CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

The Provision of Tenant Satisfaction Survey

2.2

Description of the goods or services required

The Council is inviting suitable suppliers to undertake a comprehensive tenant satisfaction survey for Caerphilly Homes (the housing services part of Caerphilly County Borough Council). Caerphilly Homes is the housing section of Caerphilly County Borough Council (the “Council”). The Council sits in the heart of South Wales and has a current stock of 10,662 Council homes including general needs, designated older persons and sheltered housing.

Data for Registered Social Landlords (RSL) has been available in the public domain for some time with a requirement for RSL’s to produce and benchmark their own data. Welsh Government (WG) has been working with local authorities to introduce comparative reporting.

WG expects, as part of its guidance on Rent Policy and Major Repairs Allowance, local authorities to have satisfaction data covering certain core questions that can be used to benchmark performance against other local authorities. Core questions are drawn from the HouseMark STAR survey data. The first benchmarked results combining RSL and Local Authority results were published in 2022.

A comprehensive tenant satisfaction survey was carried out in September/October 2021. The expectation is that local authorities will refresh satisfaction survey data every 2 years. Caerphilly Homes is therefore looking to carry out a further survey in 2023.

Full details can be found in the ITT

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=131265.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The evaluation process will be carried out based on the most economically advantageous tender response in accordance with the following

Quality 80%

Price 20%

The Quality criteria will be divided into categories consisting of the following sub-criteria

Tender Response 60%

Presentation 20%

The evaluation process shall be undertaken in three stages as outline below:-

First Stage Evaluation – Assessment of Compliance Criteria

All providers must pass the first stage of the evaluation process pass / fail questions to proceed to the second stage of the tender process.

Second Stage Evaluation – Assessment of Tender response 60% & Commercial (Price) 20% Criteria

The top 3 or more bidders dependent on whether there are joint scores will proceed onto the third stage of the tender process.

Third Stage Evaluation - Presentation 20%

Full details can be found in the IT

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCBC/PS2425/23/LE

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

PLEASE NOTE REGISTERING AN INTEREST IN THE SELL2WALES NOTICE IS NOT

REGISTERING AN INTEREST IN THIS TENDER YOU MUST FOLLOW THE

INSTRUCTIONS BELOW IN ORDER TO SUBMIT A TENDER

As part of the process, the tender will be undertaken utilising Caerphilly CBC's Proactis Portal e-tendering system.

Therefore, companies are invited to follow the directions below to register on the system:

1. Log in to the Proactis Portal E-tendering system at https://www.proactisplaza.com

2. Click the "Sign Up" button.

3. Enter your details such as Organisation Name, Details and Primary Contact Details.

4. Please make a note of the Organisation ID and Login Name, then click Register.

5. You may then receive an email from the system asking you to Click here to activate your account. This takes you to Enter Organisation Details. Or you may be redirected straight to your account home page, depending on your browser.

6. Please enter the information requested, click Next and follow the instructions ensuring that you enter all applicable details.

7. In the Enter Product Classification screen please ensure that you select the Product Classification Codes (CPV Codes)that appear in the tender notice.

8. Accept the Terms and Conditions and then click Next. This takes you in to the Welcome window.

9. In the Welcome window please enter your Organisation name, Organisation ID and User Name (User ID). You now need to create your unique password. Please ensure that you make a note of this along with the other information already recorded.

10. Now click Done and you will enter the Supplier Home page.

11. From the Home Page, go to the “Opportunities” area, where you can search for this Opportunity. Click on the "Show Me Arrow" of the relevant opportunity and then click to register your interest on the relevant button.

12. Click the Opportunities Icon on the left of the page so that the page is refreshed, then, click on the "Show Me Arrow" of the relevant contract again and this will take you into the create a response section of the portal.

13. Note the closing date for completion of the relevant project. Please review the tabs at the top of the page as there will be information relating to the project held here.

14. You can now either continue to fill out this area and create a response or if the project is not of interest to you Decline this opportunity by clicking the "Decline" button at the top of the page.

Tenderers shall express an interest in tendering for this arrangement by registering their interest on the Proactis Portal System as stated above and then completing the online e-tender submission. If you have any issues with your account please use the 'Raise a Ticket' function on the Proactis Portal. Instructions on how to utilise this function can be found in the attachments.

(WA Ref:131265)

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice