Letting, Management, Maintenance & Factoring for properties within Edinburgh

This Prior Information Notice provides an opportunity to engage with the Council on ideas, solutions, and proposals by completing the attached questionnaire.

A full scope of services will be published as part of the procurement process.

However, to assist with feedback a summary of the requirement is set out below.

It is the Council’s expectation at the time of publishing this PIN, that the procurement will comprise of two lots:

Lot 1 - Edinburgh Living Services – Lettings, Management and Maintenance

The management services will cover all letting services including marketing and allocating homes to tenants, arranging tenancy agreements, rent collection and arrears management, dealing with deposits, and managing the day-to-day running including the handling of complaints or queries for Edinburgh Living Services property portfolio.

The maintenance services are required to ensure that the homes are in a suitable condition prior to letting, during vacant management and during occupation by a tenant. The services include emergency, urgent, routine repairs, and any planned maintenance, such as annual gas safety checks and any other checks required by legislation. In addition, the planned maintenance will cover servicing of appliances as required.

Lot 2 - Council and Edinburgh Living Services – Factoring

Many of the Council’s existing and future developments are mixed tenure. This tenure mix could consist of social rent, mid-market rent and also homes for private sale. In order to ensure that developments are maintained from the outset and the tenure blind approach which has been taken at design and development stage is sustained, the Council has appointed Factors across a number of new-build sites.

Factoring services will be required by both the Council, Edinburgh Living and any private owners (“user groups”) on these and future mixed-tenure sites. Factors will be expected to provide a menu of services which can be accessed as relevant to each site, user group and any Deed of Conditions in place. These will include, but not be limited to landscape maintenance, bike and bin store cleaning and maintenance, plant room cleaning, gutter cleaning and other block management services as usually provided by a Factor.

It is the Council’s intention to procure a framework of Factors to service these sites. Additional information: If you would like any further information, please contact Kelly Faulds, Category Delivery Lead by email on kelly.faulds@edinburgh.gov.uk

Please see description above.