P a g e | 2SECTION 1: INVITATION TO TENDER1.0 Instructions to Tenderers1.0.1 Procurement TimetableThe timetable for the pr...
P a g e | 31.2 IntroductionThe owners at Southgate seek the appointment of new Managing Agents. This Invitation to Tender ...
P a g e | 4SECTION 2: THE DEVELOPMENT2.0 Background and OverviewThe ITT process for the appointment of a new managing agen...
P a g e | 5 correspondence in relation to building leaks and any roof repair work (including certificates/guarantees).The...
P a g e | 62.2 Ownership2.2.1 Full name and address of developer is: Westpoint Homes3 Arthur StreetGlasgowG76 8BQ2.2.2 Num...
P a g e | 72.3 Composition of The DevelopmentThe Development at Southgate is comprised of two individual properties divide...
P a g e | 8these as Utopia and Utopia 2 at Southgate.The land allocated for the development of Phase 5 is now up for sale ...
P a g e | 92.4 Maintenance ContractsPresently Redpath Bruce have in place a number of ongoing maintenance contracts for a ...
P a g e | 10SECTION 3: ABOUT YOUR ORGANISATION3.1 Company DetailsINFORMATION REQUESTED RESPONSE DETAILSCompany name: MXM P...
P a g e | 113.2 Professional and Trade MembershipsPlease provide details of any professional or trade bodies to which your...
P a g e | 123.3 ExperiencePlease read over the following questions and tick either YES or NO in response to each question ...
P a g e | 13zero tolerance stance on these matters to ensure the areas within the building which is being affectedby these...
P a g e | 14Additional Information:Agents comments: Health & Safety Standards for Residential DevelopmentsIntroductionThis...
P a g e | 155. Complying additionally with the specific requirements of the fire safety regulations;6. Keeping the fire sa...
P a g e | 16RIDDORRIDDOR is the reporting of injuries, diseases and dangerous occurrences. The regulationsrequire the repo...
P a g e | 173.4 Your PortfolioHow many residential developments and units therein are currently under your companys manage...
P a g e | 183.5 ReferencesPlease supply references for a minimum of two and maximum of three developments you currently ma...
P a g e | 19SECTION 4: SERVICE SPECIFICATION4.1 Services Included Within the Management FeeThe agent will be required to d...
P a g e | 20Provide a bank account in the name of the co-proprietors;Agents comments: At all developments we manage, as a ...
P a g e | 21DEED OF CONDITIONWill you, in the course of your duties, as our appointed agent...Included SOSGuse onlyYes NoP...
P a g e | 22Prepare and manage insurance claims on behalf of all co-proprietors;Agents comments: We would deal with any in...
P a g e | 23SECTION 5: METHOD STATEMENTS5.1 Method Statements and Supporting DocumentationTenderers are requested to submi...
P a g e | 24SECTION 6: TECHNICAL AND QUALITY QUESTIONS6.1 Technical and Quality QuestionsTenderers are requested to comple...
P a g e | 25Output and Input Specification writing for a all core FM soft and hard servicesService Level & KPI Development...
P a g e | 26Property Management System:State the Property Management System and/or Accounting Management System that youwo...
P a g e | 27management;(c) banking arrangements and allocation of interest gained;(d) details of how your clients’ money i...
P a g e | 28Agents comments: If successful, firstly we request details of the co-owners date held by theincumbent agent, s...
P a g e | 29SECTION 7: PRICING7.1 Pricing DocumentCompletion of the tabular, Microsoft Excel, pricing document supplied is...
P a g e | 30SECTION 8: CONTRACTUAL OBLIGATIONSOutlined below are statements which we would like to form the basis of the c...
P a g e | 31 To ensure procedures are in place to deal with repairs within an appropriate time scale having regard to the...
P a g e | 32SECTION 9 : DeclarationDeclaration to be completed by all applicantsi) We (the Agent) have provided all of the...
COST SUMMARY FORITT&PROPERTYMANAGEMENTSERVICES ATSouthgate Phase 1Barrland Street,Glasgow(ON BEHALF OF THE CO-PROPRIETOR’S...
ContentsIntroduction1 Site Mobilisation2 Additional Management Charges3 Other Charges4 Charges for Sale of a flat5 Charges...
Introduction Return to contents click hereCompletion of this tabular pricing document is required as part of your ITT subm...
Section 1: Mobilisation Return to contents click hereThis section is to be completed by the Managing Agent with the releva...
Section 2: Additional Management Charges Return to contents click hereWithin the table below, please use this for any char...
1.10 Provision of Co-owners Bank Account in the name of the Co-proprietor’s: Yes 0.00 0.00 0.001.11 Other Services 0.00 0....
3.3 Preparation of maintenance plans and contracts for plant and machinery; Yes 0.00 0.00 0.003.4Advise on major contract ...
5.4 Ensure Risk Management and Health and Safety compliance are maintained; Yes 0.00 0.00 0.005.5 Other Services 0.00 0.00...
7.2Attend Owners Association Meetings and be responsible for producing minutes (thereare 4 per year held at .................
Section 3: Other Charges: Return to contents click hereWithin the table below, please use this for any other charges outwi...
Section 4: Sale of a Flat Return to contents click hereWithin the table below, please use this for any charges outwith you...
Section 5: Minor Works Return to contents click herePlease complete the rates within the table below, These rates are appl...
Section 3: Other Charges: Return to contents click hereWithin the table below, please use this for any other charges outwi...
Section 4: Sale of a Flat Return to contents click hereWithin the table below, please use this for any charges outwith you...
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MXM PROPERTY SOLUTIONS

  1. 1. P a g e | 2SECTION 1: INVITATION TO TENDER1.0 Instructions to Tenderers1.0.1 Procurement TimetableThe timetable for the procurement process is detailed below:Task: Target date:ITT issued 9th April 2013ITT submission deadline 16th April 2013Visits to The Development 11th April 2013 - 14th April 2013ITT submission review 16th April 2013 - 22nd April 2013Contract awarded 24th April 2013Contract commences 28th April 20131.0.2 Tender Return DateThe date for the return of tenders will be no later than 15:00hrs on 16th April 2013.1.0.3 Delivery of TendersCompleted tender documents should be returned electronically by email to southgate_tender@hotmail.co.ukAn electronic receipt of delivery will be provided.1.0.4 QueriesNo tenderer should approach the outgoing agent directly. All queries should be addressed in writing by email tosouthgate_tender@hotmail.co.uk1.0.5 Development InspectionAppointments to visit Southgate should be made in writing by emailing the Southgate Owners Steering Group atsouthgate_tender@hotmail.co.uk1.0.6 ITT Submission CaveatsPlease note, incomplete or late submissions cannot be accepted.Agents participating in this ITT will only have their submissions considered if they can answer YES tofollowing essential criteria:Yes No SOSGuse only1. Your organisation has a Property Factors (Scotland) Act 2011 registration number. Yes2. Your organisation has a minimum of five years demonstrable experience managing new-buildresidential apartments.Yes3. Your organisation will act with sole responsibility as agent for The Development.*No joint-venture or collaborative working between the appointed agent and another managingagent/property factoring company will be accepted. If you cannot answer YES to this questionyour organisation will be instantly disqualified from the ITT process. If subsequently, aftercontract award, your organisation breaches the above, termination of contract will be made.Yes1.0.7 Confidentiality StatementTendering agents agree they shall not and shall ensure their employees and agents will not disclose, divulge, dispose of, or partwith possession, custody or control of any documents, material or other information (in whatever form) prepared, supplied orobtained for, or pursuant to, this ITT exercise.I, on behalf of the submitting agent, confirm I have read, understood and agree to be bound by the above statements.Signed: Position with company: Managing DirectorPrint Name: Mark Allan Date: 16/04/2013
  2. 2. P a g e | 31.2 IntroductionThe owners at Southgate seek the appointment of new Managing Agents. This Invitation to Tender and supporting documentsdescribe The Development, explains the services that are required of the appointed agent (for guidance only) and invitessubmissions of tenders and supporting documents.The selection of a new agent will be made on the basis of price, quality of submission and the quality of references.The Southgate Owners Steering Group may wish to visit the offices of short listed agents and a selection of developments undertheir management, prior to making a final decision. The appointment will be made on the basis of price and quality combined: pricewill not be the sole criteria.This approach is being taken as the approximate annual running costs for The Development are understood, and therefore, whatis of importance to the co-proprietors, is that you can demonstrate you have the services and quality systems in place to manageour investments and assets.
