Sanctuary Housing Association (the Group) have a requirement for responsive maintenance/repairs, disrepair, voids, damp and mould services in:
- Manc/Liverpool/Lancs
- Cheshire/Staffs
- North and West Yorks
The Group’s Property Services Department provides a wide range of inhouse maintenance and repair services to the Group’s portfolio of Properties covering an approximate percentage of 70% of the overall maintenance and repair requirements, however, the Group also requires a reliable Supplier network to support the Group’s Property Services Team with the provision of repairs and maintenance. As such the Group have a requirement for Suppliers to provide responsive maintenance/repairs, disrepair, voids, damp and mould services across tenanted properties, care homes, student accommodation and supported living facilities in the above stated areas (see the document entitled: Map and Postcodes).
Through a previous competitive tendering exercise, the Group has already awarded Contracts to one Supplier in each of the above areas, however, we are looking to award an additional Supplier in each area, with work being allocated between the two Suppliers on a taxi rank basis (e.g. Work will be allocated on an alternating day principal).
The initial contract period is anticipated to be three (3) years from 01 October 2025 with a maximum of two extension periods of 12 months each.
Bids will be sought from generalist suppliers who will be able to provide the full range of disciplines set out below. Sub-contracting will be permitted under the contract.
The process
Sanctuary intends to conduct a competition / tender exercise to enable contract commencement on 01 October 2025.
Sanctuary will be requesting formal bids (for each of the lot areas) (carrying out a call off) under Sanctuary’s ConstructDPS Dynamic Purchasing System (DPS) framework. (Sanctuary have partnered with Local Supply Chain (LSC) who manage ConstructDPS for Sanctuary).
It is expected that formal bids under the DPS will be requested (a call off carried out) in June with contract award being in August 2025.
It is vital that you join the Sanctuary ConstructDPS before the ‘Responsive Repairs and Maintenance tender’ opportunity is released if you wish to be considered for the opportunity, please see details on how to sign up below:
If you are registered on the platform, please make sure your profile details are up to date.
Please follow the next steps: (Skip step 1 if your business is already registered)
Note: The Responsive Repairs and Maintenance project (tender) will be based on the following filters:
All Lot Areas:
Trades – Building (General)
Lot Area: Manc/Liverpool/Lancs:
Regions – North West
Lot Area: Cheshire / Staffs
Regions – North West > Cheshire, West Midlands > Staffordshire
Lot Area: North and West Yorks
Regions – Yorkshire & the Humber > East Riding, Yorkshire & the Humber > West Yorkshire
As such please ensure that you have selected the above (in relation to the lot areas you are interested in) if you wish to take part in the opportunity.
(Please note you can select up to (3) three additional Trades and as many additional regions as you wish, which would be relevant if you wish to be considered for other works (separate from this opportunity), procured through the framework once acceptance on to the ConstructDPS has been confirmed).
The Value band filters being used are:
Lot Area: Manc/Liverpool/Lancs:
Value Band – £1m to £2m
Lot Area: Cheshire / Staffs
Value Band – £1m to £2m
Lot Area: North and West Yorks
Value Band – £500,000 - £1,000,000
(Please note to access the DPS itself you can apply for value bands up to 50% of your turnover), however, when the call off is carried out for the Responsive Repairs and Maintenance project, No one bidder will be awarded a total anticipated Lot value or combined Lots value that exceeds a third of the bidder's annual turnover.
In order to join the DPS initially Suppliers will be required to complete an SSQ. When Suppliers have submitted the SSQ and agreed to the terms of the agreement, acceptance onto the DPS (or rejection with an explanation) will take place within two weeks.
Encountering problems?
Should you encounter any problems/issues when completing your profile, please contact the LSC helpdesk, support@localsupplychain.co.uk - 0800 197 6958.
Suppliers who are accepted onto the DPS and qualify for the Responsive Repairs and Maintenance project (tender) will be sent an expression of interest enabling them to take part in the Responsive Repairs and Maintenance tender call-off opportunity (once released) via the LSC website.
Please note that there will also be a requirement for any successful supplier to hold an SSIP accreditation and Cyber Essentials before contract commencement.
Please note that acceptance on the ConstructDPS may entitle your company to bid for other works procured through the framework, depending on work categories and regions selected. An up-to-date profile will also result in your company being visible on LSC’s wider supply chain and available to other clients of LSC to access.
