{ "uri": "https://www.find-tender.service.gov.uk/api/1.0/ocdsRecordPackages/ocds-h6vhtk-04ea82", "publisher": { "name": "Cabinet Office", "scheme": "GB-GOR", "uid": "D2", "uri": "https://www.gov.uk/government/organisations/cabinet-office" }, "publishedDate": "2025-07-07T09:11:07+01:00", "license": "http://www.nationalarchives.gov.uk/doc/open-government-licence/version/3/", "publicationPolicy": "https://www.gov.uk/government/publications/open-contracting", "version": "1.1", "extensions": [ "https://standard.open-contracting.org/profiles/eu/latest/en/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_amendment_rationale_classifications_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_budget_breakdown_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_contract_completion_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_documentation_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_pagination_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_suitability_extension/master/extension.json", "https://raw.githubusercontent.com/portaledcahn/ocds_Links_extension/main/extension.json", "https://raw.githubusercontent.com/cabinetoffice/ocds_uk_extension/main/extension.json" ], "packages": [ "https://www.find-tender.service.gov.uk/api/1.0/ocdsRecordPackages/ocds-h6vhtk-04ea82" ], "records": [ { "ocid": "ocds-h6vhtk-04ea82", "releases": [ { "ocid": "ocds-h6vhtk-04ea82", "id": "008344-2025", "tag": [ "tender" ], "date": "2025-03-07T13:04:14Z", "initiationType": "tender", "parties": [ { "name": "Waltham Forest Housing Association", "id": "GB-MPR-21186r", "identifier": { "scheme": "GB-MPR", "id": "21186r" }, "address": { "streetAddress": "31 Church Hill", "locality": "London", "postalCode": "E17 3RU", "country": "GB", "countryName": "United Kingdom", "region": "UKI53" }, "contactPoint": { "name": "Kevin Harding", "email": "procurementaltair@altairltd.co.uk", "telephone": "+447350398302" }, "roles": [ "buyer" ], "details": { "url": "https://wfha.org.uk/", "classifications": [ { "scheme": "UK_CA_TYPE", "id": "publicUndertaking", "description": "Public undertaking" } ] } }, { "name": "Altair Consultancy and Advisory Services Ltd", "id": "GB-COH-07463003", "identifier": { "scheme": "GB-COH", "id": "07463003" }, "address": { "streetAddress": "Tempus Wharf", "locality": "London", "postalCode": "SE16 4SA", "country": "GB", "countryName": "United Kingdom", "region": "UKI44" }, "contactPoint": { "name": "Kevin Harding", "email": "kevin.harding@altairltd.co.uk", "telephone": "+447350398302" }, "roles": [ "procuringEntity" ], "roleDetails": "Acting as Agent on behalf of the Contracting Authority", "details": { "url": "https://www.altairltd.co.uk" } } ], "buyer": { "id": "GB-MPR-21186r", "name": "Waltham Forest Housing Association" }, "tender": { "id": "WFHAPWRR001", "legalBasis": { "id": "2023/54", "scheme": "UKPGA", "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents" }, "title": "Waltham Forest Housing Association INVITATION TO TENDER FOR PLANNED WORKS AND RESPONSIVE REPAIRS WFHAPWRR001 ", "description": "Waltham Forest Housing Association (WFHA) is undertaking a competitive tender process to appoint a supplier to deliver their Planned and Responsive Maintenance Services.\nThis process is being managed by Altair Ltd on behalf of WFHA. Please note that this will conclude as WHFA contract and has no connection to Altair Ltd.\nThis ITT is provided on the same basis to all organisations. \nThe aim of this procurement process is to appoint one provider to deliver services outlined within Schedule 6 – Specification. \nThe anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000. \nPlease note that whilst this is an estimated contract value it is not in any way guaranteed. \nWaltham Forest Housing Association (WFHA) are looking for a Service Provider to deliver their planned works and responsive repairs service. \nWFHA is a small independent and not-for-profit Registered Provider (PR), providing social homes across the London Borough of Waltham Forest for over sixty years. WFHA currently owns 329 homes; 155 general needs, 152 sheltered housing and 21 supported housing for adults with learning disabilities. \nIn addition, WFHA owns a property used to house young homeless people and this is currently 1 leased to another provider. The Service Provider will be required to undertake any external and structural repairs and planned works on this property as part of this contract. Please note internal repairs are not in scope for this contract. \nA list of WFHA properties is outlined in Schedule 8. \nPlease note the full Schedule 8 is not included in the Invitation to Tender (ITT) Pack and will only be shared once Schedule 7 Property and Asset Confidentiality Agreement has been signed and returned by bidders. \nWFHA is a community focussed, values-based, tenant-centric organisation. The Service Provider will be required to embody these values and support WFHA in achieving its vision and values as part of the service delivered under this contract. \nWFHA’s Vision \nWFHA is working to deliver a future where everyone, in every community we serve, has a safe, affordable home and great life chances; in a society where they are valued and respected. \nWFHA’s Values \nWe RESPECT people and communities through our belief in equality, inclusion and the value of diversity. We believe we have more in common than things that separate us. \nWe EMPOWER people and communities by maximising strengths and opportunities and building resilience. \nWe are AMBITIOUS, constantly improving, delivering better value for money and striving to provide more homes and services. \nWe CARE about what we do, step up to take responsibility and are passionate about our social purpose and making a positive difference. \nWe are HONEST, act with integrity and are accountable to our tenants, our partners and each other. \nFurther information about WFHA’s service standard and commitments can be found in Appendix 1 - WFHA Service Standards and Commitment. \nContract Term \nThe contract duration shall be an initial period of three (3) years with the option of an extension of one (1) plus one (1) year making a total of maximum five years (5) with no further options to extend. \nAny renewal will be based on satisfactory performance and mutual agreement between both parties. \nContract Value \nThe anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000.  \n2. Service Scope and Outcome \nScope of Works \nThe scope of work shall include, but not be limited to, the following: \nGeneral responsive repairs \nVoid services \nCapital works \nElectrical - Planned Maintenance and Responsive Repairs \nCall centre (out of hours only) (Please note that WFHA staff manage call during hours)\nThe scope of work shall not include, but not be limited to, the following: \nSpecialist drainage works (responsive repairs) \nGas servicing and installations (responsive repairs and capital works) \nWFHA acknowledges that this contract is a long-term arrangement and understands that service needs and requirements may evolve over time. \nContract Outcome \nThe overall aim of the contract is to establish a positive working relationship between the Service Provider and WFHA, focused on delivering a high-quality service to tenants and tenant-centric outcomes. \nWFHA are committed to providing safe, good quality and well-maintained homes and the Service Provider must support WFHA in maintaining this commitment. WFHA seeks a Service Provider who will collaborate to deliver high-quality services to tenants and achieving the best outcomes for its tenants throughout the contract’s duration. \nTenant Satisfaction \nTenants’ opinions on their homes and services they receive are fundamental to WHFA strategic direction and operational delivery and the Service Provider is expected to support WFHA in achieving high levels of satisfaction in relation to the impact the Service Provider’s delivery and conduct has as part of this contract. \nIn line with the Government’s Tenant Satisfaction Measures, WFHA will be monitoring performance relevant to these areas under this contract: \nTP08: Agreement that the landlord treats residents fairly and with respect \nTP09: Satisfaction with the landlord’s approach to handling of complaints \nTP11: Satisfaction that the landlord makes a positive contribution to neighbourhoods \nWFHA is required to undertake Tenant Satisfaction Measures (TSMs) surveys in accordance with the Regulator of Social Housing’s Consumer Standard. The collection of TSMs data will be supported by the TSM survey and any other satisfaction surveys undertaken. WFHA will share any relevant information in regard to TP08, TP09 and TP11 with the Service Provider. The data collected will be used to identify areas of improvement and the Service Provider will be expected to work in collaboration with WFHA. \nWFHA staff will collect feedback from tenants regarding the quality of service provided during all interactions and this will be shared with the Service Provider to ensure that any failures in services levels are addressed or where they are exceeded it can be passed on to the relevant recipient. \nInformation about WHFA’s most recent TSM survey and tenant feedback can be found here: Tenant Satisfaction Survey 2023. \nThe Service Provider should be aware of and have regard to tenants’ opinions about their homes and services they receive in relation to this contract. \n3. Service Delivery: Onsite Conduct \nThe Service Provider shall ensure that all its operatives embody WFHA values and recognise their importance of support WFHA in achieving it vision to serve the community and value and respect their tenants. \nThe Service Provider’s team will be deemed as an extension to WFHA, and its reputation and tenant satisfaction is paramount. WFHA is a small housing association where the Service Provider is expected to be an extension of WHFA and become an integrated service to ensure that tenants feel safe and comfortable in their homes. \nSeveral of WFHA’s tenants have additional support requirements that the Service Provider will need to be attentive when onsite and communicating with tenants. WFHA requires the Service Provider to build good communication and engagement with tenants whilst onsite. \nWFHA expects all members of their staffing structure to have a good understanding of written and spoken English to enable them to read any instructions or converse with any staff or tenants. \nWFHA will not tolerate any rudeness, bad language or other inappropriate behaviour towards its tenants. If this is reported by a tenant or third party an investigation must be carried out by the Service Provider. If such a report results in a legitimate complaint the Service Provider shall liaise with WFHA and resolve any concerns to prevent repeated issues. \nAs a minimum standard DBS (Disclosure and Barring Service) checks will be required for all staff attending sites and records of these must be provided on an annual basis to WFHA. \n4. Service Delivery: Service Provider Identification \nIdentity Cards \nThe Service Provider must supply to all working personnel employed with an ID badge which must contain the following details, as a minimum: \nPhotograph of operative \nOperative’s name and trade \nService Provider’s name and logo \nID badges must be worn visibly and be ready for inspection by WFHA tenants and WHFA scheme staff if required. Failure to adhere to this requirement may result in tenants or WFHA scheme staff having the right to refuse or terminate services. WFHA will not pay for any refused or terminated service visits. It will be the Service Provider's responsibility to promptly rebook the site visit, ensuring that it does not affect the ongoing work being delivered. \nThe Service Provider must provide WFHA with a list of all operatives that will be working under the contract with their names, description and other information that can used to identify staff if any checks need to be made with WHFA for safeguarding purposes. A list of their training and trade qualifications will be required also where relevant. \nThe Service Provider must inform WFHA if there are any changes in staff allocated to the contract before they commence any work. \nThe Service Provider holds ultimate responsibility for the safety of all onsite employees, tenants, their belongings, visitors, and the immediate environment during any works or services delivered. \nThe Service Provider shall ensure that all floors and surfaces throughout any visit shall be adequately protected against", "status": "active", "items": [ { "id": "1", "additionalClassifications": [ { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" }, { "scheme": "CPV", "id": "45000000", "description": "Construction work" } ], "deliveryAddresses": [ { "region": "UK", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "1" } ], "value": { "amountGross": 4620000, "amount": 3850000, "currency": "GBP" }, "procurementMethod": "open", "procurementMethodDetails": "Below threshold - open competition", "mainProcurementCategory": "works", "aboveThreshold": false, "submissionMethodDetails": "https://www.mytenders.co.uk\nThe Tender MUST be received via WFHA’s agents e-tender portal 12 Noon on Wednesday 9th April 2025. Tenders that are not submitted by this deadline will be excluded. \nYou are strongly advised not to delay uploading your Tender submission. \nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA. \nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information. \nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses. ", "submissionTerms": { "electronicSubmissionPolicy": "allowed" }, "tenderPeriod": { "endDate": "2025-04-09T12:00:00+01:00" }, "enquiryPeriod": { "endDate": "2025-03-25T17:00:00+00:00" }, "lots": [ { "id": "1", "status": "active", "value": { "amountGross": 4620000, "amount": 3850000, "currency": "GBP" }, "awardCriteria": { "weightingDescription": "Technical and Quality Evaluation = 60% Weighting\nPrice = 40%\nThere are also additional mandatory certificates and declarations which must be completed to comply", "criteria": [ { "type": "quality", "name": "Technical Quality", "description": "The Compliance Check will check that each Tender Response: \ncomplies, includes a completed and signed Form of Tender and Certificate of non-collusion. Provided answers to all the questions in the Response Schedules; and Is made in the format, medium and quantity required. \nWhere a Tender is non-compliant or there is an obvious error in one or more areas, WFHA will determine whether to issue a clarification question in relation to the area(s) of non-compliance/error or to reject the Tender at this stage. WFHA reserves the right, at its sole discretion, not to carry out any further evaluation of that Bidder’s submissions where it concludes the Tender is non-compliant. \nFollowing the preliminary compliance review, WFHA will proceed to evaluate the Quality/Technical questions in, Schedule 3\nQuality Evaluation 60% \nIn response to the questions set out in Schedule 3, Bidders are required to provide detailed proposals for their performance of the Services/Works/Goods \nResponses shall be sufficiently detailed and (subject to approval by WFHA) the response to the questions in Schedule 3 will be incorporated into the Contract and will form part of the Supplier’s contractual commitment to WFHA. \nBidder’s evaluation scores will be based on the Bidder’s written Tender Submission only, clarified by the following methods: \nBy responses to clarification questions raised via the Portal \nBidders will not be able to address any omissions in their Tender Submission during any clarification process. \nEvaluation methodology \nMobilisation \n10% \nService Delivery \n35% \nCustomer Service \n30% \nContract Management and Working Relationships \n20% \nSocial Value \n5% \nTotal \n100% \nEvaluators will individually review and score Bidder’s Tender Submissions, scoring each answer to each question using the methodology below. Once completed the evaluation panel will conduct a ‘consensus scoring process’ where moderation of the scores awarded individually will take place. The moderation shall give regard to any variance in the scores between the evaluators. A consensus score will be agreed by the evaluators for each of the evaluation criteria below. \nThe total quality score % for each question will be calculated by using the final moderated score × weighting of the question = total question score. The total questions percentages scores will then be added to calculate the overall quality percentage score out of 100% then multiplied by the overall quality score percentage to generate the final total quality score. \nA minimum moderation scored requirement threshold of 3 (satisfactory) will be applied to each and every question. \nIf a Tender fails to meet the minimum requirement threshold on a moderated scored quality question, then the Tender will be rejected and not evaluated further. \nScoring Principles \n5 Excellent (fully meets the requirement). \nThe response fully meets what is expected for the criteria. Leaves no doubt as to the capability and commitment to deliver what is required. The response therefore shows: \nExcellent proposals demonstrated through relevant evidence; \nExtensive insight into the relevant issues. \n4 Good (limited minor issues) \nThe response broadly meets what is expected for the criteria. There are no significant areas of concern, although there may be limited minor issues that need further exploration or attention later in the procurement process. The response therefore shows: \nGood understanding of the requirements; \nSufficient competence demonstrated through relevant evidence; \nGood level of insight demonstrated into the relevant issues. \n3 Satisfactory (at least one significant issue or several smaller issues) \n[the minimum standard for each and every evaluated question] \nThe response meets most of the requirement but there is at least one significant issue of concern, or several smaller issues. These would require of some further clarification or attention later in the procurement process, and may arise through lack of demonstrated capability and/or appropriate evidence. The response therefore shows: \nBasic understanding of the requirements; \nSufficient competence demonstrated through relevant evidence; \nSome areas of concern that require attention. \n2 Poor (a number of significant concerns) \nThe response meets elements of the requirement but gives concern in a number of significant areas. There are reservations because of one or all of the following: \nThere is at least one significant issue needing considerable attention; \nProposals do not demonstrate competence or understanding; \nThe response is light and unconvincing. \n1 Very Poor (fails to meet requirement) \nThe response is significantly below what would be expected because of one or all of the following: \nThe response indicates a significant lack of understanding relating to the requirements; \nThe response fails to meet the requirement. \n0 No Response Provided" }, { "type": "price", "name": "Price", "description": "The Bidder’s Pricing Submission will be examined in order to detect any computational errors. Where an examination reveals an error or discrepancy between these prices and the overall Tender figure, the Bidder may be granted an opportunity to clarify their submission at the discretion of WFHA. \nAbnormally Low Tenders \nTenders will be reviewed to see if any appear to be abnormally low. Should WFHA consider a Tender abnormally low in price or value, and wish to reject the Tender on such grounds, it will first seek clarification, explanation and/or evidence from the Bidder to justify the Tender. Where applicable, the Bidder will also be asked to evidence that they are not practicing modern slavery (via a declaration). Where the Bidder is unable to prove, within a sufficient time limit such justification for the low price/value, WFHA reserve the right to reject the Tender. \nPrice Evaluation Methodology \nOnly those that have reached quality thresholds and have not been excluded as an abnormally low Tender will have the price element reviewed/evaluated. \nWHFA will be using the National Housing Federation - Version 7.1 Schedule of Rates (SoR) for Responsive Repairs and Voids as well as Planned Works. Works and Services under this contract will be priced accordingly with these rates and the proposed mark-up applied. \nThese will be fixed for the initial term of the contract and any agreed extensions. \nBidders are required to outline their percentage markup against those rates for the categories outlined below. \nBidders are required to complete the excel spreadsheet at Schedule 4. All required (yellow) cells must be completed with a value. If a Bidder submits an incomplete Pricing Schedule, the Tender may be rejected. \nPricing evaluation will be based on a total of all pricing elements as outlined below and in the evaluation methodology tab as outlined in Schedule 4. Please see Schedule 4 for a worked example. \nThe lowest bid will score the maximum percentage for each category outlined below: \nCategory \nWeighting % \nResponsive Repairs & Voids % Uplift \n35 \nPlanned Works % Uplift \n35 \nPlanned Works Project Management % Uplift \n25 \nYear One Only (Mobilisation) \n5 \nTotal \n100 \nPrice will be scored using the scoring methodology set out below for each category listed above. The percentage score will be calculated relationally against the lowest total price then weighted using the formula: \n(Lowest / Bidder’s) x percentage Weighting = Weighted relative price score. " }, { "type": "quality", "name": "Certificates and Declarations", "description": "The forms and certificates in Schedule 3 must be signed without qualification and will be evaluated on a Pass/Fail basis, with a Pass being a signed, unqualified return and a Fail being an unsigned or qualified return. Any resultant Fail response will result in the Bidder being excluded from the Procurement Process. \nNon-Collusion & Non-Canvassing Certificate \nAgreement to Terms \nSection \nForm of Tender \nDisclosure of Interest \nContact Details and Submission Declaration" } ] }, "selectionCriteria": { "criteria": [ { "description": "The Tender MUST be received via WFHA’s agents e-tender portal 12 Noon on Wednesday 9th April 2025. Tenders that are not submitted by this deadline will be excluded. \nYou are strongly advised not to delay uploading your Tender submission. \nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA. \nRequirement \nSchedule \nCompleted responses to the selection questions \nProvide responses to the Quality/Technical questions \nSigned and dated Form of Tender \nSigned and dated Non-Collusion Certificate \nSigned and dated Disclosure of Interest Certificate \nCompleted Pricing Response \nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information. \nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses. \nGeneral Tender Submission Guidance \nEach Tender submission must be submitted in accordance with these instructions. \nResponses must be submitted in English. \nBidders should answer all questions as accurately as possible using the format and page lengths where instructed as well as requests for other information. \nUse of diagrams is permitted only if requested, but inclusion will count as part of the page limit. Where a question is not relevant to the Bidder this should be indicated with an explanation (where applicable). \nIf a response exceeds the page limits, the first pages within the limit will be evaluated only. \nBidders must provide explicit and comprehensive Tender responses as these will be the single source of information on which the evaluation will be made. \nAny information submitted to WFHA in response to any question or requirement must be pertinent to that question or requirement. Any information not considered pertinent will not be considered by WFHA. \nAnswers to each question are self-contained and must not cross-refer to responses to other questions. \nIt is important that Tender responses to the questions in the ITT provide specific evidence of an ability to meet the requirement/s of the specification. \nDO NOT provide general organisational literature, marketing or promotional brochures and web-links as these will not be considered to be an appropriate response, nor will they be considered in the evaluation process and may prove detrimental to your Tender. \nVague or nebulous Tender responses or merely stating “to be considered” or “to be discussed” are not acceptable. If a Bidder cannot be specific in its Tender response relating to any particular matter, then the reason/s as to why a full response cannot be provided must be stated. \nWhere supporting documents are required, they must be clearly labelled and referenced to the question to which they relate to avoid any doubt in the evaluation process. \nBidders must upload their quality responses as individual word pdf documents. Submission must use the following file naming convention: CompanyName_WFHA_Questionnumber.pdf. For example, WalthamForestHousingAssociation_WFHA_Q1.pdf. Responses must be within the page limits using Arial font size 10 in A4 unless stated different. \nPlease do not top and tail your responses with letterheads, graphic, company logos etc and do not repeat the question at the start of your response this is not required. \nPlease do not use lengthy document titles when uploading your responses as this may affect the download process of the PostBox. Please do not ZIP your responses as again this may have an effect on the download process. \nPlease ensure you use the “Dispatch “function to finish the upload of your responses. Once all is dispatched to the system correctly you will receive a notification that this has been completed. Until you receive this email your upload is not completed \nAll unit rates and prices must be quoted in pounds sterling only excluding VAT. \nBidders must notify WFHA immediately of any change in the information submitted in its Selection Questionnaire or responses at any time during the procurement process. \nTender responses will be checked for completeness and compliance with the instructions before evaluation. WFHA reserves the right to refuse to consider a tender if the response is incomplete or is found to be inaccurate. \nWFHA reserves the right to require some or all Bidders to clarify and/or expand the answers contained in their Tender submissions, in writing. Requests for further information will be made in writing to Bidders via the Portal. Failure to respond promptly or adequately may result in the Bidder’s disqualification from the procurement process. \nIt is the Bidder’s responsibility to ensure that its tender is received by the stated deadline - failure to do so, will exclude your Tender submission from the process. \nNo unauthorised alterations or additions are to be made to the Form of Tender or any other component of the ITT.\nTenders must not be qualified or accompanied by statements which could be construed as rendering the Tender equivocal, conditional and/or placing it on a different footing from other Tenders. Only Tenders submitted without qualification strictly in accordance with the ITT (as issued or subsequently amended by WFHA) will be accepted for consideration. Qualified Tenders may be excluded from further consideration and bidders notified. \nUse of the Online Portal \nWFHA’s agents Altair Ltd on their behalf are utilising an electronic tendering Portal, “myTenders”, to manage this procurement process and to communicate with Bidders. \nAll responses to the tender must be submitted via the Portal. All interested Bidders should therefore register (for free) on the Portal to access documentation and communications and make their submission. \nDocuments in the Portal area may be updated from time to time and Bidders are advised to regularly access the Portal to see if new information or documents have been added. WHFA or it’s agent will not be responsible for Bidders not reviewing any new or amended documentation submitted. It is the Bidder's responsibility to ensure that they regularly access the system.\nAny requests for clarification relating to this exercise must be communicated using the secure messaging function on the Portal. Responses to requests for clarification will be communicated to all Bidders via the secure messaging function on the Portal. \nWhen uploading your response, please be aware of the speed of your Internet connection, your system configuration and general web traffic, all of which may impact on the time taken to complete the transaction. \nYou are advised to access the user guides and ‘help’ function within the system. WFHA will not accept any responsibility in respect of user errors. \nAny difficulties or problems with access to the Portal should be reported to myTenders via telephone or logging a ticket on their website. \nPhone: 0800 222 9006 \nwww.mytenders.co.uk \nIf issues with the Portal are likely to result in a late submission, they must be reported before the submission deadline to email: procurementaltair@altairltd.co.uk. This is not to be used for any other reason and all other communication must be via the Portal’s message function.