Page |2SECTION 1: INVITATION TO TENDER1.0 Instructions to Tenderers1.0.1 Procurement TimetableThe timetable for the procur...
Page |31.2 IntroductionThe owners at Southgate seek the appointment of new Managing Agents. This Invitation to Tender and ...
Page |4SECTION 2: THE DEVELOPMENT2.0 Background and OverviewThe ITT process for the appointment of a new managing agent is...
Page |5        exterior roofing suppliers;        service history,, including certificates for lifts (including insuranc...
Page |62.2 Ownership2.2.1   Full name and address of developer is:          Westpoint Homes                               ...
Page |72.3 Composition of The DevelopmentThe Development at Southgate is comprised of two individual properties divided by...
Page |8                                     Documents pack - Appendix N: Deed of Conditions.2.3.4   Number of adjacent blo...
Page |92.4 Maintenance ContractsPresently Redpath Bruce have in place a number of ongoing maintenance contracts for a vari...
P a g e | 10SECTION 3: ABOUT YOUR ORGANISATION3.1 Company DetailsINFORMATION REQUESTED                                    ...
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 | 13Additional Information:       Agents comments:
P a g e | 143.4 Your PortfolioHow many residential developments and units therein are currently under your companys manage...
P a g e | 153.5 ReferencesPlease supply references for a minimum of two and maximum of three developments you currently ma...
P a g e | 16SECTION 4: SERVICE SPECIFICATION4.1 Services Included Within the Management FeeThe agent will be required to d...
P a g e | 17Preparation of replacement cost assessments for insurance purposes;Agents comments:                           ...
P a g e | 18Formulate a safe and effective property strategy within current legislation and in accordance with current bes...
P a g e | 19SECTION 5: METHOD STATEMENTS5.1 Method Statements and Supporting DocumentationTenderers are requested to submi...
P a g e | 20SECTION 6: TECHNICAL AND QUALITY QUESTIONS6.1 Technical and Quality QuestionsTenderers are requested to comple...
P a g e | 21cash and online via Your Property Online. Residents can also make payment of their servicecharge by equal mont...
P a g e | 22Innovation:Tenderers are invited to submit proposals and suggestions for any innovation you would bringto the ...
P a g e | 23SECTION 7: PRICING7.1 Pricing DocumentCompletion of the tabular, Microsoft Excel, pricing document supplied is...
P a g e | 24SECTION 8: CONTRACTUAL OBLIGATIONSOutlined below are statements which we would like to form the basis of the c...
P a g e | 25         To actively and regularly consult with the co-proprietors and encourage them to become part of the d...
P a g e | 26SECTION 9 : DeclarationDeclaration to be completed by all applicantsi) We (the Agent) have provided all of the...
COST SUMMARY FOR ITT                      &PROPERTY MANAGEMENT SERVICES             AT         Southgate Phase 1     Barrl...
Contents   Introduction1 Site Mobilisation2 Additional Management Charges3 Other Charges4 Charges for Sale of a flat5 Char...
Introduction                                                                                                   Return to c...
Section 1: Mobilisation                                                                                  Return to content...
Section 2: Additional Management Charges                                                                 Return to content...
1.10   Provision of Co-owners Bank Account in the name of the Co-proprietor’s:       0.00   0.00   0.001.11   Other Servic...
3.3   Preparation of maintenance plans and contracts for plant and machinery;              0.00   0.00   0.00      Advise ...
5.4   Ensure Risk Management and Health and Safety compliance are maintained;                0.00   0.00   0.005.5   Other...
Attend Owners Association Meetings and be responsible for producing minutes (there7.2                                     ...
Return to contents clickSection 3: Other Charges:                                                                         ...
Section 4: Sale of a Flat                                                                                                 ...
Section 5: Minor Works                                                                             Return to contents clic...
Section 6: Summary of ChargesThe table below provides a summary of the proposed monthly charges for the Managing Agent con...
12th March 2013                                                                                                          ...
Should the insurance cover be cancelled, assigned or changed in any way during theperiod of insurance, neither we nor the ...
Page |2SECTION 1: INVITATION TO TENDER1.0 Instructions to Tenderers1.0.1 Procurement TimetableThe timetable for the procur...
Page |31.2 IntroductionThe owners at Southgate seek the appointment of new Managing Agents. This Invitation to Tender and ...
Page |4SECTION 2: THE DEVELOPMENT2.0 Background and OverviewThe ITT process for the appointment of a new managing agent is...
Page |5        exterior roofing suppliers;        service history,, including certificates for lifts (including insuranc...
Page |62.2 Ownership2.2.1   Full name and address of developer is:          Westpoint Homes                               ...
Page |72.3 Composition of The DevelopmentThe Development at Southgate is comprised of two individual properties divided by...
