single Procurement Document (“SPD”). The remaining 13 Tenderers satisfied the Council’s requirements in respect of their responses to the SPD. 3.8 The Technical and Commercial responses contained in each Tender Submission were then scored against the award criteria of 45% Technical (Quality) and 55% Commercial (Price). 3.9 Following evaluation of the Tender Submissions, 6 Tenderers failed to meet the Council’s minimum Cyber Security requirements and were excluded from the procurement process.
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PUBLIC 3.10 During the evaluation one Tenderer withdrew their Tender Submission due to an error identified in their Commercial offer which meant they were unable to maintain their bid. 3.11 The scores relative to the award criteria of the remaining Tenderers are noted below: Price (55%) Quality (45%) Total (100%) 1 Dalkia Scotshield Limited (SC133446) 53.66% 39.50% 93.16% 2 Fortress Security Alarms Ltd. (SC179153) 55.00% 37.75% 92.75% 3 Openview Security Solutions Limited (03376202) 35.80% 37.75% 73.55% 4 Invincible Security Ltd. (SC221100) 27.39% 35.25% 62.64% 5 King Communications & Security Limited (SC317976) 28.75% 33.75% 62.50% 6 DFP Services Limited (04123832) 21.23% 38.75% 59.98% 3.12 The evaluation of Tender Submissions received identified that the submission by Dalkia Scotshield Limited (SC133446) was the most economically advantageous tender. 3.13 Community Benefits were requested as part of the procurement process and Dalkia Scotshield Limited (SC133446) have committed to the following Community Benefits: Community Benefit Offered No. of people/activity Industry Awareness Event 4 Modern Apprentice 3 ___________________________________________________________________ Implications of the Report 1. Financial - The maximum value for this Measured Term Contract is £1,400,000 excluding VAT. This is for the initial 2-year Contract Period and the extension options of up to 12 months on two occasions (four years in total). The cost of this Measured Term Contract shall be met
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PUBLIC from the Hard Facilities Management revenue repairs budget within Environment, Housing and Infrastructure Services. 2. HR & Organisational Development – TUPE implications may apply to this Contract. 3. Community/Council Planning – • Place: Working with partners to ensure our neighbourhoods are safe, vibrant and attractive places to live • Living our Values: Ensuring Renfrewshire Council delivers Best Value for our citizens and customers, that we demonstrate we are a well governed, effective organisation. 4. Legal - The procurement of this Measured Term Contract has been conducted as an above GPA Threshold services Contract using the Open Procedure in accordance with the Renfrewshire Council Standing Orders Relating to Contracts and the Public Contracts (Scotland) Regulations 2015, as amended. 5. Property/Assets – This Measured Term Contract will ensure that the CCTV, Fire and Intruder alarms within the Council’s estate are properly maintained. 6. Information Technology - The service provider’s Cyber Security submissions have been assessed by representatives from the Council’s Cyber Security team and met the Council’s requirements regarding Cyber Security. 7. Equality & Human Rights – None directly arising from this report 8. Health & Safety – Dalkia Scotshield Limited’s health & safety credentials were evaluated by Corporate Health and Safety and met the Council’s requirements regarding health and safety. 9. Procurement – The procurement procedure outlined within this report ensures that the Council meets its statutory requirements in respect of procurement procedures, efficiency, and modern Government. 10. Risk – Dalkia Scotshield Limited’s insurances have been assessed and evaluated, and these met the Council’s requirements. 11. Privacy Impact – Dalkia Scotshield Limited has confirmed compliance with the Data Processor Agreement and have committed to sign the Agreement.
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PUBLIC 12. Climate Risk– The level of impact associated with provision of this service has been assessed using the Scottish Government Sustainability Test and is considered to be low risk. 13. Children’s Rights – None directly arising from this report. 14. Cosla Policy Position – none directly arising from this report. _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Aileen Ross, Procurement Adviser, aileen.ross@renfrewshire.gov.uk