Description of work
Works Orders issued under the Contract will include:
- Responsive Repairs
- Voids
- Damp & Mould
- Disrepair
Responsive Repairs are split into two (2) areas: ‘Day to Day Responsive including Emergency Work and Repairs and Out of Hours Emergency Service:
Voids property Works. “Void Property Works” shall mean any repairs, renewals, reinstatement, replacement, internal redecoration, upgrading, cleaning and clearing out ordered in accordance with the provisions of the Contract arising as a result of a change of tenancy. The Group will carry out “Void Property Inspections”. This means inspection of the Void Property to establish what Works are required. Once scoped and priced the Work would then be passed to the Supplier to complete with a target completion date. In addition, the Group will take digital photographs at the time of inspection, read meters and forward anything else required to confirm the Works required.
Damp & Mould Works. “Damp & Mould Works” covers a range of scenarios, whose end result is that the property doesn’t perform how it should and results in the presence of damp and or mould. These Works may be identified via a “Responsive Repair”, “Void Property Works” or a “Disrepair Case”. The Group have separated these types of works as they are required to report them to the Regulator of Social Housing. The Works may range from the early identification of an issue and the Works are therefore preventative (clearing blocked gutters to avoid water overflow), through to the resolution of damp and mould which is evident in a property and needs to be treated (either directly, or indirectly as a consequence).
Disrepair Cases. “Disrepair Cases” are those properties where the Group has failed on their repair obligations required in the tenancy agreement with the Customer. They can take 2 types:
The required Response Times for all Reactive Repairs, Damp and Mould and Disrepair requests will be based on:
| Property type | Emergency (E) Attendance Response Time | Urgent (U) Attendance Response Time | Routine (R) Attendance Response Time |
| General Needs | 24hr | 7 Calendar Days | 28 Calendar Days |
| Supported & Extra Care | 24hr | - | 28 Calendar Days |
| Care | 4hr or 24hr | 7 Calendar Days | 28 Calendar Days |
Commercial (excluding Care & E/Care) | 24hr | 48hr/7 Calendar Days/5 Working Days | 28 Calendar Days |
| Students | 4hr | 1 calendar day/7 calendar days | 28 Calendar Days |
Unless stated otherwise on the Purchase Order all Works need to be completed within 28 Calendar days of the Order being issued.
The required Completion Response Time for Void Property Works will be:
| Type of Void | Completion Response Time |
| Minor Works Void | To be completed within 14 Calendar Days |
| Major Works Void | To be completed within 28 Calendar Days |
Lots and regions
The contracts will relate to the following Lots:
- Manc/Liverpool/Lancs
- Cheshire/Staffs
- North and West Yorks
As a result of this exercise One Supplier will be awarded to each lot (as previously stated, the Group has already awarded Contracts to one Supplier in each of the above areas, however, we are looking to award an additional Supplier in each area). Work will be allocated on a taxi rank basis between the two suppliers in each area.
The amount of anticipated work is indicated as a guide only based on current volumes. There will be no minimum guarantee of work under this contract.
Twelve months spend in the lot areas (excluding VAT) is shown below (note this is the total spend and needs to be considered in the light of there being 2 Suppliers Contracted to complete work in the area). This amount is a guide only based on current volumes. There will be no minimum guarantee of work under this contract.
| BID LOT AREA | Anticipated total annual spend excluding VAT | Includes which Regions from Map | Sanctuary Regional Team responsible |
| North and West Yorks | £1,502,072 | 10, 32 | North |
| Cheshire/ Staffs | £2,505,279 | 13, 15 | North West |
| Manc/Liverpool/Lancs | £2,545,664 | 12, 14 | North West |
The regions referred to above are as follows (postcode details are attached separately – see document entitled Map and Postcodes).
NOTE: The following types of Works shall not form part of the Contract:
Works classed by the Group as: Planned, Investment and Significant Capital Works.
Asbestos
Capped Heating
Heating (Servicing, Repairs and Capital – Gas and Renewables)
Estate Services (Grounds Maintenance / Tree Works)
Consultancy Services
Compliance Works (Inspections, Remedial Work, Servicing and Capital) -including but not limited to: Fire / Security system works including Sprinklers, Lift Works (including Engineering Inspections), Water Hygiene, Commercial Catering and Laundry Equipment, Portable Appliance Testing (PAT), Fixed Appliance Testing (FAT) and Electrical Inspection Condition Reports (EICR’s), Air Conditioning, Pest Control, Radon, Chimney Sweeping, Sluice Rooms
Further information
If you have any questions about the opportunity, please email Group Procurement at group.procurement@sanctuary.co.uk, by 29/05/2025