Workshop 4e Letting Grounds Maintenance Contracts
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1 NHF aintenance Conference 2010 Workshop 4e Letting Grounds aintenance Contracts Ian Dent (Harvest HG) & Richard Holliday (Rand ssociates)
2 Introduction and Session Content Session will cover Grounds aintenance and Cleaning Services (Estate Services) Intention to highlight the challenges, successes and key learning points Whilst we will be addressing a large scale procurement much will equally apply irrespective of number of schemes and units The procurement was undertaken under full compliance with EU Procurement Regulations (OEU)
3 Harvest Housing Group Grounds aintenance and Cleaning Service Procurement
4 Ian Dent Senior Project anager Harvest Housing Group
5 Harvest Housing Group
6 18,000 Homes across the North West Cumbria Lancashire erseyside Cheshire Staffs Greater anchester High Peak
7 Project Scope
8 Project Objectives Improving value for money Improving customer satisfaction Better performance management of contractors Greater involvement of customers in monitoring performance Support for worklessness agenda
9 Project Initiation ppointed Rand ssociates as consultants uly 2008 to advise and assist with the procurement process To provide procurement expertise with estate services Project team set up in September 2008
10 Project Steering Group Set up a project Steering Group to direct the project and make key decisions embers :- Property Services Director - Sponsor Customer Services Director Stock Owning Subsidiary Director Head of Property Services Customer Representative Project anger Consultant
11 Project Team Set up a project team to lead and perform project activities embers :- Head of Property Services Project anger Contract anagers Consultant Neighbourhood anagers
12 Project Timeline O N D F S O N D F S O N D Planning & Research Spec Procurement process Transition The design of the new services The selection of contractors How we manage contractor performance How we communicate with customers Performance onitoring Initial Consultation Formal Consultation Customer involvement - Go Live Grounds aintenance - Go Live Cleaning Looked at previous comments on the services Surveyed over 200 customers 5 Focus Groups rticle in customer magazine and on web site
13 Project Timeline S O N D F 108 expressions of interest in 8 lots PQQ ssess 36 PQQs Check accounts Invite to tender Tender Standstill Period ssess tenders Interviews Site visits Inform contractors - OEU notice to invite expressions of interest PQQ Pre-Qualification Questionnaire - Go Live Grounds aintenance - Go Live Cleaning
14 Project Timeline S O N D F PQQ Tender Standstill Period S20 letter 1 S20 letter responses 12,300 letters Collate customer comments Consider comments Send reply letters - OEU notice to invite expressions of interest PQQ Pre-Qualification Questionnaire - Go Live Grounds aintenance - Go Live Cleaning
15 anaging Datasets Schemes for Grounds aintenance Contract anager List Schemes Schemes Property Database Residents Paying for Service oved out B D X Y B C D E F G New tenant Deceased New tenant New tenant
16 anaging Datasets Property Database List ddress djoins Communal rea Schemes B C D E ddresses? F G
17 Key Outcomes You cannot start the process soon enough almost 18 months from start to finish to do it properly Involve all key personnel at all stages Listen to what your customers have to say about the services and if practical tailor the specifications to suit Don t assume your property databases are accurate most are not and will need validation Decide in what format you will provide bidders the necessary information if you have little or nothing it will take time (and money) to prepare aps and or BOQ measurement for grounds maintenance are essential
18 Key Outcomes Decide at the outset your procurement strategy - Single or ulti Contractor Ensure your Contract Notice and PQQ do not exclude the market you are seeking Issue your Section 20 consultation notices with a simple english explanation Seek any TUPE information at a very early stage try and validate if possible Gear you start dates for grounds maintenance to the most appropriate time of the year Try and give at least 8-12 weeks for mobilisation
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