  3. 3. P a g e | 4SECTION 2: THE DEVELOPMENT2.0 Background and OverviewThe ITT process for the appointment of a new managing agent is being conducted by a group of volunteer owners who formed aSteering Group to facilitate this process at an owners meeting held on 4th March 2013.The expected date of appointment for the new managing agent will be no later than 28th April 2013 and will be for an initial 12month term. The contract will continue thereafter unless terminated by either party or upon service of notice. The Notice Period tobe given by either party will be three months in writing.A copy of the Property Specific Schedule of Services utilised by Redpath Bruce in their management of Southgate has beenprovided for your reference - Appendix A (1) & (2).Presently The Developments day-to-day finances (budgets and actual) are accounted in arrears on actual expenditure.A contingency maintenance fund is in place, however, at the time of issuing of this ITT, bank statements from Redpath Bruce arestill outstanding for both Phases of The Development.Within Phase 1 of The Development there are eight properties in arrears and two within Phase 2. All ten have NOPLs registeredagainst them.Development Phase Number: Address: Amount of arrears:1 Flat 3/5, 1 Barrland Court £767.521 Flat 3/2, 3 Barrland Court £1152.171 Main Door, 92 Barrland Street £1432.811 Flat 3/3, 84 Barrland Street £1116.551 Flat 4/2, 84 Barrland Street £2387.001 Flat 5/3, 84 Barrland Street £2403.651 Flat 1/2, 90 Barrland Street £1477.981 Flat 4/2, 90 Barrland Street £3266.232 Flat 5/1, 80 Barrland Street £2855.322 Flat 2/3, 82 Barrland Street £1310.11The debt collection agency appointed by Redpath Bruce, with responsibility for pursuing these outstanding debts, is Stirling Park.At the time of issuing this ITT confirmed details on outstanding electricity due for Phase 1 has not been forthcoming. Redpath Brucehave informed us that the communal electricity is provided by EDF Energy and despite lengthy correspondence invoices have yetto be remitted. Redpath Bruce have formally complained to EDF and, most recently, to the electricity regulator OFGEM. A copy ofthis correspondence is provided - Appendix B.Currently Phase 1 has an ongoing NHBC claim, which was raised on behalf of residents, for defects within the communalgarden/patio/decking area which have resulted in water ingress to the street level car park. Phase 2 has similar issues but it isunclear whether an NHBC resolution has been raised for this defect and clarification will be sought from the outgoing agents. Acopy of Phase 1s resolution is provided - Appendix C.Despite being accessible only by secure door entry systems and remote controlled roller car park doors there have, on occassion,been house breakings within The Development.For a period vandalism in the communal stairwells was also an issue but this appears to have been eradicated in more recenttimes. Car crime continues to be a major concern, particularly within the secure street level car parks for both phases.More detailed reports on crime statistics for the area and The Development can be obtained by contacting the local police (GorbalsOffice).The following documentation has been requested from the outgoing agents and we have been informed it will be provided in duecourse. Construction plans of the buildings (as built) including Health & Safety files and O&M documentation including, but notlimited to, the following: electrical diagrams and tests; plumbing/piping and instrumentation system diagrams and written schematics etc; paint colour codes; exterior cladding suppliers; exterior roofing suppliers; service history,, including certificates for lifts (including insurance inspections), fire alarm system (including smoke ventsystem etc); water pumps (including service records); and
  4. 4. P a g e | 5 correspondence in relation to building leaks and any roof repair work (including certificates/guarantees).The outgoing agent has provided, to date, the following information for reference: Redpath Bruces PI Schedule - Appendix D Summary of Insurance Cover (Phase 1) - Appendix E Southgate Valuation (Phase 1) - Appendix F Southgate Valuation (Phase 2) - Appendix G Claims Experience 2007-2008 (Phase 1) - Appendix H Claims Experience 2008-2009 (Phase 1) - Appendix I Claims Experience 2009-2010 (Phase 1) - Appendix J Claims Experience 2010-2011 (Phase 1) - Appendix K Claims Experience 2011-2012 (Phase 1) - Appendix L Claims Experience 2007-2012 (Phase 2) - Appendix M
  5. 5. P a g e | 62.2 Ownership2.2.1 Full name and address of developer is: Westpoint Homes3 Arthur StreetGlasgowG76 8BQ2.2.2 Number of actual owners: 157 in total.83 (Phase 1) and 74 (Phase 2).2.2.3 Number of units for sale: Not known.2.2.4 Number of owner occupiers: Not known.2.2.5 Number of re-possessed properties at present: Redpath Bruce stated they have not been made aware of any pendingrepossessions.2.2.6 Owner names and addresses: Redpath Bruce will make this information to the newly appointedManaging Agent upon request.
  6. 6. P a g e | 72.3 Composition of The DevelopmentThe Development at Southgate is comprised of two individual properties divided by an access road, namely Barrland Court.Phase 1 - The Henry Ford Building is the larger of the two residential dwellings and is made up of 83 units in total. The property isaccessed by four main door entrances giving access to each of the individual four cores of the building. The only exception to this isthe property sited at 92 Barrland Street which has its own front door access. All four cores of the property provide access to thestreet level car park.Phase 2 - The Sir William Lyons Building is made up of 74 units in total. The property is accessed by three main door entrancesgiving access to each of the individual three cores of the building. All three cores of the property provide access to the street levelcar park.2.3.1 Full address: PHASE 1 - THE HENRY FORD BUILDING84 Barrland StreetGlasgowG41 1RJ90 Barrland StreetGlasgowG41 1RJ92 Barrland StreetGlasgowG41 1RJ1 Barrland CourtGlasgowG41 1RN3 Barrland CourtGlasgowG41 1RNPHASE 2 - THE SIR WILLIAM LYONS BUILDING80 Barrland StreetGlasgowG41 1AG82 Barrland StreetGlasgowG41 1AJ2 Barrland CourtGlasgowG41 1AL2.3.2 Age of property and basic construction: 6 years.2.3.3 Number and size of units including proportiondetails for charging purposes:Phase 1: 84 units.Phase 2: 74 units.The Deed of Conditions makes provisions for the breakdown of shareallocation. Please refer to the Invitation to Tender SupportingDocuments pack - Appendix N: Deed of Conditions.2.3.4 Number of adjacent blocks: Phases 1 and 2 are adjacent to each other within the boundaries of TheDevelopment. Originally The Development was to be constructed offive phases however the developers, Westpoint Homes, subsequentlydecided to register Phases 3 and 4 under separate deeds and refer to
  7. 7. P a g e | 8these as Utopia and Utopia 2 at Southgate.The land allocated for the development of Phase 5 is now up for sale bythe developer.
  8. 8. P a g e | 92.4 Maintenance ContractsPresently Redpath Bruce have in place a number of ongoing maintenance contracts for a variety of services. A list of these servicesand the appointed contractors can be found below. All contractors are the same for both phases of The Development with theexception of Grounds Maintenance.1. Caretaking and cleaning: Request Clean2. Window cleaning: Palmer & Co.3. Lift maintenance contract: Northern Lifts4. Smoke ventilation and dry risers: Wm Brown & Son Ltd5. Door entry systems: Walker Security Systems6. Electrician: Walker Security Systems7. Garage doors: Bid Group T/A Lowland Ensor8. Water pumps: Richie McKenzie9. Water tank hygiene: Chemtech10. Roof anchor testing / roof work: APS Safety Systems Ltd11. Grounds Maintenance Phase 1: AW Landscapes Phase 2: Westpoint HomesNote: It is expected that the new agent will undertake a comprehensive review of all service contracts within the first three monthsof appointment and will submit a report summarising its findings with recommendations for change (if any) by no later than monthsix of their initial period of management.SOSGuse onlyPlease advise whether you maintain a list of approved contractors. If so, state what vetting procedures you haveadopted before they are approved by you and at what frequency and how the list is reviewed to ensure it is up-to-date. If you do not maintain such as list, state whether you subscribe to any national databases e.g.Construction Line.Agents comments: All contractors appointed to operate at any development are independent companies fromMXM and must maintain a high level of service to comply with criteria and to remain on our Approved SiteContractors List. The approval process includes an assessment of competence, a requirement to providedocuments such as public liability and appropriate Health & Safety information. Our criteria also states thatcontractors’ should ensure adequate supervision during the works and that a final inspection of the work carriedout is undertaken by a suitably qualified person, including photographic evidence of the work as required. Allcontractors are deployed under signed contracts or purchase orders with appropriate Terms and Conditions toprotect the co-owners best interests at all times. There is also reference to this within the MXM written statementof services, please refer to section 2.7.5. For further information please refer to appendix 2 which provides theassessment documents for contractors.Please state whether there is any interested party relationship between your company, its partners/directors andthe contractors you employ. If so, state the nature of that relationship and what steps you undertake to avoid anyconflict of interest, whether actual or perceived.Agents comments: For MXM to act as an agent for clients, there cannot be any interested party relationshipsbetween MXM and any contractor appointed for any MXM client commission. It is the policy of MXM that thereare no interested party relationships on any Property Management commission that we undertake for any client.There is also reference to this within the MXM written statement of services, please refer to section 5.2.2. withinappendix 2 of our tender submissionDo you charge a fee for contractor selection and/or a percentage of their charges?Agents comments: For the initial mobilisation of the contract, we have provided these costs within your pricingschedule 7, provided with the ITT. Outwith these charges there are not further fees or charges for these services.Any re-appointment and ongoing selection of contractors will be covered within our standard management fee.
  9. 9. P a g e | 10SECTION 3: ABOUT YOUR ORGANISATION3.1 Company DetailsINFORMATION REQUESTED RESPONSE DETAILSCompany name: MXM Property Solutions LimitedCorrespondence address: Baltic Chambers, Suite G2, 50 Wellington Street, Glasgow, G26HJContact person responsible for ITT: Mark Allan (MBIFM)Position: Managing DirectorTelephone number(s): Direct Line: 0845 263 8135 Mobile: 07872 824902Email address: mark@mxmpropertysolutions.co.ukCompany status (e.g. Ltd, Partnership, LLP etc): LimitedCompany registered head office address (if applicable): Baltic Chambers, Suite G2, 50 Wellington Street, Glasgow, G26HJCompany registration number (if applicable): SC337460VAT registration number (if applicable): 928 6955 66Property Factors (Scotland) Act 2011 Registration Number: PF000290Date established and/or incorporated: 08 February 2008
  10. 10. P a g e | 113.2 Professional and Trade MembershipsPlease provide details of any professional or trade bodies to which your organisation belongs.Profesional/trade body name: Membership number:BIFM - British Institute of Facilities Management 7520Property Factors (Scotland) Act PF000290***PLEASE FILL OUT SUPPLEMENTARY ITT DOCUMENT PACK TO COMPLETE THIS SECTION***
  11. 11. P a g e | 123.3 ExperiencePlease read over the following questions and tick either YES or NO in response to each question and provide a brief explanation tosupport your answer.If you feel there are questions omitted that would benefit your proposal please use the additional information field at the end of thissection.Insurances:Please provide an up to date copy of your insurance schedules for professional indemnity, public andemployer’s liability and all risks insurance cover.Yes No SOSGuse onlyAgents comments: All requested insurance documents are enclosed within appendix 5 of our tendersubmissionYesDoes your company currently, or have you previously, worked with owner occupiers and tenants inmulti-resident apartments?YesAgents comments: On the two developments, in which we operate, there are co-owners committeesformed and we work very closely with them and meet on a regular basis to discuss the various issuesand formulate the management policy and rules for the benefit of the developments. We have alsoestablished secure private websites for both developments which also provides various communicationtools for all residents including forums, news and notifications, financial reports, committee meetingminutes and other relevant information specific for the actual developments such as insurance detailsand site rules.Does your company have a proven record in arrears reduction and recovery of bad debt? YesAgents comments: On the two developments in which we operate, both of these started with bad debtand absent landlords, our first development the Bridge Apartments had no managing agent in place forover 18 months due to bad debt and non paying owners, therefore the developer supported the sitethroughout this period by paying for the common services but not collecting these common chargesfrom the other co-owners, which accumulated a debt payable of over £270k. We managed this processby finding every absent landlord, raising actions and successfully obtaining decree against a largenumber of bad debtors including rent arrestment’s and the lodgement of NOPL’s to secure all the debtand outstanding common charges, the Bridge development now has surplus funds within the co-ownersbank account, which is now being used to move forward and progress the maintenance plan. The nextdevelopment River Heights also had an agent who left this development with over £100k of bad debtand a property developer who had gone into administration still owning 15 flats, which was thenreferred to us by the co-owner committee as a problematic site to help fix. From the 102 flats 86 ofthese were actually buy to let owners and over 60 of these did not have Landlord Registration, thereforemeaning no addresses available to pursue these owner’s for common charges. By using various controlmeasures on the site such as restricting access for tenants to obtain letting agent details and workingvery closely with the glasgow city council landlord registration team we have managed to turn thisdevelopment around and achieved 100% compliance for Landlord registration and the level of debt hasbeen significantly reduced with the remaining also secured through NOPL’s. This development is alsonow moving forward and progress is now being made with the maintenance plan. The current debt atyour development we do not see as being a problem and we should be able to rectify this very quicklyonce we understand what the issues are and how each of these will be approached.Does your company have experience of managing developments/properties where the incumbentmanaging agent has served termination notices or abandoned their duties?YesAgents comments: On the two developments we currently manage, one site did not have a managingagent for over 18 months and the other had left on their own accord. We have more than enoughexperience to ensure that your current situation can be improved very quickly by the professionallymanagement team who will support this development in the following areas: Facilities and Property Management – MXM Property Solutions Ltd Legal and Sales Ledger Services – TLT Scotland Ltd Financial and Management Accounting – IDS & Co Security Services – Palmaris Services LtdDoes your company have experience of dealing with over occupied properties in-line with the currentand applicable HMO legislation?YesAgents comments: The two large developments which we manage and the level of tenancy units withinthese, means that we have come across this situation on a number of occasions and we worked closelywith the Glasgow City council team when carrying out the clean up exercise at River Heights. We take a
  12. 12. P a g e | 13zero tolerance stance on these matters to ensure the areas within the building which is being affectedby these inconsiderate landlords are dealt with effectively to remove these problems. Please also referto our guidance note provided within appendix 3 of our tender submission.Does your company have experience in tackling and reducing/eradicating vandalism, criminal activityand anti-social behaviour?YesAgents comments: Both the developments we manage had a high number of these problems beforewe commenced services. By implementing very robust security measures at both the developments thisimproved both developments very quickly and changed the behaviours of some tenants and alsomoved some tenants on. The Bridge now has a waiting list for tenants to move in to this developmentand is completely free of these activities. Within our second development River Heights, as this cameon line 12 months after the Bridge development, this is not at the same level but is now very popularand has changed significantly.Does your company have experience with cash flow management and sales ledger services? YesAgents comments: As cash is king in any business, we made a strategic decision when setting up theMXM property management business model by outsourcing the sales ledger service to a professionalservices company who could manage this process more effectively, which would then leave ourresources to focus on what were good at “Managing facilities and property”. Another key aspect of thisapproach is that it provides transparency and comfort to clients that there money is being paid into anaccount which is being administered by professional services and not to a factor which also improvescollection rates. Using this approach also ensures contractors and services can be paid for whichmeans services can be maintained to a good standard. As regards the sales ledger service, this isoutsourced to TLT Scotland Ltd who is also a well respected and very successful law firm withstrengths in financial services and recoveries litigation work, which ensures a seamless process for anyarrears work which are then dealt with by the same team from sales ledger to litigation. This is alsosupported by a web based accounting system with full P&L features for each individual development.The system is also used and accessed by the three key teams, being property management, salesledger/litigation and financial management.Does your company have experience in developing and achieving/meeting KPIs and SLAs? YesAgents comments: With around 50% of MXM business providing facilities and property consultancyservices to large commercial client organisations, key performance indicators and service levelagreements play a large part of the process to ensure contractors can be managed and measured toensure service delivery is maintained. Some of these same principles will also be used to manage theSouthgate service contracts and approved site contractors.Does your company have experience with asset management strategies and PPM development? YesAgents comments: Again with a large part of MXM business providing facilities and propertyconsultancy services to large commercial client organisations, development of asset managementstrategies aligned to corporate strategies is a key element of the service which we provide on a regularbasis. Current projects which were working on at present for Fife Council is the development of theasset management strategy including the planned preventative maintenance schedules for all criticalassets within their 30 corporate office buildings across the corporate estate. We will also use thesemethods to ensure we can produce a long term asset management plan for Southgate, which will alsobe supported by planned preventative maintenance schedules for key assets identified within theSouthgate development.Does your company have experience in legal matters e.g. obtaining Counsels advice; Courtrepresentation; working effectively with solicitors; or possess any in-house legal skills?YesAgents comments: With MXM having a long term outsourced service support partner for the salesledger service to TLT Scotland Ltd, this then provides seamless legal support when required to dealwith any number of matters which may occur on residential developments. Including litigation, contractlaw advice and support for the management of contractors and claims against the development.Does your company have a successful record in managing and reducing legal disputes? YesAgents comments: Within the two developments we currently manage over the last three years wehave successfully dealt with over 110 legal cases in the recovery of bad debt.Does your company have experience with contract law for the management of service contracts? YesAgents comments: Again with a large part of MXM business providing facilities and propertyconsultancy services to large commercial client organisations, our staff who operate in this service haveover 20 years experience in contract law and have successfully delivered many projects using standardform and bespoke contracts to deliver a number of major Property and Facilities Management contractssuch as a recent commission being the ten year building maintenance contract for the ScottishParliament. We have also developed a very robust and fair contract which has been developed in plainEnglish for employing contractors on residential developments. (Please refer to appendix 3 within ourtender submission).
  13. 13. P a g e | 14Additional Information:Agents comments: Health & Safety Standards for Residential DevelopmentsIntroductionThis section summarises the main Health and Safety regulations and obligations that apply tomulti-occupancy residential developments and blocks of flats. Which will be considered andplanned into the initial six month operational planCompliance and ObligationsThe duty to comply with the regulations falls on the Owners, landlords or person responsible formanagement which could be an Agent, a Resident Management Association. Health & safetyshould never be ignored or dismissed because it requires additional expenditure. The cost offailing to comply if there is an accident or injury may be far greater.Risk Assessment of Common AreasAll multi-occupancy residential developments and blocks of flats must have a risk assessmentcarried out for the Health and Safety of any common areas. It is a requirement of theManagement of Health and Safety at Work Regulations 1999. You may argue common areasare not “at work” but if any cleaner, gardener, managing agent or repair contractors enters them,then a risk assessment must be made. We will also include all areas such as; gardens, grounds,and plant rooms, meter cupboards and lift motor rooms.If there are no employees of the owners or agent working at the site there is no requirement torecord the risk assessment but it would be foolish not to do so. If there were to be an accidentand the owners or agent had no proof of a risk assessment being carried out, they are muchmore likely to be prosecuted and/or sued for negligence. The risk assessment should bereviewed at least annually.(As part of the operational plan, MXM will arrange a site log book will all risk assessments andtraining records for all site based operational staff carrying out the services).Fire SafetyFrom 1st October 2006 every multi-occupancy residential development and blocks of flats willalso require a fire safety risk assessment. Again this applies to common parts, not to the insideof any flats and is an obligation on all the owners.Fire Officers will be able to enter any multi-occupancy residential development and blocks of flatsto inspect, ask to see the risk assessment and issue enforcement notices to improve fire safetyshould the need arise.Previous fire safety legislation in Scotland has been replaced by the Fire (Scotland) Act 2005, asamended, and by regulations made under that Act.Domestic premises do not generally fall within the scope of this Act, but there are exceptionswhich include those requiring a licence under the Houses in Multiple Occupation mandatorylicensing scheme, and care home premises. However, the legislation does also require anyequipment or facilities provided for the protection or use of fire-fighters and located in commonareas of private dwellings to be maintained.In general, the legislation seeks to ensure the safety, in the event of fire, of persons (whetherthey are employees, residents, visitors or others) by setting out the rights and responsibilities ofpersons in respect of fire safety. Basically anyone who has control to any extent of the premiseswill have some responsibilities for ensuring that those occupying the premises are safe fromharm caused by fire.Duties imposed by the legislation fall into seven general categories:1. Carrying out a fire safety risk assessment of the premises;2. Identifying the fire safety measures necessary as a result of the fire safety riskassessment outcome;3. Implementing these fire safety measures using risk reduction principles;4. Putting in place fire safety arrangements for the ongoing control and review of the firesafety measures;
  14. 14. P a g e | 155. Complying additionally with the specific requirements of the fire safety regulations;6. Keeping the fire safety risk assessment and outcome under review; and7. Record keeping(As part of the operational plan, MXM will arrange a site specific fire log book conduct and carryout the Fire Safety Risk Assessment, Fire (Scotland) Act 2005 Part 3, for the owners to meettheir obligations and Insurance cover).Working at HeightsWork at heights can be at any height if a person could be injured falling from it, even if belowground level. If window cleaners or other contractors visit a multi-occupancy residentialdevelopment and or block of flats, then an assessment of the risk from working at heights isrequired. Part of the duty to assess risk will obviously fall on the window cleaner, but the ownersor his agent once again also has a duty.The principle is that any work at height should be avoided if it is practical to do it in another way.It if cannot be avoided, then the work must be assessed and planned to be done with the leastrisk. Work at height can include changing light bulbs, general cleaning, testing smoke detectorsand cleaning gutters.If a ladder is supplied by the landlord for changing light bulbs or checking smoke detectors, itshould be checked regularly and a notice stuck on it with safety precautions for its use.(As part of the operational plan, MXM will arrange a site log book will all risk assessments andtraining records for all site based operational staff carrying out services).Electrical Equipment SafetyIf electrical equipment is supplied by the owners or agents to say a cleaner, then it must beregularly tested and properly maintained. A visual inspection and a more formal test should becarried out at the intervals recommended by the Institution of Engineering and Technology.(As part of the operational plan, MXM will arrange log book to comply with the (Electricity at workAct).LegionellaLegionella is a bacterium common in water systems which can result in Legionnaires ‘disease.Once again the owner or agent of a multi-occupancy residential development or block of flatshas a duty to control the risks of legionella in any pipes, tanks and taps in common parts(including a cleaners cupboard). Cold water tanks, taps and showers within owners flats are theresponsibility of the owners.The starting point is a risk assessment usually carried out by an expert, and if there are risksthen a written action plan should be produced to reduce the risks. An annual review of the riskassessment should be made.(As part of the operational plan, MXM will arrange a site specific water log book which will recordall actions taken on the site for the water services, including a risk assessment and writtenscheme, along with regular water testing).COSHHCOSHH is the control of substances hazardous to health. The most usual relevant substancesfound in multi-occupancy residential developments or block of flats within the common parts arecleaning materials and possibly garden chemicals. Once again the duty is on the owner or agentto assess the risks from any materials stored in the common areas. Most materials carry labelsthat identify the hazards that they may pose, manufacturers also issue safety sheets on how tohandle the materials. It is a duty to decide what instructions must be given to those who mayhandle the materials to reduce risks, and what protective clothing may be needed.If a contractor at the development is to use hazardous materials, then it is a duty of the ownersor agent to obtain a COSHH risk statement from the contractor.(As part of the operational plan, MXM will arrange a site specific log book which will record allCOSHH materials used for the services).
