HO - Manned Security Services

The Coal Authority will be seeking to let a Manned Security Services contract for its headquarters in Mansfield ahead of the existing contract ending on 30th March 2024. The duration of the proposed contract is expected to be 3 years with an option to extend for a further year. The contract will be to provide comprehensive security services at the Coal Authority headquarters in Mansfield which comprises of 3 main buildings and the associated grounds. The service required under this contract shall be;

• Services will be required 52 weeks a year including bank holidays with the following shift patterns likely to be:

o 16:30pm - 08:45am Monday to Thursday

o 16:00pm - 08:00am Friday to Saturday AM. o 24 hours at weekends and bank holidays

• Permanent pool of suitably SIA licenced / DBS checked guards with a bank of relief guards that can step-in as and when required. - Use of relief guards will need to be agreed and there should be no disruption to the service with immediate relief cover to be provided within 1 hour. Anticipated duties of the guards will include but not limited to:
• Fence Perimeter checks of the estate
• Key-holding including unlocking/locking of gates out of hours to allow access for vehicles
• CCTV and alarm monitoring of the site
• Internal and external patrols / walk-around of the headquarters buildings
• Participating in monthly fire-checks and business continuity review, exercises and training
• Participating in site inductions / refresher training
• Participating in contract management meetings and relevant joint-audits
• Completion of incident reports including Health, Safety and Wellbeing
• Out of hours pool car management
• Office Refreshment stock-up
• Closing / opening of window blinds
• Operating and managing the site for weekend events

Lone working will be likely in the operation of the service so access to mobile patrol and regular check-calls will be needed. Due to the 24/7 nature of operations of the Authority and it being a Category 2 Responder under the Civil Contingencies Act 2004, access will be required to the site at all times for all Authority staff. A wider review of the security operations/requirement will be carried out over the next 12-24 months which may include amendments to equipment and resources which the successful tenderer will be involved in. Two key focuses of the future contract will be a focus on the staff morale, wellbeing and development as well as sustainability as the Authority seeks to become net-zero by 2030 to which the delivery of this service will be play a part in. Tupe will likely apply to these services, this will be confirmed in the future tender documents.