Find a TenderClosed
Published 21 Jul 2023, 09:09 BST

Official UK procurement notice

Night-time Support Services in Category 2.5 Sheltered Housing

Official notice

Authority: Portsmouth City Council (Local council)

4 lotsServices
Budget not disclosedValue not published
Submissions closed 25 Aug 2023
Lots 4see the lot list below

What is being bought4 lots · detail below

Published requirement description

Portsmouth City Council is inviting requests to participate from suitably qualified suppliers to provide a night time support service to support the provision of 24/7 support within our Category 2.5 Sheltered Housing Service. These services will provide a consistent and prompt on site response to Service Users who require assistance in their home or within the Sheltered Housing Scheme.

The service will be procured via a two-stage procurement process. The first stage is the Call for Competition (CFC) which will require interested providers to respond to a Standard Selection Questionnaire (SQ). Following evaluation of the completed SQs, all those candidates that have met the minimum requirements and have scored over 60% on their technical and professional ability (including references) and project specific questions, will then be shortlisted against each lot they have bid for and taken through to the tender stage. At the selection (SQ) stage, providers will need to notify the council which lots they would like to tender for. Each lot will be shortlisted separately. At the Invitation to Tender (ITT) stage shortlisted providers will be required to submit a Quality Assessment Questionnaire.

This opportunity has been split into four lots. Whilst providers can bid for and be shortlisted against multiple lots, the Council has opted to limit the number of lots a provider can be awarded to a single lot, with the exception that lot 4 (the only single scheme) can be awarded to the same winning provider as lot 2 or lot 3. This will result in no provider delivering support at more than three schemes. However, to satisfy our best value duties the council has set a 60% quality threshold (please see section III.1.4. for further information).

The council is targeting to have awarded the contract on 20 December 2023 to allow for service commencement on 1 March 2024. The contract will be let for an initial term of 3 years which may then run for a further 2 years in increments set by the Council to a total maximum term of 5 years, subject to performance and at the sole option of the Council.

The estimated total contract value across all 4 lots is IRO £430,000 pa, £2,150,000 over maximum 5-year contract term. The estimated per annum value of each lot is as follows;

Lot 1 - Bresler House (56 properties) and Arthur Dann Court (50 properties) - Estimated value per annum £123,135

Lot 2 - St Johns Court (44 Properties) and John Marshall Court (49 Properties) - Estimated value per annum £121,738

Lot 3 - Nicholson Gardens (41 Properties) and Ian Gibson Court (45 Properties) - Estimated value per annum £124,066

Lot 4 - Hale Court (80 Properties) - Estimated value per annum £62,265

The total contract value across all four lots is expected to remain in the region of £430,000 per annum for the term of the contract, however it may increase or decrease throughout the contract term subject to any known or unknown changes to service demand, budget allocation, variation of services, or addition of further associated services in order to meet changes in demand or the service delivery.

The procurement process will be undertaken in line with the following programme:

  • Issue FTS Contract Notice - 21 July 2023
  • Issue Call for Competition and Supplier Questionnaire (SQ) - 21 July 2023
  • SQ Return Deadline - 25 August 2023 at midday
  • Shortlisted suppliers notified - 11 September 2023
  • Issue Invitation to Tender (ITT) - 29 September 2023
  • ITT return deadline - 3 November2023 at midday
  • Standstill period - 9 December - 19 December
  • Contract Award - 20 December 2023
  • Service Commencement - 1 March 2024

Application is via completed SQ and tender submission by the deadlines stated above via the Council's e-sourcing system InTend which will be used to administrate the procurement process, the system can be accessed free of charge via the web link below:

in-tendhost.co.uk/portsmouthcc/aspx/home ↗

CPV: Daycare services · Residential nursing care services · Social work and related services

Lots and requirements (4)Procurement structure

4 lots · all with a published value (£2,156,020 together)
Lot #1Bresler House (56 properties) and Arthur Dann Court (50 properties)Published value£615,675

Providers will be required to deliver a robust, high quality and competitively priced sleep-in cover for 7 Category 2.5 Sheltered Housing Schemes which form part of Portsmouth City Council's Sheltered Housing offer.

The purpose of the service is to provide a consistent and prompt on site response to service users who call for assistance from their home (or elsewhere within the scheme) during the hours of 21:45 and 07:15, 7 days a week, 365 days a year. The service is primarily a sleep-in service with the provider responding as required.

In addition to responding to the individual needs of Service Users, there is also the requirement for the provide to adhere to Portsmouth City Council's policies and procedures, including fire safety, lone working and escalation polices.

The tasks to be undertaken by the service provider are listed below, this list is neither exhaustive nor needed in all cases. Further detail regarding the duties and responsibilities are available within the detailed service specification issued as part of the tender.

On Site Service Provision, the provider is required to provide a sleep-in service, which remains on site from 21:45 - 07:15.

Responding to calls for assistance, from residents whether this be a "no speech" call or a direct request for assistance. The response needed and action required will be dependent upon the situation at hand and will in most instances require staff to visit the Service User in their home.

