Hoarding & Support Services

SUBMISSION INSTRUCTIONS

Where a service provider is interested in participating in any procurement for the contract and have the capability to fulfil the outline specification provided, we would ask them to complete the response document , via the e-tendering site details provided within the notice.

Further information and response document can be found here:

procontract.due-north.com/Supplier/Advert/View ↗

If a service provider wishes to seek any clarification on the outline specification, these should be submitted via the e-tendering site.

Orbit may request further clarification from responding service provider's if further understanding is required on their response.

We do not intend to hold individual meetings with service providers at this time.

Please note: Orbit does not commit to any particular procurement route/procedure or timescales for any subsequent procurement. If Orbit publishes a subsequent tender notice for the contract, we will also out of courtesy notify any suppliers who submitted a response to this notice.

Interested service providers are required to visit the project on Procontract to complete the response document to advise Orbit of their interest in this upcoming procurement.

Outline Specification

The Service Provider shall provide, but not be limited to:

2.1 Assessment

• Site visit and condition assessment
• Hoarding severity classification levels range
• Risk assessment & method statement (RAMS)
• Waste categorisation (general, hazardous, sharps, biohazard)

2.2 Clearance & Removal

• Removal of excess belongings and refuse
• Safe handling of sharps, biological waste, and contaminated materials
• Licensed waste transport and disposal
• Photographic before/after documentation

2.3 Deep Cleaning & Sanitisation

• Full property deep clean
• Biohazard remediation (where required)
• Odour neutralisation
• Pest control coordination (if necessary)

2.4 Occupied & Vulnerable Tenants

• Trauma informed approach
• Respectful sorting of belongings
• Liaison with Orbit team and support workers
• Clear safeguarding reporting process

3. Service Coverage

Specify:

• Regions covered
• Estimated expected annual job volume
• Emergency vs standard response

4. Compliance & Accreditation Requirements

We would expect the service provider to be able to evidence:

• Valid Waste Carrier Licence
• Registration with the Environment Agency
• Public Liability Insurance (£5m minimum or as required)
• Employers Liability Insurance
• DBS checks for frontline staff
• COSHH compliance
• Health & Safety policy
• Safeguarding policy
• Data Protection Policies & Procedures

5. Service Provider Experience

We would expect the service provider to be able to evidence:

• Experience working with housing associations or local authorities
• Case studies (minimum 2-3 examples)
• Experience managing severe hoarding - confirm severity classification Level e.g. 1-5?
• Biohazard and infection control capability
• Staff training approach

6. Pricing Schedule

Require a structured pricing matrix, for example:

• Schedule of rates for measured term contract
• Hazardous waste disposal rates
• Skip hire (if applicable)
• Biohazard premium rates
• Emergency call-out rate
• Out-of-hours rate

7. Key Performance Indicators (KPIs)

Examples:

• Emergency attendance time
• Completion time
• % jobs completed within agreed timeframe
• Recycling rate (%)

8. Safeguarding & Sensitive Cases

The service provider must:

• Notify Orbit of any safeguarding concerns
• Escalate fire risk hazards immediately
• Work jointly with social services where required
• Ensure tenant dignity and confidentiality
• Avoid disposal of personal documents without approval

9. Social Value & Reporting Requirements

We would expect the awarded service provider to provide:

• Monthly reports (detail of reporting requirements will be confirmed prior to appointment)
• Social value outcome measures using Housing Association Charitable Trust (HACT) social value bank. Relevant HACT questionnaires will be provided as part of monthly reporting requirements above.

10. Contract Term

Example structure:

• Initial term: Likely 2 years but to be agreed
• Extension option: Likely to be 1 year but to be agreed
• Break clause provisions

11. Mobilisation Requirements

We would expect the awarded service provider to provide:

• Named Contract Manager
• Escalation contact details
• Implementation plan
• Staff training confirmation
• Pricing confirmation

12. Optional Add-Ons You May Include

• Severity classification guide (appendix)
• Standard operating procedure template
• Reporting template example
• Photographic evidence requirements