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PEVEREL SCOTLAND

  1. 1. Page |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 to Yes No SOSGfollowing essential criteria: use 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-build Yes residential apartments.3. Your organisation will act with sole responsibility as agent for The Development. Yes *No joint-venture or collaborative working between the appointed agent and another managing agent/property factoring company will be accepted. If you cannot answer YES to this question your organisation will be instantly disqualified from the ITT process. If subsequently, after contract award, your organisation breaches the above, termination of contract will be made.1.0.7 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: Business Development ManagerPrint Name: Brian Douglas Date: 16th April 2013
  2. 2. Page |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. Page |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;
  4. 4. Page |5  exterior roofing suppliers;  service history,, including certificates for lifts (including insurance inspections), fire alarm system (including smoke vent system etc);  water pumps (including service records); and  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. Page |62.2 Ownership2.2.1 Full name and address of developer is: Westpoint Homes 3 Arthur Street Glasgow G76 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 pending repossessions.2.2.6 Owner names and addresses: Redpath Bruce will make this information to the newly appointed Managing Agent upon request.
  6. 6. Page |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 BUILDING 84 Barrland Street Glasgow G41 1RJ 90 Barrland Street Glasgow G41 1RJ 92 Barrland Street Glasgow G41 1RJ 1 Barrland Court Glasgow G41 1RN 3 Barrland Court Glasgow G41 1RN PHASE 2 - THE SIR WILLIAM LYONS BUILDING 80 Barrland Street Glasgow G41 1AG 82 Barrland Street Glasgow G41 1AJ 2 Barrland Court Glasgow G41 1AL2.3.2 Age of property and basic construction: 6 years.2.3.3 Number and size of units including proportion Phase 1: 84 units. details for charging purposes: Phase 2: 74 units. The Deed of Conditions makes provisions for the breakdown of share allocation. Please refer to the Invitation to Tender Supporting
  7. 7. Page |8 Documents 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 The Development. Originally The Development was to be constructed of five phases however the developers, Westpoint Homes, subsequently decided to register Phases 3 and 4 under separate deeds and refer to these as Utopia and Utopia 2 at Southgate. The land allocated for the development of Phase 5 is now up for sale by the developer.
  8. 8. Page |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. SOSG use only Please advise whether you maintain a list of approved contractors. If so, state what vetting procedures you have adopted 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: We do maintain a list of contractors that we use. Before contractors are added to our list they must send us all relevant paper work and what developments they are working on so we can check out their work and get references. Please state whether there is any interested party relationship between your company, its partners/directors and the contractors you employ. If so, state the nature of that relationship and what steps you undertake to avoid any conflict of interest, whether actual or perceived. Agents comments: There are no interested parties between our contractors and our employees working for Peverel Scotland. Do you charge a fee for contractor selection and/or a percentage of their charges? Agents comments: We do not charge a fee for contactor selection
  9. 9. P a g e | 10SECTION 3: ABOUT YOUR ORGANISATION3.1 Company DetailsINFORMATION REQUESTED RESPONSE DETAILSCompany name: Peverel Scotland LimitedCorrespondence address: 183, St Vincent Street, Glasgow, G2 5QDContact person responsible for ITT: Brian DouglasPosition: Business Development ManagerTelephone number(s): Direct Line: 0141 243 5393 Mobile: 07968 708 167Email address: Brian.douglas@peverel.co.ukCompany status (e.g. Ltd, Partnership, LLP etc): LimitedCompany registered head office address (if applicable): Queensway House, 11, Queensway, New Milton, Hampshire BH25 5NRCompany registration number (if applicable): 3829468VAT registration number (if applicable): 755-0122-59Property Factors (Scotland) Act 2011 Registration Number: PF000095Date established and/or incorporated: 1989
  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:Property Managers Association ScotlandFactors Act PF000095Homes for ScotlandInstitute of Residential Property Managers ***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: Yes No SOSGPlease provide an up to date copy of your insurance schedules for professional indemnity, public and use onlyemployer’s liability and all risks insurance cover.Agents comments: Please see attached YesDoes your company currently, or have you previously, worked with owner occupiers and tenants in Yesmulti-resident apartments?Agents comments: Please see tender packDoes your company have a proven record in arrears reduction and recovery of bad debt? YesAgents comments: Please see tender packDoes your company have experience of managing developments/properties where the incumbent Yesmanaging agent has served termination notices or abandoned their duties?Agents comments:Does your company have experience of dealing with over occupied properties in-line with the current Yesand applicable HMO legislation?Agents comments: We have good relationships with local authorities and councillors and have beenable to remedy these problems.Does your company have experience in tackling and reducing/eradicating vandalism, criminal activity Yesand anti-social behaviour?Agents comments: Meeting with various establishments for recognising on how these problems can beresolved. We also build relationships with the police to make sure they are aware of the problems andacting proactive for the developmentDoes your company have experience with cash flow management and sales ledger services? YesAgents comments: Ensuring a good cash flow is fundamental to ensuring that the buildings are able tobe managed properlyDoes your company have experience in developing and achieving/meeting KPIs and SLAs? YesAgents comments:Does your company have experience with asset management strategies and PPM development? YesAgents comments: We as a company look at all ownership classes and investment models.Does your company have experience in legal matters e.g. obtaining Counsels advice; Court Yesrepresentation; working effectively with solicitors; or possess any in-house legal skills?Agents comments: We have our own in-house legal department.Does your company have a successful record in managing and reducing legal disputes? YesAgents comments:Does your company have experience with contract law for the management of service contracts? YesAgents comments:
  12. 12. P a g e | 13Additional Information: Agents comments:
  13. 13. P a g e | 143.4 Your PortfolioHow many residential developments and units therein are currently under your companys management?Agents comments: Retirement Developments 67 – 3,323 Units Open Market Developments 128 – 7,113 UnitsHow many of the above are in the Glasgow area?Agents comments: Retirement Developments 17 – 819 Units Open Market Developments 24 – 1,579 UnitsPlease 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: We look after various developments all over Scotland from the Borders to Brora in the Highlands. Thesedevelopments vary in size from 8 Units to 524 Units. Primarily we look after new builds similar in style to Southgate.
  14. 14. P a g e | 153.5 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: Riverside Park, Netherlee, Glasgow, G44 3PGContact name (Chairman/Secretary/Owner/Developer): Mr Maciver ( Chairman )Telephone number: 0141 637 1655Email address: Emily.maciver@btinternet.comReferee 2Development address: Admirals Gate, Minerva Way, Finnieston, Glasgow, G3 8AUContact name (Chairman/Secretary/Owner/Developer): Gavin Carre ( Chairman )Telephone number: 07789693949Email address: resident.admiral@gmail.comReferee 3Development address: Adam Wood Court, Troon, KA10 6BPContact name (Chairman/Secretary/Owner/Developer): Mr Angus Kean ( Chairman )Telephone number: 01292 315 036Email address: anguskean@sky.com
  15. 15. P a g e | 16SECTION 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 PROVISIONS Included SOSGWill you, in the course of your duties, as our appointed agent... Yes No use onlyPrepare a reserve maintenance plan relating to cyclical maintenance;Agents comments: We would put a 10 year plan in place please see attachment on our tender Yesdocument.Provide annual common service charge budget estimation and funds administration;Agents comments: This would be done at the end of every financial year with the Residents YesAssociation or committee membersEnsure Weekly/monthly payment of wages/other invoices due for the operation of The Development:Agents comments: 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: YesProvide periodic budget reports for income and expenditure and cash flow (3 monthly/quarterly) and making this informationavailable to all co-properietors;Agents comments: 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: YesProvide arrears collection and debt recovery management;Agents comments: This service is included in you management fee. YesProvide advice on and management of block and common insurance and any other appropriate cover(s);Agents comments: YesProvide a bank account in the name of the co-proprietors;Agents comments: Please see tender pack YesManage all maintenance and other service contracts and undertake an annual review of all such contracts to ensure best value ismaintained;Agents comments: Yes
  16. 16. P a g e | 17Preparation of replacement cost assessments for insurance purposes;Agents comments: YesCONTRACT MANAGEMENT Included SOSGWill you, in the course of your duties, as our appointed agent... Yes No use onlyCarry 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: Please see tender pack 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: YesManage the day-to-day repairs and maintenance, promptly and efficiently and in line with The Developments Deed of Conditions;Agents comments: YesDEED OF CONDITION Included SOSGWill you, in the course of your duties, as our appointed agent... Yes No use onlyPrepare statutory notices and organisation of co-proprietor consultation in line with the Deed ofConditions;Agents comments: We are not a statutory authority therefore not able to prepare these notices but we Yeswould always use the Deed of Conditions as governance of managing the developmentEnsure compliance with the Deed of Conditions and any other management policy developed and agreed with co-proprietors orany Owners Association formed;Agents comments: 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: YesLEGAL STRATEGY AND CONTROL Included SOSGWill you, in the course of your duties, as our appointed agent... Yes No use onlyArrange 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 carry out a Health & Safety check annually for all our developments. Peverel YesScotland has its own in-house Health & Safety department for advice on best practicePrepare and provide evidence for court proceedings against individual owners or suppliers or services to The Development;Agents comments: YesPrepare legal documentation, responding to and dealing with solicitors, buyers and co-proprietors for pre-sale enquiries andproperty sales;Agents comments: We have a property transfer department who deals with for all pre-sales enquries Yesand property sales.Prepare and manage insurance claims on behalf of all co-proprietors;Agents comments: We do this for communal claims but owner of the property can deal with the Yesinsurance broker directly