Medical assistance and personal care, to be provided to residents where needed, personal care is a infrequent and often related to brief periods of ill health or whilst awaiting an emergency care package.

Fire/Building Safety, the provider will be responsible for adhering to Portsmouth City Council's policies and processes regarding Fire Safety of the building, including responding to any Fire Alarm activations, reporting emergency repairs etc.

Liaising with professionals, including PCC's Out of Hours Teams, Senior Management and our Alarm Receiving Centre. Additional information: The highest scoring bidder for each lot will be awarded the contract, unless they have been successful in another lot with a higher preference, in which case the next placed bidder will be awarded.

However, should the next placed bidder not meet the 60% quality threshold then the council reserves the right to award the lot to the highest scoring provider whose bid has already been set aside due having been successfully awarded another lot with a higher preference. This will enable the award of multiple lots where the quality threshold cannot be met.

Delivery: South East
Lot #2St Johns Court (44 Properties) and John Marshall Court (49 Properties)Published value£608,690

Providers will be required to deliver a robust, high quality and competitively priced sleep-in cover for 7 Category 2.5 Sheltered Housing Schemes which form part of Portsmouth City Council's Sheltered Housing offer.

The purpose of the service is to provide a consistent and prompt on site response to service users who call for assistance from their home (or elsewhere within the scheme) during the hours of 21:45 and 07:15, 7 days a week, 365 days a year. The service is primarily a sleep-in service with the provider responding as required.

In addition to responding to the individual needs of Service Users, there is also the requirement for the provide to adhere to Portsmouth City Council's policies and procedures, including fire safety, lone working and escalation polices.

The tasks to be undertaken by the service provider are listed below, this list is neither exhaustive nor needed in all cases. Further detail regarding the duties and responsibilities are available within the detailed service specification issued as part of the tender.

On Site Service Provision, the provider is required to provide a sleep-in service, which remains on site from 21:45 - 07:15.

Responding to calls for assistance, from residents whether this be a "no speech" call or a direct request for assistance. The response needed and action required will be dependent upon the situation at hand and will in most instances require staff to visit the Service User in their home.

Medical assistance and personal care, to be provided to residents where needed, personal care is a infrequent and often related to brief periods of ill health or whilst awaiting an emergency care package.

Fire/Building Safety, the provider will be responsible for adhering to Portsmouth City Council's policies and processes regarding Fire Safety of the building, including responding to any Fire Alarm activations, reporting emergency repairs etc.

Liaising with professionals, including PCC's Out of Hours Teams, Senior Management and our Alarm Receiving Centre. Additional information: The highest scoring bidder for each lot will be awarded the contract, unless they have been successful in another lot with a higher preference, in which case the next placed bidder will be awarded.

However, should the next placed bidder not meet the 60% quality threshold then the council reserves the right to award the lot to the highest scoring provider whose bid has already been set aside due having been successfully awarded another lot with a higher preference. This will enable the award of multiple lots where the quality threshold cannot be met.

Delivery: South East
Lot #3Nicholson Gardens (41 Properties) and Ian Gibson Court (45 Properties)Published value£620,330

Providers will be required to deliver a robust, high quality and competitively priced sleep-in cover for 7 Category 2.5 Sheltered Housing Schemes which form part of Portsmouth City Council's Sheltered Housing offer.

The purpose of the service is to provide a consistent and prompt on site response to service users who call for assistance from their home (or elsewhere within the scheme) during the hours of 21:45 and 07:15, 7 days a week, 365 days a year. The service is primarily a sleep-in service with the provider responding as required.

In addition to responding to the individual needs of Service Users, there is also the requirement for the provide to adhere to Portsmouth City Council's policies and procedures, including fire safety, lone working and escalation polices.

The tasks to be undertaken by the service provider are listed below, this list is neither exhaustive nor needed in all cases. Further detail regarding the duties and responsibilities are available within the detailed service specification issued as part of the tender.

On Site Service Provision, the provider is required to provide a sleep-in service, which remains on site from 21:45 - 07:15.

Responding to calls for assistance, from residents whether this be a "no speech" call or a direct request for assistance. The response needed and action required will be dependent upon the situation at hand and will in most instances require staff to visit the Service User in their home.

Medical assistance and personal care, to be provided to residents where needed, personal care is a infrequent and often related to brief periods of ill health or whilst awaiting an emergency care package.

Fire/Building Safety, the provider will be responsible for adhering to Portsmouth City Council's policies and processes regarding Fire Safety of the building, including responding to any Fire Alarm activations, reporting emergency repairs etc.

Liaising with professionals, including PCC's Out of Hours Teams, Senior Management and our Alarm Receiving Centre. Additional information: The highest scoring bidder for each lot will be awarded the contract, unless they have been successful in another lot with a higher preference, in which case the next placed bidder will be awarded.

However, should the next placed bidder not meet the 60% quality threshold then the council reserves the right to award the lot to the highest scoring provider whose bid has already been set aside due having been successfully awarded another lot with a higher preference. This will enable the award of multiple lots where the quality threshold cannot be met.

