Section one: Contracting authority
one.1) Name and addresses
METROPOLITAN THAMES VALLEY HOUSING
The Grange, 100 High Street, Southgate
London
N14 6PW
Telephone
+44 7701388562
Country
United Kingdom
Region code
UKI - London
Internet address(es)
Main address
Buyer's address
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Housing and community amenities
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
2022-2023-075: Service Charge Audit
two.1.2) Main CPV code
- 79212000 - Auditing services
two.1.3) Type of contract
Services
two.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.
two.1.5) Estimated total value
Value excluding VAT: £900,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79212000 - Auditing services
- 79212300 - Statutory audit services
two.2.3) Place of performance
NUTS codes
- UKJ - South East (England)
Main site or place of performance
SOUTH EAST (ENGLAND)
two.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
two.2.5) Award criteria
Quality criterion - Name: Technical / Weighting: 65
Quality criterion - Name: Social Value / Weighting: 10
Cost criterion - Name: Cost / Weighting: 25
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 May 2023
End date
30 April 2026
This contract is subject to renewal
Yes
Description of renewals
3 year initial term, with a possible 2 years extension (1 year + 1 year).
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
20 March 2023
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
20 March 2023
Local time
1:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-London:-Auditing-services./57EC86M954" target="_blank">https://www.delta-esourcing.com/tenders/UK-UK-London:-Auditing-services./57EC86M954
To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/57EC86M954" target="_blank">https://www.delta-esourcing.com/respond/57EC86M954
GO Reference: GO-202328-PRO-22080714
six.4) Procedures for review
six.4.1) Review body
Metropolitan
London
Country
United Kingdom