Tender for Automatic Door Maintenance and Repair Services, NHS Dumfries and Galloway Health Board

Project Overview: NHS Dumfries and Galloway Health Board (NHSDG) is seeking a comprehensive maintenance and repair service contract for automatic door systems across all healthcare properties within its jurisdiction. This is to ensure the safe, reliable, and continuous operation of these critical access devices, thereby guaranteeing the normal functioning and barrier-free access of healthcare service facilities.

Scope of Services and Core Work Content:

Planned Preventive Maintenance: Develop and implement regular preventive maintenance schedules for all automatic door systems in accordance with manufacturer recommendations and industry best practices, including inspection, lubrication, adjustment, and component testing.

Routine Maintenance and Inspection: Perform regular patrol inspections and basic upkeep work to maintain equipment in optimal operating condition.

Unscheduled Emergency Repairs: Respond to and resolve sudden failures of automatic door systems, conducting necessary diagnostics and repair work.

24/7 Emergency Call Support: Provide round-the-clock emergency call services. Out-of-hours is explicitly defined as: Monday to Friday after 5:00 PM until 7:00 AM the following day; all 24 hours on Saturdays and Sundays; and all public holidays as defined by NHS Scotland. During these periods, the contractor must be capable of responding to emergency calls and dispatching technicians to address critical faults that may impact patient services or safety.

Service Scope (Covered Equipment): This contract applies to all automatic doors installed within all NHSDG properties in the Dumfries and Galloway region. Equipment types include, but are not limited to:

Swing-type automatic doors of various brands and models.

Folding-type automatic doors of various brands and models.

Revolving-type automatic doors of various brands and models.

Key Commercial Terms of the Contract:

Contract Duration: 36 months.

Contract Type: Service Contract.

Estimated Total Contract Value: £120,000.00 (excluding VAT).

Award Criteria and Weighting:

Quality: Weighting 40%.

Price: Weighting 60%.

Mandatory Bidder Qualifications and Key Requirements:

Professional Body Membership: The contractor must be a member of the Automatic Door Suppliers Association or a professional organization deemed by the contracting authority to have equivalent standing in the field of automatic door service and repair.

Health and Safety Certification: All contractors must be registered as CHAS Advanced members. If not registered at the time of initial submission, a written commitment is required to complete CHAS Advanced registration within six months of contract award if successful.

Comprehensive Technical Service Capability: The contractor must possess the capability to provide comprehensive servicing, repair, and sourcing of original manufacturer spare parts for all existing manufacturers, types (swing, folding, revolving), and models of automatic doors within NHSDG properties.

Strict Adherence to Infection Control: Must strictly implement NHSDG's HAI-SCRIBE infection control policy and procedures in all service works. This policy is specifically designed for risk control within healthcare building environments.

Main Workforce Requirement: The contracting authority expects the main work to be carried out by a stable core team but acknowledges that subcontracting of some specialist or peak-demand work may be necessary.

Contract Conditions: This contract will use the NEC4 Term Services Short Contract (June 2017 edition, including amendments from October 2020) as the standard contract text.

Key Procurement Process Timelines:

Bid Submission Deadline: 19 March 2026, 12:00 (local time).

Estimated Date for Issuing Invitation to Tender to Selected Candidates: 09 April 2026.

Bid Validity Period: Bidders must commit that their bids will remain valid for 6 months from the deadline date.

Estimated Number of Invited Candidates: 6.

Other Important Information:

Is this a repeat procurement: Yes, this is a periodic tender project, expected to be re-procured every three years.

Electronic Process: The contracting authority will use electronic ordering, accept electronic invoices, and make electronic payments.

Document Format: Soft Copy.