Waltham Forest Housing Association INVITATION TO TENDER FOR PLANNED WORKS AND RESPONSIVE REPAIRS WFHAPWRR001

A Tender Notice
by WALTHAM FOREST HOUSING ASSOCIATION

Source
Find a Tender
Type
Contract (Works)
Duration
3 year
Value
£4M
Sector
FACILITY
Published
07 Mar 2025
Delivery
01 Jul 2025 to 30 Jun 2028
Deadline
09 Apr 2025 11:00

Concepts

Location

United Kingdom:

Geochart for 1 buyers and 0 suppliers

1 buyer

Description

Waltham Forest Housing Association (WFHA) is undertaking a competitive tender process to appoint a supplier to deliver their Planned and Responsive Maintenance Services. This process is being managed by Altair Ltd on behalf of WFHA. Please note that this will conclude as WHFA contract and has no connection to Altair Ltd. This ITT is provided on the same basis to all organisations. The aim of this procurement process is to appoint one provider to deliver services outlined within Schedule 6 – Specification. The anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000. Please note that whilst this is an estimated contract value it is not in any way guaranteed. Waltham Forest Housing Association (WFHA) are looking for a Service Provider to deliver their planned works and responsive repairs service. WFHA is a small independent and not-for-profit Registered Provider (PR), providing social homes across the London Borough of Waltham Forest for over sixty years. WFHA currently owns 329 homes; 155 general needs, 152 sheltered housing and 21 supported housing for adults with learning disabilities. In addition, WFHA owns a property used to house young homeless people and this is currently 1 leased to another provider. The Service Provider will be required to undertake any external and structural repairs and planned works on this property as part of this contract. Please note internal repairs are not in scope for this contract. A list of WFHA properties is outlined in Schedule 8. Please note the full Schedule 8 is not included in the Invitation to Tender (ITT) Pack and will only be shared once Schedule 7 Property and Asset Confidentiality Agreement has been signed and returned by bidders. WFHA is a community focussed, values-based, tenant-centric organisation. The Service Provider will be required to embody these values and support WFHA in achieving its vision and values as part of the service delivered under this contract. WFHA’s Vision WFHA is working to deliver a future where everyone, in every community we serve, has a safe, affordable home and great life chances; in a society where they are valued and respected. WFHA’s Values We RESPECT people and communities through our belief in equality, inclusion and the value of diversity. We believe we have more in common than things that separate us. We EMPOWER people and communities by maximising strengths and opportunities and building resilience. We are AMBITIOUS, constantly improving, delivering better value for money and striving to provide more homes and services. We CARE about what we do, step up to take responsibility and are passionate about our social purpose and making a positive difference. We are HONEST, act with integrity and are accountable to our tenants, our partners and each other. Further information about WFHA’s service standard and commitments can be found in Appendix 1 - WFHA Service Standards and Commitment. Contract Term The contract duration shall be an initial period of three (3) years with the option of an extension of one (1) plus one (1) year making a total of maximum five years (5) with no further options to extend. Any renewal will be based on satisfactory performance and mutual agreement between both parties. Contract Value The anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000. 2. Service Scope and Outcome Scope of Works The scope of work shall include, but not be limited to, the following: General responsive repairs Void services Capital works Electrical - Planned Maintenance and Responsive Repairs Call centre (out of hours only) (Please note that WFHA staff manage call during hours) The scope of work shall not include, but not be limited to, the following: Specialist drainage works (responsive repairs) Gas servicing and installations (responsive repairs and capital works) WFHA acknowledges that this contract is a long-term arrangement and understands that service needs and requirements may evolve over time. Contract Outcome The overall aim of the contract is to establish a positive working relationship between the Service Provider and WFHA, focused on delivering a high-quality service to tenants and tenant-centric outcomes. WFHA are committed to providing safe, good quality and well-maintained homes and the Service Provider must support WFHA in maintaining this commitment. WFHA seeks a Service Provider who will collaborate to deliver high-quality services to tenants and achieving the best outcomes for its tenants throughout the contract’s duration. Tenant Satisfaction Tenants’ opinions on their homes and services they receive are fundamental to WHFA strategic direction and operational delivery and the Service Provider is expected to support WFHA in achieving high levels of satisfaction in relation to the impact the Service Provider’s delivery and conduct has as part of this contract. In line with the Government’s Tenant Satisfaction Measures, WFHA will be monitoring performance relevant to these areas under this contract: TP08: Agreement that the landlord treats residents fairly and with respect TP09: Satisfaction with the landlord’s approach to handling of complaints TP11: Satisfaction that the landlord makes a positive contribution to neighbourhoods WFHA is required to undertake Tenant Satisfaction Measures (TSMs) surveys in accordance with the Regulator of Social Housing’s Consumer Standard. The collection of TSMs data will be supported by the TSM survey and any other satisfaction surveys undertaken. WFHA will share any relevant information in regard to TP08, TP09 and TP11 with the Service Provider. The data collected will be used to identify areas of improvement and the Service Provider will be expected to work in collaboration with WFHA. WFHA staff will collect feedback from tenants regarding the quality of service provided during all interactions and this will be shared with the Service Provider to ensure that any failures in services levels are addressed or where they are exceeded it can be passed on to the relevant recipient. Information about WHFA’s most recent TSM survey and tenant feedback can be found here: Tenant Satisfaction Survey 2023. The Service Provider should be aware of and have regard to tenants’ opinions about their homes and services they receive in relation to this contract. 3. Service Delivery: Onsite Conduct The Service Provider shall ensure that all its operatives embody WFHA values and recognise their importance of support WFHA in achieving it vision to serve the community and value and respect their tenants. The Service Provider’s team will be deemed as an extension to WFHA, and its reputation and tenant satisfaction is paramount. WFHA is a small housing association where the Service Provider is expected to be an extension of WHFA and become an integrated service to ensure that tenants feel safe and comfortable in their homes. Several of WFHA’s tenants have additional support requirements that the Service Provider will need to be attentive when onsite and communicating with tenants. WFHA requires the Service Provider to build good communication and engagement with tenants whilst onsite. WFHA expects all members of their staffing structure to have a good understanding of written and spoken English to enable them to read any instructions or converse with any staff or tenants. WFHA will not tolerate any rudeness, bad language or other inappropriate behaviour towards its tenants. If this is reported by a tenant or third party an investigation must be carried out by the Service Provider. If such a report results in a legitimate complaint the Service Provider shall liaise with WFHA and resolve any concerns to prevent repeated issues. As a minimum standard DBS (Disclosure and Barring Service) checks will be required for all staff attending sites and records of these must be provided on an annual basis to WFHA. 4. Service Delivery: Service Provider Identification Identity Cards The Service Provider must supply to all working personnel employed with an ID badge which must contain the following details, as a minimum: Photograph of operative Operative’s name and trade Service Provider’s name and logo ID badges must be worn visibly and be ready for inspection by WFHA tenants and WHFA scheme staff if required. Failure to adhere to this requirement may result in tenants or WFHA scheme staff having the right to refuse or terminate services. WFHA will not pay for any refused or terminated service visits. It will be the Service Provider's responsibility to promptly rebook the site visit, ensuring that it does not affect the ongoing work being delivered. The Service Provider must provide WFHA with a list of all operatives that will be working under the contract with their names, description and other information that can used to identify staff if any checks need to be made with WHFA for safeguarding purposes. A list of their training and trade qualifications will be required also where relevant. The Service Provider must inform WFHA if there are any changes in staff allocated to the contract before they commence any work. The Service Provider holds ultimate responsibility for the safety of all onsite employees, tenants, their belongings, visitors, and the immediate environment during any works or services delivered. The Service Provider shall ensure that all floors and surfaces throughout any visit shall be adequately protected against

