Published date: 26 January 2024
Closed early engagement
Contract summary
Industry
Construction work - 45000000
Building construction work - 45210000
Location of contract
England
Procurement reference
LBBRENT001-DN707609-83228437
Published date
26 January 2024
Closing date
14 February 2024
Contract is suitable for SMEs?
Yes
Contract is suitable for VCSEs?
No
Description
Brent Council manages circa 9,000 rented homes and 4,000 leased homes across the
Borough. It currently delivers its responsive repairs, voids and planned maintenance through
a single Borough-wide contract which has been in place since 2014 and which is currently
due to expire at the end of September 2024.
New arrangements will therefore need to be procured. Brent wishes to use the new
contracts to drive excellence in customer service and the quality of homes and is considering
the following approach:
• Separation of the stock into two geographical contract areas
• Within each area, separate contracts for:
• Responsive repairs
• Void repairs
• Planned maintenance (internal component replacements such as kitchens and bathrooms,
internal communal works, external planned works, major projects including tower block
refurbishment, electrical safety and fire safety works)
Page 4 to 8
The estimated annual value of the works in total across both areas and all workstreams
(responsive, voids and planned) is likely to be initially circa £10 - £15million, potentially rising
to circa £20 to £25million. It should be noted that this will be lower in the first 2-3 years of
the contract as the planned programme includes major refurbishment works that have
already been procured separately.
Brent is considering requiring bidders to bid for all 3 elements of work within each
geographical area, however separate contracts would be issued for each workstream.
Bidders will still be able to submit tenders for both areas however Brent may not award more
than one geographical area to a single contractor (the Invitation to Tender will set out the
process). Successful bidders may be awarded one or more lots based on the most
economically advantageous tender for each lot.
In addition, Brent is undertaking a separate procurement for a Subcontractors Framework,
which it is intended will encourage participation of local SMEs and will provide an available
local supply chain with sustainable rates and prompt payment requirements. This will be in
place for the start of this main Responsive, Void and Planned Maintenance contracts
although not prior to the procurement process. The successful contractors will be expected
to use the councils Subcontractor (local supplier) framework for their supply chain
requirements.
Brent is keen to understand the level of interest from contractors in bidding for these
proposed Contracts for responsive repairs, voids and planned maintenance and to shape the
offer to secure maximum interest from the market. As a result, the council is proposing to
have a market engagement event on the 14th of February 2024 via teams (Details of the
teams invite will be sent on a later date). Please send your contact details including email
details for the teams invite to LBBtender@arkconsultancy.co.uk confirming your interest in
attending this engagement.
We would be grateful if you would provide response to questions below in SECTION 5 (Additional Details)
More information
Additional text
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Brent is keen to understand the level of interest from contractors in bidding for these
proposed Contracts for responsive repairs, voids and planned maintenance and to shape the
offer to secure maximum interest from the market. As a result, the council is proposing to
Interested tenderers are required to provide response to the below questions and submit via
email to LBBtender@arkconsultancy.co.uk as part of the councils on-going soft market
testing. The deadline to submit your response is 5pm Monday 12th February 2024.
have a market engagement event on the 14th of February 2024 via teams (Details of the
teams invite will be sent on a later date). Please send your contact details including email
details for the teams invite to LBBtender@arkconsultancy.co.uk confirming your interest in
attending this engagement.
We would be grateful if you would provide response to questions below
Your responses to the below questions must be submitted via email to
LBBtender@arkconsultancy.co.uk no later than 5pm on Monday 12th February 2024. All
queries regarding this notice to go to same email address. Your response should include how
you would work with the proposed Subcontractor Framework, setting out your requirements
and general principles
Question 1: Can you confirm that you would in principle be willing to utilise the
Subcontractor Framework in the first instance for your supply chain requirements. What
risks and considerations do you identify from
a) Using the Brent Supply Chain for all your subcontract work including responsive & void
repairs in a Price Per Property (PPP)/ Price Per Void (PPV) context
b) Using the Brent Supply Chain for Exclusions to the PPP/PPV and Planned Works only
c) Any specific suggestions on how to ensure that the Subcontractor Framework works
better for all
in relation to:
Pricing each workstream
Onboarding processes
Calling off the subcontractors
Managing performance
Any other areas
Question 2 What works do you typically self-deliver through your own directly employed
workforce and which do you normally subcontract
Question 3 We are proposing a Price Per Property (PPP) and Price Per Void (PPV) model
with set Exclusions which would be payable on schedules of rates. For planned works we are
considering a Cost Plus model, with tendered Preliminaries, Overheads and Profit.
Do you have any views or advice on how the commercial model should be structured to get
the best value for money responses from the market, given your experience of working with
similar organisations This should include:
how this would relate to the use of the Subcontractor Framework, and how this could
operate with both the fixed cost and variable cost/ Exclusion elements.
Typical items that may be Exclusions from PPP and PPV
Separation of Preliminary Costs from PPV
Question 4 Is there a minimum annual contract value that you would be interested in And
what is your view of the optimum contact size/value, given the size/nature of the Council's
housing stock Do you have any thoughts on the split by geographical area and workstream?
Question 5 What would be the minimum and optimal contract length for a contract of this
type Would the inclusion of a no-fault break with sufficient notice clause at any point
influence your decision to bid and/or your pricing structure for the contract
Question 6 We are proposing to use the JCT Measured Term Contract. To what extent do
you think this would provide an appropriate form of contract Do you have any views/advice
on how to use this form of contract to best effect
Question 7 What steps would you like to see taken to minimise risk (and risk pricing) to
achieve an equitable contractual relationship
Question 8 Do you have any other suggestions on how we should shape the requirement Is
there any 'good practice' or any recent positive experience of tender opportunities that you
are able to share so that we can try to make sure our procurement process delivers the best
results/experience for the Council and its customers and for bidders
About the buyer
Contact name
Henrietta Jacobs
Address
Brent Civic Centre
Wembley
HA9 0FJ
England
Telephone
+44 0
Website
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Closing date: 14 February 2024
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