Delivery: South East
Lot #4Hale Court (80 Properties)Published value£311,325

Providers will be required to deliver a robust, high quality and competitively priced sleep-in cover for 7 Category 2.5 Sheltered Housing Schemes which form part of Portsmouth City Council's Sheltered Housing offer.

The purpose of the service is to provide a consistent and prompt on site response to service users who call for assistance from their home (or elsewhere within the scheme) during the hours of 21:45 and 07:15, 7 days a week, 365 days a year. The service is primarily a sleep-in service with the provider responding as required.

In addition to responding to the individual needs of Service Users, there is also the requirement for the provide to adhere to Portsmouth City Council's policies and procedures, including fire safety, lone working and escalation polices.

The tasks to be undertaken by the service provider are listed below, this list is neither exhaustive nor needed in all cases. Further detail regarding the duties and responsibilities are available within the detailed service specification issued as part of the tender.

On Site Service Provision, the provider is required to provide a sleep-in service, which remains on site from 21:45 - 07:15.

Responding to calls for assistance, from residents whether this be a "no speech" call or a direct request for assistance. The response needed and action required will be dependent upon the situation at hand and will in most instances require staff to visit the Service User in their home.

Medical assistance and personal care, to be provided to residents where needed, personal care is a infrequent and often related to brief periods of ill health or whilst awaiting an emergency care package.

Fire/Building Safety, the provider will be responsible for adhering to Portsmouth City Council's policies and processes regarding Fire Safety of the building, including responding to any Fire Alarm activations, reporting emergency repairs etc.

Liaising with professionals, including PCC's Out of Hours Teams, Senior Management and our Alarm Receiving Centre. Additional information: The highest scoring bidder for each lot will be awarded the contract, unless they have been successful in another lot with a higher preference, in which case the next placed bidder will be awarded.

However, should the next placed bidder not meet the 60% quality threshold then the council reserves the right to award the lot to the highest scoring provider whose bid has already been set aside due having been successfully awarded another lot with a higher preference. This will enable the award of multiple lots where the quality threshold cannot be met.

Delivery: South East

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
Shortlisting
The service will be procured via a two-stage procurement process. The first stage is the Call for Competition (CFC) which will require interested providers to respond to a Standard Selection Questionnaire (SQ). Following evaluation of the completed SQs, all those candidates that have met the minimum requirements and have scored over 60% on their technical and professional ability (including references) and project specific questions, will then be shortlisted against each lot they have bid for and taken through to the tender stage. At the selection (SQ) stage, providers will need to notify the council which lots they would like to tender for. Each lot will be shortlisted separately. At the Invitation to Tender (ITT) stage shortlisted providers will be required to submit a Quality Assessment Questionnaire. This opportunity has been split into four lots. Whilst providers can bid for and be shortlisted against multiple lots, the Council has opted to limit the number of lots a provider can be awarded to a single lot, with the exception that lot 4 (the only single scheme) can be awarded to the same winning provider as lot 2 or lot 3. This will result in no provider delivering support at more than three schemes. However, to satisfy our best value duties the council has set a 60% quality threshold. At the tender stage each lot will be evaluated separately, and providers bidding for multiple lots will need to give details of their lot preferences in the event that they are the highest ranked provider across more than one lot. The highest scoring bidder for each lot will be awarded the contract, unless they have been successful in another lot with a higher preference, in which case the next placed bidder will be awarded. However, in this scenario, should the next placed bidder not meet the 60% quality threshold then the council reserves the right to award the lot to the highest scoring provider whose has already been set aside due having been successfully awarded another lot with a higher preference. This will enable the award of multiple lots where the quality threshold cannot be met.

Procedure terms & legal framework

From the official record
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Services
Notice status
Closed
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
21 Jul 2023, 09:09 BST
Last source update
21 Jul 2023, 09:09 BST
FTS notice number
2023/S 000-021034
Classification (CPV)
Daycare servicesResidential nursing care servicesSocial work and related services
Delivery area
South East (UKJ31)
Official registry OCID
ocds-h6vhtk-03e40a Find a Tender

How it was run

Official notice
Run through: In-tend · Who buys & how to bid on In-tend
Supplier login requiredLanguage: EN
Access & registration note: Free · one account per buying organisation's portal · reCAPTCHA on signup
Submission deadline
25 Aug 2023, 12:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

Timeline

21 Jul 2023 → 25 Aug 2023 · 2 dates
  1. Notice published
    21 Jul 2023, 09:09 BST
  2. Submission deadline
    25 Aug 2023, 12:00 BST

Contracting authority & participating public bodies

Portsmouth City Council

Contracting authorityLocal CouncilRegional or local authorityGeneral public services Civic Offices,Guildhall Square, PORTSMOUTH, South East, PO12ALContact name, email, phone Published organisation website ↗

Dispute resolution & review bodies

  • The High Court of JusticeReview body London

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.