  15. 15. P a g e | 16RIDDORRIDDOR is the reporting of injuries, diseases and dangerous occurrences. The regulationsrequire the reporting of work related accidents, diseases and dangerous occurrences. Even ifowners or agent has used a self employed contractor to work at a block of flats or multioccupancy residential development, it is the owners duty to report an accident to that contractor.The duty also applies if a member of the public is injured at the block. There is a national incidentcentre to which reports should be made.(As part of the operational plan, MXM the RIDDOR management process will be provided withinthe site specific management instructions).Managing AsbestosOwners and agents are under a duty to be aware of any asbestos containing material in thestructure or common parts of multi-occupancy residential developments or block of flats. Theduty is specific and it is necessary to identify any asbestos which may involve a survey, tomaintain an asbestos register for any multi-occupancy residential development or block of flatswhere there are asbestos containing materials, and to have a policy for the management andcontrol of the asbestos. There is not a duty to remove asbestos, indeed to do so in many casesis far more dangerous than to leave it. What is important is that if any contractors are working inthe block near asbestos the owners or agent must inform them of the presence of the material.EnforcementSome may argue that the risks in a multi-occupancy residential developments or block of flatsare few and things do not go wrong. However, the consequences if there is a fire, accident orinjury at a development can be serious. The body which enforces most Health and Safetymatters is the Health and Safety Executive. (Some matters are enforced by local authorities andthe fire service).The HSE can issue improvement notices to require owners to take action to reduce risks e.g.install railings or handrails to prevent falls and prohibition notices to cease an activity if there is arisk of serious injury. Failure to action may result in prosecution.During 2004/5 the HSE issued 8445 enforcement notices, and brought 712 prosecutions. Of theprosecutions 95% were successful in securing a conviction and the average penalty fine was£18,765.There is a cost to multi-occupancy residential developments or block of flats in ensuringcompliance with Health and Safety regulations but there is a much higher cost if things go wrongbecause of a failure to comply.The regulations mentioned in this section are:• The Management of Health and Safety at Work 1999.• The Work at Height Regulations 2005• The Control of Asbestos at Work Regulations 2002.• The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995.• The Control of Substances Hazardous to Health 2002.• The Fire (Scotland) Act 2005.• The Electricity at Work Regulations 1989• The Private Water Supplies Regulations 1991Note: The best source of advice and leaflets is the website of the Health and Safety Executivewww.hse.gov.uk.
  16. 16. P a g e | 173.4 Your PortfolioHow many residential developments and units therein are currently under your companys management?Agents comments: We currently manage two large private residential developments, one named the Bridge comprising: 166 flatsand 7 commercial units, including 152 secure car parking spaces. The other development named River Heights comprising 102flats and 2 commercial units, including 100 secure car parking spaces.How many of the above are in the Glasgow area?Agents comments: The two developments are both in the GlasgowPlease provide a profile of your current portfolio indicating the geographic spread, property types and client types and provideexamples of any managements you consider to be broadly comparable to Southgate.Agents comments: Although the currently portfolio for MXM is small, this has been purposely intentional to ensure that thedevelopments we manage are in good shape and healthy from the financial prospective and the behaviour on the sites is now goodand residents can live there with no threat of crime or vandalism or constant anti-social behaviour problems.All properties managed at present are in the greater glasgow area; at present we do not have any intention or immediate planswithin the next year to extend this service outwith the West of Scotland at present. But we do however have capacity to take on afurther development such as Southgate to provide the same level of service achieved at our current sites.The majority of owners within the developments we manage are buy to let investors, therefore we have good processes andcontrols to deal with these types of clients, who consequently can usually be the problematic owners at developments if there left totheir own devices.A good example of a development which is similar in size and has some of the same facilities to Southgate would be the BridgeApartments on Argyle Street, which has 6 common blocks and 166 flats with underground parking for 152 vehicles and a large roofgarden terrace on the 1stfloor level. At present there are around 33 co-owner residents with the rest being for the buy to letinvestors. At present the rents for a 1 bedroom flats achieve anything from £550 to £600 and the 2 bedroom flats start at around£650 to £800. Most of the popular letting agents who operate at the development currently have a waiting list for the demand tostay at this development.
  17. 17. P a g e | 183.5 ReferencesPlease supply references for a minimum of two and maximum of three developments you currently manage. These should besimilar to the Southgate development.Referee 1 Details:Development address: The Bridge Apartments, 350 Argyle Street GlasgowContact name (Chairman/Secretary/Owner/Developer): Mr Douglas Rickards - Committee Member/owner residentTelephone number: 07748 326990Email address: doogzr@hotmail.comReferee 2Development address: The Bridge Apartments, 350 Argyle Street GlasgowContact name (Chairman/Secretary/Owner/Developer): Mr Bob Robertson – Owner / Investor 6 properties atdevelopmentTelephone number: 07954 586020Email address: r.robertson1@ntlworld.comReferee 3Development address: River Heights, 72 Lancefield Quay, GlasgowContact name (Chairman/Secretary/Owner/Developer): Mr Chris Procter, Committee Chairman and owner/investorTelephone number: 07500 972253Email address: chrisgprocter@btinternet.com
  18. 18. P a g e | 19SECTION 4: SERVICE SPECIFICATION4.1 Services Included Within the Management FeeThe agent will be required to deliver a number of services on behalf of Southgate owners. We have outlined below a list of possibleservices required which you should allow for in calculation of your management fee.Please read over the following and tick either YES or NO in response to each question so we can establish what would be includedin your standard annual management fee for each unit.We recognise this list is not complete and therefore would welcome input from your company regarding other services you mayprovide which would be covered by the annual property management fee or indeed what additional costs these may incur (basedon each unit as a shared cost or as an individual cost).Any services not included in your management fee should be accounted for in Section 8: Pricing of this ITT.FINANCIAL PROVISIONSWill you, in the course of your duties, as our appointed agent...Included SOSGuse onlyYes NoPrepare a reserve maintenance plan relating to cyclical maintenance;Agents comments: This is integral to the planning process for preparing the overall maintenancestrategy and plan for the Southgate development, this will ensure we can start categorise any worksand forecasting to owners what the future expenditure on their investments will be instead of reactiveworks which then creates higher costs. We have also noted the three cyclical maintenancerequirements as stated in rule 7.3 and 7.4 of the Deed of condition for the Southgate development.Having visited the site, the entrance block woodwork is in a very poor state of repair and would suggestthat these doors have not previously been redecorated in 2009 or 2012.YesProvide annual common service charge budget estimation and funds administration;Agents comments: This is carried out through the mobilisation period, which will establish what plannedmaintenance services are required, following the detailed condition survey and reviewing the currentmaintenance files to establish if all M&E assets are in a good state of repair. We will then be in aposition to prepare the annual operational forecast budget for the Southgate development.Yes NoEnsure Weekly/monthly payment of wages/other invoices due for the operation of The Development:Agents comments: All payments are processed through the co-op co-owners bank account for theSouthgate development and this information is also posted on Kashflow the P&L web based accountingsystem for the development. This provides us with up to date information on a daily basis through asecure web portal (please refer to appendix 4 of our tender submission)YesRegularly bill and collect common and block service charges, including monthly management fees, insurance premiums due and allother sums owed by co-proprietors;Agents comments: All billing and the collection of services charges, is carried out by issuing monthlyinvoices, which are provided electronically via email to each owner. We also request all owners to setup monthly standing orders to minimise waste in this process to ensure the cash is paid quicker andmore effectively (please refer to appendix 4 of our tender submission)YesProvide periodic budget reports for income and expenditure and cash flow (3 monthly/quarterly) and making this informationavailable to all co-proprietors;Agents comments: This information is available to us on a daily basis through the Kashflow accountingsystem via a secure web portal; therefore all the required reports are automated and will be provided ona monthly basis and made available on the co-owners private web site for Southgate. (please refer toappendix 4 of our tender submission)YesDraft annual service charge accounts, provide all necessary information to and liaise with auditors for annual preparation offinancial accounts and circulate to all co-proprietors;Agents comments: This information is produced on a monthly basis via the Chartered accountants IDSim & Co, who provide the financial and management accounting for the development.YesProvide arrears collection and debt recovery management;Agents comments: This service is integral to sales ledger service provided by TLT Scotland Ltd.Further details are also available within section 3 of the MXM written statement of services and alsoincluded within appendix 2 of our tender submission.YesProvide advice on and management of block and common insurance and any other appropriate cover(s);Agents comments: All general advice provided by the appointed Broker is usually free, we do not knowof any charges which could be incurred for these servicesYes
  19. 19. P a g e | 20Provide a bank account in the name of the co-proprietors;Agents comments: At all developments we manage, as a standard, there is community bank accountset up with the co-operative bank in the name of the co-owners and the development name. This alsoprovides free banking for most transaction types and this account is solely used for the purpose ofcollecting monies from co-owners for the common service charges and for the payment of servicecontracts and contractors, insurance and utility bills. The transactions from this bank account are alsointegrated with the Kashflow accounting system for the P&L and financial reporting. In the event of anychange in the Management of the development, this account would remain and be assigned over to thereplacement agent for administration of the account.YesManage all maintenance and other service contracts and undertake an annual review of all such contracts to ensure best value ismaintained;Agents comments: This process would start through the mobilisation period by using the Operation andMaintenance Manuals for the site, including the drawings and the existing maintenance documentationprovided by any of the incumbent service contractors, which would also lead to the preparation of allstatutory maintenance and repair plans for legal compliance, Including; Fire Alarm, Lifts, Dry Risers,Control of Legionella with water systems, electrical testing etc. With the amount of time required toreview the documents and implement the new contracts, some of this would be charged within the initialset up costs. But once in place, this would form part of the ongoing management fee.Yes NoPreparation of replacement cost assessments for insurance purposes;Agents comments: Depending on the items and for what purpose, there may be a need to appointconsultants or surveyors to provide reports, therefore for updating rebuild costs for each of the phases,there would be requirement for this, also in some other cases we may need to procure certain aspectsfor assessments on behalf of the co-owners. There is also reference to this within the MXM writtenstatement of services, please refer to section 3.1.11 Insurance revaluation, which is also included withappendix 2 of our tender submission. We have also provided a cost for this within the pricing documentprovided for the ITT.NoCONTRACT MANAGEMENTWill you, in the course of your duties, as our appointed agent...Included SOSGuse onlyYes NoCarry out periodic inspections to check condition and deal with any minor repairs to buildings, commonparts, plant and grounds, including where necessary liaising with local authorities, organisations andtheir agents;Agents comments: Within our management procedures, the technical manager assigned to thiscommission would visit the site on a weekly basis to carry out an inspection of the development. Wecarried out a trial run of this when we visited the site on Sunday 14 April. This will include a standardcheck list which we have developed specifically for residential management. If any non complianceissues are found, these will be logged onto the master repair database and the appropriate servicecontractors will be contacted to deal with any matters. (Please refer to appendix 4 within our tendersubmission for details of the inspection log).YesUndertake the roles of Contract Administrator and/or Planning Supervisor in the procurement and administration of major workscontracts, the use of specialist professionals/contractors and any pre-approved SLA;Agents comments: These types of works would require external professional support and we wouldonly assume the role of contract administrator on behalf of the co-owners. The Planning Supervisor rolehas now been replaced by the CDM co-ordinator function, which is also seen as a professional serviceand these would also need to be procured and appointed for this function. This would also be the samefor any other professional services required to fulfil any major works required at the Southgatedevelopment. As the CDM 2007 regulations apply to all major works, therefore there would be feespayable for this type of project which would be in line with the % pricing table included within the ITTagainst the costs.NoManage the day-to-day repairs and maintenance, promptly and efficiently and in line with The Developments Deed of Conditions;Agents comments: As part of our weekly visit to site, this will sometimes generate repairs along withany reports from co-owners which will be acted on and dealt with in line with the MXM written statementof services please refer to sections 2.4, 2.5 and 2.7, which is included within appendix 2 of our tendersubmission. It is also noted the Deed of Conditions reference to this is Rule 7.Yes
