Mosscare Housing

About the project:

• Type of Work: Contract Production and Tender Evaluation
• Period Of Contract: May 2012 to July 2012

Summary of Contract:

Mosscare were in the process of forming a Direct Labour Organisation (DLO) to carry out the response and void maintenance work to their housing stock. By analysing historic response and void work requirement patterns it became clear that the 'peak-trough' predicted nature of the work requirement would mean the DLO, in order to remain viable and efficient, would need support in periods of peak work requirement.

We worked with Dave Bevan and Mark Jones to formulate a suitable contract, tender documents and tender evaluation process in order that the most appropriate contractor could be selected.

We evaluated the submissions and chaired an interview panel comprising of Mosscare representatives and tenant representatives to direct questions to the bidders.

Once we were in a position to collate the results from all of the aspects of the evaluation process we submitted a final report containing recommendations for contractor selection.

Mosscare are now in a position to have greater control and efficiency in their maintenance activities through their DLO knowing they have the best support possible to fulfil all obligations.

Feed back from client

I am delighted at the service that Rand have given Mosscare through this process. The professionalism, dedication and level of attention which, in my many years of experience, is exemplary.

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Petersfield Housing Association

About the project:

• Type of Work: Stock Condition Survey and Assistance with future programming
• Period Of Contract: Stock Condition Survey - March - April 2010

Summary of Contract:

The commission was to provide a 100% Stock Condition Survey, including the production of SAP scores. The intention was to use the results of the survey for future business planning and the production of planned programmes of maintenance.

Petersfield HA has a relatively small stock, and therefore it was of paramount importance that accurate and reliable data was recorded against all properties. Information was collected and processed using Keystone systems, and was provided to the client in Excel for further modelling.

Despite particularly adverse weather conditions, the surveys moved forward quickly and efficiently to reach an overall access rate of over 90%. The reporting phase was conducted alongside Petersfield HA representatives to ensure the final product would suit their needs.

On completion of the survey, Petersfield HA asked us to assist with the production of expenditure profiles and a 5-year programme of works.

Feed back from client

The service received from Rand was professional, to target timescale and provided the specified data.

I would be happy to recommend them to other housing associations.

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Woking Borough Council

About the project:

• Type of Work: Stock Condition Survey
• Period Of Contract: Stock Condition Survey - May 2010 - January 2013.

Summary of Contract:

Rand Associates were appointed following a competitive tender to conduct a 55% sample Stock Condition Survey on behalf of the client. The survey data was gathered using PDAs provided by the client and uploaded in to their Codeman asset management system. Rand Associates also utilised their own software, Keystone, to provide financial forecast reports, Decent homes Assessments, and an assessment of energy efficiency.

Feed back from client

Rand Associates were a pleasure to work with throughout the project. From the outset Project Manager, Simon Davis, made himself available at all times to provide general advice and accommodate our variations and demands - for example, helping with the development of survey forms and data base to inform our asset management strategy. The Rand survey team were highly professional and conducted themselves with respect to tenants. Surveys were completed on time and to a high standard. Based on this experience I would have no hesitation in using Rand Associates again.

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Wokingham Borough Council

About the project:

• Type of Work: Stock Condition Survey & Asset Management Support
• Period Of Contract: December 2010 - November 2013.

Summary of Contract:

Following a successful tender process, Rand Associates were commissioned to undertake a 20% sample stock condition survey on behalf of the client. just under 600 properties were surveyed plus associated blocks. All survey data was provided to feed into the client's live Keystone system, and a summary report produced to inform the business plan and future strategies. Wokingham BC re-commissioned Rand Associates to assist in a number of asset management related roles. These included assistance with Decent Homes reporting in conjunction with the back-log bid, provision of reports to central government, assistance with sustainability policy, and training for surveyors and office staff on the client's asset management system. Rand Associates have also undertaken further stock condition surveys on behalf of Wokingham BC.

Feed back from client

The working relationship with Rand had a number benefits to the organisation, these included; a professional approach, business and outcome focussed, responsive support, forward thinking to emerging sector developments & requirements and understanding of immediate issues relating to short/medium/long term strategy & business planning.

