New DFG Tenders - Home Adaptations Portal from Foundations, the national body for home improvement agencies

1. National Body for Home Improvement Agencies
Improving Delivery of the Disabled Facilities Grant
DFG Tenders
Online
April 2017

2. Background

3. Sector Survey 2016
• Questions on
• current procurement practice
• Required features for new system
• 17 Returns
• All deliver DFG funded adaptations
• Average budget £1.4m (Range £300k to £5m)

4. Current Practice
0% 10% 20% 30% 40% 50% 60% 70%
Multiple Quotes
Framework Agreement
Schedule of Rates

5. Requested Features
0 1 2 3 4 5
Online Access
Small/Local Builders
Accredited Builders Only
Discounts on Materials
Instant Quotations
Feedback on Performance
Flexible Specifications

6. Tried and Trusted Solution
• Previous version used on hundreds
of live projects since 2002

7. How it works
• Schedule of standard works items for a shower adaptation
• Local builders submit their prices for each item
• Technical officer inputs quantities for each job
• System generates instant quote from every contractor
• Choose successful quote – instant email to contractor

8. Initial Roll Out
• To ensure that the system works perfectly we are restricting
the initial roll-out to just 20 Home Improvement Agencies /
Local Authorities
• If you are interested in being involved, please contact:
• pauls@foundations.uk.com

9. DFG Tender Portal
The Foundations DFG Tenders - Home Adaptation Portal is
built on the 4CRM Software Platform, which is supplied by
Siteon Limited.
4CRM is an advanced Customer Relationship Management
Platform used by all types of small to medium size businesses
as well as Charities and Local Authority Departments to help
them look after their customers and their business
relationships.

10. DFG Tender Portal
• The DFG Tenders - Home Adaptations Portal is broken into 4
sections -
• Foundations – System Overview
• Local Authority/Home Improvement Agency
• Local Contractors
• Customer feedback – Tripadvisor style (optional).
• FREE OF CHARGE to HIAs/Las
• £50 charge per job awarded to builder
• BUT they have no tendering costs!

11. SET UP STAGES
hianame.dfgtenders.co.uk
Free to use for HIAs and Local Authorities
Small charge to builders on awarded jobs

12. Set-up Stage 1
• Foundations add each HIA to the system and sets up Logins
and User Access.

13. Set-up Stage 2
• The HIA Logs into the system
and sets up the
Materials Template.
• Or Foundations can set it up
for you
• Bespoke to each agency
• Customisable dashboard 

16. Set-up Stage 3
• HIA asks Local Contractors to Register on the system at:
hianame.dfgtenders.co.uk

18. Set-up Stage 4
• HIA ‘accepts’ new Contractors who have registered on the
system.

20. Set-up Stage 5
• Once “accepted” the Contractors are asked to Login and
complete the Business Material Pricing Matrix.

26. USING THE SYSTEM - STEPS
hianame.dfgtenders.co.uk
Free to use for HIAs and Local Authorities
Small charge to builders on awarded jobs

27. Step 1 – Survey & Design
• Technical Officer visits the Client and surveys the bathroom
as usual – including measurements and key features.
• Drawing prepared showing layout

28. Step 2 – Add Client
• Client’s contact details are added to the system

30. Step 3 - Specification
• Once the Client has been added to the System the HIA can
complete the Specification list with information collected from
site survey
• Add basic information about the property and complete
‘shopping list’ of requirements

33. Step 4 – Generate Prices
• Once the Customers Specification has been added the HIA
can select the, ‘Save & Calculate’ button at the bottom, which
produces a list of Contractors Prices for the Job.

34. Step 5 – Select Contractor
• The HIA then selects one of the Contractors from the list and
clicks the, ‘Send Estimate to Selected Contractor’ button,
which sends a Quote to them via email which they open to
electronically Accept the Job.

36. Selection
• HIA/LA can choose selection method
• Potential to rate builders on
• Client satisfaction
• Time to completion from grant approval
• The award based on price AND quality of service

37. Step 6
• The Contractor goes out and completes the job to the HIA’s
specification.
• The Contractor can take photos and upload them to the
Documents section in the Foundations Portal.
• The Client can rate and review the Contractor (optional)

38. Paul Smith
pauls@foundations.uk.com