  20. 20. P a g e | 21DEED OF CONDITIONWill you, in the course of your duties, as our appointed agent...Included SOSGuse onlyYes NoPrepare statutory notices and organisation of co-proprietor consultation in line with the Deed ofConditions;Agents comments: If there are any amendments to the Deed which are required to be submitted toRegisters Scotland, then there would be legal costs required including disbursements, these cost wouldnot be included within the management fee. In relation to notices from the council or other appropriatebodies such as the fire brigade, copies of these would be placed in the notices boards within the siteand also posted on the co-owners private website for notification. This part of the service would beincluded within the management fees.Yes NoEnsure compliance with the Deed of Conditions and any other management policy developed and agreed with co-proprietors orany Owners Association formed;Agents comments: We would plan to develop a document (reference management site rules) whichwould read in conjunction with the Deed of Conditions, but would be in plain English and easy to read.(Please refer the appendix section).This would also be developed with the steering group or the co-owners committee.YesConduct yourself and carry out all duties/responsibilities including, but not limited to, the provision of suitable insurance cover inaccordance with the Deed of Conditions;Agents comments: We would arrange the relevant insurance as stated within the Deed of Conditions.We would also receive no commission for making these arrangements; please also refer to 5.2.1 of theMXM written statement included within our submission.We would implement various risk control measures to reduce the risk to the development which willalso reduce the premium paid for the development and improve safety standards for all concerned atthe development.These measures would include: Identification of all isolation valves to individual flats to ensure water can be switched offquickly (cost to be prepared for this) Due to the age of the gas boilers and annual service, including landlord certificate whererequired (cost to be prepared for this) 24/7 Emergency call out number through the appointed service contract for the heating andplumbing contractor for all water leaks within properties (cost to be prepared for this) Appointed loss adjuster for each and every claim, such as Cunningham LindseyYesYesYesNoNoNoLEGAL STRATEGY AND CONTROLWill you, in the course of your duties, as our appointed agent...Included SOSGuse onlyYes NoArrange periodic Health & Safety checks to ensure The Development complies with all statutoryrequirements, including Health & Safety legislation, and carry out all duties required as the responsibleperson under such statutory obligations;Agents comments: We will make the necessary arrangements to ensure the appropriate statutorytesting is carried out by the relevant competent specialist, the fee for arranging and appointing theservices would be included within our management fee. But the cost of the actual testing and reportswould be paid for through the common service charges.Please also refer to section 2.2.3 of the MXM written statement included within our submission inappendix 2.Yes NoPrepare and provide evidence for court proceedings against individual owners or suppliers or services to The Development;Agents comments: Any financial reports or statements will be provided as part of the management fee.The rest of the service is provided by our outsourced service partner and integral to the sales ledgerand pre-litigation process. All costs for this service are payable by the owner who is the debtor.Please also refer to section 3.1.6, 3.1.7 and 3.1.8 of the MXM written statement included within oursubmission in appendix 2.YesNoPrepare legal documentation, responding to and dealing with solicitors, buyers and co-proprietors for pre-sale enquiries andproperty sales;Agents comments: Please also refer to section 3.1.3 of the MXM written statement included within oursubmission in appendix 2.This is also provided within your ITT pricing documentNo
  21. 21. P a g e | 22Prepare and manage insurance claims on behalf of all co-proprietors;Agents comments: We would deal with any initial enquires and advise owners on the process and if aclaim is valid. We would also arrange for the claims process to be provided on the private co-ownerswebsite for information purposes. We may also appoint the loss adjuster Cunningham Lindsey, for eachand every claim. If however we become involved in any large claims which require additional time, thenthese would be charged at the % rates provided within the ITT pricing document.Yes NoFormulate a safe and effective property strategy within current legislation and in accordance with current best practice;Agents comments: Following on from the Proposed Fire and General Risk Assessments for the siteand the condition survey we can then start to develop the property strategy for the site in accordancewith current legislation and the O&M information including the previous and current maintenancerecords. It is imperative that the fire risk assessment and the condition survey are carried out to ensureany problems which are found can be directed back to the current service contractors or to the currentfactor for this development. Including the formulation of the Property Strategy.YesCOMMUNICATIONSWill you, in the course of your duties, as our appointed agent...Included SOSGuse onlyYes NoDeal reasonably with all enquiries in a timely manner from all co-proprietors and, where applicable,advise all parties of their respective obligations and ensure compliance therewith;Agents comments: Please refer to section 4 of the MXM written statement of services included withinour submission in appendix 2.YesOrganise and attend general meetings/AGM/EGM of co-proprietors and be responsible for producing minutes;Agents comments: Please refer to section 4 of the MXM written statement of services included withinour submission in appendix 2.YesProvide assistance on a suggested management policy if the co-proprietors decide to form an Owners Association forimplementation across the development;Agents comments: Please refer to section 4.1.4 of the MXM written statement of services includedwithin our submission in appendix 2.YesProvide status reports on financial, maintenance and legal matters to coincide with the co-proprietors/Owners Associationmeetings;Agents comments: As there are chartered accountants appointed ID Sim & Co to provide the monthlyfinancial and management reports each month, which are also posted on the co-owners privatewebsite. These will also be readily available for these meetings, including the maintenance plan andprojected annual budget. In relation to legal matters restricted reports will also available on thesematters to comply with Data Protection.YesReport on significant owner communications;Agents comments: Communications such as these will be made available on the co-owners privatewebsite.YesDocument management procedures and issues and provide co-proprietor access to these;Agents comments: All relevant management procedures and issues will be held on the co-ownersprivate website. This will also included automated notifications via email when new documents or newsis posted for review and information.YesProduce a periodic newsletter/other circulars for all co-proprietors;Agents comments: This communication process will be developed by using the co-owners privatewebsite. This will also included automated notifications via email when new documents or news isposted for review and information. The co-owners committee can also be set up to use this facility tosend out any notifications or documents they require.YesKeep all co-proprietors/Owners Association informed on status of any agreed actions being undertaken on their behalf;Agents comments: All relevant notifications will be held on the co-owners private website. This will alsoinclude automated notifications via email when updates are posted for review and information.Yes
  22. 22. P a g e | 23SECTION 5: METHOD STATEMENTS5.1 Method Statements and Supporting DocumentationTenderers are requested to submit the following method statements and, where indicated, provide supporting documents as part oftheir submissions. Tenderers should note carefully that due regard will be taken of the quality of these method statements whenselecting a managing agent.In your submissions, please utilise, for ease of reference, the numbering indicated.Method Statements and Supporting Documents Included SOSGuse onlyYes No5.1.1 Insurances:Please provide an up to date copy of your insurance schedules for professional indemnity,public and employer’s liability and all risks insurance cover.Agents comments: Please find enclosed copies of requested insurance cover included withinappendix 5.Yes5.1.2 Health and Safety:Please provide a copy of your Health and Safety Policy. Please state whether any proceedingshave been raised against your company for breaches of the Health and Safety Acts. If so,provide details.Agents comments: Please find enclosed copies of requested H&S polices included withinappendix 5.In relation to proceedings, MXM or any contractor appointed by MXM have not been in breachof any Health and Safety Acts.Yes5.1.3 Equal Opportunities:Please provide a copy of your Equal Opportunities Policy.Please state whether any proceedings have been raised against your company for breaches ofthe Equal Opportunities Acts. If so, provide details.Agents comments: Please find enclosed copies of requested Equal Opportunities Policyincluded within appendix 5.Yes5.1.4 Quality Assurance & Standards:Please state what, if any, registration scheme you subscribe to. Please provide a copy of yourQuality Assurance Statement and Quality Assurance Policy and Manual, if applicable. Pleasestate what quality standards, if any, have been achieved such as ISO, IIP, or any other suchaccreditations.Agents comments: Please find enclosed copies of requested Quality Assurance Statementincluded within appendix 5.Yes5.1.5 Data Protection:In light of the fact that, by virtue of the nature of its business, an agent holds certain personaland sensitive information both on individuals and companies, explain how your companycomplies with Data Protection legislation and the Freedom of Information Act.Agents comments: Please find enclosed copies of our Data Protection Policy and our guidancedocument which has also been issued to our outsourced service partners; TLT and IDS & Co.Yes5.1.6 Complaints Policy and Procedure:Please provide a copy of your company’s customers’ complaints procedure. Explain how thepolicy’s existence is brought to the attention of the co-proprietors whose properties youmanage.Agents comments: Please find enclosed copies of requested complaint procedure which is inaccordance with the Property Factors (Scotland Act 2011) include within appendix 11. Thepolicies existence is brought to the attention of the co-proprietors by way of our Customer CarePolicy which makes reference to this. It is also stated on the MXM written statement of servicesincluded within section 4.1.6.Yes
