Glen Oaks Housing Association

```json { "overview": "Glen Oaks Housing Association in Glasgow needs a contractor to service gas boilers and heating systems across 1,345 tenant properties, plus replace boilers in approximately 554 properties between 2026 and 2030. The contract runs for 3.5 years initially (October 2026 to March 2030), with a possible 2-year extension if performance is good.", "requirements": [ "Must be able to legally provide gas servicing work (implies Gas Safe Registration or equivalent qualification)", "Must comply with Public Contracts (Scotland) Regulations 2015", "Must not be in any excluded situations under Regulation 58 of the Public Contracts (Scotland) Regulations 2015 (financial difficulties, serious misconduct, tax/social security breaches, etc.)", "If using subcontractors, must provide separate SPD (Standardised Pre-qualification Questionnaire) response for each one in Sections A, B and Part III", "Must be able to meet Key Performance Indicators (KPIs) that will be used to assess contract performance (see Tender Document 8)", "Must be capable of servicing and testing smoke, heat and CO detectors", "Must be able to install new condensing combination boilers, controls and flues to modern Building Regulations standards", "Must be able to replace heating pipework where required" ], "key_tasks": [ "Provide annual gas safety service and reactive maintenance (including supplying parts) to 1,345 properties per year throughout the contract", "Record, test and service smoke, heat and CO detectors at each property during annual visits", "Replace boilers and heating controls in 100 properties in 2026-27, 218 properties in 2027-28, 218 properties in 2028-29, and 218 properties in 2029-30 (554 total in initial period)", "Install new condensing combination boilers with controls and flues to modern standards", "Replace existing heating pipework to approximately 20% of properties that receive boiler replacement works", "Maintain records and documentation for all work carried out", "Achieve and maintain Key Performance Indicators throughout the contract period" ], "how_to_read": [ "This is an 'Open Procedure' tender under Scottish public contracts law — this means any eligible business can bid. Read the Public Contracts (Scotland) Regulations 2015 basics to understand what 'excluded situations' (Regulation 58) means — these typically cover insolvency, fraud, tax evasion, and serious breaches of employment law. If you've had any of these issues, you'll be automatically ruled out.", "The SPD is a detailed pre-qualification form asking about your company's experience, financial health, insurance, and capability. The instruction about 'separate SPD response for each subcontractor' is crucial — if you plan to outsource any work, each subcontractor needs their own full SPD submission. Don't bury this in your bid; present it clearly.", "Pay close attention to Tender Document 8 (Key Performance Indicators) — these will be how the council judges whether you get the 2-year contract extension. Common KPIs for this type of work include: response time to emergency calls, first-time fix rates, customer satisfaction scores, and completion of annual services by a set date. Ask for these documents early and bid to exceed them, not just meet them.", "The contract covers both routine servicing (happens every year to all 1,345 properties) and capital replacement works (boiler swaps on a rolling programme). Make sure your pricing and resource plan clearly separates these two activities — they have different costs and require different scheduling. Routine servicing must be predictable; boiler replacement is lumpier and more disruptive to tenants.", "The contract may extend from March 2030 to March 2032 if performance is satisfactory. This is a 'subject to KPI assessment' extension, not automatic. Factor this into your pricing strategy — if you're bidding low to win, make sure you can still operate profitably if extended. Also note that the number of properties needing boiler replacement in years 5-6 (2030-2032) hasn't been decided yet, so build flexibility into your resource plan." ], "sme_tips": [ "Gas Safe Engineers are a specialist skill and often hard to retain full-time. Consider whether you need to subcontract the boiler replacement work to a larger heating engineer firm while keeping the annual servicing in-house (or vice versa). If you subcontract, remember you'll need to submit separate SPD forms for each subcontractor — this adds time to your bid but opens up partnership opportunities. A consortium approach (you + a heating installer + maybe a plumbing firm) can work well here.", "Annual servicing to 1,345 properties is predictable, recurring revenue but also requires you to schedule tightly and maintain consistent staffing. Build a detailed resource plan showing how many engineers you'll need, what vehicles, and how you'll handle no-access visits and repeat calls. The council will want confidence you won't let properties go unserviced. Offering online booking or a 24-hour callback