Scope
Reference
COV - 21685
Description
Coventry City Council is re-commissioning its Family Time service (formerly known as Supervised Contract) for children and families.
The service will primarily support children and young people who are looked after by the local authority, ensuring they are able to maintain safe and meaningful contact with their birth families, in line with their care plans and any relevant court orders.
The appointed provider will be required to:
- Deliver supervised, supported, and handover contact sessions in accordance with care plans and/or court directions.
- Provide trained, experienced, and suitably vetted staff to facilitate contact sessions.
- Ensure the child's welfare and safety is paramount at all times.
- Maintain accurate, impartial, and timely records of each contact session, which may be used in legal proceedings.
- Work collaboratively with social workers, carers, and other professionals to ensure consistency and quality in service delivery.
- Offer flexibility in delivery times, including evenings and weekends, to meet the needs of children and families.
- Provide suitable, child-friendly venues where required, or support contact in community or family-based settings.
- Ensure services are delivered in a manner that promotes equality, diversity, and inclusion.
Total value (estimated)
- £4,090,000 excluding VAT
- £4,908,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 February 2026 to 31 January 2028
- Possible extension to 31 January 2031
- 5 years
Description of possible extension:
The initial term of the Contract will be for the period of two (2) years from commencement, but may be extended, by mutual agreement by three (3) increments of twelve (12) months to an expiry date no later than 31st January 2031. The Contract will be subject to review in during the initial term and the result of those reviews will inform the Council's decision as to whether any extension period will be offered.
Main procurement category
Services
CPV classifications
- 85300000 - Social work and related services
Contract locations
- UKG33 - Coventry
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Tender submission deadline
14 August 2025, 4:00pm
Submission address and any special instructions
Please register via the Council's e-procurement system - CSW-JETS https://in-tendhost.co.uk/csw-jets
CSW-JETS is a sub-regional e-tendering portal run by In-tend. Since February 2010, Coventry; Solihull; Warwickshire; Nuneaton and Bedworth; Rugby alongside other local district Councils have been working together as a shared procurement service. In conjunction with Solihull Community Housing, we have joined together to bring you a collaborative E-Tendering portal. CSW-JETS enables us to advertise our opportunities across all authorities through the same system. This means that there is a single point of contact for procurement in the sub-region so you only have to register once to receive notifications for all authorities. Registering on the portal will make it easier for local suppliers to find, respond to and be alerted to tender opportunities.
Registration is free and takes just a few minutes. When complete, you will be able to express interest in any of the Councils'/Authorities' opportunities when they are made available including this tender. In addition, we will be able to access your details whenever we have a requirement, and you may then be invited to tender or quote for work. Once you are registered and log in to the system you will be able to locate the tender opportunity, express interest and access the documentation.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
15 September 2025
Recurring procurement
Publication date of next tender notice (estimated): 28 June 2030
Award criteria
| Name | Type |
|---|---|
| Net price | Price |
| Service Delivery and Experience | Quality |
| Safeguarding & Risk Management | Quality |
| Mobilisation | Quality |
| Social Value | Quality |
Weighting description
The tender evaluation shall be based upon a two-stage process (i.e. consisting of mandatory requirements and/or minimum standards) with a pass/fail criteria for both stages.
Failure to meet the mandatory requirements in the first Stage will exclude providers from this procurement. Only tenderers that meet the mandatory requirements will be taken forward for full tender evaluation.
In line with Procurement Act 2023, Stage two (2) of the evaluation process will be evaluated and awarded using a...
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Special regime
Light touch
Justification for not publishing a preliminary market engagement notice
A preliminary engagement notice was not published, and a Prior Information Notice (PIN) was published on the 26th November 2024 prior to the introduction of the Procurement Act 2023. The PIN described the contract requirement and invited providers to express an interest and outline their resources to deliver the service, costings for the delivery of the service and confirmation of buildings or proposed plan to facilitate the service.
Contracting authority
Coventry City Council
- Public Procurement Organisation Number: PMJC-6861-XJPP
PO Box 7097
Coventry
CV6 9SL
United Kingdom
Region: UKG33 - Coventry
Organisation type: Public authority - sub-central government