  23. 23. P a g e | 24SECTION 6: TECHNICAL AND QUALITY QUESTIONS6.1 Technical and Quality QuestionsTenderers are requested to complete the following technical and quality questions and, where indicated, provide supportingdocuments as part of their submissions.In your submissions, please utilise, for ease of reference, the numbering indicated.Technical & Quality Questions Included SOSGuse onlyYes No6.1.1 Staff Resources:Please state the names and roles of the person(s) within your company who will be appointedto deliver the services at Southgate.Agents comments: We have identified two key members of staff for this commission, MarkAllan & David Allan, both of whom have experience of delivering services similar to theSouthgate Management Commission.Below is CV details of these two members of the team:Curriculum Vitae Mark Allan - MBIFMNationality BritishPosition MXM Managing director & senior FM ConsultantQualifications MBIFM – HNC Mechanical Engineering & HNC Building ConstructionRole in project Facilities Management Support and Contract ManagementGeneral introduction: Mark started his professional career as a building surveyor and spaceplanner before moving into facilities management in the early 1990’s. Over the last 22 yearsMark has gained experience of the full FM cycle, having worked as a local facilities managerand also providing consultancy advice to clients with significant property portfolios. Mark wasalso responsible for the successful integration process between Royal Insurance and SunAlliance, including rationalisation of contract and service providers and estate strategy andproperty disposal. Mark was the focal point on both the FM contract for the City of EdinburghCouncil and The Scottish Parliament.Relevant experience: Mark is an innovative Facilities Manager and FM Consulting Practitionerwho has served in a wide range of FM roles including responsibility for FM integrated servicemanagement and delivery, project and change management, strategic, consultancy and WholeLife Costing and Asset Management. Throughout the last few years, Mark has led orparticipated in a number of successful Facilities & Property Management UK wide nationalprojects: -Northern Project Manager for the successful national role out of PC hand held technology formeasurement of cleaning & catering standards against KPI’s / SLAsProject member with a remit to review and update working procedures, SLAs and regionalstaffing levels for national Service DeskProcurement of CAFM software to manage and provide Asset Management Services includingoperational strategy and web front end implementationProject member for National Postal Services Review (rationalisation and implementation ofKPIs / SLAs)Development of Waste Management strategy, for assisting national role out (ISO 14001accreditation)FM Contract & Output Specification development for a number of public and private sectorprojects using standard forms of contracts.Particular skills: A thorough technical and practical understanding with the legal andcommercial aspects to various types of FM Service Contracts including:-• OGC – Model Terms & Conditions for Services (2005)• GC/Works/10 (2000) Facilities Management Contract• CIOB – Facilities Management Contract (1999)• CIPS – Facilities Management Model Agreement for Service Contracts• Partnering Contracts
  24. 24. P a g e | 25Output and Input Specification writing for a all core FM soft and hard servicesService Level & KPI Development for a all core FM soft and hard servicesA thorough understanding in the development of technical service specifications for plannedpreventative maintenance and asset management schedules, using data such as the HVCA -SFG20 Standard Maintenance Specification for Building Services and BICS life cycle andoccupancy cost models and components for building maintenanceThe use and development of CAFM technology to provide effective benchmarking andperformance measurement of all building assets and services against BMI and FM cost indicesA good knowledge and understanding in the use of e-communications, telephony and virtualcall centres to deliver effective customer service and a web based “Integrated Managementand Communication platform”.Recent projects/clients: Mark was the focal point on our most recent FM consultancy projectsfor the City of Edinburgh Council and The Scottish Parliament.City of Edinburgh: We were appointed by Thomas & Adamson as sub consultants for the CECin 2009 to provide strategic advice and technical support to the in-house property team for thereview, rationalisation and establishment of revised service delivery requirements for hard FMcontracts. The outputs from this commission were subsequently encompassed into CEC’s“Alternative Business Model”, which includes the outsourcing to a complete integrated FMservice.Scottish Parliament: We were engaged by Thomas & Adamson to provide strategic advice andtechnical support within the Client’s in-house FM Team for the establishment of servicerequirements and production of term maintenance contracts for hard and soft FM services.Both contracts (general FM and specialist high level access FM) have since been awarded andare now being successfully implemented.Curriculum Vitae: David Allan (B.Sc., C.Eng, M.I.Mech.E, M.I.Prod. E.)Nationality: BritishPosition: Associate and Technical ManagerQualifications: B Sc (2nd Class Honours Upper) Mechanical Engineering, CharteredEngineer, Member Institution Mechanical EngineersRole in project: Technical support, Safety Compliance and site audits and inspectionsExperience: David provides technical support for all M&E services on any client project, whichalso includes all aspects of condition reporting on plant and assets.He has a wealth of technical knowledge and experience, with over thirty five years’ in theindustry dealing with day to day operational building maintenance, mechanical engineering anddesign. Including various aspects of Health and Safety.Relevant area(s) of expertise: Mechanical & Electrical ServicesSince September 2005, David has also been a self-employed consultant running AllanAssociates and has been involved in many aspects of engineering and general manufacturing.As Managing Director of a relatively small engineering manufacturing company before then, hewas involved in all aspects of machinery and building maintenance including formulation andimplementation of preventative maintenance schemes and utility supply and control systems.He was also ultimately responsible for health and safety and quality policies, for up to 200personnel, as well as the correct implementation of these policies.David also has experience in dealing with the local Fire Brigade on Emergency procedures andthe Fire Alarm testing procedures.When studying engineering he specialised in Fluid Dynamics concerning liquids and Gases aswell as all aspects of machinery control systems.
  25. 25. P a g e | 26Property Management System:State the Property Management System and/or Accounting Management System that youwould propose using. Please provide information on your corporate website and in particularthe extent to which an interactive facility is provided for residents to access information and payinvoices on line. If no such interaction is provided, state whether you have proposals todevelop such a website and if so the timescale for such a provision.Agents comments: To deliver the sales ledger service for our customers we use an online webbased accounting system called Kashflow, this system is accessible by all the team to ensurethe bacs and cheque payments from owners are being posted to the individual’s accounts(there is also the electronic facility to pay online). The accountants can review the data andensure the management accounting is up to date and the property team can check to see ifadequate funds are always available to carry maintenance repairs and service contracts. Byusing live data we can carry out the overall service and management of the development moreeffectively and drive the cost down of administration to ensure the property managementservice does not suffer. We have also included details of the Kashflow system with appendix 6of our submission.At present we have also implemented a private secure website for the co-owners of everydevelopment we manage. This helps improve communications, for the benefit of all, we havedeveloped a private Group Spaces website. This is a secure and easy to use Web Platform.Group Spaces provides a simple integrated set of tools making it easier to communicate andget things done in our development. Included are the following facilities:• Group Website• Member Database• Group Mailing List• Forum for feedback and notifications• Events Calendar• File Repository ; minutes of meetings, financial information and maintenance proposals canbe held and viewed here and voted on using electronic voting.This can also be used by the committee if one is formed in the future.In relation to property management software, we have a project underway, which is currentlylooking at various web based CAFM – Computer Aided Facilities Management Systems withinmarket place. This will provide our customers with a self service portal which they will be ableto log and view repairs which they reported personally and track the progress of these.This will also ensure the three fundamental business needs to operate the PropertyManagement and Facilities Management service being: To accurately capture, monitor and report on Assets and Services in a timely fashionin order to track and manage performance, costs and control quality. To communicate information and data to the necessary Contractors, Managers,Stakeholders and Users. To manage risk and compliance with health and safety legislation.The key benefits of having electronic documented business processes and controls to supportthe day-to-day operation are:Rapid (often real-time) processing of informationImproved effectiveness, efficiency and controlAccurate reporting – “Live Data”Removal of process or data duplicationFull accountability and AuditabilityWe anticipate this review to complete within the next six months and implementation will be notlong after this if clients want this level of service.Service Charge Accounting:Please pay particular attention to the arrears management element of this question (b) as thisis of extreme importance to the co-proprietors.Please explain your fee structure and provide a statement of your service charge accountingfunctions, describing, as a minimum:(a) preparation of the estimate;(b) collection of on account and balancing service charges and surpluses, including arrears
  26. 26. P a g e | 27management;(c) banking arrangements and allocation of interest gained;(d) details of how your clients’ money is protected from fraudulent activities: please statewhether you subscribe to any clients monies protection schemes;(e) payment methods available to co-proprietors;(f) payment of suppliers;(g) preparation of draft accounts;(h) liaison with auditors and publication of final accountsPlease provide examples of reports generated by your property management system tosupport the above.Agents comments: Please refer to our written statement of service provided within appendix 2and also appendix 4 of our submission. These documents and reports will be made sitespecific if successful with the tender proposal.General Management:Please provide an overview of how you would propose undertaking your general managementfunctions to include, but not necessarily limited to:(a) frequency and purpose of site inspections, including recording of same;(b) management of on-site staff;(c) management of services;(d) communication with co-proprietors and residents;(e) breaches of Deeds of Conditions;(f) record keeping;(g) dealing with out of hours emergencies.Please provide examples of any newsletters you may have produced and any other documentsyou feel would be useful in demonstrating your management methodology.Agents comments:A) As described earlier in the document (4.1 Day to day repairs), as we have alreadyinspected the site and carried out a walk through the buildings. It would be ourintention to visit the site once a week and carry out an inspection using our standardlog sheet. (Details of this are provided within appendix 4 of our tender submission).B) The technical staff assigned to this commission is; the Managing Director Mark Allanand the Technical Manager David Allan, this provides the correct level of competenceto ensure the site specific operational service plan can be implemented.C) With our weekly site inspections, this picks up any service issues which we canreview very quickly with the service contractor’s maintenance plan for each service. Inrelation to the overall operational plan, this will be site specific and will be provided ifwe are appointed to the commission. This will also be based on the written statementincluded within appendix 2 of our tender submission.D) The key to our communication will be the co-owner private website, so we can interactwith our customers through the forum on the site and keep the information section upto date with all monthly financial P&L reports and any other issues which concernthem. The added benefit of this system is it all provides access for letting agents andtenants at a different level, so we can also keep them up to date. Outwith this, we alsolike to get to know the co-owners on a personal level so we can discuss issues withthem and work together with everyone.E) Breaches in relation to the Deed of conditions, usually are due to noise problems, antisocial behaviour, HMO problems and Landlord registration. These are all the normalproblems which can occur and will be dealt with and handled on their own merit.F) All documents are held electronically and secure, but most of these are accessiblewithin the co-owners secure website.G) Within our proposal we have arranged for Palmaris Security to provide an emergencynumber to deal with out of hours emergencies, please refer to appendix 7 of ourtender submission.Handover Process:In light of the extremely tight timescale involved with the appointment of a new agent pleaseindicate your handover process in the transfer of the management from the outgoing agent,listing the information that will be required.