\nClarifications \nAll requests for clarification or further information on the ITT or WFHA's Requirements must be made in accordance these instructions and via the Portal before the deadline. \nBidders, their agents, potential subcontractors and suppliers, must not contact WFHA or any of its officers, employees or advisers or any third party connected to WFHA or its advisers in relation to this procurement, outside the process outlined within this section, or elsewhere in this document, without the prior written permission of WFHA, requested via the Portal. \nIf a Bidder is unsure of the meaning of a question or anything in this ITT, then it is their responsibility to ask the Association to clarify in writing via the Portal message function before the deadline as defined within this document. \nAny requests for clarification received after the deadline will not be responded to. \nBidders must notify WFHA via the Portal promptly regarding any perceived ambiguity, inconsistency or omission in this ITT or any of its associated documents and/or any other information issued to them during the procurement process, and these will be responded to via the Portal. \nAny queries and requests for clarification which are not made through the Portal will not be answered. Any queries and requests for clarification submitted after the deadline for submission of clarification questions will not be answered. \nWFHA will endeavour to answer all clarifications as quickly as possible but cannot guarantee a minimum response time. \nPublished clarifications shall become part of the Tender and its evaluation, and any subsequent agreement between the Parties and should be treated as such by the Bidder. \nBidders should note that both requests for clarification and responses will be circulated to all Bidders. Any response will be communicated anonymously to all Bidders who have responded, have expressed an interest, or have shown an interest before the return date for submission of Tenders. \nWFHA also reserves the right to disseminate information that is materially relevant to all Bidders, even if the information has only been requested by one Bidder, subject to the duty to protect any Bidder’s commercial confidence in its responses. \nAny Bidder who directly or indirectly canvasses any member of WFHA or any of its officials or representatives concerning the Procurement Process or contract award may be disqualified. " } ] }, "suitability": { "sme": true }, "contractPeriod": { "startDate": "2025-07-01T00:00:00+01:00", "endDate": "2028-06-30T23:59:59+01:00", "maxExtentDate": "2030-06-30T23:59:59+01:00" }, "hasRenewal": true, "renewal": { "description": "Expectation is for after the initial 3 year term, that the extensions will be annual i.e. 3 year initial term + 1 year + 1 year. Extension will be at the discretion of the contracting authority and agreement with the supplier" } } ], "documents": [ { "id": "L-2", "documentType": "biddingDocuments", "description": "Appendix A - ITT Checklist - Checklist for all requirements for the ITT", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591879" }, { "id": "L-6", "documentType": "biddingDocuments", "description": "Invitation To Tender - The full tender details of the requirement", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591880" }, { "id": "L-8", "documentType": "biddingDocuments", "description": "ITT - Schedule 1 - PSQ Procurement Specific Questionnaire", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591921" }, { "id": "L-9", "documentType": "biddingDocuments", "description": "ITT Schedule 2 - Evaluation Methodology", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591925" }, { "id": "L-10", "documentType": "biddingDocuments", "description": "ITT Schedule 3 - Quality Questions - Response Schedule", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591926" }, { "id": "L-11", "documentType": "biddingDocuments", "description": "ITT Schedule 4 - Pricing Schedule", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591929" }, { "id": "L-12", "documentType": "biddingDocuments", "description": "ITT Schedule 5 - Contract Terms", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591930" }, { "id": "L-13", "documentType": "biddingDocuments", "description": "ITT Schedule 6 - Service Specification", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591931" }, { "id": "L-14", "documentType": "biddingDocuments", "description": "ITT Schedule 7 - Property Details Confidentiality", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591932" }, { "id": "L-15", "documentType": "biddingDocuments", "description": "ITT Schedule 8 - Property List", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591933" }, { "id": "008344-2025", "documentType": "tenderNotice", "noticeType": "UK4", "description": "Tender notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/008344-2025", "datePublished": "2025-03-07T13:04:14Z", "format": "text/html" } ] }, "language": "en", "extensions": [ "https://standard.open-contracting.org/profiles/eu/latest/en/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_amendment_rationale_classifications_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_budget_breakdown_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_contract_completion_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_documentation_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_pagination_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_suitability_extension/master/extension.json", "https://raw.githubusercontent.com/portaledcahn/ocds_Links_extension/main/extension.json", "https://raw.githubusercontent.com/cabinetoffice/ocds_uk_extension/main/extension.json" ] }, { "id": "012310-2025", "tag": [ "tenderUpdate" ], "date": "2025-04-01T15:08:03+01:00", "initiationType": "tender", "ocid": "ocds-h6vhtk-04ea82", "parties": [ { "name": "Waltham Forest Housing Association", "id": "GB-MPR-21186r", "identifier": { "scheme": "GB-MPR", "id": "21186r" }, "address": { "streetAddress": "31 Church Hill", "locality": "London", "postalCode": "E17 3RU", "country": "GB", "countryName": "United Kingdom", "region": "UKI53" }, "contactPoint": { "name": "Kevin Harding", "email": "procurementaltair@altairltd.co.uk", "telephone": "+447350398302" }, "roles": [ "buyer" ], "details": { "url": "https://wfha.org.uk/", "classifications": [ { "scheme": "UK_CA_TYPE", "id": "publicUndertaking", "description": "Public undertaking" } ] } }, { "name": "Altair Consultancy and Advisory Services Ltd", "id": "GB-COH-07463003", "identifier": { "scheme": "GB-COH", "id": "07463003" }, "address": { "streetAddress": "Tempus Wharf", "locality": "London", "postalCode": "SE16 4SA", "country": "GB", "countryName": "United Kingdom", "region": "UKI44" }, "contactPoint": { "name": "Kevin Harding", "email": "kevin.harding@altairltd.co.uk", "telephone": "+447350398302" }, "roles": [ "procuringEntity", "processContactPoint" ], "roleDetails": "Acting as Agent on behalf of the Contracting Authority", "details": { "url": "https://www.altairltd.co.uk" } } ], "buyer": { "id": "GB-MPR-21186r", "name": "Waltham Forest Housing Association" }, "tender": { "id": "WFHAPWRR001", "legalBasis": { "id": "2023/54", "scheme": "UKPGA", "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents" }, "title": "Waltham Forest Housing Association INVITATION TO TENDER FOR PLANNED WORKS AND RESPONSIVE REPAIRS WFHAPWRR001", "description": "Waltham Forest Housing Association (WFHA) is undertaking a competitive tender process to appoint a supplier to deliver their Planned and Responsive Maintenance Services.\nThis process is being managed by Altair Ltd on behalf of WFHA. Please note that this will conclude as WHFA contract and has no connection to Altair Ltd.\nThis ITT is provided on the same basis to all organisations.\nThe aim of this procurement process is to appoint one provider to deliver services outlined within Schedule 6 - Specification.\nThe anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000.\nPlease note that whilst this is an estimated contract value it is not in any way guaranteed.\nWaltham Forest Housing Association (WFHA) are looking for a Service Provider to deliver their planned works and responsive repairs service.\nWFHA is a small independent and not-for-profit Registered Provider (PR), providing social homes across the London Borough of Waltham Forest for over sixty years. WFHA currently owns 329 homes; 155 general needs, 152 sheltered housing and 21 supported housing for adults with learning disabilities.\nIn addition, WFHA owns a property used to house young homeless people and this is currently 1 leased to another provider. The Service Provider will be required to undertake any external and structural repairs and planned works on this property as part of this contract. Please note internal repairs are not in scope for this contract.\nA list of WFHA properties is outlined in Schedule 8.\nPlease note the full Schedule 8 is not included in the Invitation to Tender (ITT) Pack and will only be shared once Schedule 7 Property and Asset Confidentiality Agreement has been signed and returned by bidders.\nWFHA is a community focussed, values-based, tenant-centric organisation. The Service Provider will be required to embody these values and support WFHA in achieving its vision and values as part of the service delivered under this contract.\nWFHA's Vision\nWFHA is working to deliver a future where everyone, in every community we serve, has a safe, affordable home and great life chances; in a society where they are valued and respected.\nWFHA's Values\nWe RESPECT people and communities through our belief in equality, inclusion and the value of diversity. We believe we have more in common than things that separate us.\nWe EMPOWER people and communities by maximising strengths and opportunities and building resilience.\nWe are AMBITIOUS, constantly improving, delivering better value for money and striving to provide more homes and services.\nWe CARE about what we do, step up to take responsibility and are passionate about our social purpose and making a positive difference.\nWe are HONEST, act with integrity and are accountable to our tenants, our partners and each other.\nFurther information about WFHA's service standard and commitments can be found in Appendix 1 - WFHA Service Standards and Commitment.\nContract Term\nThe contract duration shall be an initial period of three (3) years with the option of an extension of one (1) plus one (1) year making a total of maximum five years (5) with no further options to extend.\nAny renewal will be based on satisfactory performance and mutual agreement between both parties.\nContract Value\nThe anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000. \n2. Service Scope and Outcome\nScope of Works\nThe scope of work shall include, but not be limited to, the following:\nGeneral responsive repairs\nVoid services\nCapital works\nElectrical - Planned Maintenance and Responsive Repairs\nCall centre (out of hours only) (Please note that WFHA staff manage call during hours)\nThe scope of work shall not include, but not be limited to, the following:\nSpecialist drainage works (responsive repairs)\nGas servicing and installations (responsive repairs and capital works)\nWFHA acknowledges that this contract is a long-term arrangement and understands that service needs and requirements may evolve over time.\nContract Outcome\nThe overall aim of the contract is to establish a positive working relationship between the Service Provider and WFHA, focused on delivering a high-quality service to tenants and tenant-centric outcomes.\nWFHA are committed to providing safe, good quality and well-maintained homes and the Service Provider must support WFHA in maintaining this commitment. WFHA seeks a Service Provider who will collaborate to deliver high-quality services to tenants and achieving the best outcomes for its tenants throughout the contract's duration.\nTenant Satisfaction\nTenants' opinions on their homes and services they receive are fundamental to WHFA strategic direction and operational delivery and the Service Provider is expected to support WFHA in achieving high levels of satisfaction in relation to the impact the Service Provider's delivery and conduct has as part of this contract.\nIn line with the Government's Tenant Satisfaction Measures, WFHA will be monitoring performance relevant to these areas under this contract:\nTP08: Agreement that the landlord treats residents fairly and with respect\nTP09: Satisfaction with the landlord's approach to handling of complaints\nTP11: Satisfaction that the landlord makes a positive contribution to neighbourhoods\nWFHA is required to undertake Tenant Satisfaction Measures (TSMs) surveys in accordance with the Regulator of Social Housing's Consumer Standard. The collection of TSMs data will be supported by the TSM survey and any other satisfaction surveys undertaken. WFHA will share any relevant information in regard to TP08, TP09 and TP11 with the Service Provider. The data collected will be used to identify areas of improvement and the Service Provider will be expected to work in collaboration with WFHA.\nWFHA staff will collect feedback from tenants regarding the quality of service provided during all interactions and this will be shared with the Service Provider to ensure that any failures in services levels are addressed or where they are exceeded it can be passed on to the relevant recipient.\nInformation about WHFA's most recent TSM survey and tenant feedback can be found here: Tenant Satisfaction Survey 2023.\nThe Service Provider should be aware of and have regard to tenants' opinions about their homes and services they receive in relation to this contract.\n3. Service Delivery: Onsite Conduct\nThe Service Provider shall ensure that all its operatives embody WFHA values and recognise their importance of support WFHA in achieving it vision to serve the community and value and respect their tenants.\nThe Service Provider's team will be deemed as an extension to WFHA, and its reputation and tenant satisfaction is paramount. WFHA is a small housing association where the Service Provider is expected to be an extension of WHFA and become an integrated service to ensure that tenants feel safe and comfortable in their homes.\nSeveral of WFHA's tenants have additional support requirements that the Service Provider will need to be attentive when onsite and communicating with tenants. WFHA requires the Service Provider to build good communication and engagement with tenants whilst onsite.\nWFHA expects all members of their staffing structure to have a good understanding of written and spoken English to enable them to read any instructions or converse with any staff or tenants.\nWFHA will not tolerate any rudeness, bad language or other inappropriate behaviour towards its tenants. If this is reported by a tenant or third party an investigation must be carried out by the Service Provider. If such a report results in a legitimate complaint the Service Provider shall liaise with WFHA and resolve any concerns to prevent repeated issues.\nAs a minimum standard DBS (Disclosure and Barring Service) checks will be required for all staff attending sites and records of these must be provided on an annual basis to WFHA.\n4. Service Delivery: Service Provider Identification\nIdentity Cards\nThe Service Provider must supply to all working personnel employed with an ID badge which must contain the following details, as a minimum:\nPhotograph of operative\nOperative's name and trade\nService Provider's name and logo\nID badges must be worn visibly and be ready for inspection by WFHA tenants and WHFA scheme staff if required. Failure to adhere to this requirement may result in tenants or WFHA scheme staff having the right to refuse or terminate services. WFHA will not pay for any refused or terminated service visits. It will be the Service Provider's responsibility to promptly rebook the site visit, ensuring that it does not affect the ongoing work being delivered.\nThe Service Provider must provide WFHA with a list of all operatives that will be working under the contract with their names, description and other information that can used to identify staff if any checks need to be made with WHFA for safeguarding purposes. A list of their training and trade qualifications will be required also where relevant.\nThe Service Provider must inform WFHA if there are any changes in staff allocated to the contract before they commence any work.\nThe Service Provider holds ultimate responsibility for the safety of all onsite employees, tenants, their belongings, visitors, and the immediate environment during any works or services delivered.\nThe Service Provider shall ensure that all floors and surfaces throughout any visit shall be adequately protected against", "status": "active", "items": [ { "id": "1", "additionalClassifications": [ { "scheme": "CPV", "id": "45000000", "description": "Construction work" }, { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ], "deliveryAddresses": [ { "region": "UK", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "1" } ], "value": { "amountGross": 4620000, "amount": 3850000, "currency": "GBP" }, "procurementMethod": "open", "procurementMethodDetails": "Below threshold - open competition", "mainProcurementCategory": "works", "aboveThreshold": false, "submissionMethodDetails": "https://www.mytenders.co.uk\nThe Tender MUST be received via WFHA's agents e-tender portal 12 Noon on Wednesday 17th April 2025. Tenders that are not submitted by this deadline will be excluded.\nYou are strongly advised not to delay uploading your Tender submission.\nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA.\nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information.\nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses.", "submissionTerms": { "electronicSubmissionPolicy": "allowed" }, "tenderPeriod": { "endDate": "2025-04-17T12:00:00+01:00" }, "enquiryPeriod": { "endDate": "2025-04-04T17:00:00+01:00" }, "lots": [ { "id": "1", "status": "active", "value": { "amountGross": 4620000, "amount": 3850000, "currency": "GBP" }, "awardCriteria": { "weightingDescription": "Technical and Quality Evaluation = 60% Weighting\nPrice = 40%\nThere are also additional mandatory certificates and declarations which must be completed to comply", "criteria": [ { "type": "quality", "name": "Technical Quality", "description": "The Compliance Check will check that each Tender Response:\ncomplies, includes a completed and signed Form of Tender and Certificate of non-collusion. Provided answers to all the questions in the Response Schedules; and Is made in the format, medium and quantity required.\nWhere a Tender is non-compliant or there is an obvious error in one or more areas, WFHA will determine whether to issue a clarification question in relation to the area(s) of non-compliance/error or to reject the Tender at this stage. WFHA reserves the right, at its sole discretion, not to carry out any further evaluation of that Bidder's submissions where it concludes the Tender is non-compliant.\nFollowing the preliminary compliance review, WFHA will proceed to evaluate the Quality/Technical questions in, Schedule 3\nQuality Evaluation 60%\nIn response to the questions set out in Schedule 3, Bidders are required to provide detailed proposals for their performance of the Services/Works/Goods\nResponses shall be sufficiently detailed and (subject to approval by WFHA) the response to the questions in Schedule 3 will be incorporated into the Contract and will form part of the Supplier's contractual commitment to WFHA.\nBidder's evaluation scores will be based on the Bidder's written Tender Submission only, clarified by the following methods:\nBy responses to clarification questions raised via the Portal\nBidders will not be able to address any omissions in their Tender Submission during any clarification process.\nEvaluation methodology\nMobilisation\n10%\nService Delivery\n35%\nCustomer Service\n30%\nContract Management and Working Relationships\n20%\nSocial Value\n5%\nTotal\n100%\nEvaluators will individually review and score Bidder's Tender Submissions, scoring each answer to each question using the methodology below. Once completed the evaluation panel will conduct a 'consensus scoring process' where moderation of the scores awarded individually will take place. The moderation shall give regard to any variance in the scores between the evaluators. A consensus score will be agreed by the evaluators for each of the evaluation criteria below.\nThe total quality score % for each question will be calculated by using the final moderated score × weighting of the question = total question score. The total questions percentages scores will then be added to calculate the overall quality percentage score out of 100% then multiplied by the overall quality score percentage to generate the final total quality score.\nA minimum moderation scored requirement threshold of 3 (satisfactory) will be applied to each and every question.\nIf a Tender fails to meet the minimum requirement threshold on a moderated scored quality question, then the Tender will be rejected and not evaluated further.\nScoring Principles\n5 Excellent (fully meets the requirement).\nThe response fully meets what is expected for the criteria. Leaves no doubt as to the capability and commitment to deliver what is required. The response therefore shows:\nExcellent proposals demonstrated through relevant evidence;\nExtensive insight into the relevant issues.\n4 Good (limited minor issues)\nThe response broadly meets what is expected for the criteria. There are no significant areas of concern, although there may be limited minor issues that need further exploration or attention later in the procurement process. The response therefore shows:\nGood understanding of the requirements;\nSufficient competence demonstrated through relevant evidence;\nGood level of insight demonstrated into the relevant issues.\n3 Satisfactory (at least one significant issue or several smaller issues)\n[the minimum standard for each and every evaluated question]\nThe response meets most of the requirement but there is at least one significant issue of concern, or several smaller issues. These would require of some further clarification or attention later in the procurement process, and may arise through lack of demonstrated capability and/or appropriate evidence. The response therefore shows:\nBasic understanding of the requirements;\nSufficient competence demonstrated through relevant evidence;\nSome areas of concern that require attention.\n2 Poor (a number of significant concerns)\nThe response meets elements of the requirement but gives concern in a number of significant areas. There are reservations because of one or all of the following:\nThere is at least one significant issue needing considerable attention;\nProposals do not demonstrate competence or understanding;\nThe response is light and unconvincing.\n1 Very Poor (fails to meet requirement)\nThe response is significantly below what would be expected because of one or all of the following:\nThe response indicates a significant lack of understanding relating to the requirements;\nThe response fails to meet the requirement.\n0 No Response Provided" }, { "type": "price", "name": "Price", "description": "The Bidder's Pricing Submission will be examined in order to detect any computational errors. Where an examination reveals an error or discrepancy between these prices and the overall Tender figure, the Bidder may be granted an opportunity to clarify their submission at the discretion of WFHA.\nAbnormally Low Tenders\nTenders will be reviewed to see if any appear to be abnormally low. Should WFHA consider a Tender abnormally low in price or value, and wish to reject the Tender on such grounds, it will first seek clarification, explanation and/or evidence from the Bidder to justify the Tender. Where applicable, the Bidder will also be asked to evidence that they are not practicing modern slavery (via a declaration). Where the Bidder is unable to prove, within a sufficient time limit such justification for the low price/value, WFHA reserve the right to reject the Tender.\nPrice Evaluation Methodology\nOnly those that have reached quality thresholds and have not been excluded as an abnormally low Tender will have the price element reviewed/evaluated.\nWHFA will be using the National Housing Federation - Version 7.1 Schedule of Rates (SoR) for Responsive Repairs and Voids as well as Planned Works. Works and Services under this contract will be priced accordingly with these rates and the proposed mark-up applied.\nThese will be fixed for the initial term of the contract and any agreed extensions.\nBidders are required to outline their percentage markup against those rates for the categories outlined below.\nBidders are required to complete the excel spreadsheet at Schedule 4. All required (yellow) cells must be completed with a value. If a Bidder submits an incomplete Pricing Schedule, the Tender may be rejected.\nPricing evaluation will be based on a total of all pricing elements as outlined below and in the evaluation methodology tab as outlined in Schedule 4. Please see Schedule 4 for a worked example.\nThe lowest bid will score the maximum percentage for each category outlined below:\nCategory\nWeighting %\nResponsive Repairs & Voids % Uplift\n35\nPlanned Works % Uplift\n35\nPlanned Works Project Management % Uplift\n25\nYear One Only (Mobilisation)\n5\nTotal\n100\nPrice will be scored using the scoring methodology set out below for each category listed above. The percentage score will be calculated relationally against the lowest total price then weighted using the formula:\n(Lowest / Bidder's) x percentage Weighting = Weighted relative price score." }, { "type": "quality", "name": "Certificates and Declarations", "description": "The forms and certificates in Schedule 3 must be signed without qualification and will be evaluated on a Pass/Fail basis, with a Pass being a signed, unqualified return and a Fail being an unsigned or qualified return. Any resultant Fail response will result in the Bidder being excluded from the Procurement Process.\nNon-Collusion & Non-Canvassing Certificate\nAgreement to Terms\nSection\nForm of Tender\nDisclosure of Interest\nContact Details and Submission Declaration" } ] }, "selectionCriteria": { "criteria": [ { "description": "The Tender MUST be received via WFHA's agents e-tender portal 12 Noon on Wednesday 9th April 2025. Tenders that are not submitted by this deadline will be excluded.\nYou are strongly advised not to delay uploading your Tender submission.\nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA.\nRequirement\nSchedule\nCompleted responses to the selection questions\nProvide responses to the Quality/Technical questions\nSigned and dated Form of Tender\nSigned and dated Non-Collusion Certificate\nSigned and dated Disclosure of Interest Certificate\nCompleted Pricing Response\nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information.\nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses.\nGeneral Tender Submission Guidance\nEach Tender submission must be submitted in accordance with these instructions.\nResponses must be submitted in English.\nBidders should answer all questions as accurately as possible using the format and page lengths where instructed as well as requests for other information.\nUse of diagrams is permitted only if requested, but inclusion will count as part of the page limit. Where a question is not relevant to the Bidder this should be indicated with an explanation (where applicable).\nIf a response exceeds the page limits, the first pages within the limit will be evaluated only.\nBidders must provide explicit and comprehensive Tender responses as these will be the single source of information on which the evaluation will be made.\nAny information submitted to WFHA in response to any question or requirement must be pertinent to that question or requirement. Any information not considered pertinent will not be considered by WFHA.\nAnswers to each question are self-contained and must not cross-refer to responses to other questions.\nIt is important that Tender responses to the questions in the ITT provide specific evidence of an ability to meet the requirement/s of the specification.\nDO NOT provide general organisational literature, marketing or promotional brochures and web-links as these will not be considered to be an appropriate response, nor will they be considered in the evaluation process and may prove detrimental to your Tender.\nVague or nebulous Tender responses or merely stating \"to be considered\" or \"to be discussed\" are not acceptable. If a Bidder cannot be specific in its Tender response relating to any particular matter, then the reason/s as to why a full response cannot be provided must be stated.\nWhere supporting documents are required, they must be clearly labelled and referenced to the question to which they relate to avoid any doubt in the evaluation process.\nBidders must upload their quality responses as individual word pdf documents. Submission must use the following file naming convention: CompanyName_WFHA_Questionnumber.pdf. For example, WalthamForestHousingAssociation_WFHA_Q1.pdf. Responses must be within the page limits using Arial font size 10 in A4 unless stated different.\nPlease do not top and tail your responses with letterheads, graphic, company logos etc and do not repeat the question at the start of your response this is not required.\nPlease do not use lengthy document titles when uploading your responses as this may affect the download process of the PostBox. Please do not ZIP your responses as again this may have an effect on the download process.