Framework for the Provision of Housing Adaptations

Description

The City of Doncaster Council (CDC) is seeking to establish an open Framework for the Provision of Housing Adaptations under the regulations outlined in the Procurement Act 2023 (PA23). It is a requirement under the regulations to detail the process suppliers must follow and the call off process. All Framework management, post tender, will also be in accordance with PA23. The Framework is divided into nine lots; you are invited to apply for one or more lots. Lot One: Minor Adaptations - supply, installation, commissioning, testing, and completion of minor adaptations tailored to the needs of individuals, enabling them to regain independence or return home from hospital sooner. Trades required electrical, plumbing, joinery, handyman. Estimated lot value £6,720,000 inclusive of VAT over the entire term of the frameworks. Lot Two: Bathroom Adaptations - redesign and modification of existing bathroom facilities to enable individuals to regain independence or allow carers to provide personal care safely and effectively. Estimated lot value £960,000 inclusive of VAT over the entire term of the frameworks. Lot Three: Kitchen Adaptations - adjustments to existing kitchen or full kitchen redesigns to improve accessibility, safety, and usability. Estimated lot value £6,720,000 inclusive of VAT over the entire term of the frameworks Lot Four: Housing Adaptations - minor adjustments or significant internal layout changes to improve accessibility, safety, and usability. Estimated lot value £1,440,000 inclusive of VAT over the entire term of the frameworks. Lot Five: Extensions - modular extensions; design supply and build, modular extensions; design and supply only. Groundworks for modular extensions, garage conversions, traditional brick and block extensions. Estimated lot value £768,000 inclusive of VAT over the entire term of the frameworks. Lot Six: Accessibility Adaptations - ramps; permanent concrete, ramps; semi-permanent modular metal, handrails and grab rails, hardstanding and driveways. Estimated lot value £5,760,000 inclusive of VAT over the entire term of the frameworks. Lot Seven: Stair Lifts, Through Floor Lifts and Hoists - supply, installation, commissioning, testing, and maintenance of stair lifts, through floor lifts, and ceiling/portable hoists. Estimated lot value £5,760,000 inclusive of VAT over the entire term of the frameworks. Lot Eight: Safe Spaces - installation of padded wall systems, secure door and window features, half‑doors, and other protective measures designed to minimise injury and improve safety. Estimated lot value £960,000 inclusive of VAT over the entire term of the frameworks. Lot Nine: Fencing - supply and installation of fencing systems; concrete post, gravel board, and wooden panel fencing. Wooden post and wooden feather edge boards with arris rail. Wooden ledged and braced gate. Estimated lot value £960,000 inclusive of VAT over the entire term of the frameworks. The Council is looking to contract with multiple providers across all nine lots of the framework. The Framework(s) will be in place for a total of eight years, once Framework One is established a new Framework will open on an annual basis for new Contractors to apply. As required by PA23 each time a new Framework is opened it will replace the existing Framework and a new notice published on Find a Tender (FTS) New Frameworks Frequency Framework Two - Year Two / Three Open 1st February 2027 Framework Three - Year Three / Four Open 1st February 2028 Framework Four - Year Four / Five Open 1st February 2029 Framework Five - Year Five / Six Open 1st February 2030 Framework Six - Year Six / Seven Open 31st January 2031 Framework Seven - Year Seven / Eight Open 2nd February 2032 Framework Eight - Year Eight Open 1st February 2033 Reopening of the Framework Where a Contractor has previously been awarded a place on the current Framework there will be no requirement to submit a new application when the next Framework is opened if they do not wish to update their offer. Providing that all documentation is up to date, prior to opening a new Framework all Contractors awarded a place on the current Framework will be asked to confirm how they want to be processed. The decision cannot be changed once the new Framework is open for applicants. If a Contractors documentation is not up to date, then they will not have the option to passport over, only to reapply or withdraw. Options Available Passport Over - Any Contractor that opts to passport over will automatically be awarded a place on the new Framework. No further action will be required by the Contractor. Re Application - Contractors may choose to submit a new application and update their offer when the new Framework opens. Contractors must complete new documents including the QA process in full, if successful on evaluation. Any Contractor that fails to meet the required level on evaluation will not be allowed back on the framework. If this option is chosen it is the responsibility of the Contractor to submit the new tender on time and there is no guarantee that they will be successful. Should a Contactor be unsuccessful they will not be allowed to reapply until a new framework opens again. Should a Contractor, that was successful on a previous application, choose to reapply to a new framework they can request that their previous application from an earlier appointment is re assessed. However, should a Contractor want to change/amend their offer a new application must be made. Withdraw - Contractors have the option to withdraw from the framework. No further action is required by the Contractor at this time. The Contractor may reapply at any point when a new framework has been opened without prejudice. Applications The deadline for the receipt of applications for Framework One is 12:00 noon on 23rd July 2026. Providers admitted onto the Framework will be required to complete the quality assurance process before they are able to take part in any mini competitions or any direct call offs can be placed. Thereafter CDC will invite Contractors admitted to the Framework to participate in further competition or direct award as required. Admittance onto the Framework is not a competitive process and there is no limit to the number of Contractors who can be appointed to each lot. Contractors who are successfully admitted on to the Framework are not guaranteed any minimum or maximum number of orders or value of orders placed. Once admitted to the Framework Contractors will have to complete the Quality Assurance (QA) process to the satisfaction of the CDC before they can be awarded any works under this Framework. As part of the QA process Contractors will be required to provide evidence / copies of the documents to the appointed contact. The option to conduct a mini competition is available to all nine lots. Assessment of mini competitions will be based on some or all of the award criteria that was used to assess tenders when the framework was awarded. CDC shall invite all compliant Contractors within the relevant lot to submit a response to the mini competition to deliver the required services. All complete responses will be evaluated in terms of ability to deliver the services to the required specification and the evaluation criteria as set out in the documents While it is anticipated that the majority of call offs from the Framework will be via the mini competition route there is the option to direct award, this will carried out using a taxi rank system. A taxi rank system is a structured method of allocating work to Contractors on a Framework. Contractors on the Framework are arranged in a predetermined order and call off opportunities are offered sequentially. All Contractors once awarded a place on this Framework, and they have completed the QA process, hold an equal standing. Therefore, all Contractors will be placed in alphabetical order for each lot they have applied for. This mechanism provides a transparent, fair and efficient way of distributing work without the need to run a mini competition. Under a taxi rank system, all Contractors who have been appointed to the Framework have already demonstrated that they meet the required commercial, technical and quality standards. Because this due diligence has been completed at the Framework award stage, CDC can assign work to Contractors simply by moving down the list for that particular lot. When a new requirement arises, the first Contractor in the "rank" is approached to confirm whether they can deliver the requirement in line with the framework terms, specification and pricing. If they accept, the call‑off contract is awarded directly to them.