Construction project management services

Tender description

Portsmouth City Council — the “Council” — in partnership with AgilityEco Services Ltd (AE) has successfully secured Warm Homes Funding to the value of 4 600 000 GBP from Affordable Warmth Solutions CIC (AWS). The funding will be used to provide first time central heating systems at 1 482 households vulnerable to the threat of fuel poverty across 11 local authority areas between now and 31.8.2021. The participating authorities are listed within Section II.2.3) below. In accordance with the grant funding application submitted to AWS the Council is commissioning AE to act as Programme Manager for delivery of the scheme. The scope of activities can be summarised as: — Project Management and Administration, — Securing Match Funding (2 800 000 GBP), — Publicity and Marketing, — Sourcing and Management of Installation Contractors, — Enquiry Handling, Eligibility Checks and Referral to Installation Contractors, — Installation Management and Administration of Payments. Portsmouth City Council — the “Council” — in partnership with AgilityEco Services Ltd (AE) has successfully secured Warm Homes Funding to the value of 4 600 000 GBP from Affordable Warmth Solutions CIC (AWS). The funding will be used to provide first time central heating systems at 1 482 households vulnerable to the threat of fuel poverty across 11 local authority areas between now and 31.8.2021. The participating authorities are listed within Section II.2.3) above. In accordance with the grant funding application submitted to AWS the Council has commissioned AE to undertake the following Project Administration Activities and Customer Process Management Activities: 1) Project administration activities: a) supporting the Council in managing its Recipient Agreement with the Grant Funder; b) maintaining a CRM database; c) maintaining a list of approved contractors; d) provision of management information; e) setting up and supporting a project Steering Group; f) marketing and promotion; g) securing, maximising and receiving the matched funding; h) tracking milestones; i) administering finances; j) preparing quarterly Funding Use Reports; k) requesting and receiving funds; l) change control; m) preparing the Project Closure Report. 2) Customer process management activities: a) taking initial enquiries and applications from the public; b) accepting and managing referrals; c) carrying out eligibility checks; d) referring the household to LEAP or alternative fuel poverty outreach scheme; e) liaising with the relevant distribution network operator (DNO); f) referring the household to the appropriate contractor(s) for a technical survey of the property, pre-install EPC, the actual install of the system and engaging with the contractor(s) to overcome any identified issues; g) liaising with the household to confirm the terms and conditions for the scheme and issue them with a voucher to cover the costs of the work; h) tracking each household’s progress through the process; i) offering continuous communication with the householders; j) ensuring contractors undertake all post-install EPCs; k) ensuring all required compliance documentation, guarantees and warranties are in order for all completed jobs; l) identifying opportunities in a limited number of social housing properties for first-time central heating; m) dealing with any other issues and complaints that arise. The cost for delivery of the activities set out above is estimated at 244 052 GBP. However, the Council reserves the right to increase or decrease this value as required to support delivery of the scheme over the approx. 3 years delivery schedule. The Council also reserves the right to commission further services of a similar nature from AE over this period to meet business needs as required.