Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
METROPOLITAN THAMES VALLEY HOUSING
The Grange, 100 High Street, Southgate
London
N14 6PW
UK
Telephone: +44 7701388562
E-mail: adam.bevan@mtvh.co.uk
NUTS: UKI
Internet address(es)
Main address: https://www.mtvh.co.uk/
Address of the buyer profile: WWW.MTVH.CO.UK
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Housing and community amenities
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
2022-2023-075: Service Charge Audit
II.1.2) Main CPV code
79212000
II.1.3) Type of contract
Services
II.1.4) Short description
MTVH is seeking a Service Charge Audit partner to provide the below audit services to our home ownership and service charge (HO & SC) team on a 3-year (+1, +1 year) contract term. This team is responsible for calculating the reconciliation of service charge accounts for homeowners, by way of analysing the costs attributable to the blocks and schemes within their patch. The officers will approve invoices and budget costs eligible to be charged back to residents when reviewed on the system. These costs vary from bulk and individual invoices, budget costs from other service areas and Managing agent service charge demands. A review of section 20 consultation compliance for service contracts is also undertaken. Another part of this aspect of reconciliation is to ensure compliance with the lease covenants for service charging including apportionments and sinking fund contributions.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
522 000.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
79212000
79212300
II.2.3) Place of performance
NUTS code:
UKJ
Main site or place of performance:
SOUTH EAST (ENGLAND)
II.2.4) Description of the procurement
Scope of Services The successful provider will support the HO & SC team in the following: 1.Reviewing a sample of leases to ensure that lease percentages and apportionments are applied and that costs recovered are allowable as per the lease. 2.Carry out and update our review of controls and systems, that are in place for the generation of service charge actual accounts and assess the adequacy of the controls. 3.To perform an analytical review between the prior year, estimates and actual costs included within the statements to identify significant variances and ensure movements are consistent with our findings. 4.Substantive testing of expenditure to supporting documentation to check that costs relate to communal service charges and have been charged to the correct scheme. 5.A review of management judgements made, on the costs charged to blocks/schemes/estates including accruals. 6.Agree the previous year’s surplus or deficits have been correctly treated within the year. 7.Agree the sinking fund balances and charges made to the statements are adequately recognised in the nominal ledger and interest has been correctly applied per the lease and legislation requirements. 8.Agree on income charges to contribution schedules and confirm the appropriate properties have been included. 9.Review compliance with the Landlord and Tenant Act 1985 for consultation on S20A major works and long-term contract notices are appropriately in place, as well as S.20B for the recovery of costs within the specific time limit. 10.Performing casting checks on statements for accuracy. 11.Provide the certification of the final accounts audit that can be issued to residents. 12.Recognise an upward pipeline of homeownership stock and service charge accounts to audit. All the reviews must be completed by the end of August each year for those units with a 31 March year end and by 31 May for those units with a 31 December year end. Account Management -Main point of contact for the duration of the audit -Level of seniority on the account to be a senior as the main lead -Availability of support to be for the whole duration of the audit until sign off -Technology to be compliant with GDPR and supported by a shared platform and carefully monitored with clear cascade of IT support where any failures occur. -Innovation sharing desirable, where updates on process improvements, best practices and lessons learned are shared following each audit. -Temporary point of contact to lead audit in the absence of Main lead of audit Service Level Agreements -Quick response times in line with 48 hours for queries, 72 hours for data quality queries. -Timetable agreed prior to the start of any audit -Resource of audit team to be confirmed for duration of the audit -Ratio of resources of audit team to number of accounts to be agreed -Quality of audit to hit agreed KPIs -Interim progress reports to be provided, including action plans for slippage on progress reports -Understand the provisions of Sections 18 to 30 of 1985 LTA and 151 CLARA -To 100% fully test an agreed minimum number of schemes Key Performance indicators -Accuracy of testing invoices -Be able to review all Section 20 Notices effectively and understand appropriate application -Achieve agreed Key Target dates throughout the audit -Review integrity of accounts for those agreed schemes during the audit and report back -Final reporting of audit to include recommendations
II.2.5) Award criteria
Quality criterion: Technical
/ Weighting: 65
Quality criterion: Social Value
/ Weighting: 10
Cost criterion: Cost
/ Weighting: 25
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2023/S 000-003820
Section V: Award of contract
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
28/04/2023
V.2.2) Information about tenders
Number of tenders received: 2
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Beever and Struthers
13539785
One Express, 1 George Leigh St
Manchester
UK
NUTS: UKD33
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 522 000.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.3) Additional information
To view this notice, please click here:
<a href="https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=779613866" target="_blank">https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=779613866</a>
GO Reference: GO-202354-PRO-22791039
VI.4) Procedures for review
VI.5) Date of dispatch of this notice
04/05/2023