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Scope

Reference

CoPC 2025 / 27

Description

City of Portsmouth College (CoPC) is undertaking a procurement for the design, supply, installation, integration and support of integrated security systems across its four campuses.

This procurement supports the College’s preparedness under the Terrorism (Protection of Premises) Act 2025 (Martyn’s Law) and forms part of a wider programme to enhance safeguarding, life safety, and operational resilience across its estate.

The requirement encompasses a combination of software and physical infrastructure solutions, delivered in a phased programme, including:

Emergency invacuation and notification capability

Centralised visitor, staff and student management

Controlled vehicle access and car park management

Physical access control through card-operated gate systems

Solutions must integrate with the College’s existing technology estate.

The procurement is structured into three lots to enable both specialist and end-to-end suppliers to participate.

Lot Overview:

Lot 1 – Invacuation & Visitor Management System (VMS):

Delivery of a unified emergency notification and people management system enabling real-time communication, roll-call and safeguarding.

Lot 2 – Car Parking Solutions:

Provision of ANPR-enabled vehicle access control, barrier systems and parking management across priority campuses.

Lot 3 – Physical Card Access Gate Systems:

Installation of Paxton-compatible card-operated gate systems to control pedestrian access to buildings and secure areas.

Suppliers may bid for one, multiple or all lots. Where multiple suppliers are appointed, interoperability and collaborative delivery across lots will be a critical requirement.

For more information about this opportunity, please visit the eSourcing portal at:

To respond to this opportunity, please click here:

Total value (estimated)

• £163,000 excluding VAT
• £195,600 including VAT

Above the relevant threshold

Main procurement category

Services

Additional procurement category

Goods

Contract locations

• UKJ31 - Portsmouth

Not the same for all lots

CPV classifications and contract dates are shown in Lot sections, because they are not the same for all lots.

Lot lot 1. Invacuation & Visitor Management System (VMS)

Description

This lot covers the provision of a fully integrated invacuation (emergency notification) and visitor management system, forming the core life-safety and safeguarding solution for the College.

Key Objective:

To provide a single, integrated platform enabling real-time awareness, communication and control of all persons on site during both normal operations and emergency scenarios.

The solution must deliver:

Rapid invacuation, lockdown and emergency communications across all campuses

Real-time notification to PCs, mobile devices and digital signage

A comprehensive visitor, staff and student management system

Emergency roll-call and occupancy tracking

The system must:

Integrate with Paxton Net2 for credentialing and access control

Use EBS as the authoritative identity data source via Active Directory/APIs

Integrate with Microsoft 365 and Lanet Estream digital signage

Provide multi-channel, resilient communication including failover capability

This lot is the priority delivery element, with implementation required ahead of physical infrastructure to support Martyn’s Law readiness.

Lot value (estimated)

• £70,000 excluding VAT
• £84,000 including VAT

Contract dates (estimated)

• 9 August 2026 to 31 August 2026
• Possible extension to 31 August 2031
• 5 years, 23 days

Description of possible extension:

The maintenance and support period runs for an initial term of three (3) years, with the option for the College to extend by up to two (2) further periods of twelve (12) months each (maximum overall term of five (5) years)

CPV classifications

• 48000000 - Software package and information systems
• 35120000 - Surveillance and security systems and devices
• 72222300 - Information technology services
• 35121000 - Security equipment
• 35113300 - Safety installations
• 42961100 - Access control system

Same for all lots

Contract locations are shown in the Scope section, because they are the same for all lots.

Lot lot 2. Car Parking Solutions

Description

This lot covers the provision of vehicle access control and car park management systems, primarily at Highbury and North Harbour campuses, with optional deployment at other sites.

The solution must include:

Automatic Number Plate Recognition (ANPR)

Vehicle barriers and entry/exit control systems

Visitor and contractor vehicle registration

Staff permit management and temporary access

Monitoring, reporting and security event tracking

Key Objective:

To improve campus security and traffic management through controlled, auditable and automated vehicle access.

