Cambridgeshire HIA Equipment Contracts (Disability)

Cambridge City Council is seeking to establish a contract of behalf of Cambs Home Improvement Agency for the local authorities they serve through which it can deliver the installation of fixed equipment generally funded through Disabled Facilities Grants. The Contract will be managed by Cambs Home Improvement Agency (CHIA) which is a joint service operated between Cambridge City Council, South Cambridgeshire District Council and Huntingdonshire District Council to administer works for Disabled Facilities Grants (DFG).

The works are usually funded through a grant paid by the Council. Additional funding may also come from other sources. The works will be carried out mainly in privately-owned properties, and in Housing Association properties. There is a growing self-funded customer base referred to in this document as Private Works or non-grant funded works.

Works may also extend to properties owned by Cambridge City and South Cambs District Councils "council housing", although this would only be where existing contractors are unable to respond/meet demand. The type of property in which works may be undertaken can vary widely, from listed buildings to static caravans.

The works which are split into six Lots will comprise:

Lot 1 - the provision and installation of modular ramps,

Lot 2 - the provision and installation of stairlifts

Lot 2a - the provision and installation of step lifts

Lot 3 - the provision and installation of ceiling track hoists

Lot 4 - the provision and installation of automated entry systems

Lot 5 - the provision and installation of specialist toilets for use by adults or children with a variety of disabilities.

Lot 6 - the provision and installation of through floor lifts

This is a responsive works contract. Works cannot be batched or treated as planned works especially in terms of geographical location. Work must be completed individually upon receipt of a purchase order and bidders are asked to pay attention to the KPIs in terms of lead in and completion timescales.

It will usually be the Occupational Therapist (OT) or Trusted Asessor who contacts the Contractor to arrange the initial visit to assess the home. Once the client's needs are agreed, the Contractor will then be asked to provide a quotation detailing what work is needed which will submitted to the OT (occasionally to the HIA directly). The OT will then forward this quote with their client's referral to the agency who will liaise with the client regarding the works and arrange the purchase order from the relevant district council. Contractors are encouraged to submit their CDM documentation (RAMS and CPP's) with the quotes or order to help prevent delays in the DFG pathway. In the event that another part of the organisation produces these documents, they should be provided to the HIA within two weeks of the assessment.

As an indicator, Cambs HIA and the two council housing teams have completed the following numbers of equipment installations per annum, although these figures can change each year.

40. ramps
44. lifts (of which 34 stairlifts, 7 Through Floor lifts and 3 step lifts)
30. ceiling track hoists
25. automated (door entry) systems
33. specialist WC's

At the time of writing this project brief, about two thirds of the agency's total work is in Huntingdonshire with the rest split between Cambridge City and South Cambs. Contractors should consider travel when bidding under this tender. Contractors are asked to review the call off process referred to later in this specification.

The councils are also going through a period of change as part of Local Government Reorganisation. IN 2028 the current councils covered under this contract will become unitary authorities and it is expected that existing contracts will novate to the new unitary authority. Contractors are asked to consider this and in bidding accept the reasonable terms of any novation when it arises.

The process by which we apportion the works needs to be transparent and fair, and therefore the council is seeking to allocate the work on the basis that the majority of work will go to the winning contractor and that other contractors will be utilised where either the first contractor cannot supply a specific item of equipment, cannot meet demand or the performance is such that the HIA needs to utilise other contractors.

The Council will be selecting contractors based on an agreement to deliver the works for a fixed price based on prices submitted on the accompanying schedule (for each of the three council areas), and to start and complete the works within an agreed maximum timescale as detailed in the requirements below. Bidders must demonstrate their ability to ensure a high-quality, customer focused outcome. Cambs HIA will reconsider the impact of fixed pricing at the end of the initial two years period, should there a noticeable change have occurred in the markets as we saw during the covid pandemic. Contractors are encouraged to think about their current knowledge of the market for the next two years when completing the pricing document.

Contractors may bid for all Lots or a combination of any and should make their preferences clear as part of the tendering process.

The Contract will be established for an initial two years with an option to extend for up to a further two years. It is anticipated that the Council will contract up to four suppliers (per lot) to ensure that the lead time for works is kept to a minimum.

The Council will be seeking to appoint contractors who can deliver the requirements through direct labour. Where subcontracting is necessary, contractors are required to identify this in their tender submission with any changes to the defined supply chain detailed in the tender, to be agreed by both parties in advance of works commencing. Sub-contracting will not be agreed for the substantive element of the works, only for ancillary works ie: electrical sign off.

In addition, the contract will require contractors to support the Council's policies around sustainability and environmental commitments, specifically, climate change, reducing carbon footprint, energy efficient fittings, waste minimisation and recycling. Contractors must also comply with the Council's Safeguarding Policy and the requirements of the Equality Act 2010 and submit good measurable offers in terms of social value.