Lot 2 - Estate (Property) Management

Operation and management to support the occupation of the government estate, providing both technical and operational due diligence where required, including providing an oversight of the property to include policy, maintenance, capital works and strategic asset management plans in support of the Buyers’ property strategy.

Specification

The Supplier shall provide the following Services, acting on behalf of the Buyer either as a landlord or tenant, which include, but are not limited to:

 Estate, asset & property management

• Asset management of the commercial, retail, industrial, residential, institutional, land, agricultural or other estate, integrating and liaising with current estate suppliers as necessary (including maximising revenue, managing maintenance and repair, interaction with occupiers and key service providers, budget management and forecasting).

• Landlord management (including Landlord consents).

• Tenant management.

• Service charge management.

• Energy management (bureau services).

• Managing and delivering Buyer strategic asset management plans (SAMP), including sustainability performance of property assets (workplace technology systems may be used to monitor, report and display capacity, availability, usage and occupational trends through Ai and IoT solutions).

• Managing statutory compliance and reporting of property assets (risk, fire safety and health and safety compliance).     

• Workplace planning and space optimisation including, but not limited to, demand assessment, capacity testing and performance of assets (including workplace technology systems to monitor, report and display capacity, availability, usage and occupational trends through Ai and IoT solutions).

• Monitoring, improving, reporting and making recommendations on Buyer satisfaction of assets and occupier wellbeing, including post- implementation reviews of change programs, refurbishments, capital programs, works and day-to-day occupation.

• Development, ownership and responsibility for managing the Buyer estate information within their own property database or suppliers, ensuring that its management and maintenance is real time, and that it shall interface and be compatible with the supplier’s database for the estate.

• Third party supplier management relating solely to Buyer occupations (development of contract registers and contract management on behalf of the Buyer who retain contract ownership).

Treasury services

• Financial management, including checking, paying and reporting on Buyer service charges, insurance and rent, including general administration, as specified by the Buyer.

Vacant property management

• Vacant property management, including regular visits and the provision of appropriate security measures.

• Property guardianship - may include a property guardian who is a working professional, who protects a vacant property by occupying a shared living space under a non-exclusive licence agreement.

Moveable equipment asset management

• Moveable equipment asset management - management, control and tracking of moveable assets.

Estate management support services

• Onboarding and co-location services to support the sharing of estate between government departments.

• Interdepartmental occupational management (e.g. MOTO) - acting on behalf of the Buyer in the development and management of cross- departmental agreements for sharing space.

• Commercialisation services and strategies - identifying additional sources of income from assets.

• Provision of workplace support services - H&S, risk management, display screen equipment assessments, incident management, first aiders.

• Daylighting, sun lighting, overshadowing and rights of light - initial report, to be agreed with the Buyer, covering all significant facts, setting out actions, negotiation strategies and anticipated outcomes. Undertake and manage negotiations to a satisfactory outcome, to be agreed with the Buyer.

• Party Walls - Acting on behalf of the Buyer as the building owner or adjoining owner within the Party Wall Act 1996.

• Wayleaves & easements - Services (initial report covering all significant facts, setting out actions, negotiation strategies and anticipated outcomes, as agreed with the Buyer - undertake and manage negotiations to a satisfactory outcome) acting on behalf of the Buyer in the grant of wayleaves (terminable) and easements (permanent) access agreements.

• Other neighbourly matters - initial report to be agreed with Buyer, covering all significant facts, setting out actions, negotiation strategies and anticipated outcomes with respect to all boundary disputes or other neighbourly matters. Undertake and manage negotiations to a satisfactory outcome, to be agreed with the Buyer