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. There are 674 properties in the portfolio and information is required on the following split; - 5 Business Centres - 28 Offices - 233 Retail - 403 Industrial - 5 Miscellaneous - 674 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) Lot 1: A geographical programme approach shall be taken commencing with the largest area i.e. Wishaw, undertaking site visits to each property asset included in the programme (excl. ground lease assets) as will be set out within the tender documentation. Elements in scope for this project - The Contractor shall deliver Condition Survey Level 1 (visual) non-intrusive inspections whilst obtaining statutory certification across external, internal, and M&E elements, plus compliance observations. - Identification of 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 a non-destructive inspection unless otherwise specified including: - An external visual assessment of the accessible structure/fabric of each elevation and roof area, of each identified building. - An internal visual inspection of the accessible structure/fabric/roof void of each identified building. - A separate visual assessment/report of, boundary walls, fences and gates within the curtilage. - Collect data using a standardised survey template agreed in advance, using digital technology for this process in order for data to be entered straight into the 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 a grading structure to provide a 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, and 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, and optional GIS-compatible formats. - The Contractor is 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 and that concerns can be raised and swiftly addressed. - Access arrangements will be provided listing the contact details for the premises to be approached to agree access. If there are problems gaining access, details will be provided of individuals who are able to assist. As some buildings will be in use during normal working hours all staff of the Contractor must carry or wear ID. - The Contractor is required to demonstrate compliance with relevant legislation and guidance, with qualified professionals delivering the work. - All staff of the Contractor must have competence aligned to RICS professional standards (as used in building surveying guidance). - Survey methodology must follow the PFI Asset Condition Playbook principles of standardised inspection and reporting. - H&S policies and procedures to be adhered to incl. and not limited to RAMS, urgent defect reporting, and adherence to site safety requirements which is mandatory. --------------- Elements out of scope for this project - Ground lease assets are not required as NLP has no responsibility for the building/structures on the land and no statutory obligation or operational requirement to survey these. - Asbestos sampling, M&E testing, invasive investigations, structural calculations, and design works. - Concealed areas / areas below ground / below ground drainage are excluded. Soft landscaping is excluded. The consultant is not asked to provide a ‘valuation’ of the building/site. Compliance checks with Disability Discrimination Act and Asbestos Management are excluded Additional information: This notice is not a call for competition. Publication of this PIN does not oblige the Council to proceed to procurement nor create any contractual obligations.