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Published 11 Jun 2025, 22:39 BST

Official UK procurement notice

Registered Overnight Residential Respite Short Breaks for Adults and Children in Southampton

Official notice

Authority: Southampton City Council (Local council)

3 lotsServicesOpen procedureAbove thresholdLight touch regimeSME suitableAccelerated
Sectors: Health & Social Care (85) Delivery: South East (UKJ32)
Published estimate£7,823,580envelope for 3 lots · £9,388,296 inc. VAT · 1 value update
Submissions closed 29 Jul 2025awarded 6 Nov 2025
Awarded to The Rose Road Association, DIMENSIONS (UK) LIMITED3 awards
Contract term 3 yrsends 30 Sept 2028 · up to 30 Sept 2030 with extensions · starts 1 Oct 2025

What is being bought3 lots · detail below

Published requirement description
  1. The Council has a statutory responsibility to provide services to meet the short break and support needs of disabled children, young people, adults and their unpaid carers. The Integrated Care Board (ICB) has a statutory responsibility to provide services that meet the health needs of disabled children, young people, adults and their unpaid carers. The Council has conducted a procurement process to procure provision of registered

residential overnight short breaks for children, young people and adults, working in partnership with the ICB to meet statutory responsibilities.

  1. The overarching outcomes expected of the services are that:

a) Unpaid carers will be able to continue caring for their child, young person or adult with disabilities in the family home.

b) Unpaid carers will be able to provide care more effectively to their child, young person or adult with disabilities.

c) Children, young people and adults with disabilities are supported within the short break environment to have fun and develop their own abilities.

  1. It is expected Service Providers will meet needs identified through statutory assessments and work in a person-centred way with disabled children, young people and adults to support them to fulfil their aspirations and promote their wellbeing in relation to:

a) Their physical and mental health.

b) Being protected from abuse and neglect.

c) Taking as much control as possible over their day to day lives, using least restrictive approaches and supporting them to develop their skills and abilities and grow their confidence to realise their full potential.

d) Improving their confidence and emotional wellbeing so that they enjoy life and have positive self identities.

e) Helping them to develop wider social and emotional skills to establish and maintain positive one to one and group relationships outside the family home.

f) Participation in education, employment or training.

g) Strengthening domestic, family and personal relationships.

h) The contribution they make to their community.

i) Providing positive experiences by promoting friendships and by encouraging social activities, new experiences and supportive relationships with carers and peers.

j) Providing culturally appropriate provision that meets the racial, cultural, linguistic and religious needs of the person and their unpaid carers.

k) Using their preferred communication mode at all times.

l) Maximise their independence in preparation for a time when carers cannot continue caring.

  1. In addition, it is expected the Services will enable unpaid carers to achieve the outcomes which are important to them, including:

a) Having breaks from their caring responsibilities.

b) Being as independent as possible.

c) Being able to participate actively in the community.

d) Being able to access education, employment or training.

e) Being confident that their relative is safe in the short break environment and that they enjoy the experiences.

f) Meeting the needs of other family members more effectively.

g) Carrying out day to day tasks which they must perform in order to run their household.

h) Support and continuity for unpaid carers by recognising their needs through flexible planned breaks and emergency backup. On occasions this may include shared care arrangements.

i) Unplanned and short-term support to unpaid carers in crisis or emergency situations.

  1. Service Providers will be expected to work alongside children, young people, adults and their unpaid carers in the ongoing shaping and delivery of services and their quality, eventually leading to services being co-produced.
  • No preliminary market engagement: A Prior Information Notice (FO1) was published on 19th February 2025 , Publication reference: 2025/S 000-006008, to engage in preliminary market consultation which has helped inform commissioning intentions and this current opportunity.

CPV: Health and social work services

Lots and requirements (3)Procurement structure

3 lots · all with a published value (£7,823,580 together) · same evaluation weights on every lot
Lot #1Specialist Residential Overnight Short Breaks for Disabled ChildrenAwardedRenewal 3 yrsPublished value£2,662,130

The Council is seeking to appoint a Service Provider to provide overnight residential respite short breaks for children with disabilities, including complex needs at the Providers own suitable setting. Short breaks are an important part of the overall support package for children with disabilities and their unpaid carers. They allow parents and carers to have an overnight break from their caring responsibilities as well as an opportunity for children to take part in new activities, form and maintain friendships and develop their independence skills.

b. In addition to the core overnight element of this Service, Providers may need to provide additional support to individuals. The requirement for this as well as the allocation of overnight residential respite short breaks is based on a formal statutory assessment of need and is subject to review.

c. The Service is expected to be Ofsted registered, with elements of nursing oversight for the presentation of more complex needs, ensure equity of access, regularly review quality and care and support plans and ensure individuals and their unpaid carers are involved in the development of services. The Service will be expected to operate a core ratio of 1:2 (one staff member to two individuals accessing the service) staffing model. The Service Provider will need to respond flexibly to emerging and unexpected respite requests from unpaid carers to maximise usage and support.

Contract period: 1 Oct 2025 – 30 Sept 2028 (3 yrs) · up to 30 Sept 2030 with extensionsValue: £2,662,130 exc. VAT · £3,194,556 inc. VAT
Delivery: South East
Extensions: One possible extension of two (2) years after the initial three (3) year period.
85000000 Health and social work services
Lot #2Overnight Residential Respite Short Breaks for Adults with Learning Disabilities (primary need)AwardedRenewal 3 yrsPublished value£2,105,410

a. The Council is seeking to appoint a Service Provider to provide overnight residential respite short breaks for adults with moderate to severe learning disabilities as their primary need at Weston Court, a respite setting in the east of Southampton. Short breaks are an important part of the overall support package provided to adults with learning disabilities and their unpaid carers. They allow unpaid carers to have an overnight break from their caring responsibilities as well as individuals to take part in new activities, form and maintain friendships and develop their independence skills.

b. In addition to the core overnight element of this Service, Providers may need to provide additional hours of support to individuals. The requirement for this as well as the allocation of overnight residential respite short breaks is based on statutory assessments of need and subject to review.

c. The Service is required to be CQC registered to deliver accommodation for persons who require nursing or personal care with the relevant specialisms. The Service Provider will ensure equity of access, regularly review quality assurance systems and care and support plans. Individuals and their unpaid carers will be engaged in the development of services. The Service will be expected to operate a core ratio of 1:3 (one staff member to three individuals accessing the service) staffing model. The Service Provider will need to respond flexibly to emerging and unexpected respite requests from unpaid carers to maximise usage and support.

d. The Service Provider will be expected to enter into a License to Occupy Agreement with the Council for the Weston Court site, and a draft of this will be shared as part of the tender documentation.

Contract period: 1 Oct 2025 – 30 Sept 2028 (3 yrs) · up to 30 Sept 2030 with extensionsValue: £2,105,410 exc. VAT · £2,526,492 inc. VAT
Delivery: South East
Extensions: One possible extension of two (2) years after the initial three (3) year period.
85000000 Health and social work services
Lot #3Overnight Residential Respite Short Breaks for Adults with Learning Disabilities (primary need) including complex and/or more specialist needsAwardedRenewal 3 yrsPublished value£3,056,040

The Council is seeking to appoint a Service Provider to provide overnight residential respite short breaks for adults with severe learning disabilities and profound and multiple learning disabilities as their primary need including complex needs at the Providers own suitable setting. Short breaks are an important part of the overall support package provided to adults with learning disabilities and their unpaid carers. They allow unpaid carers to have an overnight break from their caring responsibilities as well as individuals to take part in new activities, form and maintain friendships and develop their independence skills.

b. In addition to the core overnight element of this Service, Providers may need to provide additional hours of support to individuals. The requirement for this as well as the allocation of overnight residential respite short breaks is based on statutory assessments of need and are subject to review.

c. The Service is required to be CQC registered to deliver accommodation for persons who require nursing or personal with the relevant specialisms. The Service Provider will ensure equity of access, regularly review quality assurance systems and care and support plans. Individuals and their unpaid carers will be engaged in the development of services. The Service will be expected to operate a core ratio of 1:2 (one staff member to two individuals accessing the service). The Service Provider will need to respond flexibly to emerging and unexpected respite requests from unpaid carers to maximise usage and support.

Contract period: 1 Oct 2025 – 30 Sept 2028 (3 yrs) · up to 30 Sept 2030 with extensionsValue: £3,056,040 exc. VAT · £3,667,248 inc. VAT
Delivery: South East
Extensions: One possible extension of two (2) years after the initial three (3) year period.
85000000 Health and social work services

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored · same split on all 3 lots
Quality: 45%Price: 50%Social value: 5%
Published award criteria (3)
  • Price
  • Quality
  • Social Value
What this means for your bid
  • Price carries 50 of 100 points: a 10% discount moves about 5 points. This one is won on the number: sharpen the price before polishing the prose.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Open procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Awarded
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Light touch regime
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
11 Jun 2025, 22:39 BST
Last source update
23 Feb 2026, 12:27 GMT
Award evaluation window
Submission end – 11 Sept 2025
Authority reference
SCC-SMS-0918
FTS notice number
2025/S 000-037528
Accelerated
Light touch contract
Latest notice
Contract details notice (UK7)
Classification (CPV)
Health and social work services
Delivery area
South East (UKJ32)
Official registry OCID
ocds-h6vhtk-054725 Find a Tender

How it was run

Official notice
Run through: ProContract (Due North) · Who buys & how to bid on ProContract
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free · short registration with manual review; public opportunity list
Submission deadline
29 Jul 2025, 23:59 BST
Clarification deadline
22 Jul 2025, 23:59 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

Tender submissions must be uploaded (including ALL response Schedules and accompanying evidence) to the Proactis e-procurement portal prior to the submission deadline.

supplierlive.proactisp2p.com/Account/Login ↗

Timeline

11 Jun 2025 → 23 Feb 2026 · 10 dates
  1. Planning notice published
    11 Jun 2025, 22:39 BST
  2. Next notice expected
    30 Jun 2025, 23:59 BST
  3. Tender notice published
    4 Jul 2025, 15:39 BST
  4. Clarification questions by
    22 Jul 2025, 23:59 BST
  5. Submission deadline
    29 Jul 2025, 23:59 BST
  6. Award decision expected by400 days ago
    11 Sept 2025, 23:59 BST
  7. Contract starts381 days ago
    1 Oct 2025, 00:00 BST
  8. Assessment summaries sent345 days ago
    6 Nov 2025
  9. Standstill ends333 days ago
    17 Nov 2025, 23:59 GMT
  10. Latest notice published236 days ago
    23 Feb 2026, 12:27 GMT

Notice history

12 events · 6 releases on Find a Tender · since 11 Jun 2025
  1. Planned procurement notice published
    11 Jun 2025, 22:39 BST
    UK3
  2. Tender notice published
    4 Jul 2025, 15:39 BST
    UK4
  3. Published value published: £7,823,580
    4 Jul 2025, 15:39 BST
  4. Status changed to active
    4 Jul 2025, 15:39 BST
  5. Deadline moved to 29 Jul 2025, 23:59 BST
    4 Jul 2025, 15:39 BST
    +4 days · was 25 Jul 2025, 23:59 BST
  6. Contract award notice published
    15 Oct 2025, 10:33 BST
    UK6
  7. Status changed to complete
    15 Oct 2025, 10:33 BST
  8. Contract award notice published
    6 Nov 2025, 10:00 GMT
    UK6
  9. Contract signature expected
    10 Nov 2025, 23:59 GMT
    scheduled
  10. Contract signature expected
    8 Dec 2025, 23:59 GMT
    scheduled
  11. Contract details notice published
    13 Feb 2026, 09:50 GMT
    UK7
  12. Contract details notice published
    23 Feb 2026, 12:27 GMT
    UK7
Routine re-releases (6)
  • 2025-10: 1 release · 15 Oct 2025
  • 2025-07: 1 release · 4 Jul 2025
  • 2025-06: 1 release · 11 Jun 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 3
Awarded value £7,187,2743 awards exc. VAT
Bids received 77 from SMEs
Contracts signed 3latest 16 Dec 2025
Awarded toValueDateStatus
Lot 1 · Specialist Residential Overnight Short Breaks for Disabled Children1 award
The Rose Road AssociationVCSE15 Dec 2025 – 14 Dec 2028 · up to 14 Dec 2030Extensions: The term of the contract can be extended for up to a period of two (2) years. · Options: The service is demand led and value will fluctuate based on demand. The estimated value range for this Lot is £2,649,375 - £2,941,251.£2,941,2516 Nov 2025Awarded
Lot 2 · Overnight Residential Respite Short Breaks for Adults with Learning Disabilities (primary need)1 award
DIMENSIONS (UK) LIMITEDVCSE12 Jan 2026 – 11 Jan 2029 · up to 11 Jan 2031Extensions: The term of the contract can be extended for up to a period of two (2) years. · Options: The service is demand led and value will fluctuate based on demand. The estimated value range for this Lot is £1,187,840 - £1,357,848.£1,357,84815 Oct 2025Awarded
Lot 3 · Overnight Residential Respite Short Breaks for Adults with Learning Disabilities (primary need) including complex and/or more specialist needs1 award
The Rose Road AssociationVCSE15 Dec 2025 – 14 Dec 2028 · up to 14 Dec 2030Extensions: The term of the contract can be extended for up to a period of two (2) years. · Options: The service is demand led and value will fluctuate based on demand. The estimated value range for this Lot is £1,809,535 - £2,888,175.£2,888,1756 Nov 2025Awarded

