NLP Condition Survey Programme

Description

North Lanarkshire Properties (NLP) has a requirement to update its asset management register in respect of the condition of its property estate to ensure compliance with its statutory and legal obligations and to inform a multiyear investment strategy. The resulting dataset will form the foundation of NLP's future asset management, lifecycle investment, maintenance planning and portfolio optimisation activities. NLP manages a portfolio of approximately 990 assets. The current condition survey programme is anticipated to cover approximately 672 operational property assets, excluding ground lease assets and other property categories outside the scope of this procurement. Information is required on the following split: - 4 Business Centres - 28 Offices - 233 Retail - 402 Industrial - 5 Miscellaneous - 672 Total The procurement is for the appointment of suitably qualified and experienced building surveyor (a “Contractor”) to carry out condition surveys across a number of properties within the NLP portfolio. The aim of the resulting Agreement is to obtain by means of visual inspection consistent, accurate and actionable information regarding the physical condition, statutory compliance, risks, and investment needs of the defined buildings within the estate. Applying the findings to inform a data driven investment strategy to maximise portfolio value. The objectives are to: - Establish the current physical condition of each property asset defined. - Identify defects, risks, and compliance issues. - Provide an assessment of each asset’s life. - Provide prioritised maintenance actions. Year 1-5 with year 1 being the faults in most urgent need of attention. - Provide costs as a basis for estimating and to identify the level of funding required for future capital and revenue expenditure. - Provide sufficient information to allow a maintenance programme to be developed over a planned period that will support operational planning and asset management decision making - Deliver the condition survey in accordance with the following mandatory professional standards: a. RICS Building Surveying Standards & Guidance b. RICS Surveying Safely c. RICS New Rules of Measurement (NRM) for cost estimation d. PFI Asset Condition Playbook (2025) – survey methodology and reporting guidance e. General Implementation Guidance (2025) for asset condition hand back surveys f. Centre of Best Practice (CoBP) specification (where applicable) The purpose of the commission is to provide portfolio-wide condition intelligence to support NLP asset management and investment decisions through Level 1 visual, non-intrusive surveys. Lot 1: Geographical programme approach to be taken commencing with largest area; undertaking site visits to each property asset included in the programme (exc ground lease assets) as per tender documentation. Elements in scope - Contractor to deliver Condition Survey Level 1 visual non-intrusive inspections including review of available compliance documentation and identification of visible compliance concerns across external, internal, M&E elements, plus compliance observations. - ID issues that relate to building energy performance and carbon emissions e.g. visible inefficiencies, highlighting old/inefficient systems, flagging fabric defects and heat loss risks. - Undertake site visits, during normal opening hours, to each property asset included in the programme. Conduct non-destructive inspection unless otherwise specified including: - External visual assessment of accessible structure/fabric of each elevation/roof area, each identified building. - Internal visual inspection of the accessible structure/fabric/roof void each identified building. - Separate visual assessment/report of, boundary walls, fences and gates within the curtilage. - Collect data using standardised survey template agreed in advance, using digital technology for this process in order for data to be entered straight into Confirm asset management system. Capture photographic evidence of defects and key building features with supporting narrative logged in comments and recommendations. - Assess each building element against grading structure to provide Core Facts summary as agreed in advance. - Condition Grade A–D - Priority 1–4 (e.g., Immediate / Year 1 / Years 2–5 / Years 6–10) - Cost estimates to be provided to support capital planning and investment, maintenance prioritisation, lifecycle investment modelling using market rates and clear assumptions. - The key deliverables are asset-level reports in electronic format and portfolio-level summaries including PDFs, excel datasets, optional GIS-compatible formats. - Contractor to provide mobilisation plan and schedule for agreement, access coordination, reporting, and quality assurance processes. - Reporting format and frequency/review set up-monthly meetings to ensure quality and that programme outputs can be used meaningfully, concerns can be raised and swiftly addressed. - Access arrangements will be provided listing contact details for premises to be approached to agree access. If any problems gaining access, details provided of individuals who are able to assist. As some buildings will be in use during normal working hours all staff of Contractor must carry or wear ID. - Contractor required to demonstrate compliance with relevant legislation and guidance, with qualified professionals delivering the work. - Staff of Contractor must have competence aligned to RICS professional standards. - Survey methodology must follow PFI Asset Condition Playbook principles of standardised inspection and reporting. - H&S policies and procedures adhered to incl. and not limited to RAMS, urgent defect reporting, adherence to site safety requirements which is mandatory. --------------- Elements out of scope - Ground lease assets not required as NLP has no responsibility for building/structures on the land and no statutory obligation or operational requirement to survey these. - Specialist investigations, intrusive inspections, testing, certification, structural assessments, and specialist mechanical and electrical surveys are excluded from the core commission. Where the condition survey identifies concerns requiring further investigation, the Contractor shall record appropriate recommendations. Any specialist services will only be undertaken where separately instructed by NLP under the Agreement. - Concealed areas / areas below ground / below ground drainage are excluded. Soft landscaping excluded. Consultant not asked to provide a ‘valuation’ of the building/site. Compliance checks with Disability Discrimination Act and Asbestos Management are excluded Additional information: Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.