CPU7343 - Homelessness Prevention Services - Open Framework

This is a procurement under the Competitive Flexible Procedure, not an Open Procedure.

Nottingham City Council is seeking Tenders from sufficiently experienced and qualified providers to establish a multi-Lot, multi-Supplier Open Framework of Homelessness Prevention Services (more commonly referred to as the Commissioned Homelessness Prevention System), consisting of two Lots:

Lot 1 - Accommodation Based Services (ABS), which provide accommodation, housing management and housing-related support.

Lot 2 - Community Based Services (CBS), which provide housing-related advice, outreach, prevention, resettlement or sustainment support outside a provider-owned accommodation setting.

Services commissioned under Lot 1 may include the following, either as distinct services or as elements of a combined accommodation pathway:

a) Emergency and immediate access accommodation

b) Temporary accommodation with support

c) Supported accommodation

d) Specialist accommodation

e) Intermediate and move-on accommodation

f) Housing-led accommodation

Services commissioned under Lot 2 may include the following, either as distinct services or as elements of a coordinated community-based pathway:

a) Universal housing advice and access services

b) Targeted early intervention

c) Homelessness prevention and tenancy sustainment

d) Housing options and resettlement support

e) Outreach and in-reach

f) Rough sleeping prevention and street outreach

g) Specialist housing-related support and pathway coordination

A Supplier can bid for any number of Lots and be successful in any number of Lots.

This Framework may also be used by other Authority departments including but not limited to Children, Adults and Public Health.

The Authority is seeking to put in place an Open Framework to establish the initial Framework and appoint one or more Framework Members in each Lot to deliver services. This Procurement is intended to set up a list of approved Framework Members for each Lot. There is no limit to the number of Suppliers who can be Framework Members in each Lot. Call-off Award Procedures will then be conducted, and Call-off contracts will then be awarded.

This Procurement is a replacement for services previously tendered 'CPU3880 and CPU7231 - Framework for Community Based Support and Accommodation Based Services for homeless people (and those at risk of homelessness)'. It is important for Suppliers to note that if they are on the above Frameworks and wish to participate in future contract opportunities for this service, they will need to submit a response to this Procurement.

This is a light touch special regime Framework as per Sections 8 and 9 of the Procurement Act 2023. The process to be used will be the Competitive Flexible Procedure as per Section 20 of the Procurement Act 2023.

Where a Supplier fails the any stage as described below, their Tender will not be assessed any further:

• Stage One - Initial Review of Tender Submission
• Stage Two - Procurement Specific Questionnaire Pass/Fail
• Stage Three - Quality Questions 1 and 2 Pass/Fail
• Stage Four - Quality Questions 3 to 6 Assessment Scored Pass/Fail
• Stage Five - Any required Final Qualification Check.

Re-Opening

The Open Framework Mechanism allows the Authority to 're-open' the Framework to new Framework Members, while allow existing Framework members to also remain as Framework Members. The Authority reserves the right to re-open the Framework to new potential Framework Members when it deems it is required to ensure:

• Procurement legislation is complied with.
• Capacity requirements can be met.
• To ensure adequate competition in the Call-off Award Procedure.
• To meet needs that are not satisfied by current Framework Members.
• Other reasons deemed reasonable by the Authority.

The Authority will post a Tender Notice on Find Tender Service/CDP when it re-opens the Framework for new Tender submissions.

As this Procurement is for a 'Light Touch Contract', the process and award of Call-off contracts may include some flexibilities permitted by the Special Regime of the Procurement Act (2023).

Suppliers will be required to behave lawfully and ethically in sourcing Accommodation and in a manner that does not create additional Homelessness. The Authority reserves the right not to contract or proceed with Orders with any Suppliers where it is discovered this is not the case and the Authority reserves the right to no longer work with the Supplier in the future.

Consideration of SME's

SME's have been considered in the following ways:

• Advanced notice promoted via Pipeline Notice and PME notices.
• Reduced number of Lots so reduced Tendering requirements.
• Clear requirements for Conditions of Participation to make it clear the type of experience and capability required.
• Longer than required Tender submission time provided.
• No insurance required at Framework stage.
• Low liability cap amounts.
• Framework can be re-opened for new Suppliers

Framework Term

The first framework for a term of up to three years anticipated to start from 8 January 2027 to 31 December 2029 and a second framework for a term of up to a further five years from 1 January 2030 to 31 December 2034, subject to change depending on initial tendering length and termination clauses.

The actual Framework dates and number of Frameworks are indicative only, but the total Term is of all Frameworks added together is a maximum of eight years.

In the unlikely event that only one supplier is appointed to any individual Framework in the scheme of Frameworks during the open Framework Period then the maximum term for the Framework, and the open Framework, will be 4 years from the date on which the single supplier Framework is awarded.

PME

Pre-Market was undertaken.

A PME Pack is included in the Procurement Documents.

The summary of the conclusion of the PME is:

• The reduction of Lots to make tendering easier.
• A framework mechanism to allow new Suppliers enter the framework.
• Split call-offs into smaller contracts where possible.
• Case study type tender questions

Tender Modifications

The Authority reserves the right to:

• Refine the Conditions of Participation Criteria
• Refine/modify the Procurement process and/or terms
• Refine the Award Criteria
• 'Roll' the Procurement to an appropriate previous stage

Clarifications

All questions/clarifications must be submitted via the Portal (more details below). Do not expect emails/calls to be responded to.

All Suppliers should access the 'Messages' section of the Portal on a regular basis to check for any clarifications issued on this project and/or any public exchange of information between interested parties, before final submission of their bid. It is the sole responsibility of Suppliers to do so.

LGR

Local Government Reorganisation (LGR) is the process in which the structure and responsibilities of local authorities are reconfigured. The Government has set out plans to move away from the current two-tier system of county and district councils which are in place in some parts of county of Nottinghamshire and other parts of England.

The Authority has now received the Government's proposed decision regarding LGR in Nottinghamshire. However, there has been a pause in the LGR process so that Central Government can conduct a review. Due to the review there is some uncertainty over the exact timing of when (or if) any new structure will be implemented. The latest information is that the Authority will remain in their current format until at least April 2028.

It is considered the period of Agreements and Call-off Contracts under this Procurement is likely to be impacted by LGR, should this process be resumed. The current intention is that this Agreement / Call-off Contract would continue following any new structure implemented.

As a consequence of LGR, any resulting Agreement or Call Off Contract may be required to be transferred, assigned or novated (in whole or in part) to one or more successor authorities or other public bodies established as part of LGR, in accordance with applicable legislation.

Suppliers acknowledge and accept that the Authority must comply with all statutory, regulatory and other legal requirements arising in connection with LGR and, to the extent necessary to do so, reserves the right to make such amendments to the procurement arrangements and/or any resulting Contract, Framework Agreement or Call Off Contract as are required or permitted by law.

Suppliers must submit their Tender on the basis that such transfer, assignment, novation or amendment may occur and that no additional charges, price adjustments or termination rights shall arise solely as a result of LGR. Any reasonable steps taken by the Authority or a successor authority to notify Suppliers of matters arising from LGR shall be sufficient for the purposes of this procurement.

East Midlands Procurement Portal (the Portal)

Once the Tender Notice is published, Tender documents can be obtained from the East Midlands Procurement Portal at www.eastmidstenders.org ↗ by searching for CPU7343. You will need register on this website to use it Please note if you require any assistance regarding the registration on the East Midlands Procurement Portal please contact Proactis direct via Helpdesk on Tel: 0330 005 0352 or Email: [email protected]. This is not an Authority website, so we are unable help.

Please also see the Procurement Documents for more information about the Authority's requirements.