Hampshire Resettlement Property Prep Tender – 4 Year Contract

To furnish and equip matched properties for individuals and families relocating to Hampshire, primarily under the Government’s Refugee Resettlement programmes including the Afghan Citizens Resettlement Scheme (ACRS), Afghan Relocations and Assistance Policy (ARAP) and UK Resettlement Scheme (UKRS) and may also include individuals and families who originally resettled under Community Sponsorship or transferred into the County.

To provide procurement, delivery, set up and preparation of white goods, furniture, bedding, kitchen and bathroom equipment, and curtains/blinds in matched properties prior to family’s arrival in Hampshire.

To provide flexible staffing and maintain ability to operate at full capacity to support the Council in delivering the Service for up to an average of 24 properties per year, at times where circumstances require this.

To provide removal from one property to another.

https://in-tendhost.co.uk/hampshire/aspx/Home

Payment will be made in accordance with the provisions set out in the Service Specification for categories one, two, and three. All invoices are based on pre-approved quotations.

Payment Plan:

1. All invoices submitted by the Supplier shall include clear details of the Services being invoiced for and shall show:
2. an invoice date and invoice number;
3. the Supplier’s full business name and address;
4. the period to which the invoice relates;
5. a breakdown of Services provided for which payment is claimed and the Agreement Price for the same;
6. any VAT payable, with a breakdown showing the net figure, the VAT amount and the gross figure;
7. a VAT registration number if VAT registered;
8. a valid purchase order number as issued by the Council;
9. the Supplier’s vendor/supplier number as set out in the purchase order issued by the Council; and
10. the name and address of the Council,

as further detailed at: https://www.hants.gov.uk/business/suppliers/gettingpaid as may be updated and amended from time to time by the Council.

1. Invoices shall be submitted to vimenquiries@hants.gov.uk.
2. Where the Supplier is submitting electronic invoices (submitted to the Council via email) for payment it shall ensure:
3. the email contains the word ‘Invoice’ in the subject field;
4. each invoice is sent as an attachment, and not within the body of the email;
5. each attachment to the email only contains one invoice; and
6. all invoice attachments are in PDF format.

Limitations of the service provision

The Specification covers a broad range of requirements to ensure that the property is suitably prepared for the family which is prescribed by the Home Office. There is a risk that the Home Office may increase or decrease the range of requirements currently set out and this contract may be required to adapt to the Home Office requirements as and when they are published.

Unpredictable volumes

The actual level of volumes of requirement are difficult to gauge because of the fluctuations of the people arriving into the County requiring the service. It may be that an increase to the budget is required to ensure that the service can meet the level of referrals and deliver a suitable and sustainable service.

Inflationary costs

There is a risk of impact caused by inflation the service elements required to deliver this service, e.g. for labour, assets, and fuel cost. It may be that an increase to the budget is required to ensure that the service can continue to enable suitable and sustainable service delivery.

Change of Government

There is a risk that if a new Party is elected into Government that the service requirement will be reduced, increased both in terms of specification and budget.

Global Political Climate

There is a risk that further political unrest across the globe may require people from backgrounds different to that as currently described in the specification to require these services too.

Local Government Reorganisation

It is anticipated, that during the life of this contract, the LGR process will commence and/or progress potentially impacting this

contract. Impacts may include, but are not limited to, modifications such as a novation of the legal entity you currently contract with, significant increases and/or decreases in the value/volume of services required due to the change in size/scope of the Contracting Authority, and/or changes to the scope of the nature of services required. Although any contract scope changes should broadly relate to the nature of the existing scope, new services of a related nature may be required that were not previously included. The scale and exact timing of the changes are unknown at this point but it is known that LGR will impact the County of Hampshire and the

successful supplier will need to be aware and where appropriate, work with the Authority to adapt to any changes/modifications as required to ensure smooth transition and continuity of services.

High St, The Castle

Winchester

SO23 8UJ

United Kingdom

Contact name: Strategic Procurement Team

Email: AHCprocurement@hants.gov.uk

Website: https://www.hants.gov.uk

Region: UKJ36 – Central Hampshire

Organisation type: Public authority – sub-central government