Renewal Options

Expectation is for after the initial 3 year term, that the extensions will be annual i.e. 3 year initial term + 1 year + 1 year. Extension will be at the discretion of the contracting authority and agreement with the supplier

Award Criteria

Technical Quality The Compliance Check will check that each Tender Response: complies, includes a completed and signed Form of Tender and Certificate of non-collusion. Provided answers to all the questions in the Response Schedules; and Is made in the format, medium and quantity required. Where a Tender is non-compliant or there is an obvious error in one or more areas, WFHA will determine whether to issue a clarification question in relation to the area(s) of non-compliance/error or to reject the Tender at this stage. WFHA reserves the right, at its sole discretion, not to carry out any further evaluation of that Bidder’s submissions where it concludes the Tender is non-compliant. Following the preliminary compliance review, WFHA will proceed to evaluate the Quality/Technical questions in, Schedule 3 Quality Evaluation 60% In response to the questions set out in Schedule 3, Bidders are required to provide detailed proposals for their performance of the Services/Works/Goods Responses shall be sufficiently detailed and (subject to approval by WFHA) the response to the questions in Schedule 3 will be incorporated into the Contract and will form part of the Supplier’s contractual commitment to WFHA. Bidder’s evaluation scores will be based on the Bidder’s written Tender Submission only, clarified by the following methods: By responses to clarification questions raised via the Portal Bidders will not be able to address any omissions in their Tender Submission during any clarification process. Evaluation methodology Mobilisation 10% Service Delivery 35% Customer Service 30% Contract Management and Working Relationships 20% Social Value 5% Total 100% Evaluators will individually review and score Bidder’s Tender Submissions, scoring each answer to each question using the methodology below. Once completed the evaluation panel will conduct a ‘consensus scoring process’ where moderation of the scores awarded individually will take place. The moderation shall give regard to any variance in the scores between the evaluators. A consensus score will be agreed by the evaluators for each of the evaluation criteria below. The total quality score % for each question will be calculated by using the final moderated score × weighting of the question = total question score. The total questions percentages scores will then be added to calculate the overall quality percentage score out of 100% then multiplied by the overall quality score percentage to generate the final total quality score. A minimum moderation scored requirement threshold of 3 (satisfactory) will be applied to each and every question. If a Tender fails to meet the minimum requirement threshold on a moderated scored quality question, then the Tender will be rejected and not evaluated further. Scoring Principles 5 Excellent (fully meets the requirement). The response fully meets what is expected for the criteria. Leaves no doubt as to the capability and commitment to deliver what is required. The response therefore shows: Excellent proposals demonstrated through relevant evidence; Extensive insight into the relevant issues. 4 Good (limited minor issues) The response broadly meets what is expected for the criteria. There are no significant areas of concern, although there may be limited minor issues that need further exploration or attention later in the procurement process. The response therefore shows: Good understanding of the requirements; Sufficient competence demonstrated through relevant evidence; Good level of insight demonstrated into the relevant issues. 3 Satisfactory (at least one significant issue or several smaller issues) [the minimum standard for each and every evaluated question] The response meets most of the requirement but there is at least one significant issue of concern, or several smaller issues. These would require of some further clarification or attention later in the procurement process, and may arise through lack of demonstrated capability and/or appropriate evidence. The response therefore shows: Basic understanding of the requirements; Sufficient competence demonstrated through relevant evidence; Some areas of concern that require attention. 2 Poor (a number of significant concerns) The response meets elements of the requirement but gives concern in a number of significant areas. There are reservations because of one or all of the following: There is at least one significant issue needing considerable attention; Proposals do not demonstrate competence or understanding; The response is light and unconvincing. 1 Very Poor (fails to meet requirement) The response is significantly below what would be expected because of one or all of the following: The response indicates a significant lack of understanding relating to the requirements; The response fails to meet the requirement. 0 No Response Provided
Price The Bidder’s Pricing Submission will be examined in order to detect any computational errors. Where an examination reveals an error or discrepancy between these prices and the overall Tender figure, the Bidder may be granted an opportunity to clarify their submission at the discretion of WFHA. Abnormally Low Tenders Tenders will be reviewed to see if any appear to be abnormally low. Should WFHA consider a Tender abnormally low in price or value, and wish to reject the Tender on such grounds, it will first seek clarification, explanation and/or evidence from the Bidder to justify the Tender. Where applicable, the Bidder will also be asked to evidence that they are not practicing modern slavery (via a declaration). Where the Bidder is unable to prove, within a sufficient time limit such justification for the low price/value, WFHA reserve the right to reject the Tender. Price Evaluation Methodology Only those that have reached quality thresholds and have not been excluded as an abnormally low Tender will have the price element reviewed/evaluated. WHFA will be using the National Housing Federation - Version 7.1 Schedule of Rates (SoR) for Responsive Repairs and Voids as well as Planned Works. Works and Services under this contract will be priced accordingly with these rates and the proposed mark-up applied. These will be fixed for the initial term of the contract and any agreed extensions. Bidders are required to outline their percentage markup against those rates for the categories outlined below. Bidders are required to complete the excel spreadsheet at Schedule 4. All required (yellow) cells must be completed with a value. If a Bidder submits an incomplete Pricing Schedule, the Tender may be rejected. Pricing evaluation will be based on a total of all pricing elements as outlined below and in the evaluation methodology tab as outlined in Schedule 4. Please see Schedule 4 for a worked example. The lowest bid will score the maximum percentage for each category outlined below: Category Weighting % Responsive Repairs & Voids % Uplift 35 Planned Works % Uplift 35 Planned Works Project Management % Uplift 25 Year One Only (Mobilisation) 5 Total 100 Price will be scored using the scoring methodology set out below for each category listed above. The percentage score will be calculated relationally against the lowest total price then weighted using the formula: (Lowest / Bidder’s) x percentage Weighting = Weighted relative price score.
Certificates and Declarations The forms and certificates in Schedule 3 must be signed without qualification and will be evaluated on a Pass/Fail basis, with a Pass being a signed, unqualified return and a Fail being an unsigned or qualified return. Any resultant Fail response will result in the Bidder being excluded from the Procurement Process. Non-Collusion & Non-Canvassing Certificate Agreement to Terms Section Form of Tender Disclosure of Interest Contact Details and Submission Declaration

CPV Codes

  • 50000000 - Repair and maintenance services
  • 45000000 - Construction work

Indicators

  • Renewals are available.

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. **

Reference

Domains