  17. 17. P a g e | 18Formulate a safe and effective property strategy within current legislation and in accordance with current best practice;Agents comments: YesCOMMUNICATIONS Included SOSGWill you, in the course of your duties, as our appointed agent... Yes No use onlyDeal 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: At Peverel Scotland we take our customer care very seriously and have produced a Yescustomer charter which is reviewed and communicated on a regular basisOrganise and attend general meetings/AGM/EGM of co-proprietors and be responsible for producing minutes;Agents comments: YesProvide assistance on a suggested management policy if the co-proprietors decide to form an Owners Association forimplementation across the development;Agents comments: YesProvide status reports on financial, maintenance and legal matters to coincide with the co-proprietors/Owners Associationmeetings;Agents comments: YesReport on significant owner communications;Agents comments: We report regularly at residents meeting on all matters from cash flow, debt, Yesmaintenance and progress with more social matters bad tenants or security concerns.Document management procedures and issues and provide co-proprietor access to these;Agents comments: Please see attached Welcome Pack that would be issued to all owners. YesProduce a periodic newsletter/other circulars for all co-proprietors;Agents comments: Peverel Scotland do produce a general information news letter however if Yesrequested by a Residents Association or committee we can also produce a news letter specific for yourdevelopmentKeep all co-proprietors/Owners Association informed on status of any agreed actions being undertaken on their behalf;Agents comments: Yes
  18. 18. P a g e | 19SECTION 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 SOSG Yes No use only5.1.1 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 see attached Yes5.1.2 Health and Safety: Please provide a copy of your Health and Safety Policy. Please state whether any proceedings have been raised against your company for breaches of the Health and Safety Acts. If so, provide details. Agents comments: We have many Health & Safety policies in place as you will appreciate we Yes work with many contractors and with employees working in an office environment and area managers looking after different aspects of a development. As explained before we do have an in-house Health & Safety department to ensure compliance and best practice.5.1.3 Equal Opportunities: Please provide a copy of your Equal Opportunities Policy. Please state whether any proceedings have been raised against your company for breaches of the Equal Opportunities Acts. If so, provide details. Agents comments: Please see attached Yes5.1.4 Quality Assurance & Standards: Please state what, if any, registration scheme you subscribe to. Please provide a copy of your Quality Assurance Statement and Quality Assurance Policy and Manual, if applicable. Please state what quality standards, if any, have been achieved such as ISO, IIP, or any other such accreditations. Agents comments: We have all the quality agreements in place with our statement of services Yes and have been successfully re-assessed for our IIP accreditation5.1.5 Data Protection: In light of the fact that, by virtue of the nature of its business, an agent holds certain personal and sensitive information both on individuals and companies, explain how your company complies with Data Protection legislation and the Freedom of Information Act. Agents comments: We have an in-house legal team which offers advice and good practice Yes guidelines.5.1.6 Complaints Policy and Procedure: Please provide a copy of your company’s customers’ complaints procedure. Explain how the policy’s existence is brought to the attention of the co-proprietors whose properties you manage. Agents comments: Please see attached. This information is also contained in the welcome Yes pack we also make public all complaints in accordance with our charter
  19. 19. P a g e | 20SECTION 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 SOSG Yes No use only6.1.1 Staff Resources: Please state the names and roles of the person(s) within your company who will be appointed to deliver the services at Southgate. Agents comments: Richard Orr, Kirsty West, Steven Maxwell, Diane Bateman Please see Yes tender pack with the profile of each team member. Property Management System: State the Property Management System and/or Accounting Management System that you would propose using. Please provide information on your corporate website and in particular the extent to which an interactive facility is provided for residents to access information and pay invoices on line. If no such interaction is provided, state whether you have proposals to develop such a website and if so the timescale for such a provision. Agents comments: Property management system we use is Qube for internal use; our web site Yes is www.peverelscotland.co.uk We also have Your Property Online which would be set up for your specific development. Payments and all account information can be viewed, as well as text or e-mail alerts and repair updates etc. You can view a demo on https://myaccount.peverelscotland.co.uk/OwnersTenants/demo.aspx Service Charge Accounting: Please pay particular attention to the arrears management element of this question (b) as this is of extreme importance to the co-proprietors. Please explain your fee structure and provide a statement of your service charge accounting functions, describing, as a minimum: (a) preparation of the estimate; (b) collection of on account and balancing service charges and surpluses, including arrears management; (c) banking arrangements and allocation of interest gained; (d) details of how your clients’ money is protected from fraudulent activities: please state whether 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 accounts Please provide examples of reports generated by your property management system to support the above. Agents comments: A) Our service charge is prepared on the basis of anticipated expenditure within a budget year, this takes into consideration fixed contract costs, planned maintenance items. B) The annual budget is reconciled at the year end and any surplus or deficit will be accounted to residents at this time. Arrears are managed by our Credit Control procedures please see our tender pack. C & D) All residents’ funds are held in an interest bearing bank account in the name of the development. Any interest gained would be to the benefit to the co- proprietors. Your monies are protected as Peverel Scotland are only the trustees of all development bank accounts. E) Residents have the option to pay accounts by Bank transfer, cheque, credit or debit card,
  20. 20. P a g e | 21cash and online via Your Property Online. Residents can also make payment of their servicecharge by equal monthly payments by Direct Debit.F) Contractors are paid in accordance with their own payment terms though where savings areachievable through payment by Direct Debit such as utilities then these are utilised to ensurebest value for customers. Residents Associations are able to meet with us to review the yearend expenditure and during preparation of the annual budget.G & H) All accounts can be independently audited if requested by the Residents Association.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) The routine management of the development would be specific to Southgate, this wouldinclude visits every 6 weeks these would be recorded on our in-house inspection form and areavailable to the Residents Association on request.B) We have a team who will be actively involved at differing levels in the management of thedevelopment to ensure all aspects are properly managed. Day to day enquiries such asensuring Deed conditions are met will be handled by your Estates Co-ordinator, Kirsty West.Management of costs, contractor and proactive management of the building will be undertakenby the Area Manager, Richard Orr. Areas of Credit Control and Accounts will be dealt with bythe respective departments. Richard has overall control of the service provision and thisenables matters to be escalated and dealt with appropriately.C) Site inspections review both regular works and repair works carried out by contractors. Wealso undertake an annual audit of the building which is produced in line with our customercharter. And an annual Health and Safety review.D) Communication with all residents is done in various ways E.G. Your Property Online,newsletters, notice boards.E) Each breach of the Deed of Conditions would be looked at and handled on its own merit.F) All documents are kept electronically including your site inspections, certificates andresidents correspondence, with telephone calls being logged that require subsequent action.G) We provide a 24-hour Careline service which allows all emergencies to be dealt with byelected contractors to ensure costs are kept to agreed margins and takes away the worry forresidents in dealing with emergencies or raising insurance claims.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.Agents comments: We would be in-touch with the outgoing managing agent for all relevantinformation relating to the development e.g. Names and address of owners, any floats to behanded over.Contract:Please provide a copy of any standard contract you use for residential developments.Agents comments: Our standard contract is presently under review with our legal team toensure full compliance with Property Factors (Scotland) Act 2011.
  21. 21. P a g e | 22Innovation: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: The building requires specific management of its large risks in the firstinstance, this includes a review of its insurance terms and excess levels to manage its claimsexperience and future premium levels; completion of the NHBC claims and management ofsocial problems like the HMO’s causing problems for example.A full review of costs is already underway and we are aware of cost savings available throughour procurement channels, even in keeping some incumbent contractors but a full review ofoperations won’t be completed until appointment.
  22. 22. P a g e | 23SECTION 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.
  23. 23. P a g e | 24SECTION 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 reasonably possible, and to make clear the fee structure and the categories of other services for which additional fees may be charged.  To manage The Development in compliance with all the current applicable legislation (Property Factors (Scotland) Act 2011 asp 8, including the Code of Conduct), terms of the Deed of Conditions, contract documentation and good business practice.  To provide as cost-effective a service as is reasonably possible within the constraints of prudent and planned maintenance and to ensure contractors who provide services have been assessed for competence and hold appropriate insurance before operating on The Development. Where contracted to do so, that all final work is checked and signed off before funds are released.  On request, to provide guidance to the Client as to the insurance requirements under the Deed of Conditions, and where required, 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 Development accounts 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 provide a statement from the service provider, who must be regulated by the FSA, to confirm their compliance with these requirements.  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, for specific future works, are placed on deposit in an appropriate interest-bearing account to earn interest to the credit of that account.  To keep detailed records of all transactions relating to The Development with all expenditure made from The Development account suitably authorised.  To ensure that annual or other required periodic accounting is carried out promptly, ensuring adequate supporting information 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 be carried 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, to ensure 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 where information 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 the effect of legislation and any other relevant documentation, and to deal with owners and tenants both in the spirit of the legal requirements as well as in the letter of the law.  To ensure procedures are in place to deal with repairs within an appropriate time scale having regard to the urgency of the matter and the availability of funds.
