ºÚÁÏÉç

Construction Contract Leads

Scope

Description

The scoping document sets out the approach and requirements for the procurement and delivery of groundworks to properties and communal areas owned by Epping Forest district Council, with the objective of ensuring:

• Undertaking works including excavation, clearance and preparation of sites.

• Being fully compliant with all health and safety regulations.

• Cost-effective, sustainable procurement that delivers value for money.

Scope of Services

Groundworks, including fencing repairs and new installations

• Improvement of communal areas.

• Designing out issues that may contribute to anti-social behaviour.

• Ensuring areas are safe and fully operational for customers.

• Using expertise to influence design specification of works.

• Spoil removed from site, to be done so sustainably.

Objectives

• Deliver a consistent, quality service to customers.

• Agree all appointments at convenient times with customers.

• Communal works to be undertaken efficiently to agreed times, to reduce inconvenience to communities.

• Follow variation guidance to ensure cost certainty.

Quality Standards

• Compliance with Building Regulations.

• Health and Safety at Work Act 1974.

• NHF Schedule of Rates 7.1 - Groundworks & Fencing.

• Accreditation requirements: CHAS, Constructionline, timber suppliers CoC.

• Ongoing performance monitoring and KPI reporting.

Sustainability & Social Value

• Use of sustainable materials and waste reduction strategies.

• Commitment to carbon reduction in line with QPS and EFDC targets.

• Promotion of local employment and apprenticeships.

Risks and Mitigations

Supply chain disruption - Access to multiple suppliers, forward ordering and local sourcing.

Labour - Where possible recruit locally and limit subcontracting work.

Tenant satisfaction - Clear communication with customers across the duration of the work including post-completion surveys.

Governance & Performance Monitoring

Dedicated contract management team with escalation routes. QPS to provide work orders in line with agreed programme quarterly.

KPIs to include

• Completions against Target Date

• Planned Works in Progress updates.

• Monthly performance reviews and quarterly strategic reporting.

Conclusion

This scoping document provides the framework for QPS's procurement and delivery of groundworks and fencing.

The approach prioritises quality, cost-effectiveness, sustainability, ensuring alignment with both QPS's requirements and the long-term objectives of Epping Forest District Council.

Please refer to the tender documents which will be emailed to you for completion.

Length of contract will be for 5 years.

Total value (estimated)

• £2,500,000 excluding VAT
• £3,000,000 including VAT

Above the relevant threshold

Contract dates (estimated)

• 1 July 2026 to 30 June 2031
• 5 years

Main procurement category

Works

CPV classifications

• 34928220 - Fencing components
• 45210000 - Building construction work
• 45342000 - Erection of fencing
• 50000000 - Repair and maintenance services
• 70333000 - Housing services

Contract locations

• UKH3 - Essex

Participation

Particular suitability

Small and medium-sized enterprises (SME)

Submission

Enquiry deadline

3 April 2026, 12:00pm

Submission type

Requests to participate

Tender submission deadline

10 April 2026, 12:00pm

Submission address and any special instructions

Submissions should be sent via email to procurement [at] qualispropertysolutions.co.uk

Tenders may be submitted electronically

No

Languages that may be used for submission

English

Award decision date (estimated)

1 May 2026

Award criteria

Other information

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Competitive flexible procedure

Dynamic market being used

Provision of Repairs and Maintenance

Competitive flexible procedure description

1. Invited Tenders

2. Evaluation stage based on Weighted Quality Score 60% and

Weighted Price Score 40%

3. Negotiation with shortlisted providers

4. Award to successful suppliers

Reduced tendering period

Yes

Using dynamic market - minimum 10 days

Documents

Documents to be provided after the tender notice

via email

Contracting authority

QUALIS PROPERTY SOLUTIONS LTD

• Companies House: 12251475
• Public Procurement Organisation Number: PYPR-8517-LCZD

323 High Street

Epping

CM16 4BZ

United Kingdom

Email: procurement [at] qualispropertysolutions.co.uk

Region: UKH35 - West Essex

Organisation type: Public undertaking (commercial organisation subject to public authority oversight)