Contracts

  • Lot 1a. Overnight Residential Respite Short Breaks for Adults with Learning Disabilities (primary need) · DIMENSIONS (UK) LIMITEDVCSE

    Signed
    16 Dec 2025
    Value
    £1,357,848
    Period
    12 Jan 2026 – 11 Jan 2029 · up to 11 Jan 2031 with extensions
    Status
    active
    Extensions
    The term of the contract can be extended for up to a period of two (2) years.
    Options
    The service is demand led and value will fluctuate based on demand. The estimated value range for this Lot is £1,187,840 - £1,357,848.

  • Lot 1b. Overnight Residential Respite Short Breaks for Adults with Learning Disabilities (primary need) including complex and/or more specialist needs · The Rose Road AssociationVCSE

    Signed
    15 Dec 2025
    Value
    £2,888,175
    Period
    15 Dec 2025 – 14 Dec 2028 · up to 14 Dec 2030 with extensions
    Status
    active
    Extensions
    The term of the contract can be extended for up to a period of two (2) years.
    Options
    The right to additional purchases while the contract is valid. The service is demand led and value will fluctuate based on demand. The estimated value range for this Lot is £1,809,535 - £2,888,175.

  • Lot 2. Specialist Residential Overnight Short Breaks for Disabled Children · The Rose Road AssociationVCSE

    Signed
    15 Dec 2025
    Value
    £2,941,251
    Period
    15 Dec 2025 – 14 Dec 2028 · up to 14 Dec 2030 with extensions
    Status
    active
    Extensions
    The term of the contract can be extended for up to a period of two (2) years.
    Options
    The right to additional purchases while the contract is valid. The service is demand led and value will fluctuate based on demand. The estimated value range for this Lot is £2,649,375 - £2,941,251.

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · Specialist Residential Overnight Short Breaks for Disabled Children1final-stage tenders · 3 at stage one10—
3 · Overnight Residential Respite Short Breaks for Adults with Learning Disabilities (primary need) including complex and/or more specialist needs6final-stage tenders · 11 at stage one60—

Contracting authority & participating public bodies

Southampton City Council

Contracting authorityPublic authority - sub-central government GB-PPON: PCGN-2413-RBTX Civic Centre, Civic Centre Road, Southampton, South East, SO14 7LYContact email

Bidders & participating suppliers

2 commercial parties on the notice
  • Dimensions (UK) LimitedAwarded supplierGB-MPR: 31192RGB-PPON: PWVC-1443-BCQH Dimensions, Ground Floor, Building 1230, Arlington Business Park, Theale, South East, RG74SAContact email
  • THE ROSE ROAD ASSOCIATIONAwarded supplierGB-COH: 01366534GB-PPON: PJHN-2753-BPLL 300 Aldermoor Road, Southampton, South East, SO16 5NAContact email

Official documents & specifications (8)

Official links; attachments are not copied

Notices published for this procedure

  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender
  • Planned procurement notice planningPlanned procurement noticeUK3Planned procurement notice on Find a Tender