Planning

Letting, Management, Maintenance & Factoring for properties within Edinburgh

THE CITY OF EDINBURGH COUNCIL

This public procurement record has 1 release in its history.

Planning

23 May 2022 at 00:00

OJEU - F1 - Prior Information Notice
Summary of the contracting process

The City of Edinburgh Council is currently in the planning stage of a procurement process aimed at engaging suppliers for the 'Letting, Management, Maintenance & Factoring for properties within Edinburgh'. This tender involves a significant opportunity in the general public services industry and is tied to one of Scotland’s largest housebuilding programmes, focusing on social rented homes. The procurement process includes key dates, with a market research questionnaire due by 20th June 2022 to inform the strategic approach in shaping the services required. Interested parties can find additional details about the project on the Council's website.

This procurement process offers promising opportunities for businesses engaged in property management, maintenance, and factoring services, particularly those with experience in letting and managing a varied rental portfolio. Companies specialising in both social and private rental markets, including service providers capable of maintaining and managing multi-tenure housing estates, are encouraged to participate. Engaging in this opportunity could lead to collaboration with the Council and other stakeholders in the property development and management landscape, thus facilitating business growth.

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Notice Information

Notice Title

Letting, Management, Maintenance & Factoring for properties within Edinburgh

Notice Description

The City of Edinburgh Council is responsible for one of Scotland's largest housebuilding programmes. Social rented homes are owned and managed by the Council as the landlord with factoring services currently provided to around 1,500 new build homes in mixed tenure estates. The Council is reviewing the letting, management and maintenance requirements for these homes and other factoring services that may be required across the Council's own new build homes being delivered on mixed-tenure sites and is therefore publishing this Prior Information Notice to notify the market of our upcoming opportunity and to give the market an opportunity to participate in finalising the Council's procurement strategy and help shape the procurement process. Potential bidders are invited to download the market research questionnaire and complete no later than Monday 20th June 2020. Those who submit a questionnaire may be invited to a dialogue session with the Project team to expand on their responses.

Lot Information

Factoring Services

Please see description for Lot 1.

Letting, Management & Maintenance Services

This Prior Information Notice provides an opportunity to engage with the Council on ideas, solutions, and proposals by completing the attached questionnaire A full scope of services will be published as part of the procurement process. However, to assist with feedback a summary of the requirement is set out below. It is the Council's expectation at the time of publishing this PIN, that the procurement will comprise of two lots: Lot 1 - Edinburgh Living Services - Lettings, Management and Maintenance The diagram below explains the contractual relationship between the Service Provider and the landlords, who are the LLPs. The LLPs requires a number of services in order to operate on a day-to-day basis. The six services are outlined below. The LLPs have entered into a management and maintenance agreement with the Council to supply those services. As the Council's core business is managing social rented housing under a different tenancy regime, the Council will enter into a service Contract with a third-party Service Provider with experience in letting and managing mid-market and market rent homes. The third-party Service Provider will deliver the services to the LLPs on the Council's behalf. The Contract for the services required will be between the Council and the Service Provider. However, the Service Provider will be expected to engage directly with the LLP as set out in the Contract to ensure strong communication between service provider and landlord. The management services will cover all letting services including marketing and allocating homes to tenants, arranging tenancy agreements, rent collection and arrears management, dealing with deposits, and managing the day-to-day running including the handling of complaints or queries. 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. The services include emergency, urgent, routine repairs, and any planned maintenance, such as annual gas safety checks and any other checks required by legislation. In addition, the planned maintenance will cover servicing of appliances as required. Lot 2 - Council and Edinburgh Living Services - Factoring Many of the Council's existing and future developments are mixed tenure. This tenure mix could consist of social rent, mid-market rent and also homes for private sale. In order to ensure that developments are maintained from the outset and the tenure blind approach which has been taken at design and development stage is sustained, the Council has appointed Factors across a number of new-build sites. Factoring services will be required by both the Council, Edinburgh Living and any private owners ("user groups") on these and future mixed-tenure sites. Factors will be expected to provide a menu of services which can be accessed as relevant to each site, user group and any Deed of Conditions in place. These will include, but not be limited to landscape maintenance, bike and bin store cleaning and maintenance, plant room cleaning, gutter cleaning and other block management services as usually provided by a Factor. As an example, on a large mixed tenure development, private owners are likely to require a full menu of services and the Council and Edinburgh Living will opt-in to landscape maintenance, bike and bin store cleaning and maintenance as well as some block management options if they cannot be provided through existing contracts or in-house. It is the Council's intention to procure a framework of Factors to service these sites.. If you would like any further information, please contact Kelly Faulds, Category Delivery Lead by email on kelly.faulds@edinburgh.gov.uk

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000694250
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAY449153
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
OJEU - F1 - Prior Information Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

45 - Construction work

70 - Real estate services

71 - Architectural, construction, engineering and inspection services

CPV Codes

45112712 - Landscaping work for gardens

70210000 - Residential property renting or leasing services

70330000 - Property management services of real estate on a fee or contract basis

70331000 - Residential property services

71421000 - Landscape gardening services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
23 May 20223 years ago
Submission Deadline
Not specified
Future Notice Date
18 Jul 2022Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Planned
Lots Status
Planned
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
THE CITY OF EDINBURGH COUNCIL
Contact Name
Not specified
Contact Email
kelly.faulds@edinburgh.gov.uk
Contact Phone
+44 1315293415

Buyer Location

Locality
EDINBURGH
Postcode
EH8 8BG
Post Town
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM75 City of Edinburgh
Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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