\nPlease ensure you use the \"Dispatch \"function to finish the upload of your responses. Once all is dispatched to the system correctly you will receive a notification that this has been completed. Until you receive this email your upload is not completed\nAll unit rates and prices must be quoted in pounds sterling only excluding VAT.\nBidders must notify WFHA immediately of any change in the information submitted in its Selection Questionnaire or responses at any time during the procurement process.\nTender responses will be checked for completeness and compliance with the instructions before evaluation. WFHA reserves the right to refuse to consider a tender if the response is incomplete or is found to be inaccurate.\nWFHA reserves the right to require some or all Bidders to clarify and/or expand the answers contained in their Tender submissions, in writing. Requests for further information will be made in writing to Bidders via the Portal. Failure to respond promptly or adequately may result in the Bidder's disqualification from the procurement process.\nIt is the Bidder's responsibility to ensure that its tender is received by the stated deadline - failure to do so, will exclude your Tender submission from the process.\nNo unauthorised alterations or additions are to be made to the Form of Tender or any other component of the ITT.\nTenders must not be qualified or accompanied by statements which could be construed as rendering the Tender equivocal, conditional and/or placing it on a different footing from other Tenders. Only Tenders submitted without qualification strictly in accordance with the ITT (as issued or subsequently amended by WFHA) will be accepted for consideration. Qualified Tenders may be excluded from further consideration and bidders notified.\nUse of the Online Portal\nWFHA's agents Altair Ltd on their behalf are utilising an electronic tendering Portal, \"myTenders\", to manage this procurement process and to communicate with Bidders.\nAll responses to the tender must be submitted via the Portal. All interested Bidders should therefore register (for free) on the Portal to access documentation and communications and make their submission.\nDocuments in the Portal area may be updated from time to time and Bidders are advised to regularly access the Portal to see if new information or documents have been added. WHFA or it's agent will not be responsible for Bidders not reviewing any new or amended documentation submitted. It is the Bidder's responsibility to ensure that they regularly access the system.\nAny requests for clarification relating to this exercise must be communicated using the secure messaging function on the Portal. Responses to requests for clarification will be communicated to all Bidders via the secure messaging function on the Portal.\nWhen uploading your response, please be aware of the speed of your Internet connection, your system configuration and general web traffic, all of which may impact on the time taken to complete the transaction.\nYou are advised to access the user guides and 'help' function within the system. WFHA will not accept any responsibility in respect of user errors.\nAny difficulties or problems with access to the Portal should be reported to myTenders via telephone or logging a ticket on their website.\nPhone: 0800 222 9006\nwww.mytenders.co.uk\nIf issues with the Portal are likely to result in a late submission, they must be reported before the submission deadline to email: procurementaltair@altairltd.co.uk. This is not to be used for any other reason and all other communication must be via the Portal's message function.\nClarifications\nAll requests for clarification or further information on the ITT or WFHA's Requirements must be made in accordance these instructions and via the Portal before the deadline.\nBidders, their agents, potential subcontractors and suppliers, must not contact WFHA or any of its officers, employees or advisers or any third party connected to WFHA or its advisers in relation to this procurement, outside the process outlined within this section, or elsewhere in this document, without the prior written permission of WFHA, requested via the Portal.\nIf a Bidder is unsure of the meaning of a question or anything in this ITT, then it is their responsibility to ask the Association to clarify in writing via the Portal message function before the deadline as defined within this document.\nAny requests for clarification received after the deadline will not be responded to.\nBidders must notify WFHA via the Portal promptly regarding any perceived ambiguity, inconsistency or omission in this ITT or any of its associated documents and/or any other information issued to them during the procurement process, and these will be responded to via the Portal.\nAny queries and requests for clarification which are not made through the Portal will not be answered. Any queries and requests for clarification submitted after the deadline for submission of clarification questions will not be answered.\nWFHA will endeavour to answer all clarifications as quickly as possible but cannot guarantee a minimum response time.\nPublished clarifications shall become part of the Tender and its evaluation, and any subsequent agreement between the Parties and should be treated as such by the Bidder.\nBidders should note that both requests for clarification and responses will be circulated to all Bidders. Any response will be communicated anonymously to all Bidders who have responded, have expressed an interest, or have shown an interest before the return date for submission of Tenders.\nWFHA also reserves the right to disseminate information that is materially relevant to all Bidders, even if the information has only been requested by one Bidder, subject to the duty to protect any Bidder's commercial confidence in its responses.\nAny Bidder who directly or indirectly canvasses any member of WFHA or any of its officials or representatives concerning the Procurement Process or contract award may be disqualified." } ] }, "suitability": { "sme": true }, "contractPeriod": { "startDate": "2025-07-01T00:00:00+01:00", "endDate": "2028-06-30T23:59:59+01:00", "maxExtentDate": "2030-06-30T23:59:59+01:00" }, "hasRenewal": true, "renewal": { "description": "Expectation is for after the initial 3 year term, that the extensions will be annual i.e. 3 year initial term + 1 year + 1 year. Extension will be at the discretion of the contracting authority and agreement with the supplier" } } ], "documents": [ { "id": "L-1", "documentType": "biddingDocuments", "description": "Appendix A - ITT Checklist - Checklist for all requirements for the ITT", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591879" }, { "id": "L-2", "documentType": "biddingDocuments", "description": "Invitation To Tender - The full tender details of the requirement", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591880" }, { "id": "L-3", "documentType": "biddingDocuments", "description": "ITT - Schedule 1 - PSQ Procurement Specific Questionnaire", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591921" }, { "id": "L-4", "documentType": "biddingDocuments", "description": "ITT Schedule 2 - Evaluation Methodology", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591925" }, { "id": "L-5", "documentType": "biddingDocuments", "description": "ITT Schedule 3 - Quality Questions - Response Schedule", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591926" }, { "id": "L-6", "documentType": "biddingDocuments", "description": "ITT Schedule 4 - Pricing Schedule", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591929" }, { "id": "L-7", "documentType": "biddingDocuments", "description": "ITT Schedule 5 - Contract Terms", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591930" }, { "id": "L-8", "documentType": "biddingDocuments", "description": "ITT Schedule 6 - Service Specification", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591931" }, { "id": "L-9", "documentType": "biddingDocuments", "description": "ITT Schedule 7 - Property Details Confidentiality", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591932" }, { "id": "L-10", "documentType": "biddingDocuments", "description": "ITT Schedule 8 - Property List", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591933" }, { "id": "012310-2025", "documentType": "tenderNotice", "noticeType": "UK4", "description": "Tender notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/012310-2025", "datePublished": "2025-04-01T15:08:03+01:00", "format": "text/html" } ], "amendments": [ { "description": "Due to additional information and inconsistency in the Version of the SOR on the pricing schedule. To ensure transparency and fairness, the deadline has been extended to 1200 hours 17th of April 2025 and Clarifications extended to 1700 hours 4th April 2025.", "id": "012310-2025" } ] }, "language": "en", "extensions": [ "https://standard.open-contracting.org/profiles/eu/latest/en/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_amendment_rationale_classifications_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_budget_breakdown_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_contract_completion_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_documentation_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_pagination_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_suitability_extension/master/extension.json", "https://raw.githubusercontent.com/portaledcahn/ocds_Links_extension/main/extension.json", "https://raw.githubusercontent.com/cabinetoffice/ocds_uk_extension/main/extension.json" ] }, { "id": "014083-2025", "tag": [ "tenderUpdate" ], "date": "2025-04-09T16:21:12+01:00", "initiationType": "tender", "ocid": "ocds-h6vhtk-04ea82", "parties": [ { "name": "Waltham Forest Housing Association", "id": "GB-MPR-21186r", "identifier": { "scheme": "GB-MPR", "id": "21186r" }, "address": { "streetAddress": "31 Church Hill", "locality": "London", "postalCode": "E17 3RU", "country": "GB", "countryName": "United Kingdom", "region": "UKI53" }, "contactPoint": { "name": "Kevin Harding", "email": "procurementaltair@altairltd.co.uk", "telephone": "+447350398302" }, "roles": [ "buyer" ], "details": { "url": "https://wfha.org.uk/", "classifications": [ { "scheme": "UK_CA_TYPE", "id": "publicUndertaking", "description": "Public undertaking" } ] } }, { "name": "Altair Consultancy and Advisory Services Ltd", "id": "GB-COH-07463003", "identifier": { "scheme": "GB-COH", "id": "07463003" }, "address": { "streetAddress": "Tempus Wharf", "locality": "London", "postalCode": "SE16 4SA", "country": "GB", "countryName": "United Kingdom", "region": "UKI44" }, "contactPoint": { "name": "Kevin Harding", "email": "kevin.harding@altairltd.co.uk", "telephone": "+447350398302" }, "roles": [ "procuringEntity", "processContactPoint" ], "roleDetails": "Acting as Agent on behalf of the Contracting Authority", "details": { "url": "https://www.altairltd.co.uk" } } ], "buyer": { "id": "GB-MPR-21186r", "name": "Waltham Forest Housing Association" }, "tender": { "id": "WFHAPWRR001", "legalBasis": { "id": "2023/54", "scheme": "UKPGA", "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents" }, "title": "Waltham Forest Housing Association INVITATION TO TENDER FOR PLANNED WORKS AND RESPONSIVE REPAIRS WFHAPWRR001", "description": "Waltham Forest Housing Association (WFHA) is undertaking a competitive tender process to appoint a supplier to deliver their Planned and Responsive Maintenance Services.\nThis process is being managed by Altair Ltd on behalf of WFHA. Please note that this will conclude as WHFA contract and has no connection to Altair Ltd.\nThis ITT is provided on the same basis to all organisations.\nThe aim of this procurement process is to appoint one provider to deliver services outlined within Schedule 6 - Specification.\nThe anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000.\nPlease note that whilst this is an estimated contract value it is not in any way guaranteed.\nWaltham Forest Housing Association (WFHA) are looking for a Service Provider to deliver their planned works and responsive repairs service.\nWFHA is a small independent and not-for-profit Registered Provider (PR), providing social homes across the London Borough of Waltham Forest for over sixty years. WFHA currently owns 329 homes; 155 general needs, 152 sheltered housing and 21 supported housing for adults with learning disabilities.\nIn addition, WFHA owns a property used to house young homeless people and this is currently 1 leased to another provider. The Service Provider will be required to undertake any external and structural repairs and planned works on this property as part of this contract. Please note internal repairs are not in scope for this contract.\nA list of WFHA properties is outlined in Schedule 8.\nPlease note the full Schedule 8 is not included in the Invitation to Tender (ITT) Pack and will only be shared once Schedule 7 Property and Asset Confidentiality Agreement has been signed and returned by bidders.\nWFHA is a community focussed, values-based, tenant-centric organisation. The Service Provider will be required to embody these values and support WFHA in achieving its vision and values as part of the service delivered under this contract.\nWFHA's Vision\nWFHA is working to deliver a future where everyone, in every community we serve, has a safe, affordable home and great life chances; in a society where they are valued and respected.\nWFHA's Values\nWe RESPECT people and communities through our belief in equality, inclusion and the value of diversity. We believe we have more in common than things that separate us.\nWe EMPOWER people and communities by maximising strengths and opportunities and building resilience.\nWe are AMBITIOUS, constantly improving, delivering better value for money and striving to provide more homes and services.\nWe CARE about what we do, step up to take responsibility and are passionate about our social purpose and making a positive difference.\nWe are HONEST, act with integrity and are accountable to our tenants, our partners and each other.\nFurther information about WFHA's service standard and commitments can be found in Appendix 1 - WFHA Service Standards and Commitment.\nContract Term\nThe contract duration shall be an initial period of three (3) years with the option of an extension of one (1) plus one (1) year making a total of maximum five years (5) with no further options to extend.\nAny renewal will be based on satisfactory performance and mutual agreement between both parties.\nContract Value\nThe anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000. \n2. Service Scope and Outcome\nScope of Works\nThe scope of work shall include, but not be limited to, the following:\nGeneral responsive repairs\nVoid services\nCapital works\nElectrical - Planned Maintenance and Responsive Repairs\nCall centre (out of hours only) (Please note that WFHA staff manage call during hours)\nThe scope of work shall not include, but not be limited to, the following:\nSpecialist drainage works (responsive repairs)\nGas servicing and installations (responsive repairs and capital works)\nWFHA acknowledges that this contract is a long-term arrangement and understands that service needs and requirements may evolve over time.\nContract Outcome\nThe overall aim of the contract is to establish a positive working relationship between the Service Provider and WFHA, focused on delivering a high-quality service to tenants and tenant-centric outcomes.\nWFHA are committed to providing safe, good quality and well-maintained homes and the Service Provider must support WFHA in maintaining this commitment. WFHA seeks a Service Provider who will collaborate to deliver high-quality services to tenants and achieving the best outcomes for its tenants throughout the contract's duration.\nTenant Satisfaction\nTenants' opinions on their homes and services they receive are fundamental to WHFA strategic direction and operational delivery and the Service Provider is expected to support WFHA in achieving high levels of satisfaction in relation to the impact the Service Provider's delivery and conduct has as part of this contract.\nIn line with the Government's Tenant Satisfaction Measures, WFHA will be monitoring performance relevant to these areas under this contract:\nTP08: Agreement that the landlord treats residents fairly and with respect\nTP09: Satisfaction with the landlord's approach to handling of complaints\nTP11: Satisfaction that the landlord makes a positive contribution to neighbourhoods\nWFHA is required to undertake Tenant Satisfaction Measures (TSMs) surveys in accordance with the Regulator of Social Housing's Consumer Standard. The collection of TSMs data will be supported by the TSM survey and any other satisfaction surveys undertaken. WFHA will share any relevant information in regard to TP08, TP09 and TP11 with the Service Provider. The data collected will be used to identify areas of improvement and the Service Provider will be expected to work in collaboration with WFHA.\nWFHA staff will collect feedback from tenants regarding the quality of service provided during all interactions and this will be shared with the Service Provider to ensure that any failures in services levels are addressed or where they are exceeded it can be passed on to the relevant recipient.\nInformation about WHFA's most recent TSM survey and tenant feedback can be found here: Tenant Satisfaction Survey 2023.\nThe Service Provider should be aware of and have regard to tenants' opinions about their homes and services they receive in relation to this contract.\n3. Service Delivery: Onsite Conduct\nThe Service Provider shall ensure that all its operatives embody WFHA values and recognise their importance of support WFHA in achieving it vision to serve the community and value and respect their tenants.\nThe Service Provider's team will be deemed as an extension to WFHA, and its reputation and tenant satisfaction is paramount. WFHA is a small housing association where the Service Provider is expected to be an extension of WHFA and become an integrated service to ensure that tenants feel safe and comfortable in their homes.\nSeveral of WFHA's tenants have additional support requirements that the Service Provider will need to be attentive when onsite and communicating with tenants. WFHA requires the Service Provider to build good communication and engagement with tenants whilst onsite.\nWFHA expects all members of their staffing structure to have a good understanding of written and spoken English to enable them to read any instructions or converse with any staff or tenants.\nWFHA will not tolerate any rudeness, bad language or other inappropriate behaviour towards its tenants. If this is reported by a tenant or third party an investigation must be carried out by the Service Provider. If such a report results in a legitimate complaint the Service Provider shall liaise with WFHA and resolve any concerns to prevent repeated issues.\nAs a minimum standard DBS (Disclosure and Barring Service) checks will be required for all staff attending sites and records of these must be provided on an annual basis to WFHA.\n4. Service Delivery: Service Provider Identification\nIdentity Cards\nThe Service Provider must supply to all working personnel employed with an ID badge which must contain the following details, as a minimum:\nPhotograph of operative\nOperative's name and trade\nService Provider's name and logo\nID badges must be worn visibly and be ready for inspection by WFHA tenants and WHFA scheme staff if required. Failure to adhere to this requirement may result in tenants or WFHA scheme staff having the right to refuse or terminate services. WFHA will not pay for any refused or terminated service visits. It will be the Service Provider's responsibility to promptly rebook the site visit, ensuring that it does not affect the ongoing work being delivered.\nThe Service Provider must provide WFHA with a list of all operatives that will be working under the contract with their names, description and other information that can used to identify staff if any checks need to be made with WHFA for safeguarding purposes. A list of their training and trade qualifications will be required also where relevant.\nThe Service Provider must inform WFHA if there are any changes in staff allocated to the contract before they commence any work.\nThe Service Provider holds ultimate responsibility for the safety of all onsite employees, tenants, their belongings, visitors, and the immediate environment during any works or services delivered.\nThe Service Provider shall ensure that all floors and surfaces throughout any visit shall be adequately protected against", "status": "active", "items": [ { "id": "1", "additionalClassifications": [ { "scheme": "CPV", "id": "45000000", "description": "Construction work" }, { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ], "deliveryAddresses": [ { "region": "UK", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "1" } ], "value": { "amountGross": 4620000, "amount": 3850000, "currency": "GBP" }, "procurementMethod": "open", "procurementMethodDetails": "Below threshold - open competition", "mainProcurementCategory": "works", "aboveThreshold": false, "submissionMethodDetails": "https://www.mytenders.co.uk\nThe Tender MUST be received via WFHA's agents e-tender portal 12 Noon on 1st May 2025. Tenders that are not submitted by this deadline will be excluded.\nYou are strongly advised not to delay uploading your Tender submission.\nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA.\nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information.\nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses.", "submissionTerms": { "electronicSubmissionPolicy": "allowed" }, "tenderPeriod": { "endDate": "2025-05-01T12:00:00+01:00" }, "enquiryPeriod": { "endDate": "2025-04-17T17:00:00+01:00" }, "lots": [ { "id": "1", "status": "active", "value": { "amountGross": 4620000, "amount": 3850000, "currency": "GBP" }, "awardCriteria": { "weightingDescription": "Technical and Quality Evaluation = 60% Weighting\nPrice = 40%\nThere are also additional mandatory certificates and declarations which must be completed to comply", "criteria": [ { "type": "quality", "name": "Technical Quality", "description": "The Compliance Check will check that each Tender Response:\ncomplies, includes a completed and signed Form of Tender and Certificate of non-collusion. Provided answers to all the questions in the Response Schedules; and Is made in the format, medium and quantity required.\nWhere a Tender is non-compliant or there is an obvious error in one or more areas, WFHA will determine whether to issue a clarification question in relation to the area(s) of non-compliance/error or to reject the Tender at this stage. WFHA reserves the right, at its sole discretion, not to carry out any further evaluation of that Bidder's submissions where it concludes the Tender is non-compliant.\nFollowing the preliminary compliance review, WFHA will proceed to evaluate the Quality/Technical questions in, Schedule 3\nQuality Evaluation 60%\nIn response to the questions set out in Schedule 3, Bidders are required to provide detailed proposals for their performance of the Services/Works/Goods\nResponses shall be sufficiently detailed and (subject to approval by WFHA) the response to the questions in Schedule 3 will be incorporated into the Contract and will form part of the Supplier's contractual commitment to WFHA.\nBidder's evaluation scores will be based on the Bidder's written Tender Submission only, clarified by the following methods:\nBy responses to clarification questions raised via the Portal\nBidders will not be able to address any omissions in their Tender Submission during any clarification process.\nEvaluation methodology\nMobilisation\n10%\nService Delivery\n35%\nCustomer Service\n30%\nContract Management and Working Relationships\n20%\nSocial Value\n5%\nTotal\n100%\nEvaluators will individually review and score Bidder's Tender Submissions, scoring each answer to each question using the methodology below. Once completed the evaluation panel will conduct a 'consensus scoring process' where moderation of the scores awarded individually will take place. The moderation shall give regard to any variance in the scores between the evaluators. A consensus score will be agreed by the evaluators for each of the evaluation criteria below.\nThe total quality score % for each question will be calculated by using the final moderated score × weighting of the question = total question score. The total questions percentages scores will then be added to calculate the overall quality percentage score out of 100% then multiplied by the overall quality score percentage to generate the final total quality score.\nA minimum moderation scored requirement threshold of 3 (satisfactory) will be applied to each and every question.\nIf a Tender fails to meet the minimum requirement threshold on a moderated scored quality question, then the Tender will be rejected and not evaluated further.\nScoring Principles\n5 Excellent (fully meets the requirement).\nThe response fully meets what is expected for the criteria. Leaves no doubt as to the capability and commitment to deliver what is required. The response therefore shows:\nExcellent proposals demonstrated through relevant evidence;\nExtensive insight into the relevant issues.\n4 Good (limited minor issues)\nThe response broadly meets what is expected for the criteria. There are no significant areas of concern, although there may be limited minor issues that need further exploration or attention later in the procurement process. The response therefore shows:\nGood understanding of the requirements;\nSufficient competence demonstrated through relevant evidence;\nGood level of insight demonstrated into the relevant issues.\n3 Satisfactory (at least one significant issue or several smaller issues)\n[the minimum standard for each and every evaluated question]\nThe response meets most of the requirement but there is at least one significant issue of concern, or several smaller issues. These would require of some further clarification or attention later in the procurement process, and may arise through lack of demonstrated capability and/or appropriate evidence. The response therefore shows:\nBasic understanding of the requirements;\nSufficient competence demonstrated through relevant evidence;\nSome areas of concern that require attention.\n2 Poor (a number of significant concerns)\nThe response meets elements of the requirement but gives concern in a number of significant areas. There are reservations because of one or all of the following:\nThere is at least one significant issue needing considerable attention;\nProposals do not demonstrate competence or understanding;\nThe response is light and unconvincing.\n1 Very Poor (fails to meet requirement)\nThe response is significantly below what would be expected because of one or all of the following:\nThe response indicates a significant lack of understanding relating to the requirements;\nThe response fails to meet the requirement.\n0 No Response Provided" }, { "type": "price", "name": "Price", "description": "The Bidder's Pricing Submission will be examined in order to detect any computational errors. Where an examination reveals an error or discrepancy between these prices and the overall Tender figure, the Bidder may be granted an opportunity to clarify their submission at the discretion of WFHA.\nAbnormally Low Tenders\nTenders will be reviewed to see if any appear to be abnormally low. Should WFHA consider a Tender abnormally low in price or value, and wish to reject the Tender on such grounds, it will first seek clarification, explanation and/or evidence from the Bidder to justify the Tender. Where applicable, the Bidder will also be asked to evidence that they are not practicing modern slavery (via a declaration). Where the Bidder is unable to prove, within a sufficient time limit such justification for the low price/value, WFHA reserve the right to reject the Tender.\nPrice Evaluation Methodology\nOnly those that have reached quality thresholds and have not been excluded as an abnormally low Tender will have the price element reviewed/evaluated.\nWHFA will be using the National Housing Federation - Version 7.1 Schedule of Rates (SoR) for Responsive Repairs and Voids as well as Planned Works. Works and Services under this contract will be priced accordingly with these rates and the proposed mark-up applied.\nThese will be fixed for the initial term of the contract and any agreed extensions.\nBidders are required to outline their percentage markup against those rates for the categories outlined below.\nBidders are required to complete the excel spreadsheet at Schedule 4. All required (yellow) cells must be completed with a value. If a Bidder submits an incomplete Pricing Schedule, the Tender may be rejected.\nPricing evaluation will be based on a total of all pricing elements as outlined below and in the evaluation methodology tab as outlined in Schedule 4. Please see Schedule 4 for a worked example.