Estate Agency Services London

This procurement process relating to the provision of the Family Mosaic Group’s estate agency services is to be primarily centred on three lots, namely ‘North of the River’, ‘South of the River’ and ‘South East Home Counties’.

United Kingdom-London: Real estate agency services on a fee or contract basis

2013/S 215-374253

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Family Mosaic Home Ownership Limited
Albion House, 20 Queen Elizabeth Street
Contact point(s): Family Mosaic Home Ownership Limited
For the attention of: Sreeya Dey
SE1 2RJ London
UNITED KINGDOM
Telephone: +44 2070891281
E-mail: sreeya.dey@familymosaic.co.uk
Fax: +44 2070891001

Internet address(es):

General address of the contracting authority: http://familymosaic.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: Family Mosaic Home Ownership Limited
Albion House, 20 Queen Elizabeth Street
Contact point(s): Family Mosaic Home Ownership Limited – Company Secretary
For the attention of: Heather Renton
SE1 2RJ London
UNITED KINGDOM
Telephone: +44 2070891057
E-mail: company.secretary@familymosaic.co.uk
Fax: +44 2070891001
Internet address: http://www.familymosaic.co.uk

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Housing and community amenities

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Family Mosaic Housing
Albion House, 20 Queen Elizabeth Street
SE1 2RJ London
UNITED KINGDOM

Family Mosaic Development Company Limited
Albion House, 20 Queen Elizabeth Street
SE1 2RJ London
UNITED KINGDOM

Family Mosaic Housing Services Limited
Albion House, 20 Queen Elizabeth Street
SE1 2RJ London
UNITED KINGDOM

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Estate Agency Services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: This procurement process relating to the provision of the Family Mosaic Group’s estate agency services is to be primarily centred on three lots, namely ‘North of the River’, ‘South of the River’ and ‘South East Home Counties’.
The key boroughs highlighted are those in which we are actively seeking sites for development (our development programme is centred currently in London). However, we may choose to develop in other counties in the future, therefore we have included this third lot of South East Home Counties where we are unable to confirm where, if any, we will have developments in future, thereby ensuring no economic operator is unduly disadvantaged since the scope has been widened sufficiently to provide the widest possible competition within a fair and transparent manner.
Lot 1 – North of the River.
Includes the following key boroughs: Brent, Barnet, Hammersmith & Fulham, Kensington & Chelsea, Barnet,
Haringey, Islington, Hackney, Tower Hamlets, Waltham Forest, Hillingdon and Ealing. Other boroughs include Hounslow, Harrow, Westminster, Camden, City of London, Enfield, Newham, Redbridge, Barking, Dagenham and Havering.
Lot 2 – South of the River.
Includes the following key boroughs: Greenwich, Lewisham, Southwark, Lambeth and Croydon. Other boroughs include Richmond, Kingston, Wandsworth, Merton, Sutton, Bromley and Bexley.
Lot 3 – South East Home Counties.
NUTS code UKI,UKH,UKJ

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 6
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 500 000 and 2 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

