CPU7966 - Provision of Services for Severe Weather Emergency Protocol

The Authority is seeking to put in place a Framework and appoint one Framework Member to deliver services. This Framework is for the provision of Services for Severe Weather Emergency Protocol.

Nottingham City Council is looking for a Supplier of Services/staff (referred to as Staff) to provide a high-profile visible presence at Sites where required. Staff are required on Site within 48 hours of notification of severe weather.

The Successful Supplier will supply of suitable Staff with uniform and equipment to provide a static presence at the required Sites. The word 'static' refers to the Staff being based at one Site. At least one member of Staff to remain in the room with service users at all times. The Supplier is to ensure a contract manager/supervisor is available to manage and supervise Staff, including key-holding requirements, including all the associated operations and activities undertaken by such Staff, in accordance with the Contract requirements.

During severe weather, multiple shared sleeping Sites will open within the Nottingham City Boundary. These Services will provide safe, warm shelter for rough sleepers for the duration of the severe weather. Staff are required on Site at all times to ensure the safety of Service Users.

Suppliers are required to have experience in working with homeless people/rough sleepers AND people with additional needs such as drug/alcohol addiction and mental health issues.

It is important to note that this is not a 'security' contract. The Service is to ensure that eligible Service Users can have somewhere to sleep, feel safe and where applicable be signposted to other relevant services. It is also not a request for temporary/agency staff.

This is a below threshold procurement as it is under light touch special regime contract as per Sections 8 and 9 of the Procurement Act 2023.

The process to be used will be the Open Procedure and this means Suppliers will submit Core Supplier Information and a Procurement Specific Questionnaire alongside their Tender. Where a Supplier fails the Core Supplier and/or Procurement Specific Questionnaire requirement, their Tender will not be assessed.

Reserve Supplier

The Authority would also like to identify one 'reserve' supplier. The reserve supplier will be the highest ranked unsuccessful supplier who has agreed to be a reserve supplier. The reserve Supplier may become the successful Supplier if there are performance issues with the original successful Supplier and their Agreement is terminated. At this stage the reserve Supplier will be required to sign the Agreement and then mobilise to deliver the Services.

Call-off contracts

Call-off contracts will be awarded via direct award to the successful Supplier.

The successful Supplier will be required to confirm acceptance of an Order within two hours of it being sent by the Authority. Orders may be sent on ANY DAY between 8am and 5pm.

Contract Modifications

The Authority reserves the right to modify contract terms and conditions to allow for:

• Changes in Capacity Requirements
• Change of Location and geographical area of Sites.
• Hours of Service changes
• Price changes

Lots

This Procurement does not consist of Lots as the value and volume of requirement does not lend itself to Lots in this Procurement nor would it be attractive to the market.

Consideration of SME's

SME's have been considered as below:

• No Lots so only one bid for access to all Call-off opportunities.
• Clear requirements for Conditions of Participation to make it clear the type of experience and capability required.
• Longer than required bid time provided.
• No insurance required at Framework stage.
• Low liability cap amounts.

Framework Term

• 1 October 2026 to 30 September 2027

Possible extensions as below:

• 1 October 2027 to 30 September 2028
• 1 October 2028 to 30 September 2029

PME

No Pre-market Engagement has been undertaken and not notice has been published.

Tender Modifications

The Authority reserves the right to:

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

Clarifications/Questions/Inquiries

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 e-procurement system (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.

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 CPU7966. 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 a Council website, so we are unable help.

Central Digital Platform (CDP) - Also referred to as Find A Tender Service

Suppliers participating in procurements are now required to register on the Central Digital Platform (CDP). Suppliers can submit their Core Supplier Information and, where a procurement opportunity arises, share this information with the contracting authority via the CDP. It is free to use and will mean suppliers should no longer have to re-enter this information for each public procurement but simply ensure it is up to date and subsequently shared with the appropriate Contracting Authority. Part 1 of the Procurement Specific Questionnaire provides confirmation that suppliers have taken these steps.

The CDP can be found here: www.find-tender.service.gov.uk/Search ↗

You may have previously registered on the previous Find a Tender Service before the 24 February 2025. You will need to re-register on this enhanced platform.

Guidance can be found here:

www.gov.uk/government/collectio… ↗

Suppliers are required to fully complete the required information are part of the registration process on the CDP. Please note The Council has no influence on the operation, control and content required on this platform. It is advised that Suppliers interested in this opportunity register on the CDP as soon as possible. Even if you are not interested in this opportunity, registration will give you access to all contract opportunities published on this site.

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