  24. 24. P a g e | 25  To actively and regularly consult with the co-proprietors and encourage them to become part of the decision-making process.  To discuss and consult with co-proprietors, where major works are contemplated, and to meet to the statutory requirements.  To have appropriate regard to views of representative groups of owners’, even where they are not a formally recognised Owners’/Residents’ Association.  To manage the premises by enforcing burdens (such as the Deed of Conditions & Title Conditions (Scotland) Act 2003 and 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 rise to a conflict of interest (such as The Property Management Company, owning a property on the Clients development, or acting 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 associated with the Managing Agent.  To use all reasonable efforts, both in the interests of owners, landlords and tenants, to settle disputes by mediating and negotiating with all relevant parties.  To place the fullest emphasis on any matter relating to Health & Safety and environmental legislation, bringing to the urgent 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: Business Development Manager thPrint Name: Brian Douglas Date: 16 April 2013
  25. 25. P a g e | 26SECTION 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: Sorry agree with all except getting in-touch with our company bank as all developments accounts are held inthe development name and we are only trustees if anything was to happen to Peverel Scotland all monies would be safe in thedevelopment bank account.Signed: Position with company: Business Development ManagerPrint Name: Date: 16th April 2013 Brian Douglas
  26. 26. COST SUMMARY FOR ITT &PROPERTY MANAGEMENT SERVICES AT Southgate Phase 1 Barrland Street, Glasgow (ON BEHALF OF THE CO-PROPRIETOR’S) Mar-13 click here for contents
  27. 27. Contents Introduction1 Site Mobilisation2 Additional Management Charges3 Other Charges4 Charges for Sale of a flat5 Charges for Minor Works6 Summary of Charges
  28. 28. 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.
  29. 29. 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. Shared cost per unitRef Description Cost Total Per Unit Cost £s £s Please see tender pack as all answers to Section 3 are provided in1.1 0.00 0.00 greater detail.1.2 0.00 0.001.3 0.00 0.001.4 0.00 0.001.5 0.00 0.001.6 0.00 0.001.7 0.00 0.001.8 0.00 0.00 Total 0.00 0.00
  30. 30. 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 There is no additional charges outwith the Management Fee Shared cost per unit Included Cost within Additional Cost Per ITT Cost PA Per Unit Month Section £s £s £s 31 Financial1.1 Preparation of a reserve maintenance plan relating to cyclical maintenance; 0.00 0.00 0.001.2 Annual common service charge budget estimation; 0.00 0.00 0.00 Weekly/monthly payment of wages and other invoices for the running of the1.3 0.00 0.00 0.00 development; Regular billing and collection of common and block service charges, including1.4 0.00 0.00 0.00 monthly management fees from all co-proprietor’s; Provision of a periodic budget reports for income and expenditure and cash flow (31.5 0.00 0.00 0.00 monthly/quarterly) and making this information available to all co-owners;1.6 Liaison with auditors for annual preparation of financial accounts; 0.00 0.00 0.001.7 Preparation and distribution of the notices for the AGM; 0.00 0.00 0.001.7A Preparation and distribution of the notices for an EGM; 0.00 0.00 0.001.8 Arrears collection & Debt Recovery management; 0.00 0.00 0.001.9 Provision of advice on block insurance and any other appropriate cover(s); 0.00 0.00 0.00
  31. 31. 1.10 Provision of Co-owners Bank Account in the name of the Co-proprietor’s: 0.00 0.00 0.001.11 Other Services 0.00 0.00 0.001.12 Other Services 0.00 0.00 0.00 Total 0.00 0.00 0.002 Relationship with Owners and Residents2.1 Attend to routine enquiries from Owners and Residents; 0.00 0.00 0.002.2 Respond to Solicitors and Owners enquiries regarding sales and Tenancies; 0.00 0.00 0.00 Attendance at general meetings of residents (there are x per year held at2.3 0.00 0.00 0.00 ............................ normally between XX to XX pm);2.4 Administration of insurance claims; 0.00 0.00 0.002.5 Other Services 0.00 0.00 0.002.6 Other Services 0.00 0.00 0.00 Total 0.00 0.00 0.003 Repair and Maintenance Management3.1 Preparation of a cyclical maintenance and repair plan; 0.00 0.00 0.003.2 Deal with day to day repairs and maintenance promptly and efficiently; 0.00 0.00 0.00
