Description
The long-term improvement of the Council housing repairs service is dependent on the Council entering into the Contracts with the successful Potential Suppliers by Monday, 1st March 2027 with mobilisation to be completed by Monday, 2nd August 2027 to enable the commencement of the provision of the services on that date.
The successful Potential Suppliers across the 7 Lots will be required to support the Council in meeting its key objectives which are threefold:
1. To continue the recovery of responsive repairs, void works, disrepair and damp & mould services, as well as improvements to the customer journey of the Council’s residents and offer long-term stability to the Council’s repairs supply chain over a period of 6 (six) years.
2. To control the costs of the service through the application of the Contracts.
3. To build upon improvement in performance achieved to date within the repairs service and enhance the resilience of repairs delivery across the 7 Lots.
The Council’s detailed requirements for the Supplies, Services, and/or Works are set out in the suite of Specification documents (Volume 2: Preliminaries (Specification)) relevant to the specific Lot, which can be accessed on the Council’s eProcurement Portal, and applicable details across all other documents which form the Procurement Document Suite.
In summary, the successful Potential Suppliers will cover the services currently being delivered by the contracts described in Section 1 of the ITT. The only addition is planned preventative maintenance. Across the Lots, the scope of the services being procured includes the following:
1. Emergency callouts and repairs;
2. Day to day repairs to internal properties;
3. Communal repairs (excluding Mechanical and Electrical);
4. Community Hall repairs;
5. Planned preventative maintenance and ad hoc ‘lifecycle’ renewals (i.e., excluding major works included in the capital programme) for:
a. Gutter clearance;
b. Drainage works;
c. Kitchen replacements;
d. Bathroom replacements;
e. Window replacements;
f. Roofing renewals;
g. Damp and mould improvement work;
h. Decorating; and
i. Energy Performance Certificate (EPC) surveys (during a repair and/or void works).
6. Voids;
7. Disrepair;
8. Damp and mould;
9. Specialist ventilation;
10. Scaffolding; and
11. Roofing
The Council is conducting this procurement using the Competitive Flexible Procedure under the Procurement Act 2023 (UKPGA 2023/54) to identify the successful Potential Supplier(s) for the Supplies, Services, and/or Works.
No information in this document is, or should be relied upon as, an undertaking or representation as to the Council's ultimate decision as to whether it will award the proposed Contract(s) in relation to the Supplies, Services, and/or Works.
Potential Suppliers participate in this procurement process at their own risk. The Council shall not accept liability nor provide any reimbursement for any costs or losses incurred by a Potential Supplier in relation to their participation in this procurement process, nor for any cancellation or amendment to this procurement process.
To secure the long-term improvement of its repairs service, the Council is seeking to procure 7 contracts across 7 Lots as set out in Table A of this document. Potential Suppliers should note that the requirements under Lot 1: Repairs (North) will be carried out by the Council’s DLO and will not be procured.
The Lots cover the various workstream demands within the Council’s housing repair service.
Reserve Contractors
To ensure capacity and flexibility across the Services, for some Lots, the Council requires Potential Suppliers to act as a Reserve Contractor in another Lot or Lots as detailed in Table A, of the ITT. A successful Potential Supplier will be instructed as a Reserve Contractor to carry out an Order in another Lot when the Potential Supplier awarded a Lot fails to deliver to the Minimum Level of Acceptable Performance, (MLAP) as set out in Schedule 3 of the Contract. The Reserve Contractors for each Lot are set out in Table A, of the ITT.
This is in order to reduce the risk of service failure and provide contract opportunities to the market for both Small and Medium-sized Enterprises (SMEs) and larger suppliers. This approach will also allow the Council’s DLO to deliver internal responsive repairs, therefore ensuring that there is a mixed approach to delivering repairs across London Borough of Hammersmith and Fulham (LBHF).
The anticipated Contract Start Date for each Contract is set out in the Procurement Timetable.
The anticipated Contract Period is 3 (three years) with the ability for the Council to extend the Contract(s) for 2 (two) further extension periods up to a maximum of 36 months: the first extension period being 2 (two) years (24 months) in duration and the second extension period being 1 (one) year (12 months) in duration. The maximum total Contract Period for the Contract(s) is therefore six (6) years. Whether, on what basis, and for what period or periods any of the Contracts are extended, is wholly at the discretion of the Council.
The anticipated value of the Contract(s) for each Lot is included later in this notice. Potential Suppliers should note that the values are indicative only and that the Indicative Total Contract Values include the value of the Contract(s) should they be extended by the Council for the maximum period of 36 months.
For the avoidance of doubt, Potential Suppliers should be aware that following award of the Contract(s) should the successful Supplier(s) subsequently find that their submitted solution and/or price is not accurate and/or sustainable then the successful Supplier(s) will not be permitted to amend their price offer to require any further monies associated with the full provision of the Supplies, Services, and/or Works.
Lots 1, 2, and 3 includes a requirement for the successful Potential Supplier(s) to undertake improvement works, providing the funding is available to the Housing Revenue Account (HRA). The funding is not guaranteed and will include match funding as provided by the government which could vary to a limit of £10,000,000 (ten million pounds): (£5,000,00 (five million pounds) grant funding + £5,000,000 (five million pounds) HRA) per Lot.