  27. 27. P a g e | 28Agents comments: If successful, firstly we request details of the co-owners date held by theincumbent agent, so we can get the fundamental basics in place. This information would thenbe provided to TLT for setting up the co-owners individual accounts and inputting of data as setout in the Kashflow system example provided within appendix 4 of our tender submission.IDS & Co would the set up the chart of accounts and load up the various functions such as thego-card less on-line payment facility including the bank account arrangements.In relation to the registered NOPL’s for the bad debtors within the development, TLT wouldcontact the incumbent agent to arrange for these to be assigned over to the co-owners, so thismoney can then be refunded to the co-owners when these units are sold.In relation to the property information, as the current condition of the building has somesignificant water ingress problems into the car park and at ground level and wit the lack ofmaintenance information provided. It is important that the RICS condition survey is instructedto ensure that the condition of the development is recorded when RPB leave this commission.Once maintenance records are reviewed and the outcome of the condition survey iscompleted, we can then share this information with the co-owners.Contract:Please provide a copy of any standard contract you use for residential developments.Agents comments: Attached within section xx are the contracts which we use for all propertymanagement client commissions. There are two parts to this one being the actual contractused for the service contracts and the other being the terms and conditions for purchaseorders, which is used for one off purchases for repairs and instructions. These two sets ofconditions ensure that the owners are covered and have protection for poor service deliveryand to mitigate any loss. (please refer to appendix 3 within our tender submission to seeexamples of these T&Cs)YesInnovation:Tenderers are invited to submit proposals and suggestions for any innovation you would bringto the management of The Development or changes to buildings etc. that would improveefficiency, security etc.Agents comments: We have identified a number of initial innovations which will in the longerterm improve rents increase asset value and also ensure the building can be safe and securefor everyone resident to feel comfortable with the environment. Some of these examples areprovided with Appendix 7 of our tender submission proposal.
  28. 28. P a g e | 29SECTION 7: PRICING7.1 Pricing DocumentCompletion of the tabular, Microsoft Excel, pricing document supplied is required.The cost summary sheet has been provided so the agent can present the various cost elements, for the services being supplied ona consistent basis, for assessment purposes.Each of the tables should be completed as these costs will be taken into account when selecting the new agent for Southgate.If you are unclear with any of the sections please do not hesitate to contact us for clarification - do not make assumptions.These costs should also reflect your submissions in Section 4 of the ITT document.For the purposes of this exercise all costs should be shown excluding VAT.
  29. 29. P a g e | 30SECTION 8: CONTRACTUAL OBLIGATIONSOutlined below are statements which we would like to form the basis of the contract in procuring the services of a property manageras the agent for the Southgate Development - (Phases 1 & 2). If you have standard forms of contract which you would like topresent, then we will consider these also as part of your ITT submission.Contractual Duties To agree, in writing, the terms of engagement to manage The Development, in as detailed a form as is reasonablypossible, and to make clear the fee structure and the categories of other services for which additional fees may becharged. To manage The Development in compliance with all the current applicable legislation (Property Factors (Scotland) Act2011 asp 8, including the Code of Conduct), terms of the Deed of Conditions, contract documentation and good businesspractice. To provide as cost-effective a service as is reasonably possible within the constraints of prudent and planned maintenanceand to ensure contractors who provide services have been assessed for competence and hold appropriate insurancebefore operating on The Development. Where contracted to do so, that all final work is checked and signed off beforefunds are released. On request, to provide guidance to the Client as to the insurance requirements under the Deed of Conditions, and whererequired, to supply an appropriate level of insurance cover, based on an independent valuation, sufficient to meet the co-proprietors obligations.Financial Duties To ensure that co-proprietors money is kept separate from agent accounts at all times and that The Developmentaccounts can be individually identified. Funds in any one client account will not be used to finance another client’s property. Funds shall be held in a recognised bank or building society in a clearly designated client account. The agent will providea statement from the service provider, who must be regulated by the FSA, to confirm their compliance with theserequirements. To maintain a current insurance policy adequately indemnifying the agent against proven professional negligence claims. To ensure that co-proprietors money is properly and regularly accounted for and that any funds or monies required, forspecific future works, are placed on deposit in an appropriate interest-bearing account to earn interest to the credit of thataccount. To keep detailed records of all transactions relating to The Development with all expenditure made from TheDevelopment account suitably authorised. To ensure that annual or other required periodic accounting is carried out promptly, ensuring adequate supportinginformation is provided or available for inspection. To ensure all necessary information is made available for the audit of any end-of-period accounts so that the audit can becarried out with the minimum of delay. Disclose all financial gains from commission received from Insurance and Contractors - any gains must benefit the co-proprietors and NOT the agent.Standards of Service To extend courteous and professional services to owners, tenants and members of the public, as far as is possible, toensure that, in all our dealings, there is no bias and all are treated equally. To maintain adequate records of all owners and tenancies and deal expeditiously with enquiries, particularly whereinformation is required, to assist in a sale. To be aware, as far as is reasonably possible, of the terms of the tenancies applicable to the property concerned and theeffect of legislation and any other relevant documentation, and to deal with owners and tenants both in the spirit of thelegal requirements as well as in the letter of the law.
  30. 30. P a g e | 31 To ensure procedures are in place to deal with repairs within an appropriate time scale having regard to the urgency of thematter and the availability of funds. To actively and regularly consult with the co-proprietors and encourage them to become part of the decision-makingprocess. To discuss and consult with co-proprietors, where major works are contemplated, and to meet to the statutoryrequirements. To have appropriate regard to views of representative groups of owners’, even where they are not a formally recognisedOwners’/Residents’ Association. To manage the premises by enforcing burdens (such as the Deed of Conditions & Title Conditions (Scotland) Act 2003and Tenements (Scotland) Act 2004 asp 11) for the common good, fairly and without favour where so instructed. To disclose in writing to relevant parties any existing conflict of interest, or any circumstances which are likely to give riseto a conflict of interest (such as The Property Management Company, owning a property on the Clients development, oracting as a letting agent for properties or providing insurance services). To declare any interest in any contractor or business employed to provide services at the property that may be associatedwith the Managing Agent. To use all reasonable efforts, both in the interests of owners, landlords and tenants, to settle disputes by mediating andnegotiating with all relevant parties. To place the fullest emphasis on any matter relating to Health & Safety and environmental legislation, bringing to theurgent attention of owners/landlords and/or residents any areas of concern.Deemed AcceptanceSubmission of this ITT and supporting documents will be deemed as acceptance of these Terms & Conditions. The ITT documentsand supporting submissions made by the successful agent thereto will form part of the contract documents to be appended to andsigned by the parties to the Form of Agreement.Signed: Position: Managing DirectorPrint Name: Mark Allan Date: 16/04/2013
  31. 31. P a g e | 32SECTION 9 : DeclarationDeclaration to be completed by all applicantsi) We (the Agent) have provided all of the information requested as part of this ITT exercise (if not, please provide details in theAgents Comments section below).ii) If successful, we (the Agent) will comply fully with the Contractual Obligations outlined in Section 8 (if unable to do so providedetails in the Agents Comments section below).iii) We hereby authorise the Southgate Owners Steering Group to take up references about our organisation from other clients andfrom the companys bankers.Agents comments: Firstly we would like to thank you again for the opportunity and we hope you like the tender proposal.Were more than comfortable with the proposed agreement and would be happy to progress this commission to work with all co-owners in improving your current arrangements.Signed: Position with company: Managing DirectorPrint Name: Mark Allan Date: 16/04/2013
  32. 32. COST SUMMARY FORITT&PROPERTYMANAGEMENTSERVICES ATSouthgate Phase 1Barrland Street,Glasgow(ON BEHALF OF THE CO-PROPRIETOR’S)Mar-13click here for contents
  33. 33. ContentsIntroduction1 Site Mobilisation2 Additional Management Charges3 Other Charges4 Charges for Sale of a flat5 Charges for Minor Works6 Summary of Charges
  34. 34. Introduction Return to contents click hereCompletion of this tabular pricing document is required as part of your ITT submission.The cost summary sheet has been provided so the agent can present the various cost elements, for the services being supplied on aconsistent basis, for assessment purposes.Each of the tables should be completed as these costs will be taken into account when selecting the new agent for Southgate.If you are unclear with any of the sections please do not hesitate to contact us for clarification - do not make assumptions.These costs should also reflect your submissions in Section 4 of the ITT document.For the purposes of this exercise all costs should be shown excluding VAT.