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Innisfree Housing Association

About the project:

• Type of Work: Stock Condition Survey and Asbestos Sampling.
• Period Of Contract: October - December 2010

Summary of Contract:

Feed back from client

Innisfree Housing Association appointed Rand Associates to carry out a sample Stock Condition Survey (to approx 30% of the housing stock). Rand Associates offered a bespoke package, such that the survey data and resulting reports could be easily used by the client to help inform future asset management and business plan directions.

Following the survey completion, Rand Associates assisted with the import of data into the client's Omni Ledger system.

In addition to the Stock Condition Survey, asbestos samples were gathered at approx 10% of the housing stock. These samples were gathered from specifically targeted properties, and following laboratory analysis, have helped to increase the accuracy of the client's asbestos register.

The friendly yet professional working relationships between all parties involved in this project helped to ensure that the end product met the needs of the client.

We are extremely impressed with Rand Associates. From beginning to end this was a well managed project with clear input and guidance from senior staff at Rand. This was an important project for us and it was delivered on time and within budget. They listened carefully to the brief and followed it meticulously. We received many compliments from tenants on the conduct of Rand's surveyors. Overall, we would highly recommend Rand Associates to any organisation and look forward to working with them again in the future.

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Home Group

About the project:

• Type of Work: Stock Condition Survey and Energy Performance Data
• Period Of Contract: July - December 2017
• Summary of Contract: Home Group provide general needs and supported housing all across the UK. Rand Associates were commissioned in July 2017 to survey the supported housing stock.

Home Group have had mixed experience with stock condition surveys over the years and have had issues recently with data transfer on a stock condition survey.

Concerns were raised by Home Group at start up meetings over access to data to enable tracking of maintenance liabilities and production of budgets. As a result of prior experience Home Group elected to use their own data capture and software systems (Integrator and Notus). This presented challenges for us as it is a departure from our normal operating processes (Rand Associates eSurveys app).

Two Pilot surveys were conducted that exposed flaws with the ability of Notus to cope with the potential variability that was expected on site. The main issue is that Integrator requires each property to be predefined in terms of asset type (e.g. Bungalow, house, flat etc.) due to the fact that each property is assigned a 'Survey Type' (i.e. Flat surveys do not include external components). Home Group also knew that the stocklist was not accurate as to the property types in each location and changes would be required on confirmation.

Our IT department set all of the iPads up with Notus and included pairing/tethering to mobile phones to ensure survey type changes could be made by surveyors requesting changes via the office (and the client) and re-synchronising to ascertain the corrections. This did result in additional admin time for all involved but allowed us to continue to operate as per the client's preferences.

The nature of the use of the stock to be surveyed also presented a challenge as specific notice periods for occupants had to be observed and access arrangements had to be relayed through a number of different contacts. Our project management team decided to deploy our project co-ordinator as the central point of contact to monitor all survey type change requests and issues associated with access and notification. This became pivotal in the success of the project and was recognised by the client as an added value benefit of instructing Rand Associates.

This assignment required a different approach as data fed directly into the client's system prior to the quality control stage. We worked with Home Group's IT department for a solution. The IT department were able to extract full data sets which were then analysed by Rand Associates for potential errors. We then collated lists of properties with potential issues and asked the client to re-send populated surveys back to the survey team for cross checking with the potential issues identified. This allowed a very transparent and auditable process for data quality control which gave the client great comfort given their previous experiences.

The entire assignment has been very challenging, largely due to the limitations of the preferred software package, but also due to the type of accommodation and access protocols. Throughout the project we have consistently sought solutions to ensure the main objectives of the exercise have remained on course. Home Group have been able to utilise the data to plan improvement works for their 5 year investment programme.

Rand Associates are very proud to continue providing support to Home Group on their asset management requirements, our contract has been extended, and we are ready to assist our client in solving their problems.

Feed back from client: This project was tendered with a very tight timetable driven by the need to inform future planned maintenance budgets.

Rand Associates showed a willingness to work with Home Group to resolve problems as they arose and adopted a flexible approach throughout which has contributed to the success of the project.

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