Metropolitan Housing Trust Ltd: 2022-2023-075: Service Charge Audit

UK-London: Auditing services.

Section I: Contracting Authority

   I.1) Name, Addresses and Contact Point(s):
       METROPOLITAN THAMES VALLEY HOUSING
       The Grange, 100 High Street, Southgate, London, N14 6PW, United Kingdom
       Tel. +44 7701388562, Email: adam.bevan@mtvh.co.uk
       Main Address: https://www.mtvh.co.uk/, Address of the buyer profile: WWW.MTVH.CO.UK
       NUTS Code: UKI

   I.2) Joint procurement:
      The contract involves joint procurement: No          
      In the case of joint procurement involving different countries, state applicable national procurement law: Not Provided
      The contract is awarded by a central purchasing body: Yes

   I.4)Type of the contracting authority:
      Body governed by public law

   I.5) Main activity:
      Housing and community amenities

Section II: Object Of The Contract

   II.1) Scope of the procurement

      II.1.1) Title: 2022-2023-075: Service Charge Audit            
      Reference number: Not Provided

      II.1.2) Main CPV code:
         79212000 - Auditing services.


      II.1.3) Type of contract: SERVICES

      II.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.

      II.1.6) Information about lots
         This contract is divided into lots: No
            
      II.1.7) Total value of the procurement (excluding VAT)
          Value: 522,000
                  
         Currency:GBP            

   II.2) Description

      II.2.2) Additional CPV code(s):
            79212000 - Auditing services.
            79212300 - Statutory audit services.


      II.2.3) Place of performance
      Nuts code:
      UKJ - SOUTH EAST (ENGLAND)
   
      Main site or place of performance:
      SOUTH EAST (ENGLAND)
             

      II.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

      II.2.5) Award criteria:
      Quality criterion - Name: Technical / Weighting: 65
      Quality criterion - Name: Social Value / Weighting: 10
                  
      Cost criterion - Name: Cost / Weighting: 25
            

      II.2.11) Information about options
         Options: No
         

      II.2.13) Information about European Union funds
         The procurement is related to a project and/or programme financed by European Union funds: No
         

      II.2.14) Additional information: Not Provided


Section IV: Procedure

IV.1) Description

   IV.1.1)Type of procedure: Open


   IV.1.3) Information about a framework agreement or a dynamic purchasing system
      The procurement involves the establishment of a framework agreement: No       
      

   IV.1.6) Information about electronic auction
      An electronic auction has been used: No

   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: No

IV.2) Administrative information

   IV.2.1) Previous publication concerning this procedure
       Notice number in the OJEU: 2023/S 000-003820
      
   

   IV.2.9) Information about termination of call for competition in the form of a prior information notice
      The contracting authority will not award any further contracts based on the above prior information notice: No

Section V: Award of contract

Award Of Contract (No.1)

   Contract No: Not Provided    
   Lot Number: Not Provided    
   Title: Not Provided

   A contract/lot is awarded: Yes


   V.2) Award of contract

      V.2.1) Date of conclusion of the contract: 28/04/2023

      V.2.2) Information about tenders
         Number of tenders received: 2
         Number of tenders received from SMEs: Not Provided          
         Number of tenders received from tenderers from other EU Member States: Not Provided          
         Number of tenders received from tenderers from non-EU Member States: Not Provided          
         Number of tenders received by electronic means: Not Provided

      V.2.3) Name and address of the contractor

      The contract has been awarded to a group of economic operators: No
         
         Contractor (No.1)
             Beever and Struthers, 13539785
             One Express, 1 George Leigh St, Manchester, United Kingdom
             NUTS Code: UKD33
            The contractor is an SME: No

      V.2.4) Information on value of the contract/lot (excluding VAT)
         Initial estimated total value of the contract/lot: 522,000          
         Total value of the contract/lot: 522,000
         Currency: GBP

      V.2.5) Information about subcontracting
         The contract is likely to be subcontracted: No
         
Section VI: Complementary information

   VI.3) Additional information: To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=779613866

   VI.4) Procedures for review

      VI.4.1) Review body
          Metropolitan
          London, United Kingdom

      VI.4.3) Review procedure
         Precise information on deadline(s) for review procedures: Not Provided

      VI.4.4) Service from which information about the review procedure may be obtained
         Not Provided

   VI.5) Date of dispatch of this notice: 04/05/2023