Estate Management Services

Gives public sector organisations access to a simplified means of sourcing end to end property management services, from consultancy to disposal.

Updates

14/02/2022: We held a customer introductory webinar on the 9 February. Watch a recording of the webinar.

18/08/2021: We recently held a supplier introductory webinar. Access a recording of the webinar.

05/08/2021: We have scheduled a supplier webinar for 13 August 2021. We have already sent out instructions for joining the webinar through email.

Description

Public sector organisations can access a wide range of estate services across 7 lots including:

  • total estate management
  • estate (property) management
  • agency and lease management
  • surveying and strategic advice
  • valuation and compulsory sale orders
  • business rating services and integrated workplace
  • management services
  • integrator services

We built this agreement on the earlier RM3816 Estates professional services agreement. This gave us the opportunity to combine traditional estate management services with innovation and technology advancements, creating a ‘one stop shop’ solution.

Through providing services at the right cost, this agreement enables you to:

  • reduce property costs
  • release unwanted property assets
  • identify savings and opportunities to generate income from land and buildings
  • adopt innovative and lean process principles
  • deliver social value that is relevant to their needs
  • engage with an integrator services provider

This agreement will run for 3 years with the option for a 1 year extension.

Benefits

  • free to use: there is no charge to contracting authorities to use this agreement
  • streamlined: you can access a comprehensive range of external suppliers (35% of which are SMEs) through a further competition process or direct award
    • further competition is estimated to take around 4 to 6 weeks, depending on the size and scale of the need
  • fast and simple: for call-offs, you may use the CCS suite of documents found in the document section below
  • flexibility: designed for a wide range of customers
    • the lot structures and ability to tailor further competition will make sure this supports your own delivery considerations (such as SMEs and your own social value priorities)
  • direct award: short form contract available 
  • no direct award threshold
  • quality: provides you with a broad range of Royal Institution of Chartered Surveyors (RICS) accredited suppliers that have demonstrated capacity, capability and expertise in their respective lots
  • value: lots are priced by services provided, there is a chance to reduce price through further competition
    • the higher focus on quality also allows you to achieve, build upon or discharge social value, environmental and modern slavery policy

Products and suppliers

There are 45 suppliers on this agreement

Lot 1: Total Estate Management
  • estate, asset and property management,
  • treasury services
  • estate (property) management
  • agency and lease management
  • surveying and strategic advice
  • valuation and compulsory purchase orders
  • business rating services

Expires:

19 suppliers

Lot 2: Estate (Property) Management
  • estate, asset and property management
  • treasury services
  • vacant property management
  • moveable equipment asset management
  • estate management support services

Expires:

24 suppliers

Lot 3: Agency and Lease Management
  • acquisition of land, freehold or leasehold property (includes letting or other commercial arrangements)
  • pre-acquisition survey or more detailed technical due diligence inspection and report for freehold or leasehold property.
  • acquisition outline feasibility study
  • rent reviews lease breaks & lease expiries
  • lease renewals & lease regear
  • disposal of land, freehold and leasehold property (sale, transfer, license, lease or other disposition (including any sale and leaseback transaction) of any property by any Person, including any sale, assignment, transfer or other disposal including a premium payment)
  • lease consents
  • lease surrender & regrant
  • dilapidations
  • Wayleaves & easements
  • licences for alteration and landlords consent
  • vertical real estate
  • arbitration services
  • Building Information Modelling (BIM)
  • Government Soft Landings (GSL)

Expires:

29 suppliers

Lot 4: Surveying and Strategic Advice
  • development surveys, studies and strategy
  • technology based surveys, studies and strategy
  • environmental surveys, studies and strategy
  • dilapidations surveys, studies and strategy
  • estate surveys, studies and strategy
  • procurement managed services

Expires:

31 suppliers

Lot 5: Valuation and Compulsory Purchase Orders
  • valuation
  • Compulsory Purchase Orders (CPO)

Expires:

25 suppliers

Lot 6: Business Rating Services
  • general administration
  • full payment management
  • rating appeals
  • rating relief
  • rating audits

Expires:

16 suppliers

Lot 7: Integrated Workplace Management
  • system: support operational and strategic Workplace Management (workplace services manager) as configured to the Buyer’s requirements and shall provide the required IT systems, application hosting, implementation, training, support and security for the management of the Services.
  • help desk: the supplier shall provide a Helpdesk facility, which shall be the single point of contact for all Service Users in relation to all Workplace, Property and FM related Service requests
  • performance management, analysis and reporting: the supplier shall have the capability to provide a comprehensive and flexible reporting solution to cover the functional, operational and strategic aspects.
  • management and delivery of Workplace Services and FM including hard and soft services via third party suppliers or direct suppliers dependent on customer models.

Expires:

8 suppliers

How to buy

Before starting the call-off process you will need to:

  • understand what services RM6168 provides and what services you need
  • create a scope of requirements that includes all the services you may need and want the supplier to include in their cost
    • this can also include bespoke needs around reporting dates, security and insurance
  • complete a Customer User Agreement Form

You should complete the customer user agreement form for each call-off. Every time you complete the form, we will provide you with a unique customer reference. You can include the customer reference in your documents.

Once you receive your unique customer reference number you can request the suppliers’ rates for this agreement by email. You will need to include “RM6168 Rates” and your unique Customer User Agreement (CUA) reference in the subject heading of your email. The CUA is your unique customer reference number.

Buying options

You can buy through further competition or direct award.

After contract award

When you have awarded your contract you should complete your contract award notification form and send it to the team by email. You should Include “RM6168” and your CUA reference in the subject line.

Further competition

Further competition allows you to define the contract terms at Call Off. Please see the list below for examples where you may wish to define:

  • service credits
  • Key Performance Indicators (KPIs)
  • security
  • insurance
  • social values

A further competition process can take around 4 to 6 weeks, depending on the size and scale of your need.

You can use our eSourcing tool to run your further competition. If this is your first time using the eSourcing suite, you will need to register an account. If you have already registered, you can log into your eSourcing account.

You can also use your own eSourcing system to run a further competition among the suppliers listed on the lot you have selected.

You should take the following steps to run a further competition:

  1. pre-market engagement with suppliers to help you define requirements (optional)
  2. define your requirement (specification) and invitation to tender (ITT)
  3. invite all suppliers listed on the chosen lot to bid by issuing the:
    1. ITT
    2. specification document
    3. call off contract
  4. evaluate suppliers’ responses
  5. award a contract to the successful supplier and notify unsuccessful suppliers
  6. include a 10 day standstill period (optional)

Direct award

The direct award process has been made simpler by the introduction of a “Short Form Call Off Contract”.

The direct award process is listed below:

  1. identify which lot(s) best suit(s) your need(s)
  2. request supplier rates
  3. select your chosen supplier
  4. agree the specification and price
  5. complete the Short Form Call off Contract for contract award

Note: please remember that framework prices will act as a ceiling price when choosing to direct award.

Legal services: as best practice, Contracting Authorities should provide or seek
their own legal advice if needed.

 

Documents