Official UK procurement notice
Letting, Management and Maintenance of Domestic Properties within Edinburgh
Authority: The City of Edinburgh Council (Local council)
What is being bought
Published requirement descriptionAward Notice
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.
- Recurrence: Approximately 18-24 months before contract expiry.
CPV: Property management services of real estate on a fee or contract basis · Residential property renting or leasing services · Residential property services
The lotProcurement structure
single lot · no lot value publishedLot #1In 2018 the City of Edinburgh Council (the Council) established two Limited Liability…AwardedRenewal
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.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published sub-criteria (2)
- Quality: 60%
- Cost: 40%
Published award criteria (2)
- Quality: 60
- Cost: 40
- Suitability
Please see Procurement Information Document attached to this Contract Notice
- Staff
- Names and qualifications of delivery staff must be submitted
- Successive reduction
- Candidates will be reduced successively across stages
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Competitive procedure with negotiation
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes · Approximately 18-24 months before contract expiry.
- First published
- 26 Sept 2022, 08:52 BST
- Last source update
- 13 Jun 2023, 10:48 BST
- Authority reference
CT1095- FTS notice number
2023/S 000-016674- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-036b40Find a Tender
- Electronic trading
- e-invoicing allowed · electronic ordering · electronic payment
- Performance terms
Please see Procurement Information Document attached to this Contract Notice
- Review procedure
A tenderer that suffers loss as a result of a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or the Court of Session. The City of Edinburgh Council (the Council) will have a minimum standstill period of 10 days before awarding the contract. The communication of the award decision notice will be sent by fax or e-mail to all tenderers with the standstill period commencing on the next day. If proceedings are started in the Sheriff Court or the Court of Session against the Council in respect of the decision to award the contract within the standstill period then the Council is prevented from awarding the contract. Post contract award the Sheriff Court or the Court of Session may (1) award damages provided proceedings are brought within 3 months from the date when the grounds for the bringing of the proceedings first arose (2) be entitled to issue an ineffectiveness order or impose a financial penalty on the Council. A claim for an ineffectiveness order must be made within 30 days of the Contract Award Notice being published in the FTS/OJEU or within 30 days of the date those who expressed an interest in or otherwise bid for the contract were informed of the conclusion of the contract or in any other case within 6 months from the date on which the contract was entered into.
Publisher note: (SC Ref:735248)
How it was run
Official noticeTender documents are also served through a separate tool: http://www.publiccontractsscotland.gov.uk ↗
- Submission deadline
- 2 Nov 2022, 12:00 GMT
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
Timeline
2 Nov 2022 → 13 Jun 2023 · 3 dates- Submission deadline2 Nov 2022, 12:00 GMT
- Invitations to tender expected4 Nov 2022
- Notice published13 Jun 2023, 10:48 BST
Notice history
2 events · 3 releases on Find a Tender · since 19 Oct 2022- Deadline moved to 2 Nov 2022, 12:00 GMT19 Oct 2022, 11:53 BST+7 days · was 26 Oct 2022, 12:00 BST
- Status changed to complete13 Jun 2023, 10:48 BST
Published amendments (1 · 1 deadline change)
| When | What | Before | After | Shift |
|---|---|---|---|---|
| — | DeadlineTime limit · IV.2.2 | 26 Oct 2022 | 2 Nov 2022 | +7 d |
| — | DateEstimated date of dispatch of invitations · IV.2.3 | 4 Nov 2022 | 4 Nov 2022 | +0 d |
There are a number of queries which it is taking longer than expected to provide a response to. The Council aim to have all queries responded to by tomorrow. Therefore the SPD return has been extended to the 2nd November 2022 at 12noon.
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Umega Lettings & Estate AgentsSME | £10,000,000 † | — | Awarded |
Contracts
Contract 016674-2023-CT1093-1 · Umega Lettings & Estate AgentsSME
- Signed
- 31 May 2023
- Value
- £10,000,000
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5bids · 5 electronic · 5 from abroad | 3 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Sheriff CourtReview body
Bidders & participating suppliers
1 commercial party on the notice- Umega Lettings & Estate AgentsAwarded supplier
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria