Underground Telephony

What this is

The National Coal Mining Museum for England seeks a contractor to supply and install an underground telephony system in a coal mine, including fibre optic cables, ATEX-approved VOIP telephones, ethernet infrastructure, 12 months on-site support, training, and comprehensive documentation. The system must comply with mining safety regulations and HSE guidance for underground communications.

Key points

• Deadline 9am 27 July 2026; contractor appointed 31 July; works completed by 25 September 2026
• Equipment must be ATEX-certified for coal mine use (DSEAR zoning 2); system must meet HSE mining safety regulations
• Scope includes supply and installation of fibre optic cables (180m), VOIP telephones (10 units), ethernet infrastructure, 12 months on-site support, training (2 sessions each for use and management), and comprehensive documentation
• Evaluation: 80% price / 20% quality (approach, equipment detail, H&S, programme)
• Submission by email to john.tanner@ncm.org.uk; max 10MB per file; tenderer must retain proof of submission
• Formal agreement and supplementary documentation (warranties, bonds, guarantees) required within 14 days of acceptance

Who can bid

Any contractor capable of supplying and installing ATEX-certified underground telephony systems. SME suitable. Single tender action (below threshold). No specific financial or experience thresholds stated.

• ATEX

How it is scored

Price 80% weighting; Quality 20% weighting. Quality criterion (15% of overall): approach to supply and installation of equipment, infrastructure detail, health and safety considerations, and programme demonstrating ability to deliver within contract period.

Money

Estimated value £65,000. Prices in pounds sterling exclusive of VAT. Tenderer responsible for ensuring arithmetic correctness. Errors in pricing handled per JCT Tendering Practice Note 2017 Alternative 2 (opportunity to confirm or amend genuine errors).

Performance guarantee

Tenderer must execute formal agreement within 14 days of acceptance. Supplementary documentation (collateral warranties, bonds, parent company guarantees) expected within same timescale. Tender remains in force for 90 days if not accepted within specified period.

How to submit

Electronic submission by email to john.tanner@ncm.org.uk. Deadline 9am 27 July 2026. Maximum file size 10MB per file; zipped/compressed files accepted. Documents in MS Word, Excel, Project, or PDF format. Tenderer must retain proof of submission.

Clarifications

Written clarifications only via john.tanner@ncm.org.uk. Questions treated confidentially if no material impact or legitimate commercial reasons; otherwise circulated to all tenderers. No addenda issued within 2 working days before deadline. Tenderers must acknowledge receipt of clarifications.

Contract period

NEC4 Short Contract form. Works to be completed by 25 September 2026. 12 months on-site support commencing from date of acceptance of fully functioning system. Contractor to be appointed 31 July 2026.

Classification

CPV 51300000 — Installation services of communications equipment North EastNorthallerton