The Provision of Inspections of Rented Properties to ensure compliance with the Housing Standards Regulations 2019

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The contract involves the provision of inspections for rented properties in Dún Laoghaire-Rathdown to ensure compliance with the Housing Standards Regulations 2019. The estimated volume of properties to be inspected is approximately 21,000, with an annual target of inspecting at least 25% of these properties, which translates to a minimum of 5,250 inspections per year.

Key activities include:

• Conducting inspections of rented properties to assess compliance with housing standards.
• Reporting findings and recommendations based on inspections.
• Collaborating with local authorities to address non-compliance issues.
• Maintaining accurate records of inspections and follow-up actions.
• Providing administrative support, including scheduling inspections and managing documentation.

The work will be structured into phases, including initial inspections, follow-up inspections for non-compliant properties, and ongoing monitoring to ensure compliance over time. The contractor will also be responsible for training and supervising inspection staff to ensure adherence to quality standards.

3. Background & buyer context

This procurement is initiated to enhance housing standards within Dún Laoghaire-Rathdown, aligning with the local government's commitment to improving living conditions in rented properties. The initiative is part of a broader strategy to ensure compliance with national housing regulations and to address issues related to substandard housing. The council aims to engage a contractor that can effectively manage the inspection process and provide reliable reporting on compliance status. There is no mention of an incumbent contractor.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €350,000 in one of the last three financial years.
• Insurance:
• Employer’s Liability: €13 million
• Public Liability: €6.5 million
• Professional Indemnity: €1 million
• Cyber Liability: €2 million
• Product Liability: N/A
• Certifications: Not specified for this tender.
• Past experience: Evidence of at least three comparable projects completed within the last five years.
• Personnel:
• Minimum of one Qualified Senior Inspector/Surveyor/Chartered Engineer with at least five years’ experience.
• Minimum of three Qualified Inspectors with at least three years’ experience.
• Minimum of one Administrative Staff Member.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality.

6. Submission requirements

Bidders must submit the following documentation:

• Method statement / response document: Complete the Tender Response Document (TRD) as per the provided template.
• CVs: Include CVs for all key personnel, limited to two pages each.
• Pricing schedule: Complete the Pricing Schedule in Appendix 2.
• Case studies: Provide evidence of three comparable projects, including project value and outcomes.
• Declarations: Submit the European Single Procurement Document (eESPD), Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: All documents must be submitted via the eTenders portal.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: Initial duration of two years, with the possibility of two 12-month extensions.
• Payment terms: Payments will be made in accordance with the Services Contract, with all prices quoted to remain valid for 12 months from the tender deadline.
• Key SLAs/KPIs: Specific performance metrics related to the number of inspections and compliance reporting will be established.
• Liquidated damages: Not specified in the documents.
• Termination clauses: Either party may terminate the contract with 30 days' notice if breaches are not remedied.
• IP ownership: Not specified in the documents.
• Sub-contracting rules: Subcontractors must meet the same eligibility criteria as the primary contractor.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €350,000 may limit participation from smaller firms, potentially favouring larger incumbents.
• The absence of specified geographic constraints may open the bidding to a wider range of contractors, but could also lead to challenges in managing local compliance effectively.
• The contract's reliance on achieving a minimum of 25% inspections annually may impose pressure on the contractor to meet targets consistently.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in property inspections and compliance. Viable bidders should possess:

• Relevant qualifications in building surveying or engineering.
• Experience in managing inspection projects of similar scale and complexity.
• Capacity to meet the insurance and turnover requirements.

Consortium arrangements are permitted, allowing smaller firms to collaborate. Bid preparation is expected to require several days, including time for gathering documentation and formulating responses. The presence of a minimum turnover requirement may signal a competitive environment, but the absence of an incumbent may provide opportunities for new entrants.

11. Where to dig deeper

• Source RFT filename: [DLR RFT FINAL 2pm.docx]
• eTenders CFT ID: Not specified
• Contact email: Not specified; use eTenders messaging facility for queries.
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 3: Tenderer’s Statement