Contracts and tenders

Alliance Homes Group works with a diverse range of suppliers, of all types and sizes at a local and national level who are committed to supporting our outputs. However, we’re always looking for new suppliers, both medium and small to supply a range of products and services.

We expect our suppliers to comply with our various codes of conduct which covers:

•    law and jurisdiction
•    equalities and diversity
•    health and safety
•    training
•    sustainability
•    eligibility and standards.

Alliance Homes also expects our suppliers to hold their suppliers and subcontractors to the standards and practices covered by our standards.

We work with our suppliers to deliver contracts which are robust, fit for purpose and maximise value for money for Alliance Homes as well as striving to maximise the efficiency and effectiveness of our buying and sourcing solutions.

We value our contractors and suppliers and are committed to building effective long-term relationships with them. We also welcome new opportunities to work with like-minded external partners who share our values and commitment to good quality service provision.

Alliance Homes, wherever possible, will now aim to use our e-procurement portal called In-Tend to advertise all opportunities. If you are interested in working with us, you should register as soon as possible on In-Tend by following this link: https://in-tendhost.co.uk/alliancehomes/aspx/Home

Registration is free and allows you to:

•    view our tender opportunities
•    be notified of forthcoming opportunities that may be of interest to you
•    express interest in a particular tender or job
•    receive tender documentation
•    securely return your tender or quotation documents
•    communicate with us

There are a number benefits of using an online tool for both the supplier and Alliance Homes:

•    It offers a level of traceability throughout the entire process
•    The user-friendly interface makes using the system fast and stress-free
•    Provides opportunities for better collaboration
•    Printing, postage and courier costs associated with traditional sourcing methods are eliminated
•    A means to manage in-life contract performance activities

Depending on the value of the procurement, and internal business decisions, we may either seek to obtain quotes from selected supplier(s), or make an opportunity open to all suppliers who may have an interest. Wherever possible, tenders will be advertised on our e-procurement portal In-Tend.

Contracts in excess of £25,000 will be advertised on the Contracts Finder website.

Contract notices will be placed in the Find a Tender Service for qualifying contracts with a value exceeding the PCR2015 thresholds (inclusive of VAT):

Please note that in some circumstances it may be appropriate and/or necessary for Alliance Homes to utilise a Framework agreement to meet its requirements, in which case the guidance provided here will not apply.

To bid successfully for our business, you need to understand our tendering process. The process involves several stages, although not all stages will apply to all tenders.

Expressions of Interest: To tender for a contract with us & view the tender documents through In-Tend, you will have to express an interest. You can register your interest through the portal.

Pre-Qualification: Alliance Homes may only use a pre-qualification stage for contracts over the PCR2015 thresholds in which case we will ask you to complete a pre-qualification questionnaire. This asks you to demonstrate how you meet the essential criteria for the contract. A questionnaire will be sent to every supplier who has expressed an interest in the tender.

Invite to Tender: If you are shortlisted following the pre-qualification stage, or if there is no pre-qualification stage, you will receive an invitation to tender. The tender documents will normally include at a minimum the specification, a pricing schedule and the contract terms and conditions.

Asking Questions & Clarifications: You can always contact us to ask questions. A response will be provided and this will be circulated to all the companies who have said that they wish to tender for the contract. Equally, you will receive the questions and answers that other businesses have asked about the tender. This is to ensure that everyone is treated fairly and has the same information. To raise a query, please do so through the relevant opportunity on In-Tend. A response will be sent back to you through the In-Tend Portal. Please do not use phone or email.

To help you prepare a successful tender, please take note of the following tips:

Follow the instructions: specific instructions may be included in the tender documentation. For example, there may be a word limit for each question, or a specific document may need to be returned with your submission. If you do not follow these instructions, your tender may be excluded from the evaluation.

Return all the required documents: if you do not return all the documents we need, we cannot evaluate your tender. Make sure you check what you need to return and that you have completed the documents fully and have attached them all to your submission.

Don’t be late: late submissions will not be accepted. When using the In-Tend portal remember to leave plenty of time to upload your tender and associated documents. The reason is that there might be a large number of applicants trying to upload their submissions, or there may be a connection or system issue.

Explain, evidence and examples: remember to explain your answers, and provide relevant information and examples to back this up. We are looking for well written, clear, concise and relevant answers. We are only able to score on the information set out in the ITT questionnaire, so even if you have worked for us before, you need to clearly set out all the information you need to answer the question.

Alliance Homes must be sure that in selecting a supplier it is getting value for money and the services will be delivered effectively. Evaluation is therefore based on two key criteria – how the tender proposes to deliver the contract (quality) and the cost of the contract (price).

Once tenders have been received they are evaluated using the criteria set out in the invitation to tender. At any time during the tender process you might be invited to give a presentation or attend an interview as part of your submission.

Alliance Homes may also conduct site visits to see first-hand how applicants organise their work

What do we look for in a tender?

•    Low total cost – this does not mean only a low initial price, but also low running costs throughout the term of the contract. You should consider the whole life cost of supply when putting together your tender
•    Quality – suppliers are expected to provide services, goods and works to a standard of quality that meets the needs set out in the specification
•    Support for Alliance Homes policies – for example sustainability, equality as well as health and safety
•    Integrity – we expect suppliers to deal with us with integrity and honesty. We do not accept gifts, rewards or hospitality
•    Innovation – you are encouraged to be innovative and suggest new ideas to improve the value or quality of our services

Evaluation is usually carried out by a panel. If there is something that is not clear about your tender we may contact you. Any communication with you will be documented. We will make sure that all bidders receive the same information.

Once a tender has closed and all bids have been evaluated, a winning supplier will be selected based on the award criteria given in the tender documentation. All suppliers who have been unsuccessful will be notified in writing.

For procurements that exceed the PCR2015 thresholds you are legally entitled to written feedback from us and if your tender is unsuccessful you will be given feedback automatically within the letter. However, if you would like further explanation as to why you were unsuccessful you can ask for more detailed feedback from the contracting department. Within the limits of confidentiality, we can provide applicants with feedback on which aspects of their submission were strongest and which were weakest, along with advice on improving and developing for the future. Being unsuccessful in one tender application does not mean you will be unsuccessful in future. You should use the feedback to help you improve for upcoming opportunities.

For all procurements over the PCR2015 thresholds, a 10-day mandatory standstill period will be observed following the notification of an award decision before the contract is signed with the successful supplier(s).

The Public Services (Social Value) Act places a requirement on commissioners to consider the economic, environmental and social benefits of their approaches to procurement before the process starts. They also have to consider whether they should consult on these issues. The Act applies to the pre-procurement stage of contracts for services because this is where social value can be considered to greatest effect.

Alliance Homes Group is committed to supporting community-based and third sector organisations, and will provide support to assist such groups to participate in any tender opportunities where it is feasible to do so.

Furthermore, social value will be included as part of the technical quality assessment as an opportunity for suppliers to demonstrate how they can contribute to Alliance Homes Group goals and to the wider community.

If you are looking for information regarding a specific contract please use the contact details provided in the advert/contract notice and tendering details either published on the Contracts Finder or Find a Tender websites or via the In-Tend portal.

Alliance Homes trades with suppliers on standard terms and conditions of purchase. Where applicable these will be provided with the tender documents.

General information on the tendering process and procurement at Alliance Homes can be found on our website or obtained by e-mailing the following address: procurement@alliancehomes.org.uk

Should you have any comments or feedback on this guide we would be happy to hear from you as we are always looking to develop the advice, guidance and support we offer to potential suppliers. Please contact us by e-mailing procurement@alliancehomes.org.uk