  32. 32. 3.3 Preparation of maintenance plans and contracts for plant and machinery; 0.00 0.00 0.00 Advise on major contract work and the use of specialist professionals and3.4 0.00 0.00 0.00 contractors;3.5 Other Services 0.00 0.00 0.003.6 Other Services 0.00 0.00 0.00 Total 0.00 0.00 0.004 Deed of Conditions Compliance Ensure owners compliance with the Deed of Conditions and any other management4.1 0.00 0.00 0.00 policy agreed with the Co-proprietors;4.2 Provision of Owner and Tenant Compliance and Checks 0.00 0.00 0.004.3 Other Services 0.00 0.00 0.004.4 Other Services 0.00 0.00 0.00 Total 0.00 0.00 0.005 Legal Strategy and Control5.1 Formulate a safe and effective property strategy within current legislation and in accordance with current best practice; 0.00 0.00 0.005.2 Liaise with the Owner’s or Buyer’s solicitors; 0.00 0.00 0.005.3 Maintain adequate record-keeping for legal compliance; 0.00 0.00 0.00
  33. 33. 5.4 Ensure Risk Management and Health and Safety compliance are maintained; 0.00 0.00 0.005.5 Other Services 0.00 0.00 0.005.6 Other Services 0.00 0.00 0.00 Total 0.00 0.00 0.006 Staff & Contract Management Prepare job descriptions for employees and specifications for contractors and go to6.1 0.00 0.00 0.00 competitive tender; Supervise any employees and regular contractors such as cleaners / caretakers etc6.2 0.00 0.00 0.00 on behalf of the employer; Ensure appropriate training and compliance with Health and Safety and employment6.3 0.00 0.00 0.00 legislation;6.4 Other Services 0.00 0.00 0.006.5 Other Services 0.00 0.00 0.006.6 Other Services 0.00 0.00 0.00 Total 0.00 0.00 0.007 Co-proprietor’s / Owners Association Support If the Co-proprietor’s form an Owners Association, provide assistance on a suggested7.1 0.00 0.00 0.00 management policy for implementation across the development;
  34. 34. Attend Owners Association Meetings and be responsible for producing minutes (there7.2 0.00 0.00 0.00 are 4 per year held at ................normally between x am/pm); Provide a status report of financial, maintenance and legal matters to coincide with7.3 0.00 0.00 0.00 the Owners Association Meetings;7.4 Report on significant owner communications; 0.00 0.00 0.007.5 Document management procedures and issues; 0.00 0.00 0.007.6 Produce a periodic newsletter to residents; 0.00 0.00 0.007.7 Keep Owners Association informed on status of agreed actions; 0.00 0.00 0.00 Total 0.00 0.00 0.00 Total Summary 0.00 0.00 0.00
  35. 35. Return to contents clickSection 3: Other Charges: 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 unit Additional Cost Per Cost £s Unit £s We at Peverel Scotland do not charge any fees for the provision of routine management services. That includes meetings,3.1 or any other items connected to the development3.23.33.43.53.63.73.83.93.10Note These charges will not be carried forward to the summary sheet:
  36. 36. 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 unit Additional Cost Per Cost £s Unit £s3.1 Apportionment of services charges £38.303.2 Copy of insurance certificate £16.173.3 Confermation of common repairs £21.283.43.53.63.73.83.93.10Note: These charges will not be carried forward to the summary sheet
  37. 37. 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 maintenance workstherefore improvements, upgrades, changes, additions etc to the building would require additional professional services to ma nage thisthis process outwith the core costs.Item Project Value % Fee £0,000 Per Unit Notes1 0 ≥ £10,000 0.00% £ - £ - We as the managing agent do not charge any addional2 £10,001 0.00% £ - £ - fees for arranging minor or major works3 £30,000 0.00% £ - £ -4 £40,000 0.00% £ - £ -5 £50,000 0.00% £ - £ -6 £60,000 0.00% £ - £ -7 £70,000 0.00% £ - £ -8 £100,000 0.00% £ - £ -9 £110,000 0.00% £ - £ -10 £120,000 0.00% £ - £ -11 £130,000 0.00% £ - £ -12 £140,000 0.00% £ - £ -13 £150,000 0.00% £ - £ -14 £160,000 0.00% £ - £ -15 £170,000 0.00% £ - £ -16 £180,000 0.00% £ - £ -17 £190,000 0.00% £ - £ -18 £200,000 0.00% £ - £ -19 £200,001 0.00% £ - £ -Note: These charges will not be carried forward to the summary sheet
  38. 38. Section 6: Summary of ChargesThe table below provides a summary of the proposed monthly charges for the Managing Agent contractRef Description Individual cost per unit Cost Cost Total Per Per Unit Cost £s Month £s £sA Monthly Management Fee (to be input by Managing Agent) 1,382.50 8.75 8.751 Mobilisation Costs (carried forward from Section 1 worksheet) 0.00 0.00 0.002 Additional Management Charges 0.00 0.00 0.00 Total 1,382.50 8.75 8.75 Please see tender pack for full costs to each owner.
