Construction Contract Leads

Section I: Contracting authority

I.1) Name and addresses

Loreburn Housing Association

7 Gifhorn House, Shakespeare Street

DUMFRIES

DG1 2JB

Contact

Lynne Buchanan

Email

lynneb [at] loreburn.org.uk

Telephone

+44 1387321300

Country

United Kingdom

NUTS code

UKM92 - Dumfries & Galloway

Internet address(es)

Main address

http://www.loreburn.org.uk/

Buyer's address

https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA14442

I.2) Information about joint procurement

The contract is awarded by a central purchasing body

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at

www.publiccontractsscotland.gov.uk

Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted electronically via

www.publiccontractsscotland.gov

I.4) Type of the contracting authority

Body governed by public law

I.5) Main activity

Housing and community amenities

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Loreburn Housing Association Stock Condition Surveys

Reference number

ESP: 5013

II.1.2) Main CPV code

• 71315300 - Building surveying services

II.1.3) Type of contract

Services

II.1.4) Short description

Loreburn Housing Association (LHA) is commissioning Stock Condition Surveys (SCS) across its housing stock to provide accurate, reliable and auditable data to support:

- Scottish Housing Quality Standard (SHQS) compliance.

- Energy Efficiency Standard for Social Housing (EESSH).

- Long-Term Asset Management Strategy.

- Business Planning and Financial Forecasting.

- Planned Investment Programming.

- Net Zero and Decarbonisation Planning.

- Regulatory Assurance and Audit Requirements.

The survey programme forms part of LHA’s rolling stock condition survey strategy, with the objective of surveying approximately 25% of stock annually over a four-year cycle. It is envisaged that the full four-year programme will include approximately 2,580 properties located within rural, semi-rural and urban areas throughout the Dumfries and Galloway region.

The contract will initially be awarded for a two-year period, with extension options of up to two further 12-month periods. Any extension will depend on successful delivery of the initial contract period, ongoing assessment of the contractor’s performance against the published KPIs within the Invitation to Tender document, and Loreburn Housing Association’s sole discretion.

II.1.5) Estimated total value

Value excluding VAT: £450,000

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.3) Place of performance

NUTS codes

• UKM92 - Dumfries & Galloway

Main site or place of performance

Various properties located in rural, semi-rural and urban locations throughout the Dumfries and Galloway region.

II.2.4) Description of the procurement

Loreburn Housing Association (LHA) is commissioning Stock Condition Surveys (SCS) across its housing stock to provide accurate, reliable and auditable data to support:

- Scottish Housing Quality Standard (SHQS) compliance.

- Energy Efficiency Standard for Social Housing (EESSH).

- Long-Term Asset Management Strategy.

- Business Planning and Financial Forecasting.

- Planned Investment Programming.

- Net Zero and Decarbonisation Planning.

- Regulatory Assurance and Audit Requirements.

The survey programme forms part of LHA’s rolling stock condition survey strategy, with the objective of surveying approximately 25% of stock annually over a four-year cycle. It is envisaged that the full four-year programme will include approximately 2,580 properties located within rural, semi-rural and urban areas throughout the Dumfries and Galloway region.

The contract will initially be awarded for a two-year period, with extension options of up to two further 12-month periods. Any extension will depend on successful delivery of the initial contract period, ongoing assessment of the contractor’s performance against the published KPIs within the Invitation to Tender document, and Loreburn Housing Association’s sole discretion.

Survey coverage shall be representative of the overall stock profile, including geography, age, archetype, construction type, property size, tenure, investment history, known compliance risk and repair demand.

The contractor shall provide a documented sampling methodology and coverage report to demonstrate representativeness and identify any under-represented stock groups requiring targeted follow-up.

Where properties cannot be physically accessed, LHA may utilise its approved cloning methodology; however, contractors must maximise access opportunities, clearly evidence all no-access attempts and minimise reliance on extrapolated data. Survey outputs shall support regulatory assurance requirements and provide sufficient confidence to inform asset management, business planning, financial forecasting and investment decision making.

Loreburn Housing Association will prioritise the survey programme for each year of the contract.

It is anticipated that surveys for each year shall be carried out over a continuous nine-month programme, with the remaining three months used as a catch-up period for difficult-to-access properties and any required follow-up activity.

The Association will inform residents of the appointment of the contractor. Thereafter, the contractor will be responsible for contacting each resident directly to arrange suitable dates and times for all surveys.

The contractor will provide the Association with a weekly programme throughout the contract, detailing all properties scheduled to be surveyed in the coming week. The report must list all no-access cases from the previous week, provide the date of any rearranged visit, and identify any case where a second visit has not been arranged, including the reason.

It is an essential requirement of the contract that no more than 10% of the total number of completed surveys shall be cloned.

II.2.5) Award criteria

Quality criterion - Name: Quality / Weighting: 40

Price - Weighting: 60

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months

24

This contract is subject to renewal

Yes

Description of renewals

The contract will initially be awarded for a two-year period, with extension options of up to two further 12-month periods. Any extension will depend on successful delivery of the initial contract period, ongoing assessment of the contractor’s performance against the published KPIs within the Invitation to Tender document, and Loreburn Housing Association’s sole discretion.

II.2.10) Information about variants

Variants will be accepted: No

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

Section III. Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions

The relevant requirement is set out in the SPD, Part IV Selection Criteria [4A1a] Enrolment in a relevant professional register. The following statement clarifies the requirement:

If required by the member state, bidders are required to be enrolled in the relevant professional or trade registers within the country in which they are stablished.

The relevant trade register in the UK is the Companies House Register - //www.gov.uk/government/organisations/companies-house or equivalent in other countries.

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents

III.2) Conditions related to the contract

III.2.2) Contract performance conditions

As stated in the tender documentation.

III.2.3) Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV. Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.8) Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date

7 September 2026

Local time

12:00pm

IV.2.4) Languages in which tenders or requests to participate may be submitted

English

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date

7 September 2026

Local time

12:30pm

Section VI. Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information

VI.3) Additional information

Loreburn Housing Association reserves the right to cancel the procurement at any stage and not award a Contract. The expenditure, work or effort undertaken by bidders prior to the award of any Contract is accordingly a matter solely for the commercial judgement of bidders. Late tenders will not be considered by the Association and all questions are to be submitted via the Questions and Answers facility of this Contract Notice on www.publiccontractsscotland.gov.uk

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=838754.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/

A summary of the expected community benefits has been provided as follows:

Bidders are required to complete Appendix C of the Invitation to Tender Document - Sustainability and Community Benefits

(SC Ref:838754)

Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=838754

VI.4) Procedures for review

VI.4.1) Review body

Glasgow Sheriff Court

1 Carlton Place

Glasgow

G5 9DA

Country

United Kingdom

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