The provision of estate agency services at Family Mosaic Home Ownership Limited is currently undertaken by an open panel of providers recruited through mini tenders who maximise the Group’s property portfolio more efficiently and effectively by way of their expert property marketing skills, all the while reducing costs and ensuring value for money.
The existing Family Mosaic brand has previously been synonymous with affordable homes and housing services in London and Essex. However, in order to maximise purchase prices and widen the sales funnel for Family Mosaic’s Private Sales, the Group wish to advertise such stock by appropriate means in order to distinguish these offerings from any prior Shared Ownership branding. Hence Family Mosaic Home Ownership Limited are tendering for Private Sale estate agency service requirements (with a modest provision of such services for Shared Ownership stock where necessary) but means of an OJEU-compliant Preferred Suppliers List (PSL). Typical services that therefore shall be required, although this is not an exhaustive list, vary in nature although holistically they serve to ensure that the most suitable channels for valuing and marketing the various developments are employed, nuanced to the specialism of the market in question. Examples of desired requirements include:
– advising the Sales and Marketing team on sales strategy to achieve the desired outcome in terms of income and timescales
– working with Family Mosaic’s Sales and Marketing team and their appointed design and PR agencies to provide information to assist development of the site branding
– advising on sales and marketing collateral required to sell properties within target timescales
– advising the Sales and Marketing team on specification and design of the projects
– consulting with the Sales and Marketing team at Family Mosaic to understand the various properties for sale and their niche aspects and Unique Selling Point (USP)
– estimating the value of properties commensurate with the rate of the location
– marketing and promoting properties appropriate to the market in question
– having the ability to tap into the overseas market, showing an understanding of what is required to take properties overseas
– representing the Family Mosaic Group in negotiation with prospective buyers
– monitoring sales as they proceed and liaising with all relevant stakeholders including mortgage brokers, solicitors, surveyors and other estate agents where appropriate
– advising clients and helping buyers to decide what they want to buy, particularly emphasising the offerings of the Family Mosaic Group in a suitably advantageous light
– making sure that a price is agreed that is acceptable to both buyer and the Group
– keeping up to date with trends in the local residential property market, as well as competitor offerings for both Private Sale and Shared Ownership ventures
– reporting and feeding back Key Performance Indicators (KPIs) and other reports regularly as required
Furthermore, another possible future expansion of Family Mosaic Home Ownership Limited’s business is the lettings market, although this is not currently a strategic direction. It would be advantageous for potential framework provider to offer services with respect to the lettings market including:
– vetting prospective tenants by collecting character references and performing credit checks
– ensuring all properties attain all necessary minimum legal requirements inclusive of all concomitant literature, for example (but not limited to) health and safety requirements such as gas safety certificates, or Energy Performance Certificates (EPCs) for environmental sustainability performance
– drawing up tenancy agreement contracts referent to Family Mosaic’s terms and conditions
– collecting or organising timely rent payments from tenants via the various methods the Group have available, for example by direct debit, online etc.
– acting as a property manager and assist in resolving any issues that arise with properties and taking record of condition and defects/snagging at handover to customer, including photographic or video evidence
It is anticipated that Family Mosaic Home Ownership Limited’s Estate Agency Services framework agreement will commence in April 2014 and will remain in place for a maximum period of four years, although all framework providers shall be able to remain on the Preferred Suppliers List (PSL) subject to the discretion of an annual performance review by Family Mosaic Home Ownership Limited. Please be advised that potential tenderers may bid for any or indeed all of the advertised lots.
Under no circumstances will late tenders be considered, nor is Family Mosaic Home Ownership Limited obliged to accept the lowest or any bid.

II.1.6)Common procurement vocabulary (CPV)

70300000, 70123000, 70123100, 70120000, 70000000, 70100000, 70330000, 70123200

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

II.1.9)Information about variants

Variants will be accepted: no

II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Family Mosaic Home Ownership Limited’s framework agreement for estate agency services that is to have a lifetime of four years, envisaged to comprise up to six service providers. Potential tenderers may bid for any single or all lots.
Estimated value excluding VAT:
Range: between 500 000 and 2 000 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Lot 1 – North of the River

1)Short description

Lot 1 – North of the River
Includes the following key boroughs: Brent, Barnet, Hammersmith & Fulham, Kensington & Chelsea, Barnet,
Haringey, Islington, Hackney, Tower Hamlets, Waltham Forest, Hillingdon and Ealing. Other boroughs include Hounslow, Harrow, Westminster, Camden, City of London, Enfield, Newham, Redbridge, Barking, Dagenham and Havering.

2)Common procurement vocabulary (CPV)

70300000, 70123000, 70123100, 70120000, 70111000, 70110000, 70000000, 70100000, 70330000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

Lot No: 2 Lot title: Lot 2 – South of the River

1)Short description

Lot 2 – South of the River
Includes the following key boroughs: Greenwich, Lewisham, Southwark, Lambeth and Croydon. Other boroughs include Richmond, Kingston, Wandsworth, Merton, Sutton, Bromley and Bexley.

2)Common procurement vocabulary (CPV)

70300000, 70123000, 70123100, 70120000, 70111000, 70110000, 70000000, 70100000, 70330000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

Lot No: 3 Lot title: Lot 3 – South East Home Counties

1)Short description

Lot 3 – South East Home Counties
Exact boroughs are not known in advance

2)Common procurement vocabulary (CPV)

70300000, 70123000, 70123100, 70120000, 70111000, 70110000, 70000000, 70100000, 70330000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)

5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

None Applicable.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Not Applicable.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and Several Liability.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no

III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: All potential tenderers must be an accredited member of the National Association of Estates Agents (NAEA), the United Kingdom’s leading professional body for estate agents, or the national equivalent in the economic operator’s country of operation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Tenderers may be required to furnish information as to economic and financial standing prior to any contract award.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
These details are as per the tender documentation.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 6: and maximum number 10

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no

IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

Family Mosaic Estate Agency Services Framework Agreement

IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

12.12.2013 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

4.1.2014

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Family Mosaic Home Ownership Limited
Albion House 20 Queen Elizabeth Street
SE1 2RJ London
UNITED KINGDOM
E-mail: sreeya.dey@familymosaic.co.uk
Telephone: +44 2070891281
Internet address: http://www.familymosaic.co.uk
Fax: +44 2070891001

Body responsible for mediation procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Family Mosaic Home Ownership Limited will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 (ten) calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
The Public Contracts Regulations 2006 (SI 2006 No 5) provides for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:4.11.2013