\nThe lowest bid will score the maximum percentage for each category outlined below:\nCategory\nWeighting %\nResponsive Repairs & Voids % Uplift\n35\nPlanned Works % Uplift\n35\nPlanned Works Project Management % Uplift\n25\nYear One Only (Mobilisation)\n5\nTotal\n100\nPrice will be scored using the scoring methodology set out below for each category listed above. The percentage score will be calculated relationally against the lowest total price then weighted using the formula:\n(Lowest / Bidder's) x percentage Weighting = Weighted relative price score." }, { "type": "quality", "name": "Certificates and Declarations", "description": "The forms and certificates in Schedule 3 must be signed without qualification and will be evaluated on a Pass/Fail basis, with a Pass being a signed, unqualified return and a Fail being an unsigned or qualified return. Any resultant Fail response will result in the Bidder being excluded from the Procurement Process.\nNon-Collusion & Non-Canvassing Certificate\nAgreement to Terms\nSection\nForm of Tender\nDisclosure of Interest\nContact Details and Submission Declaration" } ] }, "selectionCriteria": { "criteria": [ { "description": "The Tender MUST be received via WFHA's agents e-tender portal 12 Noon on 1st May 2025. Tenders that are not submitted by this deadline will be excluded.\nYou are strongly advised not to delay uploading your Tender submission.\nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA.\nRequirement\nSchedule\nCompleted responses to the selection questions\nProvide responses to the Quality/Technical questions\nSigned and dated Form of Tender\nSigned and dated Non-Collusion Certificate\nSigned and dated Disclosure of Interest Certificate\nCompleted Pricing Response\nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information.\nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses.\nGeneral Tender Submission Guidance\nEach Tender submission must be submitted in accordance with these instructions.\nResponses must be submitted in English.\nBidders should answer all questions as accurately as possible using the format and page lengths where instructed as well as requests for other information.\nUse of diagrams is permitted only if requested, but inclusion will count as part of the page limit. Where a question is not relevant to the Bidder this should be indicated with an explanation (where applicable).\nIf a response exceeds the page limits, the first pages within the limit will be evaluated only.\nBidders must provide explicit and comprehensive Tender responses as these will be the single source of information on which the evaluation will be made.\nAny information submitted to WFHA in response to any question or requirement must be pertinent to that question or requirement. Any information not considered pertinent will not be considered by WFHA.\nAnswers to each question are self-contained and must not cross-refer to responses to other questions.\nIt is important that Tender responses to the questions in the ITT provide specific evidence of an ability to meet the requirement/s of the specification.\nDO NOT provide general organisational literature, marketing or promotional brochures and web-links as these will not be considered to be an appropriate response, nor will they be considered in the evaluation process and may prove detrimental to your Tender.\nVague or nebulous Tender responses or merely stating \"to be considered\" or \"to be discussed\" are not acceptable. If a Bidder cannot be specific in its Tender response relating to any particular matter, then the reason/s as to why a full response cannot be provided must be stated.\nWhere supporting documents are required, they must be clearly labelled and referenced to the question to which they relate to avoid any doubt in the evaluation process.\nBidders must upload their quality responses as individual word pdf documents. Submission must use the following file naming convention: CompanyName_WFHA_Questionnumber.pdf. For example, WalthamForestHousingAssociation_WFHA_Q1.pdf. Responses must be within the page limits using Arial font size 10 in A4 unless stated different.\nPlease do not top and tail your responses with letterheads, graphic, company logos etc and do not repeat the question at the start of your response this is not required.\nPlease do not use lengthy document titles when uploading your responses as this may affect the download process of the PostBox. Please do not ZIP your responses as again this may have an effect on the download process.\nPlease ensure you use the \"Dispatch \"function to finish the upload of your responses. Once all is dispatched to the system correctly you will receive a notification that this has been completed. Until you receive this email your upload is not completed\nAll unit rates and prices must be quoted in pounds sterling only excluding VAT.\nBidders must notify WFHA immediately of any change in the information submitted in its Selection Questionnaire or responses at any time during the procurement process.\nTender responses will be checked for completeness and compliance with the instructions before evaluation. WFHA reserves the right to refuse to consider a tender if the response is incomplete or is found to be inaccurate.\nWFHA reserves the right to require some or all Bidders to clarify and/or expand the answers contained in their Tender submissions, in writing. Requests for further information will be made in writing to Bidders via the Portal. Failure to respond promptly or adequately may result in the Bidder's disqualification from the procurement process.\nIt is the Bidder's responsibility to ensure that its tender is received by the stated deadline - failure to do so, will exclude your Tender submission from the process.\nNo unauthorised alterations or additions are to be made to the Form of Tender or any other component of the ITT.\nTenders must not be qualified or accompanied by statements which could be construed as rendering the Tender equivocal, conditional and/or placing it on a different footing from other Tenders. Only Tenders submitted without qualification strictly in accordance with the ITT (as issued or subsequently amended by WFHA) will be accepted for consideration. Qualified Tenders may be excluded from further consideration and bidders notified.\nUse of the Online Portal\nWFHA's agents Altair Ltd on their behalf are utilising an electronic tendering Portal, \"myTenders\", to manage this procurement process and to communicate with Bidders.\nAll responses to the tender must be submitted via the Portal. All interested Bidders should therefore register (for free) on the Portal to access documentation and communications and make their submission.\nDocuments in the Portal area may be updated from time to time and Bidders are advised to regularly access the Portal to see if new information or documents have been added. WHFA or it's agent will not be responsible for Bidders not reviewing any new or amended documentation submitted. It is the Bidder's responsibility to ensure that they regularly access the system.\nAny requests for clarification relating to this exercise must be communicated using the secure messaging function on the Portal. Responses to requests for clarification will be communicated to all Bidders via the secure messaging function on the Portal.\nWhen uploading your response, please be aware of the speed of your Internet connection, your system configuration and general web traffic, all of which may impact on the time taken to complete the transaction.\nYou are advised to access the user guides and 'help' function within the system. WFHA will not accept any responsibility in respect of user errors.\nAny difficulties or problems with access to the Portal should be reported to myTenders via telephone or logging a ticket on their website.\nPhone: 0800 222 9006\nwww.mytenders.co.uk\nIf issues with the Portal are likely to result in a late submission, they must be reported before the submission deadline to email: procurementaltair@altairltd.co.uk. This is not to be used for any other reason and all other communication must be via the Portal's message function.\nClarifications\nAll requests for clarification or further information on the ITT or WFHA's Requirements must be made in accordance these instructions and via the Portal before the deadline.\nBidders, their agents, potential subcontractors and suppliers, must not contact WFHA or any of its officers, employees or advisers or any third party connected to WFHA or its advisers in relation to this procurement, outside the process outlined within this section, or elsewhere in this document, without the prior written permission of WFHA, requested via the Portal.\nIf a Bidder is unsure of the meaning of a question or anything in this ITT, then it is their responsibility to ask the Association to clarify in writing via the Portal message function before the deadline as defined within this document.\nAny requests for clarification received after the deadline will not be responded to.\nBidders must notify WFHA via the Portal promptly regarding any perceived ambiguity, inconsistency or omission in this ITT or any of its associated documents and/or any other information issued to them during the procurement process, and these will be responded to via the Portal.\nAny queries and requests for clarification which are not made through the Portal will not be answered. Any queries and requests for clarification submitted after the deadline for submission of clarification questions will not be answered.\nWFHA will endeavour to answer all clarifications as quickly as possible but cannot guarantee a minimum response time.\nPublished clarifications shall become part of the Tender and its evaluation, and any subsequent agreement between the Parties and should be treated as such by the Bidder.\nBidders should note that both requests for clarification and responses will be circulated to all Bidders. Any response will be communicated anonymously to all Bidders who have responded, have expressed an interest, or have shown an interest before the return date for submission of Tenders.\nWFHA also reserves the right to disseminate information that is materially relevant to all Bidders, even if the information has only been requested by one Bidder, subject to the duty to protect any Bidder's commercial confidence in its responses.\nAny Bidder who directly or indirectly canvasses any member of WFHA or any of its officials or representatives concerning the Procurement Process or contract award may be disqualified." } ] }, "suitability": { "sme": true }, "contractPeriod": { "startDate": "2025-07-01T00:00:00+01:00", "endDate": "2028-06-30T23:59:59+01:00", "maxExtentDate": "2030-06-30T23:59:59+01:00" }, "hasRenewal": true, "renewal": { "description": "Expectation is for after the initial 3 year term, that the extensions will be annual i.e. 3 year initial term + 1 year + 1 year. Extension will be at the discretion of the contracting authority and agreement with the supplier" } } ], "documents": [ { "id": "L-1", "documentType": "biddingDocuments", "description": "Appendix A - ITT Checklist - Checklist for all requirements for the ITT", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591879" }, { "id": "L-2", "documentType": "biddingDocuments", "description": "Invitation To Tender - The full tender details of the requirement", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591880" }, { "id": "L-3", "documentType": "biddingDocuments", "description": "ITT - Schedule 1 - PSQ Procurement Specific Questionnaire", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591921" }, { "id": "L-4", "documentType": "biddingDocuments", "description": "ITT Schedule 2 - Evaluation Methodology", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591925" }, { "id": "L-5", "documentType": "biddingDocuments", "description": "ITT Schedule 3 - Quality Questions - Response Schedule", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591926" }, { "id": "L-6", "documentType": "biddingDocuments", "description": "ITT Schedule 4 - Pricing Schedule", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591929" }, { "id": "L-7", "documentType": "biddingDocuments", "description": "ITT Schedule 5 - Contract Terms", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591930" }, { "id": "L-8", "documentType": "biddingDocuments", "description": "ITT Schedule 6 - Service Specification", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591931" }, { "id": "L-9", "documentType": "biddingDocuments", "description": "ITT Schedule 7 - Property Details Confidentiality", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591932" }, { "id": "L-10", "documentType": "biddingDocuments", "description": "ITT Schedule 8 - Property List", "url": "https://www.mytenders.co.uk/Authority/NoticeBuilder/NoticeBuilder_FileDownload.aspx?id=591933" }, { "id": "014083-2025", "documentType": "tenderNotice", "noticeType": "UK4", "description": "Tender notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/014083-2025", "datePublished": "2025-04-09T16:21:12+01:00", "format": "text/html" } ], "amendments": [ { "description": "Due to an availability for information outside both the Tenderer and Bidders control, the tender closing date will be extended for two weeks to allow all Bidders to submit a full tender bid and to obtain the information which is not currently available from the 3rd party within the current tender timescales. To attain the specific SoR 7.1 Information, due to the IP nature of the information, the Tenderer cannot distribute this data centrally or en masse. The Bidder must apply for a Sub-Licence at the following link M3: Contractor Sub Licence https://www.m3h.co.uk/go/maintenance/schedule-of-rates/contractors/contractors-sublicence - this Sub-Licence process is a simple process and once the application is completed you should receive a confidentiality sub-licence code allowing the Bidder to request from the Client a copy of the documentation. \nThis means that we will re-open Clarifications for 1 week from the 10th to the 17th at 1700 hours to ensure that all Bidders have opportunity to access.\nAnd will extend the closing date for 2 weeks which will take it to Thursday the 1st of May 1200 Hours", "id": "014083-2025" } ] }, "language": "en", "extensions": [ "https://standard.open-contracting.org/profiles/eu/latest/en/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_amendment_rationale_classifications_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_budget_breakdown_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_contract_completion_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_documentation_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_pagination_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_suitability_extension/master/extension.json", "https://raw.githubusercontent.com/portaledcahn/ocds_Links_extension/main/extension.json", "https://raw.githubusercontent.com/cabinetoffice/ocds_uk_extension/main/extension.json" ] }, { "id": "034660-2025", "tag": [ "award", "contract" ], "date": "2025-06-24T11:26:59+01:00", "initiationType": "tender", "ocid": "ocds-h6vhtk-04ea82", "parties": [ { "name": "Waltham Forest Housing Association", "id": "GB-MPR-21186r", "identifier": { "scheme": "GB-MPR", "id": "21186r" }, "address": { "streetAddress": "31 Church Hill", "locality": "London", "postalCode": "E17 3RU", "country": "GB", "countryName": "United Kingdom", "region": "UKI53" }, "contactPoint": { "name": "Kevin Harding", "email": "procurementaltair@altairltd.co.uk", "telephone": "+447350398302" }, "roles": [ "buyer" ], "details": { "classifications": [ { "scheme": "UK_CA_TYPE", "id": "publicUndertaking", "description": "Public undertaking" } ] } }, { "name": "Altair Consultancy and Advisory Services Ltd", "id": "GB-COH-07463003", "identifier": { "scheme": "GB-COH", "id": "07463003" }, "address": { "streetAddress": "Tempus Wharf", "locality": "London", "postalCode": "SE16 4SA", "country": "GB", "countryName": "United Kingdom", "region": "UKI44" }, "contactPoint": { "name": "Kevin Harding", "email": "kevin.harding@altairltd.co.uk", "telephone": "+447350398302" }, "roles": [ "procuringEntity" ], "roleDetails": "Agent for the Authority" }, { "name": "TEB (Builders) Limited", "id": "GB-COH-01116067", "identifier": { "scheme": "GB-COH", "id": "01116067" }, "address": { "streetAddress": "25 Suttons Lane, ", "locality": "Hornchurch, England, ", "postalCode": "RM12 6RD", "country": "GB", "countryName": "United Kingdom", "region": "UKI52" }, "contactPoint": { "email": "claire@tebbuilders.co.uk" }, "roles": [ "supplier" ], "details": { "scale": "sme", "vcse": false } } ], "buyer": { "id": "GB-MPR-21186r", "name": "Waltham Forest Housing Association" }, "tender": { "id": "WFHAPWRR001", "legalBasis": { "id": "2023/54", "scheme": "UKPGA", "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents" }, "title": "Waltham Forest Housing Association INVITATION TO TENDER FOR PLANNED WORKS AND RESPONSIVE REPAIRS WFHAPWRR001 Intent to Award Notice", "description": "Waltham Forest Housing Association (WFHA) is undertaking a competitive tender process to appoint a supplier to deliver their Planned and Responsive Maintenance Services.\nThis process is being managed by Altair Ltd on behalf of WFHA. Please note that this will conclude as WHFA contract and has no connection to Altair Ltd.\nThis ITT is provided on the same basis to all organisations.\nThe aim of this procurement process is to appoint one provider to deliver services outlined within Schedule 6 – Specification.\nThe anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000.\nPlease note that whilst this is an estimated contract value it is not in any way guaranteed. \nIn this ITT, the following words and phrases have the following meanings: \nAssociation \tMeans Waltham Forest Housing Association (WFHA)\nBidder/s\tThose organisations who have expressed an interest in providing the Requirement who have been selected by the Association to be invited to tender for the contract to provide them.\nContract\tMeans any formal agreement for goods, works or services as a result of this Tender Process\nEvaluation Criteria\tMeans the evaluation criteria contained in Schedule 2\nFOI Law\tThe Freedom of Information Act 2000, and the Environmental Information Regulations 2004 together as amended from time to time\nForm of Tender\tMeans the document contained in the Response Schedule (Schedule 3 which is completed by the Bidder and returned with its Tender Response.\nTenant\t\tA person who resides or is present in a WFHA property\nInvitation to Tender (ITT)\tThis Invitation to Tender including all its appendices Schedules 1 – 8, Appendix A and Appendix 1 – 8.\nPortal\tMeans the secure online portal MyTenders operated by for the purposes of the Procurement Process.\nPreferred Bidder/s\tMeans the Bidder/s who is successful following evaluation in accordance with the Evaluation Criteria\nProcurement Process\tMeans the procedure followed by Waltham Forest Housing Association to award the Contract.\nResponse Schedule(s)\tMeans Schedule 1, Schedule 3 and Schedule 4 and must be completed by Bidders in order for the Bidder to be considered for contract award in the Procurement Process.\nRequirement\tMeans the Works and Services which the WFHA wishes to procure, details of which are set out in in this ITT and “Requirements” shall be construed; accordingly, \nReturn Date\tMeans the deadline for Tender Responses specified by the Association.\nSubcontractor \tA subcontractor (or sub-contractor) is a company or person whom a general contractor, prime contractor or main contractor hires to perform a specific task as part of an overall project.\nServices\tMeans the Services to be provided under the contract\nTenders\tTender responses made by Bidders to this ITT in accordance with its terms and “Tender” shall be construed; accordingly,\nTender Response\tMeans a Response Schedule(s) submitted by a Bidder during the Procurement Process using the Response Schedule(s).\nTUPE \tTransfer of Undertakings Protection of Employment Regulations \nUpdates\tMeans a written notification by the Association to Bidders. Updates may be issued during the tender period to amend or to provide clarification to any part of the ITT. \nWFHA \tMeans Waltham Forest Housing Association (WFHA) and its agents\nWorking Day\tMeans a day (other than a Saturday or Sunday) on which banks are open for domestic business in the City of London.\nSECTION 2: INSTRUCTIONS TO BIDDERS\n2.\tIntroduction\nTenders must be submitted strictly in accordance with the following instructions, read carefully before completing the ITT documentation. In submitting a Tender response, Bidders confirm that they have read and understood the contents. \nBidders not complying with these instructions may be rejected by WFHA whose decision in the matter will be final.\nThis ITT is provided on the same basis to all organisations. WFHA will not provide any further information, other than clarification of the information included in supplied documents, during the tender process. \n3.\tContract Duration \nThe duration of the Contract will be 3 years. Where appropriate, and subject to agreement, the Contract may be extended for a further 2 years on the basis of a 1 + 1 to a maximum of 5 years with no further option to extend.\n4.\tTerms and Conditions\nThe Terms and Conditions associated with this Contract can be found in Schedule 5. By submitting a response, Bidders are agreeing to be bound by the terms of this ITT and the Terms and Conditions without further negotiation or amendment. Variations will not be accepted nor any amendments to these terms.\nThe laws of England and Wales and the exclusive jurisdiction of the Courts of England and Wales; shall apply to this ITT, the Procurement Process and the Goods, Works and Services generally and, subject to applicable law, any dispute, including any non-contractual dispute arising therefrom.\n5.\tOverview of the Procurement Process\n, WFHA is using a one stage, five-step process to select its Preferred Bidder. Qualifying Bidders are invited to submit a response using the Response Schedules (Schedule 1, Schedule 3 and 4) and uploading quality responses as instructed in Schedule 3. Tenders will be evaluated to identify the Preferred Bidder, using the Evaluation Criteria set out in Schedule 2. \nThe five-step process in outline, is: \n•\tStep 1 - Satisfactory compliance to establish completeness of submitted tenders \n•\tStep 2 - Satisfactory compliance to the selection questions \n•\tStep 3 - A quality evaluation\n•\tStep 4 - A price evaluation\n•\tStep 5 - Combining the price with the quality score to determine the Preferred Bidder/s\nEach step must be completed/passed before moving to the next. \n6.\tSchedule of Key Dates\nThe intended key dates for the Tender and contract award phase for Bidders are as below. WFHA reserves the right to vary any of the dates set out at any time and for any reason. Nothing in this timetable should be understood to be a representation that any specific event will be met.\n*Please note that this is an indicative timeline, and can be amended at any point during the process\nPlease note that by submitting a bid you are confirming that you can enter into the contract, mobilise services, have the required resources and have all processes in place ready to commence the contract by the contract start date.\nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA. \nRequirement\tSchedule\nCompleted responses to the selection questions \t1\nProvide responses to the Quality/Technical questions \t3\nSigned and dated Form of Tender \t3\nSigned and dated Non-Collusion Certificate \t3\nSigned and dated Disclosure of Interest Certificate \t3\nCompleted Pricing Response\t4\nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information.\nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses. \n8.\tGeneral Tender Submission Guidance\nEach Tender submission must be submitted in accordance with these instructions. \nResponses must be submitted in English. \nBidders should answer all questions as accurately as possible using the format and page lengths where instructed as well as requests for other information.\nUse of diagrams is permitted only if requested, but inclusion will count as part of the page limit. Where a question is not relevant to the Bidder this should be indicated with an explanation (where applicable). \nIf a response exceeds the page limits, the first pages within the limit will be evaluated only. \nBidders must provide explicit and comprehensive Tender responses as these will be the single source of information on which the evaluation will be made. \nAny information submitted to WFHA in response to any question or requirement must be pertinent to that question or requirement. Any information not considered pertinent will not be considered by WFHA.\nAnswers to each question are self-contained and must not cross-refer to responses to other questions.\nIt is important that Tender responses to the questions in the ITT provide specific evidence of an ability to meet the requirement/s of the specification.\nDO NOT provide general organisational literature, marketing or promotional brochures and web-links as these will not be considered to be an appropriate response, nor will they be considered in the evaluation process and may prove detrimental to your Tender.\nVague or nebulous Tender responses or merely stating “to be considered” or “to be discussed” are not acceptable. If a Bidder cannot be specific in its Tender response relating to any particular matter, then the reason/s as to why a full response cannot be provided must be stated.", "status": "complete", "procurementMethod": "open", "procurementMethodDetails": "Below threshold - open competition", "lots": [ { "id": "1", "status": "complete" } ] }, "bids": { "statistics": [ { "id": "9", "measure": "bids", "value": 22, "relatedLot": "1" }, { "id": "10", "measure": "finalStageBids", "value": 21, "relatedLot": "1" }, { "id": "11", "measure": "smeFinalStageBids", "value": 20, "relatedLot": "1" }, { "id": "12", "measure": "vcseFinalStageBids", "value": 0, "relatedLot": "1" } ] }, "awards": [ { "id": "1", "title": "INVITATION TO TENDER (ITT) FOR PLANNED WORKS AND RESPONSIVE REPAIRS TENDER REFERENCE: WFHAPWRR001", "status": "active", "date": "2025-06-24T00:00:00+01:00", "value": { "amountGross": 4620000, "amount": 3850000, "currency": "GBP" }, "mainProcurementCategory": "works", "aboveThreshold": false, "suppliers": [ { "id": "GB-COH-01116067", "name": "TEB (Builders) Limited" } ], "items": [ { "id": "1", "additionalClassifications": [ { "scheme": "CPV", "id": "45000000", "description": "Construction work" }, { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ], "deliveryAddresses": [ { "region": "UK", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "1" } ], "contractPeriod": { "startDate": "2025-07-08T00:00:00+01:00", "endDate": "2028-07-07T23:59:59+01:00", "maxExtentDate": "2030-07-07T23:59:59+01:00" }, "hasRenewal": true, "renewal": { "description": "Expectation is for after the initial 3 year term, that the extensions will be annual i.e. 3 year initial term + 1 year + 1 year. Extension will be at the discretion of the contracting authority and agreement with the supplier" }, "relatedLots": [ "1" ], "documents": [ { "id": "034660-2025", "documentType": "awardNotice", "noticeType": "UK6", "description": "Contract award notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/034660-2025", "datePublished": "2025-06-24T11:26:59+01:00", "format": "text/html" } ], "milestones": [ { "id": "1", "type": "futureSignatureDate", "dueDate": "2025-07-07T23:59:59+01:00", "status": "scheduled" } ] } ], "language": "en", "extensions": [ "https://standard.open-contracting.org/profiles/eu/latest/en/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_amendment_rationale_classifications_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_budget_breakdown_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_contract_completion_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_documentation_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_pagination_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_suitability_extension/master/extension.json", "https://raw.githubusercontent.com/portaledcahn/ocds_Links_extension/main/extension.json", "https://raw.githubusercontent.com/cabinetoffice/ocds_uk_extension/main/extension.json" ] }, { "id": "037635-2025", "tag": [ "award", "contract" ], "date": "2025-07-07T09:11:07+01:00", "initiationType": "tender", "ocid": "ocds-h6vhtk-04ea82", "parties": [ { "name": "Waltham Forest Housing Association", "id": "GB-PPON-PLHD-1176-CCXP", "identifier": { "scheme": "GB-PPON", "id": "PLHD-1176-CCXP" }, "address": { "streetAddress": "31 Church Hill", "locality": "London", "postalCode": "E17 3RU", "country": "GB", "countryName": "United Kingdom", "region": "UKI53" }, "contactPoint": { "name": "Kevin Harding", "email": "kevin.harding@altairltd.co.uk", "telephone": "+447350398302" }, "roles": [ "buyer" ], "details": { "classifications": [ { "scheme": "UK_CA_TYPE", "id": "publicUndertaking", "description": "Public undertaking" } ] } }, { "name": "Altair Consultancy and Advisory Services Ltd", "id": "GB-COH-07463003", "identifier": { "scheme": "GB-COH", "id": "07463003" }, "address": { "streetAddress": "Tempus Wharf", "locality": "London", "postalCode": "SE16 4SA", "country": "GB", "countryName": "United Kingdom", "region": "UKI44" }, "contactPoint": { "name": "Kevin Harding", "email": "kevin.harding@altairltd.co.uk", "telephone": "+447350398302" }, "roles": [ "procuringEntity" ], "roleDetails": "Agent on behalf of the Contracting Authority" }, { "name": "TEB Builders Ltd", "id": "GB-COH-01116067", "identifier": { "scheme": "GB-COH", "id": "01116067" }, "address": { "streetAddress": " 