UK Public Sector Contracts & Tenders

Phoenix Community Housing is a not-for-profit, resident-led housing association based in south London. We own and manage more than 8,000 homes in the areas of Bellingham, Downham and Grove Park. We are seeking a contractor to provide a pest control service to our homes as set out in the specification. This will mainly consist of carrying out treatments in homes for rodents, but also cockroaches, wasps, squirrels, pigeons and fleas. Contract, schedule and specification attached. Please note following guidance on tendering. The contract itself is for information at this stage and should not be returned. Schedule 1 is the specification for information. Schedule 2 is the pricing document which must be returned. Schedule 3 is the list of mandatory policies and documents should be returned with the tender covering these areas. Schedule 4 is guidance on social value, a proposal on social value should be returned with the tender. Schedule 5 is a data protection agreement, which would be signed at contract stage and does not need to be returned with the tender. Your attention is drawn to the contract award criteria. In addition to the areas covered by the schedules as listed above, you should provide documents to cover; Health and Safety, Sustainability and information about your organisation that demonstrate that you would be able to undertake this contract. Questions are welcomed and should be asked via this portal rather than directly to myself. James Peters

Inspection and maintenance of play areas @ 27

The Provider shall provide a catering service to provide 60 residents with a lunchtime meal option, comprising of two-courses and hot drink. The meal provision is a condition of the tenancy agreement for the Service Users. This means a minimum fixed income for the service provider which is payable by the client.The Services are to be provided seven days a week, 52 weeks a year.Service Users will be able to use the Services during the following hours 12 noon -2pm.

Phoenix Community Housing is a not-for-profit resident-led housing association based in south London. We own and manage more than 7,600 homes in the Lewisham wards of Bellingham, Catford South,?Downham and Grove Park. We?are committed to providing homes and services that meet residents needs.We are looking for a supplier of the following products for our Estates Services Team which includes caretakers for the blocks of flats and grounds maintenance. This includes:Cleaning materials - cleaning chemicals, mops, brushes, litter pickers etc.PPE - gloves, masks, eye protection, safety boots etc.Uniform - Sweatshirts, trousers, hats etc.Grounds Maintenance Equipment - mowers, strimmers etc. plus servicing and repairs

Phoenix Community Housing is a not-for-profit resident-led housing association based in south London. We own and manage more than 7,600 homes in the Lewisham wards of Bellingham, Catford South, Downham and Grove Park. We are committed to providing homes and services that meet residents needs. We are looking for a supplier of the following products for our Estates Services Team which includes caretakers for the blocks of flats and grounds maintenance. This includes: Cleaning materials - cleaning chemicals, mops, brushes, litter pickers etc. PPE - gloves, masks, eye protection, safety boots etc. Uniform - Sweatshirts, trousers, hats etc. Grounds Maintenance Equipment - mowers, strimmers etc. plus servicing and repairs

A 3-month software implementation project with Manifest to complete the development works and provide first year licensing. Appx 30K

Inspection and maintenance of play areas @ 27

Fire Safety Works Across the PCH stock

Fire Safety Works - Measured Term contract. Across 5 years. Delivered across the Phoenix area.

Provision of VMware-based platform and infrastructure support services, or equivalent solutions

The Provider shall provide a catering service to provide 60 residents with a lunchtime meal option, comprising of two-courses and hot drink. The meal provision is a condition of the tenancy agreement for the Service Users. This means a minimum fixed income for the service provider which is payable by the client. The Services are to be provided seven days a week, 52 weeks a year. Service Users will be able to use the Services during the following hours 12 noon -2pm.

Microsoft Licensing

Additional 60 loan working devices and continuation of contract with 87 devices.

Access control equipment servicing and maintenance including; Door entry systems to communal and individual properties, Warden control / telecare systems, Fire alarms integral to access systems, Automated doors including sliding type, Automated vehicle access gates

Further competition through the Fusion21 Materials Supply and Associated Services Framework for a single sourced managed service provision to provide a collection service of Core Products, Non-Core Products, Special Products and Bespoke Products, Provision of Van Stock ordering, collection and Dedicated Counter and / or Account Manager to service operatives for collections, ensuring high quality service and fast turnaround time to reduce operative wait times. Incordance with PCR 2015 regulations

Procurement Title - Nature of the works, goods or services Provision of an External Privacy Officer (DPO) and Data Protection Support. To satisfy Phoenix's mandatory or voluntary designation of a DPO in accordance with Article 37 of the GDPR

Justification for Direct Award under the Procurement Act 2023 Title: Provision of Lone Working Devices and Monitoring Services - Reliance High-Tech Ltd Contract Value: £41,636.16 (over 3 years) Contracting Authority: Phoenix Community Housing Supplier: Reliance High-Tech Ltd 1. Background and Requirement Phoenix currently uses Reliance High-Tech Ltd to provide lone worker monitoring services for 87 staff devices. These services are essential to ensure the safety and wellbeing of employees working alone or in potentially high-risk environments. The current devices and service arrangements are embedded in our operational protocols. To meet increased operational demand, we require an additional 60 devices, bringing the total number to 147. The supplier will continue to monitor and support all devices remotely and provide replacements on a like-for-like basis. Devices will be delivered to the Green Man Offices. 2. Procurement Act 2023 Justification for Direct Award This contract falls below the threshold for full competitive tendering under the Procurement Act 2023. However, we are providing this justification in line with principles of transparency, value for money, and operational continuity. The proposed direct award is justified under Section 41(3) (below-threshold contracts) and Section 43 (direct award circumstances) due to: Continuity of Service (Section 43(1)(a) - Technical Compatibility): The continued use of the same supplier avoids disruptions and compatibility issues between monitoring systems, devices, and user training. Introducing a different supplier at this stage would result in dual systems, increased cost, and complexity. Low Contract Value: The total contract value (£41,636.16 over three years) is significantly below the relevant threshold for goods and services (£213,477 incl. VAT as of 2025). Urgency and Operational Necessity: The additional 60 devices are urgently required to meet staff safety obligations, and a change in provider would require a procurement and implementation lead time that poses risk to operational continuity and staff welfare. 3. Contract Details Duration: 3 years Monthly Value: £1,156.56 Annual Value: £13,878.72 Total Value: £41,636.16 Devices Covered: 87 existing (with replacements) + 60 new = 147 total Delivery Location: Phoenix Community Housing Office Support: Remote monitoring and technical support 4. Value for Money and Risk Management Reliance High-Tech Ltd has demonstrated consistent performance and responsiveness during the current term. The proposed pricing for the expanded service is competitive and offers continuity with no retraining or dual-system costs. The risk of disruption from changing supplier is disproportionate to the potential marginal savings from a retender.