Letting, Management and Maintenance of Domestic Properties within Edinburgh

Concepts

• edinburgh
• property management
• city of edinburgh council
• maintenance services
• residential property
• management
• domestic properties
• maintenance requirements
• first let
• lettings service

Location

Description

The City of Edinburgh Council is seeking to procure a suitably experienced service provider to deliver a lettings, management and maintenance services to domestic properties within Edinburgh for a period of 4 years with the option to extend for a further 3 years.

Total Quantity or Scope

In 2018 the City of Edinburgh Council (the Council) established two Limited Liability Partnerships (LLP) to own and operate homes for market and mid-market rent. The LLPs are known jointly as Edinburgh Living. Now in the fourth year of operation, with 384 homes let and another 212 being delivered by March 2023 the Council is seeking to procure a Service Provider to undertake the letting, management and maintenance requirements for these homes for a period of 4 years with the option to extend annually for a further three years. The Council will enter into a Service Contract with the Service Provider to deliver core services for Edinburgh Living on the Council’s behalf. The Lettings service will cover all services required to let the homes including marketing and allocating homes to tenants as well as arranging tenancy agreements and preparing inventories. Management and Rent Collection will include arrears management, dealing with deposits, issuing regular communications, reporting to Edinburgh Living, liaising and management relationships with other third-party suppliers, managing the day-to-day running of the tenancies and properties, including the handling of complaints or queries and property visits vacant management of homes will be required during void periods and prior to first let. The maintenance services are required to ensure that the homes are in a suitable condition prior to letting, during vacant management and during occupation by a tenant. Reactive Maintenance services include emergency, urgent, routine repairs with Planned Maintenance referring to annual requirements such as annual gas safety checks, gutter cleaning and any other checks required by legislation. In addition, the Planned Maintenance will cover servicing of appliances as required. All work will be required to be completed within set timescales to maintain high levels of customer service and ensure the safety of residents and property. Service providers will be expected to adhere to the Letting Agent Code of Practice (Scotland) Regulations 2016 (“the Code”) in the delivery of this Contract. Further information on the scope of service and the procurement process are contained within the Procurement Information Document which will be available for download following a note of interest in this opportunity.

Renewal Options

There is the option to extend this contract for a further 3 year period. A further contract notice will be required approximately 18-24 months prior to contract expiry.

Award Criteria

CPV Codes

• 70330000 - Property management services of real estate on a fee or contract basis
• 70210000 - Residential property renting or leasing services
• 70331000 - Residential property services

Indicators

• Variant bids may be considered.
• This is a recurring contract.
• Renewals are available.
• Professional qualifications are sought.
• Staff qualifications are relevant.

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. ** NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=707860. The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx. Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363 Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-pr... A summary of the expected community benefits has been provided as follows: The Council aims to maximise the social, economic and environmental benefits from its procurement (known as ‘Community Benefits’) by incorporating Community Benefit clauses within its contracts. These benefits are delivered by suppliers in addition to meeting the core requirements of the contract. The Council’s Sustainable Procurement Policy commits the Council to pursuing Community Benefits through its procurement. Types of community benefits which the Council would like to include within this contract may include, but are not limited to: - targeted recruitment and training e.g. jobs, training, work experience, job shadowing opportunities, apprenticeships for young persons and unemployed individuals - supported employment for people with disabilities or other disadvantaged groups - promotion of job opportunities through local agencies - training for existing workforce - mentoring – suppliers offering support and guidance to local organisations and individuals - suppliers using community venues and other community services - promotion of certain supply chain subcontractors (Small to Medium Enterprises, enterprises, supported businesses, Third Sector Organisations); - the staff of suppliers undertaking volunteering within communities; - community enhancement - resources provided for community facilities (e.g. playgrounds, habitat enhancements, environmental improvements) and initiatives (e.g. energy efficiency); - outreach and education opportunities within the community to those associated with or impacted by the types of service provided e.g. promoting careers in construction and trades or care and support to local schools; - sponsorship of local organisations; - community consultation, engagement and strengthening of community relations; - equal opportunities in terms of the supplier’s staffing and access to services. (SC Ref:707860)