Inspection of Private Rented Properties

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 requires the provision of services for the inspection of private rented properties on behalf of Sligo County Council. The estimated expenditure for these services is €600,000 (excluding VAT) over the initial 12-month term, with potential extensions. The services are to be delivered in accordance with the specifications outlined in Appendix 1 of the Request for Tenders (RFT).

The core activities under this contract include:

• Property Inspections: Conducting inspections of private rented properties to ensure compliance with relevant standards and regulations. This involves assessing various aspects of the property, including but not limited to:
• Structural integrity and safety.
• Fire safety measures, including the presence and functionality of smoke alarms (EN 14604:2005/AC:2008 or equivalent) and carbon monoxide alarms (EN 50291-1:2018&AC:2021-01 or equivalent).
• Fire blanket compliance (EN 1869:2019 or equivalent).
• Adequacy of heating systems and insulation.
• Sanitation and water supply.
• General condition and habitability of the property.
• Compliance with minimum window opening requirements (1/20th of floor area).
• Tenant and Landlord Engagement: Liaising with tenants and landlords or their agents to schedule inspections. A minimum of two weeks' written notice is required before an inspection. Landlords are to be given a minimum of 21 days' notice of intention to inspect.
• Reporting: Documenting inspection findings, including any breaches of regulations or standards. This will likely involve detailed reports for each property inspected.
• Compliance Monitoring: Following up on any identified issues to ensure remedial actions are taken by landlords.
• Administrative Support: Providing necessary administrative functions to support the inspection process.

The contract is structured as a single service contract, with no indication of multiple lots. The Contracting Authority reserves the right to extend the term for up to three additional 12-month periods.

3. Background & buyer context

Sligo County Council is procuring these inspection services to ensure standards in private rented accommodation. The procurement is conducted under an open procedure, as defined by the European Union (Award of Public Authority Contracts) Regulations 2016. The estimated value of €600,000 (excl. VAT) over the initial 12-month term, with potential extensions, indicates a significant ongoing requirement. The Contracting Authority policy aims to encourage participation by Small and Medium Enterprises (SMEs), suggesting a desire for a competitive market and potentially a focus on local service providers. The RFT does not explicitly state a specific government programme or policy driving this procurement, but it aligns with general public sector responsibilities for housing standards and tenant welfare. No incumbent provider is named.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement:
• Minimum average annual turnover of €250,000 for the past 3 years, evidenced by a signed letter/statement from an auditor/accountant.
• For recently established firms, pro-rata turnover will suffice.
• Insurance: The successful tenderer must hold the following insurances for the term of the Services Contract:
• Employer’s Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: n/a
• Professional Indemnity: €1,000,000
• Cyber Liability: €1,000,000
• Certifications: Not explicitly stated as mandatory for tender submission, but professional body membership is required for personnel.
• Past experience:
• Successfully delivered 3 previous comparable projects involving the components detailed in the RFT.
• Personnel:
• Minimum of 1 Qualified Senior Inspector/Architect/Chartered Engineer.
• Minimum of 2 Qualified Inspectors.
• Minimum of 1 administrative staff.
• Qualifications: Building Surveyor/Inspector (NFQ Level 8/EQF Level 6 degree or equivalent, or registered Building Surveyor, or Chartered Engineer, or equivalent professional qualification). Alternative for construction work: Institute of Clerk of Works in Ireland member, or specific Department of Education certificates.
• Mandatory Experience: At least one team member as Senior Inspector/Surveyor with a minimum of 5 years' post-graduate experience. Remaining team members with at least 3 years' post-graduate experience in building surveying/inspection services. Alternatively, a Senior Clerk of Works with 5 years' experience and remaining Clerks of Works with 3 years' experience.
• Geographic / facility constraints: Not specified, but services are for Sligo County Council, implying operations within Ireland.

5. Award criteria & scoring

The award criteria are not explicitly detailed with scoring weights in the provided extract. However, the RFT states that the "lowest cost tender that also meets all of the minimum requirements of the qualitative award criteria will receive the maximum score achievable under this criterion." This indicates a price-weighted approach, likely following a Most Economically Advantageous Tender (MEAT) methodology, where price is a significant factor alongside quality. Bidders must meet all mandatory selection criteria to be evaluated.

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