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Freedom of Information

Published on 23 February 2022

Dear Mr Darragh,


I am writing to confirm that the West Midlands Fire Service has now completed its search for the information you requested further to your freedom of information request.

Please find below a summary of our findings concerning the Planned Preventative Maintenance and Emergency Repair of Appliance Bay Doors, Roller Shutter Doors, Vehicular Barriers and Gates for West Midlands Fire and Rescue Service. For the contract from 1st May 2018 – April 30th, 2021


What is the contractual performance KPI’s for this contract?


Reactive Works Priority

Priority 1: 2 – hour emergency repairs including call out. The Purchasing Officer from Procurement or a FM representative will telephone these repairs through and then send a confirmation purchase order. These works should be commenced within 2 hours of the verbal order being given.

Priority 2: 24 – hour emergency / urgent repairs service. These works should be commenced within 24 hours of the order being given. Works issued during normal working hours but executed outside of these hours, shall be charged as priority 2.

Priority 3: 5 day reactive / urgent response repairs. These works should be commenced within 5 working days of receiving the order.

Routine Works: Contractor to attend site by arrangement with the client and carry out the remedial works or make safe and isolate as required.

(Note: All Contractor’s invoices must clearly state the Priority 1, 2, 3 or Routine Works applicable to the works conducted).

Three failures to respond within the permitted time scales to a call out or emergency within anyone-month period. A written notice of non-compliance of contract will be issued to the Contractor.
Three failures of non-compliance with the Programme of Inspections, and or term and conditions of the contract. A written notice of non-compliance of contract will be issued to the Contractor.
Three failures of the non-completion of contract documentation and failure to submit requested information. A written notice of non-compliance of contract will be issued to the Contractor.
In the event the Contractor receives a total of 3 written notices of non-compliance within a 12-month period across any of the above-mentioned areas they will receive a final written notification. Subsequent failures may result in the termination of the contract.


Suppliers who applied for inclusion on each framework/contract and were successful & not successful at the PQQ & ITT stages


Suppliers who applied for inclusion on each framework/contract and were successful & not successful at the PQQ & ITT stages:

Assa Abloy Entrance Systems Ltd – unsuccessful

BID Group Limited – Successful

Century Fire and Security Ltd – unsuccessful

Dormakaba – unsuccessful

Gilgen Door Systems UK Ltd – unsuccessful

Hag Limited – unsuccessful

Rowland Door Services Ltd – unsuccessful


Actual spend on this contract/framework (and any sub lots), from the start of the contract to the current date:


Circa £320,000


Start date & duration of framework/contract?


1st May 2018 – 30th April 2022


Could you please provide a copy of the service/product specification given to all bidders for when this contract was last advertised?


Yes, please see attached document.


Is there an extension clause in the framework(s)/contract(s) and, if so, the duration of the extension?


The contract was let as 2 + 2 years from 2018. At the end of the second year the contract was extended for the final 2-year term until 30th April 2022.


Has a decision been made yet on whether the framework(s)/contract(s) are being either extended or renewed?


The new contract is currently out to tender, which was published on Find a Tender and Contracts Finder 10th February 2022. The opportunity can be located on the EU Supply portal: https://uk.eu-supply.com/ctm/Supplier/PublicPurchase/43521/0/0?returnUrl=ctm/Supplier/PublicTenders&b=UK


Who is the senior officer (outside of procurement) responsible for this contract?


The senior officer (outside of procurement) responsible for this contract is the senior surveyor.

WMFS operates a single point of contact policy and callers are directed to contact the senior surveyor via HQ Reception on (0121) 380 6067.   Furthermore, guidance from the Information Commissioner’s Office is as follows:

The presumption is in favour of protecting privacy, so the release of personal information will only be fair if there is a genuine reason to disclose. This involves a three-stage test. A public authority will generally have to satisfy itself that:

  • there is a legitimate interest in disclosure;
  • the legitimate interest can only be met, or fully met, by the disclosure of information which identifies individuals (i.e. the disclosure is necessary to that purpose); and,
  • the disclosure would not involve unwarranted detriment to the individual’s privacy or other rights and legitimate interests.

If you have any queries about this Freedom of Information request, please contact us. Please remember to quote the reference number above in any future communications.

For service complaints, issues or comments regarding this request please contact The Public Relations Department, West Midlands Fire Service, 99 Vauxhall Road, Birmingham, B7 4HW

Further information concerning Freedom of Information requests can be found on the Information Commissioner website at either the following link: https://ico.org.uk/ or at Wycliffe House, Water Lane, Wilmslow, SK9 5AF.

Please note: Due to a migration and ensuring the accessibility of our policies and documents where possible, not all documents referenced in our FOI's are available. If you require a copy of a document referenced in our FOI's which is not linked below or is in a format that is not accessible to you, please email contact@wmfs.net.