  39. 39. 12th March 2013 JLT Specialty Limited PO Box 600 Threefield House 7 Threefield Lane Southampton SO14 3RPTo whom it may concern Direct: 023 8037 4865 Fax: 023 8033 4476 Our contact: Alison FoxConfirmation of Insurance CoverRe: Knight Square Ltd, Knight Midco Ltd, Peverel Services Ltd, Peverel ManagementServices Ltd, Peverel Scotland Ltd, OM Property Management Ltd, PembertonsResidential Ltd, Retirement Homesearch Ltd, Peverel Operations PD Ltd, Stonedale(2012) Ltd, Peverel Property Management Ltd, Peverel HMF Ltd, Retirement CareGroup LtdWe act as Insurance brokers to the above named Client and at their request confirmthat the insurance summarised below has been effected. Brief details of theinsurance are as follows:Insurance Type : Professional IndemnityPeriod : 12 months at 8th March 2013Limit of Indemnity : £5,000,000 in the Aggregate including costs and expensesTerritorial Limits : Worldwide excluding USA/CanadaDeductible : The first £100,000 of each and every claim, including costs and expenses increasing to £150,000 in respect of mis- management claims. Subject otherwise to the terms and conditions of the Policy.Insurers : CNA Insurance Company Ltd - £3,000,000 DUAL Corporate Risks Ltd - £2,000,000Policy Number : To be confirmedThese statements have been made in good faith and are a summary of the insurancecover in force as at the date of this letter (which insurance remains subject to the fullterms and conditions of the subscribing insurers’ policy), We accept no responsibilitywhatsoever for any inadvertent or negligent act, error or omission on our part inpreparing these statements or for any loss, damage or expenses thereby occasionedto any recipient of this letter however so occasioned. Lloyd’s Broker. Authorised and Regulated by the Financial Services Authority. A member of the Jardine Lloyd Thompson Group. Registered Office: 6 Crutched Friars, London EC3N 2PH. Registered in England No. 1536540. VAT No. 244 2321 96 *57357377*
  40. 40. Should the insurance cover be cancelled, assigned or changed in any way during theperiod of insurance, neither we nor the subscribing insurer(s) accept any obligation tonotify any recipient of this letter.The subscribing insurers’ obligations under contracts of insurance to which theysubscribe are several and not joint and are limited solely to the extent of theirindividual subscriptions. The subscribing insurers are not responsible for thesubscription of any co-subscribing insurer who for any reason does not satisfy all orpart of its obligations.Notwithstanding the issuance of this letter we are and remain solely the agent of ourClient in this matter and owe no duties to any recipient of this letter. Should you needany further information please contact the undersigned.Yours faithfullyAlison Fox Lloyd’s Broker. Authorised and Regulated by the Financial Services Authority. A member of the Jardine Lloyd Thompson Group. Registered Office: 6 Crutched Friars, London EC3N 2PH. Registered in England No. 1536540. VAT No. 244 2321 96
  41. 41. Page |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 to Yes No SOSGfollowing essential criteria: use 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-build Yes residential apartments.3. Your organisation will act with sole responsibility as agent for The Development. Yes *No joint-venture or collaborative working between the appointed agent and another managing agent/property factoring company will be accepted. If you cannot answer YES to this question your organisation will be instantly disqualified from the ITT process. If subsequently, after contract award, your organisation breaches the above, termination of contract will be made.1.0.7 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: Business Development ManagerPrint Name: Brian Douglas Date: 16th April 2013
  42. 42. Page |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.
  43. 43. Page |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;
  44. 44. Page |5  exterior roofing suppliers;  service history,, including certificates for lifts (including insurance inspections), fire alarm system (including smoke vent system etc);  water pumps (including service records); and  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
  45. 45. Page |62.2 Ownership2.2.1 Full name and address of developer is: Westpoint Homes 3 Arthur Street Glasgow G76 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 pending repossessions.2.2.6 Owner names and addresses: Redpath Bruce will make this information to the newly appointed Managing Agent upon request.
  46. 46. Page |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 BUILDING 84 Barrland Street Glasgow G41 1RJ 90 Barrland Street Glasgow G41 1RJ 92 Barrland Street Glasgow G41 1RJ 1 Barrland Court Glasgow G41 1RN 3 Barrland Court Glasgow G41 1RN PHASE 2 - THE SIR WILLIAM LYONS BUILDING 80 Barrland Street Glasgow G41 1AG 82 Barrland Street Glasgow G41 1AJ 2 Barrland Court Glasgow G41 1AL2.3.2 Age of property and basic construction: 6 years.2.3.3 Number and size of units including proportion Phase 1: 84 units. details for charging purposes: Phase 2: 74 units. The Deed of Conditions makes provisions for the breakdown of share allocation. Please refer to the Invitation to Tender Supporting

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