25 Suttons Lane,", "locality": "Hornchurch", "postalCode": "rm12 6rd", "country": "GB", "countryName": "United Kingdom", "region": "UKI52" }, "contactPoint": { "email": "claire@tebbuilders.co.uk", "telephone": "01708592771" }, "roles": [ "supplier" ], "details": { "scale": "sme", "vcse": false } } ], "buyer": { "id": "GB-PPON-PLHD-1176-CCXP", "name": "Waltham Forest Housing Association" }, "tender": { "id": "WFHAPWRR001", "legalBasis": { "id": "2023/54", "scheme": "UKPGA", "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents" }, "title": "Waltham Forest Housing Association INVITATION TO TENDER FOR PLANNED WORKS AND RESPONSIVE REPAIRS ", "description": "Waltham Forest Housing Association (WFHA) is undertaking a competitive tender process to appoint a supplier to deliver their Planned and Responsive Maintenance Services.This process is being managed by Altair Ltd on behalf of WFHA. Please note that this will conclude as WHFA contract and has no connection to Altair Ltd.This ITT is provided on the same basis to all organisations.The aim of this procurement process is to appoint one provider to deliver services outlined within Schedule 6 – Specification.The anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000.Please note that whilst this is an estimated contract value it is not in any way guaranteed. In this ITT, the following words and phrases have the following meanings: Association Means Waltham Forest Housing Association (WFHA)Bidder/s Those organisations who have expressed an interest in providing the Requirement who have been selected by the Association to be invited to tender for the contract to provide them.Contract Means any formal agreement for goods, works or services as a result of this Tender ProcessEvaluation Criteria Means the evaluation criteria contained in Schedule 2FOI Law The Freedom of Information Act 2000, and the Environmental Information Regulations 2004 together as amended from time to timeForm of Tender Means the document contained in the Response Schedule (Schedule 3 which is completed by the Bidder and returned with its Tender Response.Tenant A person who resides or is present in a WFHA propertyInvitation to Tender (ITT) This Invitation to Tender including all its appendices Schedules 1 – 8, Appendix A and Appendix 1 – 8.Portal Means the secure online portal MyTenders operated by for the purposes of the Procurement Process.Preferred Bidder/s Means the Bidder/s who is successful following evaluation in accordance with the Evaluation CriteriaProcurement Process Means the procedure followed by Waltham Forest Housing Association to award the Contract.Response Schedule(s) Means Schedule 1, Schedule 3 and Schedule 4 and must be completed by Bidders in order for the Bidder to be considered for contract award in the Procurement Process.Requirement Means the Works and Services which the WFHA wishes to procure, details of which are set out in in this ITT and “Requirements” shall be construed; accordingly, Return Date Means the deadline for Tender Responses specified by the Association.Subcontractor A subcontractor (or sub-contractor) is a company or person whom a general contractor, prime contractor or main contractor hires to perform a specific task as part of an overall project.Services Means the Services to be provided under the contractTenders Tender responses made by Bidders to this ITT in accordance with its terms and “Tender” shall be construed; accordingly,Tender Response Means a Response Schedule(s) submitted by a Bidder during the Procurement Process using the Response Schedule(s).TUPE Transfer of Undertakings Protection of Employment Regulations Updates Means a written notification by the Association to Bidders. Updates may be issued during the tender period to amend or to provide clarification to any part of the ITT. WFHA Means Waltham Forest Housing Association (WFHA) and its agentsWorking Day Means a day (other than a Saturday or Sunday) on which banks are open for domestic business in the City of London.SECTION 2: INSTRUCTIONS TO BIDDERS2. IntroductionTenders must be submitted strictly in accordance with the following instructions, read carefully before completing the ITT documentation. In submitting a Tender response, Bidders confirm that they have read and understood the contents. Bidders not complying with these instructions may be rejected by WFHA whose decision in the matter will be final.This ITT is provided on the same basis to all", "status": "complete", "procurementMethod": "open", "procurementMethodDetails": "Below threshold - open competition", "lots": [ { "id": "1", "status": "complete" } ] }, "awards": [ { "id": "1", "status": "active", "mainProcurementCategory": "works", "suppliers": [ { "id": "GB-COH-01116067", "name": "TEB Builders Ltd" } ], "items": [ { "id": "1", "additionalClassifications": [ { "scheme": "CPV", "id": "45000000", "description": "Construction work" }, { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ], "deliveryAddresses": [ { "region": "UK", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "1" } ], "relatedLots": [ "1" ] } ], "contracts": [ { "id": "1", "awardID": "1", "title": "PLANNED WORKS AND RESPONSIVE REPAIRS", "status": "active", "period": { "startDate": 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"https://raw.githubusercontent.com/open-contracting-extensions/ocds_budget_breakdown_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_contract_completion_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_documentation_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_pagination_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_suitability_extension/master/extension.json", "https://raw.githubusercontent.com/portaledcahn/ocds_Links_extension/main/extension.json", "https://raw.githubusercontent.com/cabinetoffice/ocds_uk_extension/main/extension.json" ] } ], "compiledRelease": { "tag": [ "compiled" ], "id": "ocds-h6vhtk-04ea82-2025-07-07T09:11:07+01:00", "date": "2025-07-07T09:11:07+01:00", "ocid": "ocds-h6vhtk-04ea82", "initiationType": "tender", "parties": [ { "id": "GB-MPR-21186r", "name": "Waltham Forest Housing Association", "identifier": { "scheme": "GB-MPR", "id": "21186r" }, "address": { "streetAddress": "31 Church Hill", "locality": "London", "postalCode": "E17 3RU", "country": "GB", "countryName": "United Kingdom", "region": "UKI53" }, "contactPoint": { "name": "Kevin Harding", "email": "procurementaltair@altairltd.co.uk", "telephone": "+447350398302" }, "roles": [ "buyer" ], "details": { "url": "https://wfha.org.uk/", "classifications": [ { "scheme": "UK_CA_TYPE", "id": "publicUndertaking", "description": "Public undertaking" } ] } }, { "id": "GB-COH-07463003", "name": "Altair Consultancy and Advisory Services Ltd", "identifier": { "scheme": "GB-COH", "id": "07463003" }, "address": { "streetAddress": "Tempus Wharf", "locality": "London", "postalCode": "SE16 4SA", "country": "GB", "countryName": "United Kingdom", "region": "UKI44" }, "contactPoint": { "name": "Kevin Harding", "email": "kevin.harding@altairltd.co.uk", "telephone": "+447350398302" }, "roles": [ "procuringEntity" ], "roleDetails": "Agent on behalf of the Contracting Authority", "details": { "url": "https://www.altairltd.co.uk" } }, { "id": "GB-COH-01116067", "name": "TEB Builders Ltd", "identifier": { "scheme": "GB-COH", "id": "01116067" }, "address": { "streetAddress": " 25 Suttons Lane,", "locality": "Hornchurch", "postalCode": "rm12 6rd", "country": "GB", "countryName": "United Kingdom", "region": "UKI52" }, "contactPoint": { "email": "claire@tebbuilders.co.uk", "telephone": "01708592771" }, "roles": [ "supplier" ], "details": { "scale": "sme", "vcse": false } }, { "id": "GB-PPON-PLHD-1176-CCXP", "name": "Waltham Forest Housing Association", "identifier": { "scheme": "GB-PPON", "id": "PLHD-1176-CCXP" }, "address": { "streetAddress": "31 Church Hill", "locality": "London", "postalCode": "E17 3RU", "country": "GB", "countryName": "United Kingdom", "region": "UKI53" }, "contactPoint": { "name": "Kevin Harding", "email": "kevin.harding@altairltd.co.uk", "telephone": "+447350398302" }, "roles": [ "buyer" ], "details": { "classifications": [ { "scheme": "UK_CA_TYPE", "id": "publicUndertaking", "description": "Public undertaking" } ] } } ], "buyer": { "id": "GB-PPON-PLHD-1176-CCXP", "name": "Waltham Forest Housing Association" }, "tender": { "id": "WFHAPWRR001", "legalBasis": { "id": "2023/54", "scheme": "UKPGA", "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents" }, "title": "Waltham Forest Housing Association INVITATION TO TENDER FOR PLANNED WORKS AND RESPONSIVE REPAIRS ", "description": "Waltham Forest Housing Association (WFHA) is undertaking a competitive tender process to appoint a supplier to deliver their Planned and Responsive Maintenance Services.This process is being managed by Altair Ltd on behalf of WFHA. Please note that this will conclude as WHFA contract and has no connection to Altair Ltd.This ITT is provided on the same basis to all organisations.The aim of this procurement process is to appoint one provider to deliver services outlined within Schedule 6 – Specification.The anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000.Please note that whilst this is an estimated contract value it is not in any way guaranteed. In this ITT, the following words and phrases have the following meanings: Association Means Waltham Forest Housing Association (WFHA)Bidder/s Those organisations who have expressed an interest in providing the Requirement who have been selected by the Association to be invited to tender for the contract to provide them.Contract Means any formal agreement for goods, works or services as a result of this Tender ProcessEvaluation Criteria Means the evaluation criteria contained in Schedule 2FOI Law The Freedom of Information Act 2000, and the Environmental Information Regulations 2004 together as amended from time to timeForm of Tender Means the document contained in the Response Schedule (Schedule 3 which is completed by the Bidder and returned with its Tender Response.Tenant A person who resides or is present in a WFHA propertyInvitation to Tender (ITT) This Invitation to Tender including all its appendices Schedules 1 – 8, Appendix A and Appendix 1 – 8.Portal Means the secure online portal MyTenders operated by for the purposes of the Procurement Process.Preferred Bidder/s Means the Bidder/s who is successful following evaluation in accordance with the Evaluation CriteriaProcurement Process Means the procedure followed by Waltham Forest Housing Association to award the Contract.Response Schedule(s) Means Schedule 1, Schedule 3 and Schedule 4 and must be completed by Bidders in order for the Bidder to be considered for contract award in the Procurement Process.Requirement Means the Works and Services which the WFHA wishes to procure, details of which are set out in in this ITT and “Requirements” shall be construed; accordingly, Return Date Means the deadline for Tender Responses specified by the Association.Subcontractor A subcontractor (or sub-contractor) is a company or person whom a general contractor, prime contractor or main contractor hires to perform a specific task as part of an overall project.Services Means the Services to be provided under the contractTenders Tender responses made by Bidders to this ITT in accordance with its terms and “Tender” shall be construed; accordingly,Tender Response Means a Response Schedule(s) submitted by a Bidder during the Procurement Process using the Response Schedule(s).TUPE Transfer of Undertakings Protection of Employment Regulations Updates Means a written notification by the Association to Bidders. Updates may be issued during the tender period to amend or to provide clarification to any part of the ITT. WFHA Means Waltham Forest Housing Association (WFHA) and its agentsWorking Day Means a day (other than a Saturday or Sunday) on which banks are open for domestic business in the City of London.SECTION 2: INSTRUCTIONS TO BIDDERS2. IntroductionTenders must be submitted strictly in accordance with the following instructions, read carefully before completing the ITT documentation. In submitting a Tender response, Bidders confirm that they have read and understood the contents. Bidders not complying with these instructions may be rejected by WFHA whose decision in the matter will be final.This ITT is provided on the same basis to all", "status": "complete", "items": [ { "id": "1", "additionalClassifications": [ { "scheme": "CPV", "id": "45000000", "description": "Construction work" }, { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ], "deliveryAddresses": [ { "region": "UK", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "1" } ], "value": { "amountGross": 4620000, "amount": 3850000, "currency": "GBP" }, "procurementMethod": "open", "procurementMethodDetails": "Below threshold - open competition", "mainProcurementCategory": "works", "aboveThreshold": false, "submissionMethodDetails": "https://www.mytenders.co.uk\nThe Tender MUST be received via WFHA's agents e-tender portal 12 Noon on 1st May 2025. Tenders that are not submitted by this deadline will be excluded.\nYou are strongly advised not to delay uploading your Tender submission.\nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA.\nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information.\nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses.", "submissionTerms": { "electronicSubmissionPolicy": "allowed" }, "tenderPeriod": { "endDate": "2025-05-01T12:00:00+01:00" }, "enquiryPeriod": { "endDate": "2025-04-17T17:00:00+01:00" }, "lots": [ { "id": "1", "status": "complete", "value": { "amountGross": 4620000, "amount": 3850000, "currency": "GBP" }, "awardCriteria": { "weightingDescription": "Technical and Quality Evaluation = 60% Weighting\nPrice = 40%\nThere are also additional mandatory certificates and declarations which must be completed to comply", "criteria": [ { "type": "quality", "name": "Technical Quality", "description": "The Compliance Check will check that each Tender Response:\ncomplies, includes a completed and signed Form of Tender and Certificate of non-collusion. Provided answers to all the questions in the Response Schedules; and Is made in the format, medium and quantity required.\nWhere a Tender is non-compliant or there is an obvious error in one or more areas, WFHA will determine whether to issue a clarification question in relation to the area(s) of non-compliance/error or to reject the Tender at this stage. WFHA reserves the right, at its sole discretion, not to carry out any further evaluation of that Bidder's submissions where it concludes the Tender is non-compliant.\nFollowing the preliminary compliance review, WFHA will proceed to evaluate the Quality/Technical questions in, Schedule 3\nQuality Evaluation 60%\nIn response to the questions set out in Schedule 3, Bidders are required to provide detailed proposals for their performance of the Services/Works/Goods\nResponses shall be sufficiently detailed and (subject to approval by WFHA) the response to the questions in Schedule 3 will be incorporated into the Contract and will form part of the Supplier's contractual commitment to WFHA.\nBidder's evaluation scores will be based on the Bidder's written Tender Submission only, clarified by the following methods:\nBy responses to clarification questions raised via the Portal\nBidders will not be able to address any omissions in their Tender Submission during any clarification process.\nEvaluation methodology\nMobilisation\n10%\nService Delivery\n35%\nCustomer Service\n30%\nContract Management and Working Relationships\n20%\nSocial Value\n5%\nTotal\n100%\nEvaluators will individually review and score Bidder's Tender Submissions, scoring each answer to each question using the methodology below. Once completed the evaluation panel will conduct a 'consensus scoring process' where moderation of the scores awarded individually will take place. The moderation shall give regard to any variance in the scores between the evaluators. A consensus score will be agreed by the evaluators for each of the evaluation criteria below.\nThe total quality score % for each question will be calculated by using the final moderated score × weighting of the question = total question score. The total questions percentages scores will then be added to calculate the overall quality percentage score out of 100% then multiplied by the overall quality score percentage to generate the final total quality score.\nA minimum moderation scored requirement threshold of 3 (satisfactory) will be applied to each and every question.\nIf a Tender fails to meet the minimum requirement threshold on a moderated scored quality question, then the Tender will be rejected and not evaluated further.\nScoring Principles\n5 Excellent (fully meets the requirement).\nThe response fully meets what is expected for the criteria. Leaves no doubt as to the capability and commitment to deliver what is required. The response therefore shows:\nExcellent proposals demonstrated through relevant evidence;\nExtensive insight into the relevant issues.\n4 Good (limited minor issues)\nThe response broadly meets what is expected for the criteria. There are no significant areas of concern, although there may be limited minor issues that need further exploration or attention later in the procurement process. The response therefore shows:\nGood understanding of the requirements;\nSufficient competence demonstrated through relevant evidence;\nGood level of insight demonstrated into the relevant issues.\n3 Satisfactory (at least one significant issue or several smaller issues)\n[the minimum standard for each and every evaluated question]\nThe response meets most of the requirement but there is at least one significant issue of concern, or several smaller issues. These would require of some further clarification or attention later in the procurement process, and may arise through lack of demonstrated capability and/or appropriate evidence. The response therefore shows:\nBasic understanding of the requirements;\nSufficient competence demonstrated through relevant evidence;\nSome areas of concern that require attention.\n2 Poor (a number of significant concerns)\nThe response meets elements of the requirement but gives concern in a number of significant areas. There are reservations because of one or all of the following:\nThere is at least one significant issue needing considerable attention;\nProposals do not demonstrate competence or understanding;\nThe response is light and unconvincing.\n1 Very Poor (fails to meet requirement)\nThe response is significantly below what would be expected because of one or all of the following:\nThe response indicates a significant lack of understanding relating to the requirements;\nThe response fails to meet the requirement.\n0 No Response Provided" }, { "type": "price", "name": "Price", "description": "The Bidder's Pricing Submission will be examined in order to detect any computational errors. Where an examination reveals an error or discrepancy between these prices and the overall Tender figure, the Bidder may be granted an opportunity to clarify their submission at the discretion of WFHA.\nAbnormally Low Tenders\nTenders will be reviewed to see if any appear to be abnormally low. Should WFHA consider a Tender abnormally low in price or value, and wish to reject the Tender on such grounds, it will first seek clarification, explanation and/or evidence from the Bidder to justify the Tender. Where applicable, the Bidder will also be asked to evidence that they are not practicing modern slavery (via a declaration). Where the Bidder is unable to prove, within a sufficient time limit such justification for the low price/value, WFHA reserve the right to reject the Tender.\nPrice Evaluation Methodology\nOnly those that have reached quality thresholds and have not been excluded as an abnormally low Tender will have the price element reviewed/evaluated.\nWHFA will be using the National Housing Federation - Version 7.1 Schedule of Rates (SoR) for Responsive Repairs and Voids as well as Planned Works. Works and Services under this contract will be priced accordingly with these rates and the proposed mark-up applied.\nThese will be fixed for the initial term of the contract and any agreed extensions.\nBidders are required to outline their percentage markup against those rates for the categories outlined below.\nBidders are required to complete the excel spreadsheet at Schedule 4. All required (yellow) cells must be completed with a value. If a Bidder submits an incomplete Pricing Schedule, the Tender may be rejected.\nPricing evaluation will be based on a total of all pricing elements as outlined below and in the evaluation methodology tab as outlined in Schedule 4. Please see Schedule 4 for a worked example.\nThe lowest bid will score the maximum percentage for each category outlined below:\nCategory\nWeighting %\nResponsive Repairs & Voids % Uplift\n35\nPlanned Works % Uplift\n35\nPlanned Works Project Management % Uplift\n25\nYear One Only (Mobilisation)\n5\nTotal\n100\nPrice will be scored using the scoring methodology set out below for each category listed above. The percentage score will be calculated relationally against the lowest total price then weighted using the formula:\n(Lowest / Bidder's) x percentage Weighting = Weighted relative price score." }, { "type": "quality", "name": "Certificates and Declarations", "description": "The forms and certificates in Schedule 3 must be signed without qualification and will be evaluated on a Pass/Fail basis, with a Pass being a signed, unqualified return and a Fail being an unsigned or qualified return. Any resultant Fail response will result in the Bidder being excluded from the Procurement Process.\nNon-Collusion & Non-Canvassing Certificate\nAgreement to Terms\nSection\nForm of Tender\nDisclosure of Interest\nContact Details and Submission Declaration" } ] }, "selectionCriteria": { "criteria": [ { "description": "The Tender MUST be received via WFHA's agents e-tender portal 12 Noon on 1st May 2025. Tenders that are not submitted by this deadline will be excluded.\nYou are strongly advised not to delay uploading your Tender submission.\nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA.\nRequirement\nSchedule\nCompleted responses to the selection questions\nProvide responses to the Quality/Technical questions\nSigned and dated Form of Tender\nSigned and dated Non-Collusion Certificate\nSigned and dated Disclosure of Interest Certificate\nCompleted Pricing Response\nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information.\nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses.\nGeneral Tender Submission Guidance\nEach Tender submission must be submitted in accordance with these instructions.\nResponses must be submitted in English.\nBidders should answer all questions as accurately as possible using the format and page lengths where instructed as well as requests for other information.\nUse of diagrams is permitted only if requested, but inclusion will count as part of the page limit. Where a question is not relevant to the Bidder this should be indicated with an explanation (where applicable).\nIf a response exceeds the page limits, the first pages within the limit will be evaluated only.\nBidders must provide explicit and comprehensive Tender responses as these will be the single source of information on which the evaluation will be made.\nAny information submitted to WFHA in response to any question or requirement must be pertinent to that question or requirement. Any information not considered pertinent will not be considered by WFHA.\nAnswers to each question are self-contained and must not cross-refer to responses to other questions.\nIt is important that Tender responses to the questions in the ITT provide specific evidence of an ability to meet the requirement/s of the specification.\nDO NOT provide general organisational literature, marketing or promotional brochures and web-links as these will not be considered to be an appropriate response, nor will they be considered in the evaluation process and may prove detrimental to your Tender.\nVague or nebulous Tender responses or merely stating \"to be considered\" or \"to be discussed\" are not acceptable. If a Bidder cannot be specific in its Tender response relating to any particular matter, then the reason/s as to why a full response cannot be provided must be stated.\nWhere supporting documents are required, they must be clearly labelled and referenced to the question to which they relate to avoid any doubt in the evaluation process.\nBidders must upload their quality responses as individual word pdf documents. Submission must use the following file naming convention: CompanyName_WFHA_Questionnumber.pdf. For example, WalthamForestHousingAssociation_WFHA_Q1.pdf. Responses must be within the page limits using Arial font size 10 in A4 unless stated different.\nPlease do not top and tail your responses with letterheads, graphic, company logos etc and do not repeat the question at the start of your response this is not required.\nPlease do not use lengthy document titles when uploading your responses as this may affect the download process of the PostBox. Please do not ZIP your responses as again this may have an effect on the download process.\nPlease ensure you use the \"Dispatch \"function to finish the upload of your responses. Once all is dispatched to the system correctly you will receive a notification that this has been completed. Until you receive this email your upload is not completed\nAll unit rates and prices must be quoted in pounds sterling only excluding VAT.\nBidders must notify WFHA immediately of any change in the information submitted in its Selection Questionnaire or responses at any time during the procurement process.\nTender responses will be checked for completeness and compliance with the instructions before evaluation. WFHA reserves the right to refuse to consider a tender if the response is incomplete or is found to be inaccurate.\nWFHA reserves the right to require some or all Bidders to clarify and/or expand the answers contained in their Tender submissions, in writing. Requests for further information will be made in writing to Bidders via the Portal. Failure to respond promptly or adequately may result in the Bidder's disqualification from the procurement process.\nIt is the Bidder's responsibility to ensure that its tender is received by the stated deadline - failure to do so, will exclude your Tender submission from the process.\nNo unauthorised alterations or additions are to be made to the Form of Tender or any other component of the ITT.\nTenders must not be qualified or accompanied by statements which could be construed as rendering the Tender equivocal, conditional and/or placing it on a different footing from other Tenders. Only Tenders submitted without qualification strictly in accordance with the ITT (as issued or subsequently amended by WFHA) will be accepted for consideration. Qualified Tenders may be excluded from further consideration and bidders notified.\nUse of the Online Portal\nWFHA's agents Altair Ltd on their behalf are utilising an electronic tendering Portal, \"myTenders\", to manage this procurement process and to communicate with Bidders.\nAll responses to the tender must be submitted via the Portal. All interested Bidders should therefore register (for free) on the Portal to access documentation and communications and make their submission.\nDocuments in the Portal area may be updated from time to time and Bidders are advised to regularly access the Portal to see if new information or documents have been added. WHFA or it's agent will not be responsible for Bidders not reviewing any new or amended documentation submitted. It is the Bidder's responsibility to ensure that they regularly access the system.\nAny requests for clarification relating to this exercise must be communicated using the secure messaging function on the Portal. Responses to requests for clarification will be communicated to all Bidders via the secure messaging function on the Portal.\nWhen uploading your response, please be aware of the speed of your Internet connection, your system configuration and general web traffic, all of which may impact on the time taken to complete the transaction.\nYou are advised to access the user guides and 'help' function within the system. WFHA will not accept any responsibility in respect of user errors.\nAny difficulties or problems with access to the Portal should be reported to myTenders via telephone or logging a ticket on their website.\nPhone: 0800 222 9006\nwww.mytenders.co.uk\nIf issues with the Portal are likely to result in a late submission, they must be reported before the submission deadline to email: procurementaltair@altairltd.co.uk. This is not to be used for any other reason and all other communication must be via the Portal's message function.\nClarifications\nAll requests for clarification or further information on the ITT or WFHA's Requirements must be made in accordance these instructions and via the Portal before the deadline.\nBidders, their agents, potential subcontractors and suppliers, must not contact WFHA or any of its officers, employees or advisers or any third party connected to WFHA or its advisers in relation to this procurement, outside the process outlined within this section, or elsewhere in this document, without the prior written permission of WFHA, requested via the Portal.