UK Public Sector Contracts & Tenders

Please ensure that all documents and information contained in the notice are read before submitting a bid. The Authority is managing this procurement process through the whg Pro-Contract "Housing Procurement Portal" https://www.housingprocurement.com/. The successful supplier will be responsible for delivering both Planned Cyclical Services and Reactive Optional Services Communal Grounds Maintenance Service to communal areas of high rise blocks, low rise blocks, bungalow sites, whg head office and miscellaneous areas. Planned Cyclical Services comprised of: Grass Maintenance (Amenity and Naturalised) including Cutting and Edging; Shrub and Herbaceous Bed Maintenance; Flower and Rose Bed Maintenance (including raised flower beds); Hedge Maintenance; Wildflower; Hard Surface Maintenance; Leaf Clearance; Litter and Debris Removal. Which shall vary by season demand and need and could fluctuate according to environmental changes and impacts. Reactive Optional Services which may include for example: Planting Design, Implementation and Establishment (Bedding, Shrubs, Herbaceous, Hedges, Bulbs); Grass Renovations; Habitat Feature Design, Implementation and Establishment; Demolition Site Ground Maintenance; Scrub Management; Invasive Species Management; Any other work not deemed as a Routine Planned Cyclical Service and is to be carried out on the specific instructions of the Contract Administrator. A comprehensive review of its current Communal Grounds Maintenance Service provision has been conducted. Following assessments of Customer requirements, supply market engagement and in recognition of the Client's emerging ESG (Environmental, Social & Governance) and Green Spaces Strategies, we wish to emphasis to potential suppliers that the scope of the Services may continually evolve and may very in requirements over the Contract Period. Additional information: For Grounds Maintenance Services, please refer to section 5.0 in the ITT for Instructions to Potential Suppliers & Conditions of Participation'. The Authority is managing this procurement process through the whg Pro-Contract "Housing Procurement Portal" https://www.housingprocurement.com/. Technical issues should be reported to https://suppliersupport.proactisservicedesk.com/ or suppliersupport@proactisservicedesk.com. The contract is expected to commence on 1st April 2025 and will be for a period of four (4) years until 31st March 2029, with the option to extend, subject to satisfactory performance and in line with the contract conditions, for up to a further four (4) years until 31st March 2033. The extension may be a single extension or a series of extensions The successful bidder will be expected to obtain the following insurances if not already held: Employer's Liability: £10m; Public Liability: £10m; Product Liability: £10m; Professional Indemnity: £2m. The Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) is likely to apply to the Contract. The incumbent supplier has advised that it does apply. Where a potential supplier fails Part 2 of the Selection Questionnaire for Mandatory and Discretionary Exclusion Criteria, or Part 3, this shall result in their tender submission being rejected and the remainder of their submission shall not be evaluated. The Authority will advise the potential supplier that their tender has been excluded. Section 6 in the ITT explains fully the evaluation process that will be undertaken for this procedure.

Lot 1 Communal Cleaning Services; Lot 2 External Window Cleaning; Lot 3 Office & Stores Cleaning Services. Please refer to section 5.3 for instructions on 'How to Submit a Tender'. The Authority is managing this procurement process through the whg Pro-Contract “Housing Procurement Portal” https://www.housingprocurement.com/. Technical issues should be reported to https://suppliersupport.proactisservicedesk.com/ or suppliersupport@proactisservicedesk.com. Please note: ONLY use the Opt Out function if you do not intend to bid for any of the 3 Lots. For example, if you wish to bid for Lot 2 but not Lot 1 or Lot 3, do not use the opt out button. The contracts (Lot 1, 2 and 3) are expected to commence on 1st April 2025 and will be for a period of three (3) years until 31st March 2028, with the option to extend, subject to satisfactory performance and in line with the contract conditions, for up to a further five (5) years until 31st March 2033. The successful bidder will be expected to obtain the following insurances if not already held: Employer’s Liability £10m; Public Liability £10m; Product Liability £10m. Section 6 in the ITT explains fully the evaluation process that will be undertaken for this procedure.

Lot 1 - Communal Cleaning Services Lot 2 - External Window Cleaning Services Lot 3 - Office & Stores Cleaning Services Lot 1 Communal Cleaning Services; Lot 2 External Window Cleaning; Lot 3 Office & Stores Cleaning Services. Please refer to section 5.3 in the ITT for instructions on 'How to Submit a Tender'. The Authority is managing this procurement process through the whg Pro-Contract "Housing Procurement Portal" https://www.housingprocurement.com/. Technical issues should be reported to https://suppliersupport.proactisservicedesk.com/ or suppliersupport@proactisservicedesk.com. Please note: ONLY use the Opt Out function if you do not intend to bid for any of the 3 Lots. For example, if you wish to bid for Lot 2 but not Lot 1 or Lot 3, do not use the opt out button. The contracts (Lot1, 2 and 3) are expected to commence on 01 April 2025 and will be for a period of three (3) years until 31 March 2028, with the option to extend, subject to satisfactory performance and in line with the contract conditions, for up to a further five (5) years until 31 March 2033. The successful bidder will be expected to obtain the following insurances if not already held: Employer's Liability £10m; Public Liability £10m; Product Liability £10m Section 6 in the ITT explains fully the evaluation process that will be undertaken for this procedure. The Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) is likely to apply to the Contract. The incumbent supplier has advised that it does apply. Where a potential supplier fails Part 2 of the Selection Questionnaire for Mandatory and Discretionary Exclusion Criteria, or Part 3, this shall result in their tender submission being rejected and the remainder of their submission shall not be evaluated. The Authority will advise the potential supplier that their tender has been excluded.