The system should:

Integrate with the Visitor Management System (Lot 1)

Enable automated access for authorised vehicles

Support intercom solutions for unregistered vehicles (e.g. taxis, visitors)

Provide occupancy and utilisation reporting where possible

Delivery of this lot will be phased by campus priority, with flexibility for optional sites depending on funding and programme constraints.

Lot value (estimated)

• £56,000 excluding VAT
• £67,200 including VAT

Contract dates (estimated)

• 9 August 2026 to 30 September 2027
• Possible extension to 31 July 2031
• 4 years, 11 months, 23 days

Description of possible extension:

The maintenance and support period runs for an initial term of three (3) years, with the option for the College to extend by up to two (2) further periods of twelve (12) months each (maximum overall term of five (5) years)

CPV classifications

• 35120000 - Surveillance and security systems and devices
• 35121000 - Security equipment
• 48000000 - Software package and information systems
• 72222300 - Information technology services
• 34926000 - Car park control equipment
• 35113300 - Safety installations
• 42961100 - Access control system

Same for all lots

Contract locations are shown in the Scope section, because they are the same for all lots.

Lot Lot 3. Physical Card Access Gate Systems

Description

This lot covers the provision and installation of physical card access gate systems to control pedestrian entry and exit across key College buildings.

The solution must:

Be fully Paxton-based or Paxton-certified (Net2 compatible)

Provide controlled access to entrances, teaching blocks and sensitive areas

Enable time-based permissions and remote management

Support emergency lockdown integration and safe egress

The system will:

Integrate with the Visitor Management System (Lot 1)

Use credential data sourced from EBS via Active Directory

Provide real-time monitoring, alerts and reporting

Key Objective:

To provide secure, scalable and integrated physical access control aligned to the College’s existing systems and safeguarding responsibilities.

Implementation is required across priority campuses, with design considerations to maintain safe and efficient pedestrian flow, particularly in high-traffic environments.

Lot value (estimated)

• £37,000 excluding VAT
• £44,400 including VAT

Contract dates (estimated)

• 9 August 2026 to 31 August 2026
• Possible extension to 31 July 2031
• 4 years, 11 months, 23 days

Description of possible extension:

The maintenance and support period runs for an initial term of three (3) years, with the option for the College to extend by up to two (2) further periods of twelve (12) months each (maximum overall term of five (5) years)

CPV classifications

• 35120000 - Surveillance and security systems and devices
• 35121000 - Security equipment
• 48000000 - Software package and information systems
• 35113300 - Safety installations
• 42961100 - Access control system
• 72222300 - Information technology services

Same for all lots

Contract locations are shown in the Scope section, because they are the same for all lots.

Participation

Particular suitability

Lot lot 1. Invacuation & Visitor Management System (VMS)

Lot lot 2. Car Parking Solutions

Lot Lot 3. Physical Card Access Gate Systems

Small and medium-sized enterprises (SME)

Submission

Enquiry deadline

3 July 2026, 11:59pm

Submission type

Tenders

Tender submission deadline

13 July 2026, 5:00pm

Submission address and any special instructions

Tender Documents with Copy to Tenders [at] copc.ac.uk

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

27 July 2026

Award criteria

Lot lot 1. Invacuation & Visitor Management System (VMS)

Lot lot 2. Car Parking Solutions

Lot Lot 3. Physical Card Access Gate Systems

Other information

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Competitive flexible procedure

Competitive flexible procedure description

multistage competitive flexible procedure with down selection stage

Documents

Associated tender documents

Contracting authority

City of Portsmouth College

• Public Procurement Organisation Number: PBWT-1775-YZPN

Highbury Campus, 2 Tudor Crescent

Cosham

PO6 2SA

United Kingdom

Contact name: Julia Challacombe

Telephone: 02392328904

Email: julia.challacombe [at] copc.ac.uk

Region: UKJ31 - Portsmouth

Organisation type: Public authority - sub-central government