\nIf a Bidder is unsure of the meaning of a question or anything in this ITT, then it is their responsibility to ask the Association to clarify in writing via the Portal message function before the deadline as defined within this document.\nAny requests for clarification received after the deadline will not be responded to.\nBidders must notify WFHA via the Portal promptly regarding any perceived ambiguity, inconsistency or omission in this ITT or any of its associated documents and/or any other information issued to them during the procurement process, and these will be responded to via the Portal.\nAny queries and requests for clarification which are not made through the Portal will not be answered. Any queries and requests for clarification submitted after the deadline for submission of clarification questions will not be answered.\nWFHA will endeavour to answer all clarifications as quickly as possible but cannot guarantee a minimum response time.\nPublished clarifications shall become part of the Tender and its evaluation, and any subsequent agreement between the Parties and should be treated as such by the Bidder.\nBidders should note that both requests for clarification and responses will be circulated to all Bidders. Any response will be communicated anonymously to all Bidders who have responded, have expressed an interest, or have shown an interest before the return date for submission of Tenders.\nWFHA also reserves the right to disseminate information that is materially relevant to all Bidders, even if the information has only been requested by one Bidder, subject to the duty to protect any Bidder's commercial confidence in its responses.\nAny Bidder who directly or indirectly canvasses any member of WFHA or any of its officials or representatives concerning the Procurement Process or contract award may be disqualified." } ] }, "suitability": { "sme": true }, "contractPeriod": { "startDate": "2025-07-01T00:00:00+01:00", "endDate": "2028-06-30T23:59:59+01:00", "maxExtentDate": "2030-06-30T23:59:59+01:00" }, "hasRenewal": true, "renewal": { "description": "Expectation is for after the initial 3 year term, that the extensions will be annual i.e. 3 year initial term + 1 year + 1 year. 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To ensure transparency and fairness, the deadline has been extended to 1200 hours 17th of April 2025 and Clarifications extended to 1700 hours 4th April 2025." }, { "id": "014083-2025", "description": "Due to an availability for information outside both the Tenderer and Bidders control, the tender closing date will be extended for two weeks to allow all Bidders to submit a full tender bid and to obtain the information which is not currently available from the 3rd party within the current tender timescales. To attain the specific SoR 7.1 Information, due to the IP nature of the information, the Tenderer cannot distribute this data centrally or en masse. 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"2025-07-07T09:11:07+01:00", "releaseTag": [ "award", "contract" ], "value": "UKI53" } ] }, "contactPoint": { "name": [ { "releaseID": "037635-2025", "releaseDate": "2025-07-07T09:11:07+01:00", "releaseTag": [ "award", "contract" ], "value": "Kevin Harding" } ], "email": [ { "releaseID": "037635-2025", "releaseDate": "2025-07-07T09:11:07+01:00", "releaseTag": [ "award", "contract" ], "value": "kevin.harding@altairltd.co.uk" } ], "telephone": [ { "releaseID": "037635-2025", "releaseDate": "2025-07-07T09:11:07+01:00", "releaseTag": [ "award", "contract" ], "value": "+447350398302" } ] }, "roles": [ { "releaseID": "037635-2025", "releaseDate": "2025-07-07T09:11:07+01:00", "releaseTag": [ "award", "contract" ], "value": [ "buyer" ] } ], "details": { "classifications": [ { "releaseID": "037635-2025", "releaseDate": "2025-07-07T09:11:07+01:00", "releaseTag": [ "award", "contract" ], "value": [ { "scheme": "UK_CA_TYPE", "id": "publicUndertaking", "description": "Public undertaking" } ] } ] } } ], "buyer": { "id": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "GB-MPR-21186r" }, { "releaseID": "037635-2025", "releaseDate": "2025-07-07T09:11:07+01:00", "releaseTag": [ "award", "contract" ], "value": "GB-PPON-PLHD-1176-CCXP" } ], "name": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "Waltham Forest Housing Association" } ] }, "tender": { "id": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "WFHAPWRR001" } ], "legalBasis": { "id": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "2023/54" } ], "scheme": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "UKPGA" } ], "uri": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "https://www.legislation.gov.uk/ukpga/2023/54/contents" } ] }, "title": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "Waltham Forest Housing Association INVITATION TO TENDER FOR PLANNED WORKS AND RESPONSIVE REPAIRS WFHAPWRR001 " }, { "releaseID": "012310-2025", "releaseDate": "2025-04-01T15:08:03+01:00", "releaseTag": [ "tenderUpdate" ], "value": "Waltham Forest Housing Association INVITATION TO TENDER FOR PLANNED WORKS AND RESPONSIVE REPAIRS WFHAPWRR001" }, { "releaseID": "034660-2025", "releaseDate": "2025-06-24T11:26:59+01:00", "releaseTag": [ "award", "contract" ], "value": "Waltham Forest Housing Association INVITATION TO TENDER FOR PLANNED WORKS AND RESPONSIVE REPAIRS WFHAPWRR001 Intent to Award Notice" }, { "releaseID": "037635-2025", "releaseDate": "2025-07-07T09:11:07+01:00", "releaseTag": [ "award", "contract" ], "value": "Waltham Forest Housing Association INVITATION TO TENDER FOR PLANNED WORKS AND RESPONSIVE REPAIRS " } ], "description": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "Waltham Forest Housing Association (WFHA) is undertaking a competitive tender process to appoint a supplier to deliver their Planned and Responsive Maintenance Services.\nThis process is being managed by Altair Ltd on behalf of WFHA. Please note that this will conclude as WHFA contract and has no connection to Altair Ltd.\nThis ITT is provided on the same basis to all organisations. \nThe aim of this procurement process is to appoint one provider to deliver services outlined within Schedule 6 – Specification. \nThe anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000. \nPlease note that whilst this is an estimated contract value it is not in any way guaranteed. \nWaltham Forest Housing Association (WFHA) are looking for a Service Provider to deliver their planned works and responsive repairs service. \nWFHA is a small independent and not-for-profit Registered Provider (PR), providing social homes across the London Borough of Waltham Forest for over sixty years. WFHA currently owns 329 homes; 155 general needs, 152 sheltered housing and 21 supported housing for adults with learning disabilities. \nIn addition, WFHA owns a property used to house young homeless people and this is currently 1 leased to another provider. The Service Provider will be required to undertake any external and structural repairs and planned works on this property as part of this contract. Please note internal repairs are not in scope for this contract. \nA list of WFHA properties is outlined in Schedule 8. \nPlease note the full Schedule 8 is not included in the Invitation to Tender (ITT) Pack and will only be shared once Schedule 7 Property and Asset Confidentiality Agreement has been signed and returned by bidders. \nWFHA is a community focussed, values-based, tenant-centric organisation. The Service Provider will be required to embody these values and support WFHA in achieving its vision and values as part of the service delivered under this contract. \nWFHA’s Vision \nWFHA is working to deliver a future where everyone, in every community we serve, has a safe, affordable home and great life chances; in a society where they are valued and respected. \nWFHA’s Values \nWe RESPECT people and communities through our belief in equality, inclusion and the value of diversity. We believe we have more in common than things that separate us. \nWe EMPOWER people and communities by maximising strengths and opportunities and building resilience. \nWe are AMBITIOUS, constantly improving, delivering better value for money and striving to provide more homes and services. \nWe CARE about what we do, step up to take responsibility and are passionate about our social purpose and making a positive difference. \nWe are HONEST, act with integrity and are accountable to our tenants, our partners and each other. \nFurther information about WFHA’s service standard and commitments can be found in Appendix 1 - WFHA Service Standards and Commitment. \nContract Term \nThe contract duration shall be an initial period of three (3) years with the option of an extension of one (1) plus one (1) year making a total of maximum five years (5) with no further options to extend. \nAny renewal will be based on satisfactory performance and mutual agreement between both parties. \nContract Value \nThe anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000.  \n2. Service Scope and Outcome \nScope of Works \nThe scope of work shall include, but not be limited to, the following: \nGeneral responsive repairs \nVoid services \nCapital works \nElectrical - Planned Maintenance and Responsive Repairs \nCall centre (out of hours only) (Please note that WFHA staff manage call during hours)\nThe scope of work shall not include, but not be limited to, the following: \nSpecialist drainage works (responsive repairs) \nGas servicing and installations (responsive repairs and capital works) \nWFHA acknowledges that this contract is a long-term arrangement and understands that service needs and requirements may evolve over time. \nContract Outcome \nThe overall aim of the contract is to establish a positive working relationship between the Service Provider and WFHA, focused on delivering a high-quality service to tenants and tenant-centric outcomes. \nWFHA are committed to providing safe, good quality and well-maintained homes and the Service Provider must support WFHA in maintaining this commitment. WFHA seeks a Service Provider who will collaborate to deliver high-quality services to tenants and achieving the best outcomes for its tenants throughout the contract’s duration. \nTenant Satisfaction \nTenants’ opinions on their homes and services they receive are fundamental to WHFA strategic direction and operational delivery and the Service Provider is expected to support WFHA in achieving high levels of satisfaction in relation to the impact the Service Provider’s delivery and conduct has as part of this contract. \nIn line with the Government’s Tenant Satisfaction Measures, WFHA will be monitoring performance relevant to these areas under this contract: \nTP08: Agreement that the landlord treats residents fairly and with respect \nTP09: Satisfaction with the landlord’s approach to handling of complaints \nTP11: Satisfaction that the landlord makes a positive contribution to neighbourhoods \nWFHA is required to undertake Tenant Satisfaction Measures (TSMs) surveys in accordance with the Regulator of Social Housing’s Consumer Standard. The collection of TSMs data will be supported by the TSM survey and any other satisfaction surveys undertaken. WFHA will share any relevant information in regard to TP08, TP09 and TP11 with the Service Provider. The data collected will be used to identify areas of improvement and the Service Provider will be expected to work in collaboration with WFHA. \nWFHA staff will collect feedback from tenants regarding the quality of service provided during all interactions and this will be shared with the Service Provider to ensure that any failures in services levels are addressed or where they are exceeded it can be passed on to the relevant recipient. \nInformation about WHFA’s most recent TSM survey and tenant feedback can be found here: Tenant Satisfaction Survey 2023. \nThe Service Provider should be aware of and have regard to tenants’ opinions about their homes and services they receive in relation to this contract. \n3. Service Delivery: Onsite Conduct \nThe Service Provider shall ensure that all its operatives embody WFHA values and recognise their importance of support WFHA in achieving it vision to serve the community and value and respect their tenants. \nThe Service Provider’s team will be deemed as an extension to WFHA, and its reputation and tenant satisfaction is paramount. WFHA is a small housing association where the Service Provider is expected to be an extension of WHFA and become an integrated service to ensure that tenants feel safe and comfortable in their homes. \nSeveral of WFHA’s tenants have additional support requirements that the Service Provider will need to be attentive when onsite and communicating with tenants. WFHA requires the Service Provider to build good communication and engagement with tenants whilst onsite. \nWFHA expects all members of their staffing structure to have a good understanding of written and spoken English to enable them to read any instructions or converse with any staff or tenants. \nWFHA will not tolerate any rudeness, bad language or other inappropriate behaviour towards its tenants. If this is reported by a tenant or third party an investigation must be carried out by the Service Provider. If such a report results in a legitimate complaint the Service Provider shall liaise with WFHA and resolve any concerns to prevent repeated issues. \nAs a minimum standard DBS (Disclosure and Barring Service) checks will be required for all staff attending sites and records of these must be provided on an annual basis to WFHA. \n4. Service Delivery: Service Provider Identification \nIdentity Cards \nThe Service Provider must supply to all working personnel employed with an ID badge which must contain the following details, as a minimum: \nPhotograph of operative \nOperative’s name and trade \nService Provider’s name and logo \nID badges must be worn visibly and be ready for inspection by WFHA tenants and WHFA scheme staff if required. Failure to adhere to this requirement may result in tenants or WFHA scheme staff having the right to refuse or terminate services. WFHA will not pay for any refused or terminated service visits. It will be the Service Provider's responsibility to promptly rebook the site visit, ensuring that it does not affect the ongoing work being delivered. \nThe Service Provider must provide WFHA with a list of all operatives that will be working under the contract with their names, description and other information that can used to identify staff if any checks need to be made with WHFA for safeguarding purposes. A list of their training and trade qualifications will be required also where relevant. \nThe Service Provider must inform WFHA if there are any changes in staff allocated to the contract before they commence any work. \nThe Service Provider holds ultimate responsibility for the safety of all onsite employees, tenants, their belongings, visitors, and the immediate environment during any works or services delivered. \nThe Service Provider shall ensure that all floors and surfaces throughout any visit shall be adequately protected against" }, { "releaseID": "012310-2025", "releaseDate": "2025-04-01T15:08:03+01:00", "releaseTag": [ "tenderUpdate" ], "value": "Waltham Forest Housing Association (WFHA) is undertaking a competitive tender process to appoint a supplier to deliver their Planned and Responsive Maintenance Services.\nThis process is being managed by Altair Ltd on behalf of WFHA. Please note that this will conclude as WHFA contract and has no connection to Altair Ltd.\nThis ITT is provided on the same basis to all organisations.\nThe aim of this procurement process is to appoint one provider to deliver services outlined within Schedule 6 - Specification.\nThe anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000.\nPlease note that whilst this is an estimated contract value it is not in any way guaranteed.\nWaltham Forest Housing Association (WFHA) are looking for a Service Provider to deliver their planned works and responsive repairs service.\nWFHA is a small independent and not-for-profit Registered Provider (PR), providing social homes across the London Borough of Waltham Forest for over sixty years. WFHA currently owns 329 homes; 155 general needs, 152 sheltered housing and 21 supported housing for adults with learning disabilities.\nIn addition, WFHA owns a property used to house young homeless people and this is currently 1 leased to another provider. The Service Provider will be required to undertake any external and structural repairs and planned works on this property as part of this contract. Please note internal repairs are not in scope for this contract.\nA list of WFHA properties is outlined in Schedule 8.\nPlease note the full Schedule 8 is not included in the Invitation to Tender (ITT) Pack and will only be shared once Schedule 7 Property and Asset Confidentiality Agreement has been signed and returned by bidders.\nWFHA is a community focussed, values-based, tenant-centric organisation. The Service Provider will be required to embody these values and support WFHA in achieving its vision and values as part of the service delivered under this contract.\nWFHA's Vision\nWFHA is working to deliver a future where everyone, in every community we serve, has a safe, affordable home and great life chances; in a society where they are valued and respected.\nWFHA's Values\nWe RESPECT people and communities through our belief in equality, inclusion and the value of diversity. We believe we have more in common than things that separate us.\nWe EMPOWER people and communities by maximising strengths and opportunities and building resilience.\nWe are AMBITIOUS, constantly improving, delivering better value for money and striving to provide more homes and services.\nWe CARE about what we do, step up to take responsibility and are passionate about our social purpose and making a positive difference.\nWe are HONEST, act with integrity and are accountable to our tenants, our partners and each other.\nFurther information about WFHA's service standard and commitments can be found in Appendix 1 - WFHA Service Standards and Commitment.\nContract Term\nThe contract duration shall be an initial period of three (3) years with the option of an extension of one (1) plus one (1) year making a total of maximum five years (5) with no further options to extend.\nAny renewal will be based on satisfactory performance and mutual agreement between both parties.\nContract Value\nThe anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000. \n2. Service Scope and Outcome\nScope of Works\nThe scope of work shall include, but not be limited to, the following:\nGeneral responsive repairs\nVoid services\nCapital works\nElectrical - Planned Maintenance and Responsive Repairs\nCall centre (out of hours only) (Please note that WFHA staff manage call during hours)\nThe scope of work shall not include, but not be limited to, the following:\nSpecialist drainage works (responsive repairs)\nGas servicing and installations (responsive repairs and capital works)\nWFHA acknowledges that this contract is a long-term arrangement and understands that service needs and requirements may evolve over time.\nContract Outcome\nThe overall aim of the contract is to establish a positive working relationship between the Service Provider and WFHA, focused on delivering a high-quality service to tenants and tenant-centric outcomes.\nWFHA are committed to providing safe, good quality and well-maintained homes and the Service Provider must support WFHA in maintaining this commitment. WFHA seeks a Service Provider who will collaborate to deliver high-quality services to tenants and achieving the best outcomes for its tenants throughout the contract's duration.\nTenant Satisfaction\nTenants' opinions on their homes and services they receive are fundamental to WHFA strategic direction and operational delivery and the Service Provider is expected to support WFHA in achieving high levels of satisfaction in relation to the impact the Service Provider's delivery and conduct has as part of this contract.\nIn line with the Government's Tenant Satisfaction Measures, WFHA will be monitoring performance relevant to these areas under this contract:\nTP08: Agreement that the landlord treats residents fairly and with respect\nTP09: Satisfaction with the landlord's approach to handling of complaints\nTP11: Satisfaction that the landlord makes a positive contribution to neighbourhoods\nWFHA is required to undertake Tenant Satisfaction Measures (TSMs) surveys in accordance with the Regulator of Social Housing's Consumer Standard. The collection of TSMs data will be supported by the TSM survey and any other satisfaction surveys undertaken. WFHA will share any relevant information in regard to TP08, TP09 and TP11 with the Service Provider. The data collected will be used to identify areas of improvement and the Service Provider will be expected to work in collaboration with WFHA.\nWFHA staff will collect feedback from tenants regarding the quality of service provided during all interactions and this will be shared with the Service Provider to ensure that any failures in services levels are addressed or where they are exceeded it can be passed on to the relevant recipient.\nInformation about WHFA's most recent TSM survey and tenant feedback can be found here: Tenant Satisfaction Survey 2023.\nThe Service Provider should be aware of and have regard to tenants' opinions about their homes and services they receive in relation to this contract.\n3. Service Delivery: Onsite Conduct\nThe Service Provider shall ensure that all its operatives embody WFHA values and recognise their importance of support WFHA in achieving it vision to serve the community and value and respect their tenants.\nThe Service Provider's team will be deemed as an extension to WFHA, and its reputation and tenant satisfaction is paramount. WFHA is a small housing association where the Service Provider is expected to be an extension of WHFA and become an integrated service to ensure that tenants feel safe and comfortable in their homes.\nSeveral of WFHA's tenants have additional support requirements that the Service Provider will need to be attentive when onsite and communicating with tenants. WFHA requires the Service Provider to build good communication and engagement with tenants whilst onsite.\nWFHA expects all members of their staffing structure to have a good understanding of written and spoken English to enable them to read any instructions or converse with any staff or tenants.\nWFHA will not tolerate any rudeness, bad language or other inappropriate behaviour towards its tenants. If this is reported by a tenant or third party an investigation must be carried out by the Service Provider. If such a report results in a legitimate complaint the Service Provider shall liaise with WFHA and resolve any concerns to prevent repeated issues.\nAs a minimum standard DBS (Disclosure and Barring Service) checks will be required for all staff attending sites and records of these must be provided on an annual basis to WFHA.\n4. Service Delivery: Service Provider Identification\nIdentity Cards\nThe Service Provider must supply to all working personnel employed with an ID badge which must contain the following details, as a minimum:\nPhotograph of operative\nOperative's name and trade\nService Provider's name and logo\nID badges must be worn visibly and be ready for inspection by WFHA tenants and WHFA scheme staff if required. Failure to adhere to this requirement may result in tenants or WFHA scheme staff having the right to refuse or terminate services. WFHA will not pay for any refused or terminated service visits. It will be the Service Provider's responsibility to promptly rebook the site visit, ensuring that it does not affect the ongoing work being delivered.\nThe Service Provider must provide WFHA with a list of all operatives that will be working under the contract with their names, description and other information that can used to identify staff if any checks need to be made with WHFA for safeguarding purposes. A list of their training and trade qualifications will be required also where relevant.\nThe Service Provider must inform WFHA if there are any changes in staff allocated to the contract before they commence any work.\nThe Service Provider holds ultimate responsibility for the safety of all onsite employees, tenants, their belongings, visitors, and the immediate environment during any works or services delivered.\nThe Service Provider shall ensure that all floors and surfaces throughout any visit shall be adequately protected against" }, { "releaseID": "034660-2025", "releaseDate": "2025-06-24T11:26:59+01:00", "releaseTag": [ "award", "contract" ], "value": "Waltham Forest Housing Association (WFHA) is undertaking a competitive tender process to appoint a supplier to deliver their Planned and Responsive Maintenance Services.\nThis process is being managed by Altair Ltd on behalf of WFHA. Please note that this will conclude as WHFA contract and has no connection to Altair Ltd.\nThis ITT is provided on the same basis to all organisations.\nThe aim of this procurement process is to appoint one provider to deliver services outlined within Schedule 6 – Specification.\nThe anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000.\nPlease note that whilst this is an estimated contract value it is not in any way guaranteed. \nIn this ITT, the following words and phrases have the following meanings: \nAssociation \tMeans Waltham Forest Housing Association (WFHA)\nBidder/s\tThose organisations who have expressed an interest in providing the Requirement who have been selected by the Association to be invited to tender for the contract to provide them.\nContract\tMeans any formal agreement for goods, works or services as a result of this Tender Process\nEvaluation Criteria\tMeans the evaluation criteria contained in Schedule 2\nFOI Law\tThe Freedom of Information Act 2000, and the Environmental Information Regulations 2004 together as amended from time to time\nForm of Tender\tMeans the document contained in the Response Schedule (Schedule 3 which is completed by the Bidder and returned with its Tender Response.\nTenant\t\tA person who resides or is present in a WFHA property\nInvitation to Tender (ITT)\tThis Invitation to Tender including all its appendices Schedules 1 – 8, Appendix A and Appendix 1 – 8.\nPortal\tMeans the secure online portal MyTenders operated by for the purposes of the Procurement Process.\nPreferred Bidder/s\tMeans the Bidder/s who is successful following evaluation in accordance with the Evaluation Criteria\nProcurement Process\tMeans the procedure followed by Waltham Forest Housing Association to award the Contract.\nResponse Schedule(s)\tMeans Schedule 1, Schedule 3 and Schedule 4 and must be completed by Bidders in order for the Bidder to be considered for contract award in the Procurement Process.\nRequirement\tMeans the Works and Services which the WFHA wishes to procure, details of which are set out in in this ITT and “Requirements” shall be construed; accordingly, \nReturn Date\tMeans the deadline for Tender Responses specified by the Association.\nSubcontractor \tA subcontractor (or sub-contractor) is a company or person whom a general contractor, prime contractor or main contractor hires to perform a specific task as part of an overall project.\nServices\tMeans the Services to be provided under the contract\nTenders\tTender responses made by Bidders to this ITT in accordance with its terms and “Tender” shall be construed; accordingly,\nTender Response\tMeans a Response Schedule(s) submitted by a Bidder during the Procurement Process using the Response Schedule(s).\nTUPE \tTransfer of Undertakings Protection of Employment Regulations \nUpdates\tMeans a written notification by the Association to Bidders. Updates may be issued during the tender period to amend or to provide clarification to any part of the ITT. \nWFHA \tMeans Waltham Forest Housing Association (WFHA) and its agents\nWorking Day\tMeans a day (other than a Saturday or Sunday) on which banks are open for domestic business in the City of London.\nSECTION 2: INSTRUCTIONS TO BIDDERS\n2.\tIntroduction\nTenders must be submitted strictly in accordance with the following instructions, read carefully before completing the ITT documentation. In submitting a Tender response, Bidders confirm that they have read and understood the contents. \nBidders not complying with these instructions may be rejected by WFHA whose decision in the matter will be final.\nThis ITT is provided on the same basis to all organisations. WFHA will not provide any further information, other than clarification of the information included in supplied documents, during the tender process. \n3.\tContract Duration \nThe duration of the Contract will be 3 years. Where appropriate, and subject to agreement, the Contract may be extended for a further 2 years on the basis of a 1 + 1 to a maximum of 5 years with no further option to extend.\n4.\tTerms and Conditions\nThe Terms and Conditions associated with this Contract can be found in Schedule 5. By submitting a response, Bidders are agreeing to be bound by the terms of this ITT and the Terms and Conditions without further negotiation or amendment. Variations will not be accepted nor any amendments to these terms.