whg require an Absence Reporting Service for their colleagues and to support the People Team and whg managers. Please see the tender portal detailed below with project reference DN779523 for full details and documentation.

whg as a landlord, has a duty to maintain the Fire Safety and Life Safety Systems it owns and/or manages in its Premises comprising of high-rise and low-rise blocks, well-being schemes, communal areas and other areas such as plant rooms and lift motor rooms; and as an employer, is responsible for the provision of Fire Alarm and Life Safety System Services at its Head Office Site The Supplier will be responsible for the delivery of both Routine Planned Cyclical Services (tasks that are carried out on a planned regular basis and so can be appropriately scheduled by the Supplier) and Reactive Optional Services (tasks that cannot always be predicted and as such cannot be forward programmed) under the direction of the Contract Administrator. Routine Planned Cyclical Services • Fire Alarm Systems • Fire Alarm Activations • Fire Extinguishers • Wet and Dry Risers • Fire Hydrants • Sprinkler Systems • Emergency Lighting • Smoke Control and Ventilation Systems • Door Entry and Intercom Systems • Access Control Systems and Automated Gates/Barriers Reactive Optional Services Which may include for example: • 24/7/365 emergency call-out and repair service for Life-safety critical faults (e.g. fire alarm activation and failure, sprinkler valve locked, door-entry failure preventing resident access)

whg are looking to purchase the following items for delivery to their Head Office at 100 Hatherton Street, Walsall, WS1 1AB. Functional meeting room tables - Quantity of: 15 Dimensions: 1600mm x 800mm Colour/finish: Silver column and frame ski leg. Top finish; dark oak Reconfigurable and stackable rectangular tables with flip top table solution and wheels to easily move tables away for storage. Mounted on four castors of which 2 are to be locking together with fitted linking brackets to enable secure linking enabling a stable set-up, complete with modesty panels. To include seamlessly integrated power supply with under-top cable management trays, power boxes and moulded cable management plastic clips to provide for desk-level power modules (2 x power, 2 x Cat-6 Data) Ergonomic meeting room chairs - Quantity of: 50 High back upholstered, complete with arms without castors Colour/finish: 4 leg style chrome oval tube frame with integrated nylon covered arms. Dark grey/orange or dark grey/green - as per attached colour scheme. Stackable up to 4 high. Functional meeting room tables - Quantity of: 2 Dimensions: 2400mm x 1600mm x 725mm Colour/finish: Arrowhead rectangular boardroom table Freestanding table to include seamlessly integrated power supply with under-top cable management trays, power boxes and moulded cable management plastic clips to provide for desk-level power modules (at a minimum 4x power, 4x Cat-6 Data) A lead time of 4-6 weeks maximum for delivery upon award. whg shall consider all bids received taking into consideration the aesthetic look of the items proposed, total cost, delivery lead times and alignment with the specification/product feature requirements described above in order to select the winning submission (which may not necessarily be the lowest total cost quotation received). You must respond to this Request for Quotes with full product details (specification and images), the quotation cost and any further information on delivery and timescales. Queries and quotes returned to: Michael.birkett@whgrp.co.uk

Walsall Housing Group Limited (trading as “whg”) is registered with the Regulator of Social Housing, as a registered Provider of Social Housing (L4389), as a company limited by guarantee at Companies House (04015633) and as a registered charity (1108779) with its main operating subsidiaries & entities and all future operating subsidiaries & entities. whg is procuring for and on behalf of its subsidiaries and potentially Aspire Housing Limited. whg requires a wholistic software solution for both finance and HR systems including the build and run phases of such systems. In an ideal world the Finance and HR system will come hosted on the same platform to provide a consistent look and feel across its back office and self-service functions. The Finance and HR systems may be provided as separate products/solutions however seamless integration must be demonstrated. whg anticipated key dates in relation to the Contract are detailed in the tender documentation and split between Mobilisation / Build, License Minimum term with the option to extend at whg’s sole discretion. An outline is provided below: • HR System o Mobilisation / Build Period: February 2027 o Go Live: January 2028 o Minimum term: 7 years and 3 months with the option to extend for further periods of up to 5 (five) years at whg’s sole discretion. • Finance System o Mobilisation / Build Period: February 2027 o Go Live: April 2028 o Minimum term: 7 years with the option to extend for further periods of up to 5 (five) years at whg’s sole discretion. whg and Aspire Housing are in early talks around a potential merger of the two organisations to create a new housing association with over 32,000 homes across their Midlands heartlands. The merger would see the creation of a new housing association, building on an existing footprint across the West Midlands and Staffordshire. Under the proposals, whg and Aspire aim to bring together the best from both organisations to provide excellent housing services, create more regional growth opportunities and build more affordable homes for people in local communities. The estimated contract value includes an allowance for the merger proportion (35%) of licenses and additional costs associated with implementation/build phase over the term including the extension options. Please see the tender documentation for the full description and requirements.