Provision of Security at Ty Fesen and One Other Emergency Accommodation
A practical guide to understanding what the buyer really wants and how to build a winning response.
Don't Focus Just on Security Services
It's easy to get wrapped up in the mechanics of security provision.
Patrols, monitoring and incident reporting.
But Caerphilly County Borough Council is looking for more than just a traditional security service.
They're seeking a partner to ensure the welfare, safety and security of residents and staff at Ty Fesen and another emergency accommodation site.
This isn't just about guarding buildings.
It's about creating a safe, supportive environment for people in vulnerable situations.
The contract covers Ty Fesen, a two-storey building in the centre of Caerphilly, with 13 self-contained units and several communal rooms. The other site is a hotel-based emergency accommodation in Abertridwr.
Think About the Residents
Remember who you're ultimately serving.
The residents at Ty Fesen and the hotel in Abertridwr are in temporary accommodation, often in challenging circumstances.
They might be couples with children, single parents or individuals. Their stays can last from 6 to 12 months.
If I were evaluating bids, I'd want to see how you'll provide security while maintaining a compassionate approach.
How will you train your staff to handle sensitive situations?
What measures will you take to support residents' privacy and dignity?
Pay Attention to What They Say
The Council is very clear about its expectations.
They want a security provider with additional concierge duties to "protect the welfare, safety and security of the premises, staff and residents."
This isn't just about having a presence.
It's about being proactive, approachable and responsive.
They mention holding a supplier engagement event, which suggests they're looking for a partnership approach.
Attend if you can. It's a chance to hear directly from the Council about what they're looking for.
Evidence Always Beats Promises
One thing I noticed when I worked in the public sector was that almost every bidder claimed to deliver excellent service.
Very few proved it.
If you have evidence, use it:
- Testimonials from similar contracts
- Case studies showing how you've handled emergencies
- Data on incident reductions in your current contracts
- Training programmes that focus on empathy and conflict resolution
Show How You'll Make Life Easier for the Council
Every contract creates work for the client.
The best contractors reduce that workload.
If I were writing this tender, I'd be explaining how my management processes make life easier for the Council's Housing Solutions Service.
How will you handle reporting and communication?
What systems do you have in place for quick response to issues?
Consistency Over the Whole Term
Delivering consistent service is the hardest part of any contract.
Staffing. Not equipment.
Not technology.
How will you ensure coverage if someone is ill or on leave?
What's your plan for recruitment and retention?
I'd want to see exactly what happens when someone calls in sick.
One Thing I'd Keep Reminding Myself
This contract isn't just about meeting requirements.
It's about genuinely improving the lives of people in temporary accommodation.
Every decision, every process, should be tested against one question:
"Does this make life better for the residents?"
Common mistakes
Avoid submissions that:
- Focus solely on security at the expense of welfare and safety
- Lack evidence of past success in similar environments
- Fail to address resident privacy and dignity
- Ignore the need for staff training in empathy and conflict resolution
- Overlook the importance of communication and reporting systems
- Neglect plans for staff absence and retention
- Miss the opportunity to engage in the supplier event
- Present a generic service offering without tailoring to this contract
My Final Thoughts
Caerphilly County Borough Council is looking for a partner, not just a security provider.
The contract, valued at £1,050,000, runs from February 2027 to January 2030, with the option to extend to January 2032.
This isn't about the lowest price.
It's about quality and the ability to deliver a comprehensive service that protects and supports residents.
Those are the submissions that will stand out.
Thanks for reading.
I hope this guide has helped make public procurement feel a little less daunting. If it has, then it's done its job.
P.S. Got a question?
If you've got a question about anything you've read, or you're stuck on a tender, just send me an email.
Whether it's a quick question or you simply need pointing in the right direction, I'm always happy to help if I can.
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Our guides are written using publicly available procurement information, including contract notices and published tender documents where available. They are designed to help suppliers understand the buyer's likely priorities and think more strategically about their approach. They are not based on any bidder's confidential submission, bespoke bid strategy or non-public procurement information.