\nThe laws of England and Wales and the exclusive jurisdiction of the Courts of England and Wales; shall apply to this ITT, the Procurement Process and the Goods, Works and Services generally and, subject to applicable law, any dispute, including any non-contractual dispute arising therefrom.\n5.\tOverview of the Procurement Process\n, WFHA is using a one stage, five-step process to select its Preferred Bidder. Qualifying Bidders are invited to submit a response using the Response Schedules (Schedule 1, Schedule 3 and 4) and uploading quality responses as instructed in Schedule 3. Tenders will be evaluated to identify the Preferred Bidder, using the Evaluation Criteria set out in Schedule 2. \nThe five-step process in outline, is: \n•\tStep 1 - Satisfactory compliance to establish completeness of submitted tenders \n•\tStep 2 - Satisfactory compliance to the selection questions \n•\tStep 3 - A quality evaluation\n•\tStep 4 - A price evaluation\n•\tStep 5 - Combining the price with the quality score to determine the Preferred Bidder/s\nEach step must be completed/passed before moving to the next. \n6.\tSchedule of Key Dates\nThe intended key dates for the Tender and contract award phase for Bidders are as below. WFHA reserves the right to vary any of the dates set out at any time and for any reason. Nothing in this timetable should be understood to be a representation that any specific event will be met.\n*Please note that this is an indicative timeline, and can be amended at any point during the process\nPlease note that by submitting a bid you are confirming that you can enter into the contract, mobilise services, have the required resources and have all processes in place ready to commence the contract by the contract start date.\nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA. \nRequirement\tSchedule\nCompleted responses to the selection questions \t1\nProvide responses to the Quality/Technical questions \t3\nSigned and dated Form of Tender \t3\nSigned and dated Non-Collusion Certificate \t3\nSigned and dated Disclosure of Interest Certificate \t3\nCompleted Pricing Response\t4\nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information.\nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses. \n8.\tGeneral Tender Submission Guidance\nEach Tender submission must be submitted in accordance with these instructions. \nResponses must be submitted in English. \nBidders should answer all questions as accurately as possible using the format and page lengths where instructed as well as requests for other information.\nUse of diagrams is permitted only if requested, but inclusion will count as part of the page limit. Where a question is not relevant to the Bidder this should be indicated with an explanation (where applicable). \nIf a response exceeds the page limits, the first pages within the limit will be evaluated only. \nBidders must provide explicit and comprehensive Tender responses as these will be the single source of information on which the evaluation will be made. \nAny information submitted to WFHA in response to any question or requirement must be pertinent to that question or requirement. Any information not considered pertinent will not be considered by WFHA.\nAnswers to each question are self-contained and must not cross-refer to responses to other questions.\nIt is important that Tender responses to the questions in the ITT provide specific evidence of an ability to meet the requirement/s of the specification.\nDO NOT provide general organisational literature, marketing or promotional brochures and web-links as these will not be considered to be an appropriate response, nor will they be considered in the evaluation process and may prove detrimental to your Tender.\nVague or nebulous Tender responses or merely stating “to be considered” or “to be discussed” are not acceptable. If a Bidder cannot be specific in its Tender response relating to any particular matter, then the reason/s as to why a full response cannot be provided must be stated." }, { "releaseID": "037635-2025", "releaseDate": "2025-07-07T09:11:07+01:00", "releaseTag": [ "award", "contract" ], "value": "Waltham Forest Housing Association (WFHA) is undertaking a competitive tender process to appoint a supplier to deliver their Planned and Responsive Maintenance Services.This process is being managed by Altair Ltd on behalf of WFHA. Please note that this will conclude as WHFA contract and has no connection to Altair Ltd.This ITT is provided on the same basis to all organisations.The aim of this procurement process is to appoint one provider to deliver services outlined within Schedule 6 – Specification.The anticipated annual contract value is estimated at £450,000 for the planned element and £320,000 for the reactive element, resulting in a total estimated annual spend of £770,000. Over the full five-year term, the estimated total contract value is £3,850,000.Please note that whilst this is an estimated contract value it is not in any way guaranteed. In this ITT, the following words and phrases have the following meanings: Association Means Waltham Forest Housing Association (WFHA)Bidder/s Those organisations who have expressed an interest in providing the Requirement who have been selected by the Association to be invited to tender for the contract to provide them.Contract Means any formal agreement for goods, works or services as a result of this Tender ProcessEvaluation Criteria Means the evaluation criteria contained in Schedule 2FOI Law The Freedom of Information Act 2000, and the Environmental Information Regulations 2004 together as amended from time to timeForm of Tender Means the document contained in the Response Schedule (Schedule 3 which is completed by the Bidder and returned with its Tender Response.Tenant A person who resides or is present in a WFHA propertyInvitation to Tender (ITT) This Invitation to Tender including all its appendices Schedules 1 – 8, Appendix A and Appendix 1 – 8.Portal Means the secure online portal MyTenders operated by for the purposes of the Procurement Process.Preferred Bidder/s Means the Bidder/s who is successful following evaluation in accordance with the Evaluation CriteriaProcurement Process Means the procedure followed by Waltham Forest Housing Association to award the Contract.Response Schedule(s) Means Schedule 1, Schedule 3 and Schedule 4 and must be completed by Bidders in order for the Bidder to be considered for contract award in the Procurement Process.Requirement Means the Works and Services which the WFHA wishes to procure, details of which are set out in in this ITT and “Requirements” shall be construed; accordingly, Return Date Means the deadline for Tender Responses specified by the Association.Subcontractor A subcontractor (or sub-contractor) is a company or person whom a general contractor, prime contractor or main contractor hires to perform a specific task as part of an overall project.Services Means the Services to be provided under the contractTenders Tender responses made by Bidders to this ITT in accordance with its terms and “Tender” shall be construed; accordingly,Tender Response Means a Response Schedule(s) submitted by a Bidder during the Procurement Process using the Response Schedule(s).TUPE Transfer of Undertakings Protection of Employment Regulations Updates Means a written notification by the Association to Bidders. Updates may be issued during the tender period to amend or to provide clarification to any part of the ITT. WFHA Means Waltham Forest Housing Association (WFHA) and its agentsWorking Day Means a day (other than a Saturday or Sunday) on which banks are open for domestic business in the City of London.SECTION 2: INSTRUCTIONS TO BIDDERS2. IntroductionTenders must be submitted strictly in accordance with the following instructions, read carefully before completing the ITT documentation. In submitting a Tender response, Bidders confirm that they have read and understood the contents. Bidders not complying with these instructions may be rejected by WFHA whose decision in the matter will be final.This ITT is provided on the same basis to all" } ], "status": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "active" }, { "releaseID": "034660-2025", "releaseDate": "2025-06-24T11:26:59+01:00", "releaseTag": [ "award", "contract" ], "value": "complete" } ], "items": [ { "id": "1", "additionalClassifications": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": [ { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" }, { "scheme": "CPV", "id": "45000000", "description": "Construction work" } ] }, { "releaseID": "012310-2025", "releaseDate": "2025-04-01T15:08:03+01:00", "releaseTag": [ "tenderUpdate" ], "value": [ { "scheme": "CPV", "id": "45000000", "description": "Construction work" }, { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ] } ], "deliveryAddresses": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": [ { "region": "UK", "country": "GB", "countryName": "United Kingdom" } ] } ], "relatedLot": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "1" } ] } ], "value": { "amountGross": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": 4620000 } ], "amount": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": 3850000 } ], "currency": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "GBP" } ] }, "procurementMethod": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "open" } ], "procurementMethodDetails": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "Below threshold - open competition" } ], "mainProcurementCategory": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "works" } ], "aboveThreshold": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": false } ], "submissionMethodDetails": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "https://www.mytenders.co.uk\nThe Tender MUST be received via WFHA’s agents e-tender portal 12 Noon on Wednesday 9th April 2025. Tenders that are not submitted by this deadline will be excluded. \nYou are strongly advised not to delay uploading your Tender submission. \nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA. \nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information. \nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses. " }, { "releaseID": "012310-2025", "releaseDate": "2025-04-01T15:08:03+01:00", "releaseTag": [ "tenderUpdate" ], "value": "https://www.mytenders.co.uk\nThe Tender MUST be received via WFHA's agents e-tender portal 12 Noon on Wednesday 17th April 2025. Tenders that are not submitted by this deadline will be excluded.\nYou are strongly advised not to delay uploading your Tender submission.\nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA.\nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information.\nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses." }, { "releaseID": "014083-2025", "releaseDate": "2025-04-09T16:21:12+01:00", "releaseTag": [ "tenderUpdate" ], "value": "https://www.mytenders.co.uk\nThe Tender MUST be received via WFHA's agents e-tender portal 12 Noon on 1st May 2025. Tenders that are not submitted by this deadline will be excluded.\nYou are strongly advised not to delay uploading your Tender submission.\nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA.\nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information.\nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses." } ], "submissionTerms": { "electronicSubmissionPolicy": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "allowed" } ] }, "tenderPeriod": { "endDate": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "2025-04-09T12:00:00+01:00" }, { "releaseID": "012310-2025", "releaseDate": "2025-04-01T15:08:03+01:00", "releaseTag": [ "tenderUpdate" ], "value": "2025-04-17T12:00:00+01:00" }, { "releaseID": "014083-2025", "releaseDate": "2025-04-09T16:21:12+01:00", "releaseTag": [ "tenderUpdate" ], "value": "2025-05-01T12:00:00+01:00" } ] }, "enquiryPeriod": { "endDate": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "2025-03-25T17:00:00+00:00" }, { "releaseID": "012310-2025", "releaseDate": "2025-04-01T15:08:03+01:00", "releaseTag": [ "tenderUpdate" ], "value": "2025-04-04T17:00:00+01:00" }, { "releaseID": "014083-2025", "releaseDate": "2025-04-09T16:21:12+01:00", "releaseTag": [ "tenderUpdate" ], "value": "2025-04-17T17:00:00+01:00" } ] }, "lots": [ { "id": "1", "status": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "active" }, { "releaseID": "034660-2025", "releaseDate": "2025-06-24T11:26:59+01:00", "releaseTag": [ "award", "contract" ], "value": "complete" } ], "value": { "amountGross": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": 4620000 } ], "amount": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": 3850000 } ], "currency": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "GBP" } ] }, "awardCriteria": { "weightingDescription": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "Technical and Quality Evaluation = 60% Weighting\nPrice = 40%\nThere are also additional mandatory certificates and declarations which must be completed to comply" } ], "criteria": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": [ { "type": "quality", "name": "Technical Quality", "description": "The Compliance Check will check that each Tender Response: \ncomplies, includes a completed and signed Form of Tender and Certificate of non-collusion. Provided answers to all the questions in the Response Schedules; and Is made in the format, medium and quantity required. \nWhere a Tender is non-compliant or there is an obvious error in one or more areas, WFHA will determine whether to issue a clarification question in relation to the area(s) of non-compliance/error or to reject the Tender at this stage. WFHA reserves the right, at its sole discretion, not to carry out any further evaluation of that Bidder’s submissions where it concludes the Tender is non-compliant. \nFollowing the preliminary compliance review, WFHA will proceed to evaluate the Quality/Technical questions in, Schedule 3\nQuality Evaluation 60% \nIn response to the questions set out in Schedule 3, Bidders are required to provide detailed proposals for their performance of the Services/Works/Goods \nResponses shall be sufficiently detailed and (subject to approval by WFHA) the response to the questions in Schedule 3 will be incorporated into the Contract and will form part of the Supplier’s contractual commitment to WFHA. \nBidder’s evaluation scores will be based on the Bidder’s written Tender Submission only, clarified by the following methods: \nBy responses to clarification questions raised via the Portal \nBidders will not be able to address any omissions in their Tender Submission during any clarification process. \nEvaluation methodology \nMobilisation \n10% \nService Delivery \n35% \nCustomer Service \n30% \nContract Management and Working Relationships \n20% \nSocial Value \n5% \nTotal \n100% \nEvaluators will individually review and score Bidder’s Tender Submissions, scoring each answer to each question using the methodology below. Once completed the evaluation panel will conduct a ‘consensus scoring process’ where moderation of the scores awarded individually will take place. The moderation shall give regard to any variance in the scores between the evaluators. A consensus score will be agreed by the evaluators for each of the evaluation criteria below. \nThe total quality score % for each question will be calculated by using the final moderated score × weighting of the question = total question score. The total questions percentages scores will then be added to calculate the overall quality percentage score out of 100% then multiplied by the overall quality score percentage to generate the final total quality score. \nA minimum moderation scored requirement threshold of 3 (satisfactory) will be applied to each and every question. \nIf a Tender fails to meet the minimum requirement threshold on a moderated scored quality question, then the Tender will be rejected and not evaluated further. \nScoring Principles \n5 Excellent (fully meets the requirement). \nThe response fully meets what is expected for the criteria. Leaves no doubt as to the capability and commitment to deliver what is required. The response therefore shows: \nExcellent proposals demonstrated through relevant evidence; \nExtensive insight into the relevant issues. \n4 Good (limited minor issues) \nThe response broadly meets what is expected for the criteria. There are no significant areas of concern, although there may be limited minor issues that need further exploration or attention later in the procurement process. The response therefore shows: \nGood understanding of the requirements; \nSufficient competence demonstrated through relevant evidence; \nGood level of insight demonstrated into the relevant issues. \n3 Satisfactory (at least one significant issue or several smaller issues) \n[the minimum standard for each and every evaluated question] \nThe response meets most of the requirement but there is at least one significant issue of concern, or several smaller issues. These would require of some further clarification or attention later in the procurement process, and may arise through lack of demonstrated capability and/or appropriate evidence. The response therefore shows: \nBasic understanding of the requirements; \nSufficient competence demonstrated through relevant evidence; \nSome areas of concern that require attention. \n2 Poor (a number of significant concerns) \nThe response meets elements of the requirement but gives concern in a number of significant areas. There are reservations because of one or all of the following: \nThere is at least one significant issue needing considerable attention; \nProposals do not demonstrate competence or understanding; \nThe response is light and unconvincing. \n1 Very Poor (fails to meet requirement) \nThe response is significantly below what would be expected because of one or all of the following: \nThe response indicates a significant lack of understanding relating to the requirements; \nThe response fails to meet the requirement. \n0 No Response Provided" }, { "type": "price", "name": "Price", "description": "The Bidder’s Pricing Submission will be examined in order to detect any computational errors. Where an examination reveals an error or discrepancy between these prices and the overall Tender figure, the Bidder may be granted an opportunity to clarify their submission at the discretion of WFHA. \nAbnormally Low Tenders \nTenders will be reviewed to see if any appear to be abnormally low. Should WFHA consider a Tender abnormally low in price or value, and wish to reject the Tender on such grounds, it will first seek clarification, explanation and/or evidence from the Bidder to justify the Tender. Where applicable, the Bidder will also be asked to evidence that they are not practicing modern slavery (via a declaration). Where the Bidder is unable to prove, within a sufficient time limit such justification for the low price/value, WFHA reserve the right to reject the Tender. \nPrice Evaluation Methodology \nOnly those that have reached quality thresholds and have not been excluded as an abnormally low Tender will have the price element reviewed/evaluated. \nWHFA will be using the National Housing Federation - Version 7.1 Schedule of Rates (SoR) for Responsive Repairs and Voids as well as Planned Works. Works and Services under this contract will be priced accordingly with these rates and the proposed mark-up applied. \nThese will be fixed for the initial term of the contract and any agreed extensions. \nBidders are required to outline their percentage markup against those rates for the categories outlined below. \nBidders are required to complete the excel spreadsheet at Schedule 4. All required (yellow) cells must be completed with a value. If a Bidder submits an incomplete Pricing Schedule, the Tender may be rejected. \nPricing evaluation will be based on a total of all pricing elements as outlined below and in the evaluation methodology tab as outlined in Schedule 4. Please see Schedule 4 for a worked example. \nThe lowest bid will score the maximum percentage for each category outlined below: \nCategory \nWeighting % \nResponsive Repairs & Voids % Uplift \n35 \nPlanned Works % Uplift \n35 \nPlanned Works Project Management % Uplift \n25 \nYear One Only (Mobilisation) \n5 \nTotal \n100 \nPrice will be scored using the scoring methodology set out below for each category listed above. The percentage score will be calculated relationally against the lowest total price then weighted using the formula: \n(Lowest / Bidder’s) x percentage Weighting = Weighted relative price score. " }, { "type": "quality", "name": "Certificates and Declarations", "description": "The forms and certificates in Schedule 3 must be signed without qualification and will be evaluated on a Pass/Fail basis, with a Pass being a signed, unqualified return and a Fail being an unsigned or qualified return. Any resultant Fail response will result in the Bidder being excluded from the Procurement Process. \nNon-Collusion & Non-Canvassing Certificate \nAgreement to Terms \nSection \nForm of Tender \nDisclosure of Interest \nContact Details and Submission Declaration" } ] }, { "releaseID": "012310-2025", "releaseDate": "2025-04-01T15:08:03+01:00", "releaseTag": [ "tenderUpdate" ], "value": [ { "type": "quality", "name": "Technical Quality", "description": "The Compliance Check will check that each Tender Response:\ncomplies, includes a completed and signed Form of Tender and Certificate of non-collusion. Provided answers to all the questions in the Response Schedules; and Is made in the format, medium and quantity required.\nWhere a Tender is non-compliant or there is an obvious error in one or more areas, WFHA will determine whether to issue a clarification question in relation to the area(s) of non-compliance/error or to reject the Tender at this stage. WFHA reserves the right, at its sole discretion, not to carry out any further evaluation of that Bidder's submissions where it concludes the Tender is non-compliant.\nFollowing the preliminary compliance review, WFHA will proceed to evaluate the Quality/Technical questions in, Schedule 3\nQuality Evaluation 60%\nIn response to the questions set out in Schedule 3, Bidders are required to provide detailed proposals for their performance of the Services/Works/Goods\nResponses shall be sufficiently detailed and (subject to approval by WFHA) the response to the questions in Schedule 3 will be incorporated into the Contract and will form part of the Supplier's contractual commitment to WFHA.\nBidder's evaluation scores will be based on the Bidder's written Tender Submission only, clarified by the following methods:\nBy responses to clarification questions raised via the Portal\nBidders will not be able to address any omissions in their Tender Submission during any clarification process.\nEvaluation methodology\nMobilisation\n10%\nService Delivery\n35%\nCustomer Service\n30%\nContract Management and Working Relationships\n20%\nSocial Value\n5%\nTotal\n100%\nEvaluators will individually review and score Bidder's Tender Submissions, scoring each answer to each question using the methodology below. Once completed the evaluation panel will conduct a 'consensus scoring process' where moderation of the scores awarded individually will take place. The moderation shall give regard to any variance in the scores between the evaluators. A consensus score will be agreed by the evaluators for each of the evaluation criteria below.\nThe total quality score % for each question will be calculated by using the final moderated score × weighting of the question = total question score. The total questions percentages scores will then be added to calculate the overall quality percentage score out of 100% then multiplied by the overall quality score percentage to generate the final total quality score.\nA minimum moderation scored requirement threshold of 3 (satisfactory) will be applied to each and every question.\nIf a Tender fails to meet the minimum requirement threshold on a moderated scored quality question, then the Tender will be rejected and not evaluated further.\nScoring Principles\n5 Excellent (fully meets the requirement).\nThe response fully meets what is expected for the criteria. Leaves no doubt as to the capability and commitment to deliver what is required. The response therefore shows:\nExcellent proposals demonstrated through relevant evidence;\nExtensive insight into the relevant issues.\n4 Good (limited minor issues)\nThe response broadly meets what is expected for the criteria. There are no significant areas of concern, although there may be limited minor issues that need further exploration or attention later in the procurement process. The response therefore shows:\nGood understanding of the requirements;\nSufficient competence demonstrated through relevant evidence;\nGood level of insight demonstrated into the relevant issues.\n3 Satisfactory (at least one significant issue or several smaller issues)\n[the minimum standard for each and every evaluated question]\nThe response meets most of the requirement but there is at least one significant issue of concern, or several smaller issues. These would require of some further clarification or attention later in the procurement process, and may arise through lack of demonstrated capability and/or appropriate evidence. The response therefore shows:\nBasic understanding of the requirements;\nSufficient competence demonstrated through relevant evidence;\nSome areas of concern that require attention.\n2 Poor (a number of significant concerns)\nThe response meets elements of the requirement but gives concern in a number of significant areas. There are reservations because of one or all of the following:\nThere is at least one significant issue needing considerable attention;\nProposals do not demonstrate competence or understanding;\nThe response is light and unconvincing.\n1 Very Poor (fails to meet requirement)\nThe response is significantly below what would be expected because of one or all of the following:\nThe response indicates a significant lack of understanding relating to the requirements;\nThe response fails to meet the requirement.\n0 No Response Provided" }, { "type": "price", "name": "Price", "description": "The Bidder's Pricing Submission will be examined in order to detect any computational errors. Where an examination reveals an error or discrepancy between these prices and the overall Tender figure, the Bidder may be granted an opportunity to clarify their submission at the discretion of WFHA.\nAbnormally Low Tenders\nTenders will be reviewed to see if any appear to be abnormally low. Should WFHA consider a Tender abnormally low in price or value, and wish to reject the Tender on such grounds, it will first seek clarification, explanation and/or evidence from the Bidder to justify the Tender. Where applicable, the Bidder will also be asked to evidence that they are not practicing modern slavery (via a declaration). Where the Bidder is unable to prove, within a sufficient time limit such justification for the low price/value, WFHA reserve the right to reject the Tender.\nPrice Evaluation Methodology\nOnly those that have reached quality thresholds and have not been excluded as an abnormally low Tender will have the price element reviewed/evaluated.\nWHFA will be using the National Housing Federation - Version 7.1 Schedule of Rates (SoR) for Responsive Repairs and Voids as well as Planned Works. Works and Services under this contract will be priced accordingly with these rates and the proposed mark-up applied.\nThese will be fixed for the initial term of the contract and any agreed extensions.\nBidders are required to outline their percentage markup against those rates for the categories outlined below.\nBidders are required to complete the excel spreadsheet at Schedule 4. All required (yellow) cells must be completed with a value. If a Bidder submits an incomplete Pricing Schedule, the Tender may be rejected.\nPricing evaluation will be based on a total of all pricing elements as outlined below and in the evaluation methodology tab as outlined in Schedule 4. Please see Schedule 4 for a worked example.\nThe lowest bid will score the maximum percentage for each category outlined below:\nCategory\nWeighting %\nResponsive Repairs & Voids % Uplift\n35\nPlanned Works % Uplift\n35\nPlanned Works Project Management % Uplift\n25\nYear One Only (Mobilisation)\n5\nTotal\n100\nPrice will be scored using the scoring methodology set out below for each category listed above. The percentage score will be calculated relationally against the lowest total price then weighted using the formula:\n(Lowest / Bidder's) x percentage Weighting = Weighted relative price score." }, { "type": "quality", "name": "Certificates and Declarations", "description": "The forms and certificates in Schedule 3 must be signed without qualification and will be evaluated on a Pass/Fail basis, with a Pass being a signed, unqualified return and a Fail being an unsigned or qualified return. Any resultant Fail response will result in the Bidder being excluded from the Procurement Process.