  35. 35. Section 1: Mobilisation Return to contents click hereThis section is to be completed by the Managing Agent with the relevant items they deem necessary to provide the servicesrequired within Section 3 of the questionnaire and to meet the current code of practice for the Property Factors (Scotland) Act 2011after month two of the managing agent commission.Ref DescriptionShared cost perunitTotalCost £sCostPer Unit£s1.1Arrange Independent Fire Safety Risk Assessment, Fire (Scotland) Act2005 Part 3, for the owners to meet their obligations and Insurance cover1,900.00 12.031.2Arrange Independent RICS - To carry out a site inspection and prepare acondition survey of the building fabric and services for common partswithin the common parts4,275.00 27.061.3 Cherry Picker rental for Condition Survey 400.00 2.531.4Independent RICS - Reinstatement Cost Assessment for commoninsurance policy450.00 2.851.5Set up Service Contracts to meet all relevant statutory legislation andinsurance requirements, including Tender Evaluation of Contractors anddevelopment of annual operational budget for fixed monthly costs(allowance of 6 working days)1,920.00 12.151.6Set up Kashflow co-owner accounts inclduing chart of accounts, suppliersand co-op bank account569.00 3.601.7 0.00 0.001.8 0.00 0.00Total 9,514.00 60.22
  36. 36. Section 2: Additional Management Charges Return to contents click hereWithin the table below, please use this for any charges outwith your standard management charges which may apply to all co-proprietorsif these are left blank then we will deem for these to be included within your fixed management fees per property.Ref Description Shared cost per unitIncludedwithinITTSection4AdditionalCost PA£sCostPer Unit£sCostPerMonth£s1 Financial1.1 Preparation of a reserve maintenance plan relating to cyclical maintenance; Yes 0.00 0.00 0.001.2 Annual common service charge budget estimation; Yes 0.00 0.00 0.001.3Weekly/monthly payment of wages and other invoices for the running of thedevelopment;Yes 0.00 0.00 0.001.4Regular billing and collection of common and block service charges, includingmonthly management fees from all co-proprietor’s;Yes 0.00 0.00 0.001.5Provision of a periodic budget reports for income and expenditure and cash flow (3monthly/quarterly) and making this information available to all co-owners;Yes 0.00 0.00 0.001.6 Liaison with auditors for annual preparation of financial accounts; Yes 0.00 0.00 0.001.7 Preparation and distribution of the notices for the AGM; Yes 0.00 0.00 0.001.7A Preparation and distribution of the notices for an EGM; Yes 0.00 0.00 0.001.8 Arrears collection & Debt Recovery management; No 0.00 0.00 0.001.9 Provision of advice on block insurance and any other appropriate cover(s); Yes 0.00 0.00 0.00
  37. 37. 1.10 Provision of Co-owners Bank Account in the name of the Co-proprietor’s: Yes 0.00 0.00 0.001.11 Other Services 0.00 0.00 0.001.12 Other Services 0.00 0.00 0.00Total 0.00 0.00 0.002 Relationship with Owners and Residents2.1 Attend to routine enquiries from Owners and Residents; Yes/No 0.00 0.00 0.002.2 Respond to Solicitors and Owners enquiries regarding sales and Tenancies; Yes/No 0.00 0.00 0.002.3Attendance at general meetings of residents (there are x per year held at 4 normallybetween XX to XX pm);Yes 0.00 0.00 0.002.4 Administration of insurance claims; Yes/No 0.00 0.00 0.002.5 Other Services 0.00 0.00 0.002.6 Other Services 0.00 0.00 0.00Total 0.00 0.00 0.003 Repair and Maintenance Management3.1 Preparation of a cyclical maintenance and repair plan; Yes 0.00 0.00 0.003.2 Deal with day to day repairs and maintenance promptly and efficiently; Yes 0.00 0.00 0.00
  38. 38. 3.3 Preparation of maintenance plans and contracts for plant and machinery; Yes 0.00 0.00 0.003.4Advise on major contract work and the use of specialist professionals andcontractors;No 0.00 0.00 0.003.5 Other Services 0.00 0.00 0.003.6 Other Services 0.00 0.00 0.00Total 0.00 0.00 0.004 Deed of Conditions Compliance4.1Ensure owners compliance with the Deed of Conditions and any other managementpolicy agreed with the Co-proprietors;Yes 0.00 0.00 0.004.2 Provision of Owner and Tenant Compliance and Checks Yes/No 0.00 0.00 0.004.3 Other Services 0.00 0.00 0.004.4 Other Services 0.00 0.00 0.00Total 0.00 0.00 0.005 Legal Strategy and Control5.1 Formulate a safe and effective property strategy within current legislation and inaccordance with current best practice; Yes 0.00 0.00 0.005.2 Liaise with the Owner’s or Buyer’s solicitors; Yes 0.00 0.00 0.005.3 Maintain adequate record-keeping for legal compliance; Yes 0.00 0.00 0.00
  39. 39. 5.4 Ensure Risk Management and Health and Safety compliance are maintained; Yes 0.00 0.00 0.005.5 Other Services 0.00 0.00 0.005.6 Other Services 0.00 0.00 0.00Total 0.00 0.00 0.006 Staff & Contract Management6.1Prepare job descriptions for employees and specifications for contractors and go tocompetitive tender;Yes 0.00 0.00 0.006.2Supervise any employees and regular contractors such as cleaners / caretakers etcon behalf of the employer;Yes 0.00 0.00 0.006.3Ensure appropriate training and compliance with Health and Safety and employmentlegislation;Yes 0.00 0.00 0.006.4 Other Services 0.00 0.00 0.006.5 Other Services 0.00 0.00 0.006.6 Other Services 0.00 0.00 0.00Total 0.00 0.00 0.007 Co-proprietor’s / Owners Association Support7.1If the Co-proprietor’s form an Owners Association, provide assistance on a suggestedmanagement policy for implementation across the development;Yes 0.00 0.00 0.00
  40. 40. 7.2Attend Owners Association Meetings and be responsible for producing minutes (thereare 4 per year held at ................normally between x am/pm);Yes 0.00 0.00 0.007.3Provide a status report of financial, maintenance and legal matters to coincide withthe Owners Association Meetings;Yes 0.00 0.00 0.007.4 Report on significant owner communications; Yes 0.00 0.00 0.007.5 Document management procedures and issues; Yes 0.00 0.00 0.007.6 Produce a periodic newsletter to residents; Yes 0.00 0.00 0.007.7 Keep Owners Association informed on status of agreed actions; Yes 0.00 0.00 0.00Total 0.00 0.00 0.00Total Summary 0.00 0.00 0.00
  41. 41. Section 3: Other Charges: Return to contents click hereWithin the table below, please use this for any other charges outwith your management charges which may apply to individual properties such as;Car park remotes or door access fobs (this table is not to be used for items such as selling a property).Ref Description Individual cost per unitAdditionalCost £sCost PerUnit £s3.1Additional Car Park Remotes will be chargeable to individual owners, but until we know the type we cannot provide this atpresent3.2Additional Door Access fobs will be chargeable to individual owners, but until we know the type we cannot provide this atpresent3.3 Independent Annual Fire Risk Assessment 1,900.00 12.033.4 Independent Annual General Risk Assessment 1,200.00 7.593.5 Annual Premium for Common Building Insurance including insurance premium tax for phase 1 19,997.57 126.573.6 Annual Premium for Common Building Insurance including insurance premium tax for phase 2 19,496.84 123.403.7 CCTV and Access Control - 24/7 Monitoring and Maintenance - £2,343.92 Excl VAT per month 2,343.92 14.833.8 Key Holding Service - £33.34 Excl VAT per month 33.34 0.213.9 Gas Boiler Maintenance Annual Service £96.00 Excl VAT 96.003.10 Gas Safety Check Landlord Certificate Excl VAT 20.00Note: These charges will not be carried forward to the summary sheet
  42. 42. Section 4: Sale of a Flat Return to contents click hereWithin the table below, please use this for any charges outwith your management charges which may apply to individual properties for when a flat is sold.If this section is left blank, then we will assume that these charges are included within the management fees.Ref Description Individual cost per unitAdditionalCost £sCost PerUnit £s3.1 Apportionment Fee - straight forward with no debt on account involved 80 803.2 Apportionment Fee - straight forward with debt on account involved and NOPLs work 160 1603.33.43.53.63.73.83.93.10Note: These charges will not be carried forward to the summary sheet
  43. 43. Section 5: Minor Works Return to contents click herePlease complete the rates within the table below, These rates are applicable for any works carried outwith the day to day running of thedevelopment, which can only be used for Capital / Revenue Work Projects, being additional works (Minor Works) and not maintenanceworkstherefore improvements, upgrades, changes, additions etc to the building would require additional professional services to manage thisthis process outwith the core costs.Item Project Value % Fee £0,000 Per Unit Notes1 0 ≥ £10,000 10.50% £ 1,050.00 £ 6.652 £10,001 10.00% £ 1,000.10 £ 6.333 £30,000 10.00% £ 3,000.00 £ 18.994 £40,000 10.00% £ 4,000.00 £ 25.325 £50,000 10.00% £ 5,000.00 £ 31.656 £60,000 10.00% £ 6,000.00 £ 37.977 £70,000 10.00% £ 7,000.00 £ 44.308 £100,000 10.00% £10,000.00 £ 63.299 £110,000 10.00% £11,000.00 £ 69.6210 £120,000 10.00% £12,000.00 £ 75.9511 £130,000 9.00% £11,700.00 £ 74.0512 £140,000 9.00% £12,600.00 £ 79.7513 £150,000 9.00% £13,500.00 £ 85.4414 £160,000 9.00% £14,400.00 £ 91.1415 £170,000 9.00% £15,300.00 £ 96.8416 £180,000 8.00% £14,400.00 £ 91.1417 £190,000 8.00% £15,200.00 £ 96.2018 £200,000 8.00% £16,000.00 £ 101.2719 £200,001 8.00% £16,000.08 £ 101.27Note: These charges will not be carried forward to the summary sheet
  44. 44. Section 3: Other Charges: Return to contents click hereWithin the table below, please use this for any other charges outwith your management charges which may apply to individual properties such as;Car park remotes or door access fobs (this table is not to be used for items such as selling a property).Ref Description Individual cost per unitAdditionalCost £sCost PerUnit £s3.1Additional Car Park Remotes will be chargeable to individual owners, but until we know the type we cannot provide this atpresent3.2Additional Door Access fobs will be chargeable to individual owners, but until we know the type we cannot provide this atpresent3.3 Independent Annual Fire Risk Assessment 1,900.00 12.033.4 Independent Annual General Risk Assessment 1,200.00 7.593.5 Annual Premium for Common Building Insurance including insurance premium tax for phase 1 19,997.57 126.573.6 Annual Premium for Common Building Insurance including insurance premium tax for phase 2 19,496.84 123.403.7 CCTV and Access Control - 24/7 Monitoring and Maintenance - £2,343.92 Excl VAT per month 2,343.92 14.833.8 Key Holding Service - £33.34 Excl VAT per month 33.34 0.213.9 Gas Boiler Maintenance Annual Service £96.00 Excl VAT 96.003.10 Gas Safety Check Landlord Certificate Excl VAT 20.00Note: These charges will not be carried forward to the summary sheet
  45. 45. Section 4: Sale of a Flat Return to contents click hereWithin the table below, please use this for any charges outwith your management charges which may apply to individual properties for when a flat is sold.If this section is left blank, then we will assume that these charges are included within the management fees.Ref Description Individual cost per unitAdditionalCost £sCost PerUnit £s3.1 Apportionment Fee - straight forward with no debt on account involved 80 803.2 Apportionment Fee - straight forward with debt on account involved and NOPLs work 160 1603.33.43.53.63.73.83.93.10Note: These charges will not be carried forward to the summary sheet

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