\nNon-Collusion & Non-Canvassing Certificate\nAgreement to Terms\nSection\nForm of Tender\nDisclosure of Interest\nContact Details and Submission Declaration" } ] } ] }, "selectionCriteria": { "criteria": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": [ { "description": "The Tender MUST be received via WFHA’s agents e-tender portal 12 Noon on Wednesday 9th April 2025. Tenders that are not submitted by this deadline will be excluded. \nYou are strongly advised not to delay uploading your Tender submission. \nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA. \nRequirement \nSchedule \nCompleted responses to the selection questions \nProvide responses to the Quality/Technical questions \nSigned and dated Form of Tender \nSigned and dated Non-Collusion Certificate \nSigned and dated Disclosure of Interest Certificate \nCompleted Pricing Response \nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information. \nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses. \nGeneral Tender Submission Guidance \nEach Tender submission must be submitted in accordance with these instructions. \nResponses must be submitted in English. \nBidders should answer all questions as accurately as possible using the format and page lengths where instructed as well as requests for other information. \nUse of diagrams is permitted only if requested, but inclusion will count as part of the page limit. Where a question is not relevant to the Bidder this should be indicated with an explanation (where applicable). \nIf a response exceeds the page limits, the first pages within the limit will be evaluated only. \nBidders must provide explicit and comprehensive Tender responses as these will be the single source of information on which the evaluation will be made. \nAny information submitted to WFHA in response to any question or requirement must be pertinent to that question or requirement. Any information not considered pertinent will not be considered by WFHA. \nAnswers to each question are self-contained and must not cross-refer to responses to other questions. \nIt is important that Tender responses to the questions in the ITT provide specific evidence of an ability to meet the requirement/s of the specification. \nDO NOT provide general organisational literature, marketing or promotional brochures and web-links as these will not be considered to be an appropriate response, nor will they be considered in the evaluation process and may prove detrimental to your Tender. \nVague or nebulous Tender responses or merely stating “to be considered” or “to be discussed” are not acceptable. If a Bidder cannot be specific in its Tender response relating to any particular matter, then the reason/s as to why a full response cannot be provided must be stated. \nWhere supporting documents are required, they must be clearly labelled and referenced to the question to which they relate to avoid any doubt in the evaluation process. \nBidders must upload their quality responses as individual word pdf documents. Submission must use the following file naming convention: CompanyName_WFHA_Questionnumber.pdf. For example, WalthamForestHousingAssociation_WFHA_Q1.pdf. Responses must be within the page limits using Arial font size 10 in A4 unless stated different. \nPlease do not top and tail your responses with letterheads, graphic, company logos etc and do not repeat the question at the start of your response this is not required. \nPlease do not use lengthy document titles when uploading your responses as this may affect the download process of the PostBox. Please do not ZIP your responses as again this may have an effect on the download process. \nPlease ensure you use the “Dispatch “function to finish the upload of your responses. Once all is dispatched to the system correctly you will receive a notification that this has been completed. Until you receive this email your upload is not completed \nAll unit rates and prices must be quoted in pounds sterling only excluding VAT. \nBidders must notify WFHA immediately of any change in the information submitted in its Selection Questionnaire or responses at any time during the procurement process. \nTender responses will be checked for completeness and compliance with the instructions before evaluation. WFHA reserves the right to refuse to consider a tender if the response is incomplete or is found to be inaccurate. \nWFHA reserves the right to require some or all Bidders to clarify and/or expand the answers contained in their Tender submissions, in writing. Requests for further information will be made in writing to Bidders via the Portal. Failure to respond promptly or adequately may result in the Bidder’s disqualification from the procurement process. \nIt is the Bidder’s responsibility to ensure that its tender is received by the stated deadline - failure to do so, will exclude your Tender submission from the process. \nNo unauthorised alterations or additions are to be made to the Form of Tender or any other component of the ITT.\nTenders must not be qualified or accompanied by statements which could be construed as rendering the Tender equivocal, conditional and/or placing it on a different footing from other Tenders. Only Tenders submitted without qualification strictly in accordance with the ITT (as issued or subsequently amended by WFHA) will be accepted for consideration. Qualified Tenders may be excluded from further consideration and bidders notified. \nUse of the Online Portal \nWFHA’s agents Altair Ltd on their behalf are utilising an electronic tendering Portal, “myTenders”, to manage this procurement process and to communicate with Bidders. \nAll responses to the tender must be submitted via the Portal. All interested Bidders should therefore register (for free) on the Portal to access documentation and communications and make their submission. \nDocuments in the Portal area may be updated from time to time and Bidders are advised to regularly access the Portal to see if new information or documents have been added. WHFA or it’s agent will not be responsible for Bidders not reviewing any new or amended documentation submitted. It is the Bidder's responsibility to ensure that they regularly access the system.\nAny requests for clarification relating to this exercise must be communicated using the secure messaging function on the Portal. Responses to requests for clarification will be communicated to all Bidders via the secure messaging function on the Portal. \nWhen uploading your response, please be aware of the speed of your Internet connection, your system configuration and general web traffic, all of which may impact on the time taken to complete the transaction. \nYou are advised to access the user guides and ‘help’ function within the system. WFHA will not accept any responsibility in respect of user errors. \nAny difficulties or problems with access to the Portal should be reported to myTenders via telephone or logging a ticket on their website. \nPhone: 0800 222 9006 \nwww.mytenders.co.uk \nIf issues with the Portal are likely to result in a late submission, they must be reported before the submission deadline to email: procurementaltair@altairltd.co.uk. This is not to be used for any other reason and all other communication must be via the Portal’s message function.\nClarifications \nAll requests for clarification or further information on the ITT or WFHA's Requirements must be made in accordance these instructions and via the Portal before the deadline. \nBidders, their agents, potential subcontractors and suppliers, must not contact WFHA or any of its officers, employees or advisers or any third party connected to WFHA or its advisers in relation to this procurement, outside the process outlined within this section, or elsewhere in this document, without the prior written permission of WFHA, requested via the Portal. \nIf a Bidder is unsure of the meaning of a question or anything in this ITT, then it is their responsibility to ask the Association to clarify in writing via the Portal message function before the deadline as defined within this document. \nAny requests for clarification received after the deadline will not be responded to. \nBidders must notify WFHA via the Portal promptly regarding any perceived ambiguity, inconsistency or omission in this ITT or any of its associated documents and/or any other information issued to them during the procurement process, and these will be responded to via the Portal. \nAny queries and requests for clarification which are not made through the Portal will not be answered. Any queries and requests for clarification submitted after the deadline for submission of clarification questions will not be answered. \nWFHA will endeavour to answer all clarifications as quickly as possible but cannot guarantee a minimum response time. \nPublished clarifications shall become part of the Tender and its evaluation, and any subsequent agreement between the Parties and should be treated as such by the Bidder. \nBidders should note that both requests for clarification and responses will be circulated to all Bidders. Any response will be communicated anonymously to all Bidders who have responded, have expressed an interest, or have shown an interest before the return date for submission of Tenders. \nWFHA also reserves the right to disseminate information that is materially relevant to all Bidders, even if the information has only been requested by one Bidder, subject to the duty to protect any Bidder’s commercial confidence in its responses. \nAny Bidder who directly or indirectly canvasses any member of WFHA or any of its officials or representatives concerning the Procurement Process or contract award may be disqualified. " } ] }, { "releaseID": "012310-2025", "releaseDate": "2025-04-01T15:08:03+01:00", "releaseTag": [ "tenderUpdate" ], "value": [ { "description": "The Tender MUST be received via WFHA's agents e-tender portal 12 Noon on Wednesday 9th April 2025. Tenders that are not submitted by this deadline will be excluded.\nYou are strongly advised not to delay uploading your Tender submission.\nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA.\nRequirement\nSchedule\nCompleted responses to the selection questions\nProvide responses to the Quality/Technical questions\nSigned and dated Form of Tender\nSigned and dated Non-Collusion Certificate\nSigned and dated Disclosure of Interest Certificate\nCompleted Pricing Response\nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information.\nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses.\nGeneral Tender Submission Guidance\nEach Tender submission must be submitted in accordance with these instructions.\nResponses must be submitted in English.\nBidders should answer all questions as accurately as possible using the format and page lengths where instructed as well as requests for other information.\nUse of diagrams is permitted only if requested, but inclusion will count as part of the page limit. Where a question is not relevant to the Bidder this should be indicated with an explanation (where applicable).\nIf a response exceeds the page limits, the first pages within the limit will be evaluated only.\nBidders must provide explicit and comprehensive Tender responses as these will be the single source of information on which the evaluation will be made.\nAny information submitted to WFHA in response to any question or requirement must be pertinent to that question or requirement. Any information not considered pertinent will not be considered by WFHA.\nAnswers to each question are self-contained and must not cross-refer to responses to other questions.\nIt is important that Tender responses to the questions in the ITT provide specific evidence of an ability to meet the requirement/s of the specification.\nDO NOT provide general organisational literature, marketing or promotional brochures and web-links as these will not be considered to be an appropriate response, nor will they be considered in the evaluation process and may prove detrimental to your Tender.\nVague or nebulous Tender responses or merely stating \"to be considered\" or \"to be discussed\" are not acceptable. If a Bidder cannot be specific in its Tender response relating to any particular matter, then the reason/s as to why a full response cannot be provided must be stated.\nWhere supporting documents are required, they must be clearly labelled and referenced to the question to which they relate to avoid any doubt in the evaluation process.\nBidders must upload their quality responses as individual word pdf documents. Submission must use the following file naming convention: CompanyName_WFHA_Questionnumber.pdf. For example, WalthamForestHousingAssociation_WFHA_Q1.pdf. Responses must be within the page limits using Arial font size 10 in A4 unless stated different.\nPlease do not top and tail your responses with letterheads, graphic, company logos etc and do not repeat the question at the start of your response this is not required.\nPlease do not use lengthy document titles when uploading your responses as this may affect the download process of the PostBox. Please do not ZIP your responses as again this may have an effect on the download process.\nPlease ensure you use the \"Dispatch \"function to finish the upload of your responses. Once all is dispatched to the system correctly you will receive a notification that this has been completed. Until you receive this email your upload is not completed\nAll unit rates and prices must be quoted in pounds sterling only excluding VAT.\nBidders must notify WFHA immediately of any change in the information submitted in its Selection Questionnaire or responses at any time during the procurement process.\nTender responses will be checked for completeness and compliance with the instructions before evaluation. WFHA reserves the right to refuse to consider a tender if the response is incomplete or is found to be inaccurate.\nWFHA reserves the right to require some or all Bidders to clarify and/or expand the answers contained in their Tender submissions, in writing. Requests for further information will be made in writing to Bidders via the Portal. Failure to respond promptly or adequately may result in the Bidder's disqualification from the procurement process.\nIt is the Bidder's responsibility to ensure that its tender is received by the stated deadline - failure to do so, will exclude your Tender submission from the process.\nNo unauthorised alterations or additions are to be made to the Form of Tender or any other component of the ITT.\nTenders must not be qualified or accompanied by statements which could be construed as rendering the Tender equivocal, conditional and/or placing it on a different footing from other Tenders. Only Tenders submitted without qualification strictly in accordance with the ITT (as issued or subsequently amended by WFHA) will be accepted for consideration. Qualified Tenders may be excluded from further consideration and bidders notified.\nUse of the Online Portal\nWFHA's agents Altair Ltd on their behalf are utilising an electronic tendering Portal, \"myTenders\", to manage this procurement process and to communicate with Bidders.\nAll responses to the tender must be submitted via the Portal. All interested Bidders should therefore register (for free) on the Portal to access documentation and communications and make their submission.\nDocuments in the Portal area may be updated from time to time and Bidders are advised to regularly access the Portal to see if new information or documents have been added. WHFA or it's agent will not be responsible for Bidders not reviewing any new or amended documentation submitted. It is the Bidder's responsibility to ensure that they regularly access the system.\nAny requests for clarification relating to this exercise must be communicated using the secure messaging function on the Portal. Responses to requests for clarification will be communicated to all Bidders via the secure messaging function on the Portal.\nWhen uploading your response, please be aware of the speed of your Internet connection, your system configuration and general web traffic, all of which may impact on the time taken to complete the transaction.\nYou are advised to access the user guides and 'help' function within the system. WFHA will not accept any responsibility in respect of user errors.\nAny difficulties or problems with access to the Portal should be reported to myTenders via telephone or logging a ticket on their website.\nPhone: 0800 222 9006\nwww.mytenders.co.uk\nIf issues with the Portal are likely to result in a late submission, they must be reported before the submission deadline to email: procurementaltair@altairltd.co.uk. This is not to be used for any other reason and all other communication must be via the Portal's message function.\nClarifications\nAll requests for clarification or further information on the ITT or WFHA's Requirements must be made in accordance these instructions and via the Portal before the deadline.\nBidders, their agents, potential subcontractors and suppliers, must not contact WFHA or any of its officers, employees or advisers or any third party connected to WFHA or its advisers in relation to this procurement, outside the process outlined within this section, or elsewhere in this document, without the prior written permission of WFHA, requested via the Portal.\nIf a Bidder is unsure of the meaning of a question or anything in this ITT, then it is their responsibility to ask the Association to clarify in writing via the Portal message function before the deadline as defined within this document.\nAny requests for clarification received after the deadline will not be responded to.\nBidders must notify WFHA via the Portal promptly regarding any perceived ambiguity, inconsistency or omission in this ITT or any of its associated documents and/or any other information issued to them during the procurement process, and these will be responded to via the Portal.\nAny queries and requests for clarification which are not made through the Portal will not be answered. Any queries and requests for clarification submitted after the deadline for submission of clarification questions will not be answered.\nWFHA will endeavour to answer all clarifications as quickly as possible but cannot guarantee a minimum response time.\nPublished clarifications shall become part of the Tender and its evaluation, and any subsequent agreement between the Parties and should be treated as such by the Bidder.\nBidders should note that both requests for clarification and responses will be circulated to all Bidders. Any response will be communicated anonymously to all Bidders who have responded, have expressed an interest, or have shown an interest before the return date for submission of Tenders.\nWFHA also reserves the right to disseminate information that is materially relevant to all Bidders, even if the information has only been requested by one Bidder, subject to the duty to protect any Bidder's commercial confidence in its responses.\nAny Bidder who directly or indirectly canvasses any member of WFHA or any of its officials or representatives concerning the Procurement Process or contract award may be disqualified." } ] }, { "releaseID": "014083-2025", "releaseDate": "2025-04-09T16:21:12+01:00", "releaseTag": [ "tenderUpdate" ], "value": [ { "description": "The Tender MUST be received via WFHA's agents e-tender portal 12 Noon on 1st May 2025. Tenders that are not submitted by this deadline will be excluded.\nYou are strongly advised not to delay uploading your Tender submission.\nFailure to submit a full response to any of the Tender deliverables specified below may result in the exclusion of the Tender from further consideration by WFHA.\nRequirement\nSchedule\nCompleted responses to the selection questions\nProvide responses to the Quality/Technical questions\nSigned and dated Form of Tender\nSigned and dated Non-Collusion Certificate\nSigned and dated Disclosure of Interest Certificate\nCompleted Pricing Response\nFollowing the deadline for submission, Bidders will not, in general, be permitted to amend or supplement their Tenders. However, WFHA reserves the right, at its discretion, to request a Bidder to clarify its Tender in writing, correct obvious errors, or to supply further information.\nThe Tender shall remain open for acceptance by WFHA for 90 days from the deadline for submission of tender responses.\nGeneral Tender Submission Guidance\nEach Tender submission must be submitted in accordance with these instructions.\nResponses must be submitted in English.\nBidders should answer all questions as accurately as possible using the format and page lengths where instructed as well as requests for other information.\nUse of diagrams is permitted only if requested, but inclusion will count as part of the page limit. Where a question is not relevant to the Bidder this should be indicated with an explanation (where applicable).\nIf a response exceeds the page limits, the first pages within the limit will be evaluated only.\nBidders must provide explicit and comprehensive Tender responses as these will be the single source of information on which the evaluation will be made.\nAny information submitted to WFHA in response to any question or requirement must be pertinent to that question or requirement. Any information not considered pertinent will not be considered by WFHA.\nAnswers to each question are self-contained and must not cross-refer to responses to other questions.\nIt is important that Tender responses to the questions in the ITT provide specific evidence of an ability to meet the requirement/s of the specification.\nDO NOT provide general organisational literature, marketing or promotional brochures and web-links as these will not be considered to be an appropriate response, nor will they be considered in the evaluation process and may prove detrimental to your Tender.\nVague or nebulous Tender responses or merely stating \"to be considered\" or \"to be discussed\" are not acceptable. If a Bidder cannot be specific in its Tender response relating to any particular matter, then the reason/s as to why a full response cannot be provided must be stated.\nWhere supporting documents are required, they must be clearly labelled and referenced to the question to which they relate to avoid any doubt in the evaluation process.\nBidders must upload their quality responses as individual word pdf documents. Submission must use the following file naming convention: CompanyName_WFHA_Questionnumber.pdf. For example, WalthamForestHousingAssociation_WFHA_Q1.pdf. Responses must be within the page limits using Arial font size 10 in A4 unless stated different.\nPlease do not top and tail your responses with letterheads, graphic, company logos etc and do not repeat the question at the start of your response this is not required.\nPlease do not use lengthy document titles when uploading your responses as this may affect the download process of the PostBox. Please do not ZIP your responses as again this may have an effect on the download process.\nPlease ensure you use the \"Dispatch \"function to finish the upload of your responses. Once all is dispatched to the system correctly you will receive a notification that this has been completed. Until you receive this email your upload is not completed\nAll unit rates and prices must be quoted in pounds sterling only excluding VAT.\nBidders must notify WFHA immediately of any change in the information submitted in its Selection Questionnaire or responses at any time during the procurement process.\nTender responses will be checked for completeness and compliance with the instructions before evaluation. WFHA reserves the right to refuse to consider a tender if the response is incomplete or is found to be inaccurate.\nWFHA reserves the right to require some or all Bidders to clarify and/or expand the answers contained in their Tender submissions, in writing. Requests for further information will be made in writing to Bidders via the Portal. Failure to respond promptly or adequately may result in the Bidder's disqualification from the procurement process.\nIt is the Bidder's responsibility to ensure that its tender is received by the stated deadline - failure to do so, will exclude your Tender submission from the process.\nNo unauthorised alterations or additions are to be made to the Form of Tender or any other component of the ITT.\nTenders must not be qualified or accompanied by statements which could be construed as rendering the Tender equivocal, conditional and/or placing it on a different footing from other Tenders. Only Tenders submitted without qualification strictly in accordance with the ITT (as issued or subsequently amended by WFHA) will be accepted for consideration. Qualified Tenders may be excluded from further consideration and bidders notified.\nUse of the Online Portal\nWFHA's agents Altair Ltd on their behalf are utilising an electronic tendering Portal, \"myTenders\", to manage this procurement process and to communicate with Bidders.\nAll responses to the tender must be submitted via the Portal. All interested Bidders should therefore register (for free) on the Portal to access documentation and communications and make their submission.\nDocuments in the Portal area may be updated from time to time and Bidders are advised to regularly access the Portal to see if new information or documents have been added. WHFA or it's agent will not be responsible for Bidders not reviewing any new or amended documentation submitted. It is the Bidder's responsibility to ensure that they regularly access the system.\nAny requests for clarification relating to this exercise must be communicated using the secure messaging function on the Portal. Responses to requests for clarification will be communicated to all Bidders via the secure messaging function on the Portal.\nWhen uploading your response, please be aware of the speed of your Internet connection, your system configuration and general web traffic, all of which may impact on the time taken to complete the transaction.\nYou are advised to access the user guides and 'help' function within the system. WFHA will not accept any responsibility in respect of user errors.\nAny difficulties or problems with access to the Portal should be reported to myTenders via telephone or logging a ticket on their website.\nPhone: 0800 222 9006\nwww.mytenders.co.uk\nIf issues with the Portal are likely to result in a late submission, they must be reported before the submission deadline to email: procurementaltair@altairltd.co.uk. This is not to be used for any other reason and all other communication must be via the Portal's message function.\nClarifications\nAll requests for clarification or further information on the ITT or WFHA's Requirements must be made in accordance these instructions and via the Portal before the deadline.\nBidders, their agents, potential subcontractors and suppliers, must not contact WFHA or any of its officers, employees or advisers or any third party connected to WFHA or its advisers in relation to this procurement, outside the process outlined within this section, or elsewhere in this document, without the prior written permission of WFHA, requested via the Portal.\nIf a Bidder is unsure of the meaning of a question or anything in this ITT, then it is their responsibility to ask the Association to clarify in writing via the Portal message function before the deadline as defined within this document.\nAny requests for clarification received after the deadline will not be responded to.\nBidders must notify WFHA via the Portal promptly regarding any perceived ambiguity, inconsistency or omission in this ITT or any of its associated documents and/or any other information issued to them during the procurement process, and these will be responded to via the Portal.\nAny queries and requests for clarification which are not made through the Portal will not be answered. Any queries and requests for clarification submitted after the deadline for submission of clarification questions will not be answered.\nWFHA will endeavour to answer all clarifications as quickly as possible but cannot guarantee a minimum response time.\nPublished clarifications shall become part of the Tender and its evaluation, and any subsequent agreement between the Parties and should be treated as such by the Bidder.\nBidders should note that both requests for clarification and responses will be circulated to all Bidders. Any response will be communicated anonymously to all Bidders who have responded, have expressed an interest, or have shown an interest before the return date for submission of Tenders.\nWFHA also reserves the right to disseminate information that is materially relevant to all Bidders, even if the information has only been requested by one Bidder, subject to the duty to protect any Bidder's commercial confidence in its responses.\nAny Bidder who directly or indirectly canvasses any member of WFHA or any of its officials or representatives concerning the Procurement Process or contract award may be disqualified." } ] } ] }, "suitability": { "sme": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": true } ] }, "contractPeriod": { "startDate": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "2025-07-01T00:00:00+01:00" } ], "endDate": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "2028-06-30T23:59:59+01:00" } ], "maxExtentDate": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "2030-06-30T23:59:59+01:00" } ] }, "hasRenewal": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": true } ], "renewal": { "description": [ { "releaseID": "008344-2025", "releaseDate": "2025-03-07T13:04:14Z", "releaseTag": [ "tender" ], "value": "Expectation is for after the initial 3 year term, that the extensions will be annual i.e. 3 year initial term + 1 year + 1 year. 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