Tenderer: L7 Energy
Date: January 2026
- Section 1.1: Full Managed Service Consultancy (20%)
- Section 1.2: Legal Compliance (20%)
- Section 1.3: Recharge Strategy (10%)
- Section 1.4: Procurement Strategy (15%)
- Section 1.5: Complaints Management (15%)
- Section 1.6: Handover & Mobilisation (10%)
- Section 1.7: Sustainability (10%)
- Annex 4: Service Matrix (Pass/Fail) ← You are here
Please complete the below matrix, clearly identifying which element of the services is included in the price submitted.
| Ref | Service Description | YES | NO |
|---|---|---|---|
| 4.1.1 | Validation of Invoices to ensure all price components including energy and water commodity purchases, metering charges, network & transportation charges, mandated levies & fees, valid meter SPID, MPAN or MPR, continuous billing periods | X | |
| 4.1.2 | Verification of Value Added Tax (VAT) rates, and management of Climate Change Levy (CCL) with the provider to ensure correct level of tax across the portfolio | X | |
| 4.1.3 | Management of Change of Tenancy (COT) / Change of Occupier (COO) with the Provider to ensure the portfolio only pays bills that either the service charge or the landlord are liable for | X | |
| 4.1.4 | Management and maintenance of updating the managed portfolio to reflect sites which have been added or removed | X | |
| 4.1.5 | Ensuring addresses on the national database match those on portfolio | X | |
| 4.1.6 | Claiming of credits owed from the suppliers on all active and closed accounts | X | |
| 4.1.7 | Query management including faulty meters, estimated readings, new meters, removed meters, meter read agent queries and site visits | X | |
| 4.1.8 | Dispute resolution with suppliers | X | |
| 4.1.9 | Validation system used by the provider must be able to validate invoices electronically, have the ability to amend the validation system for legislative changes, bill configuration changes and cover the following criteria: | X | |
| - Bill is mathematically correct | X | ||
| - Correct unit rates charged | X | ||
| - Correct fiscal meters billed | X | ||
| - Correct VAT/CCL applied | X | ||
| - Fiscal meter reads follow on from previous bill | X | ||
| - Available capacity checks | X | ||
| - Change to consumption | X | ||
| - Consumption variance | X | ||
| - Large bill value (actual vs expected) | X | ||
| - Large bill value (compared to previous financial year) | X | ||
| - Meter reads prior to install date | X | ||
| - Missing Half Hour Data | X | ||
| - No accounts where invoices have not had an actual meter read in last 12 months | X | ||
| - Reactive Power Charges | X | ||
| - No billing beyond Change of Tenancy date | X | ||
| - Bills validated and passed for payment/queried within 5 working days of receipt | X | ||
| 4.1.10 | Issue REM with monthly consolidated invoices per supplier in Excel format for payment and uploading on financial systems | X | |
| 4.1.11 | Provide annual bill audit after end of service charge year to check accuracy and claim credits/pay invoices as needed | X | |
| 4.1.12 | Provide REM with a Client/Account Manager as single point of contact for all correspondence and enquiries as well as complete customer support service | X | |
| 4.1.13 | Following authorisation from the landlord, arrange the upgrade of estates with AMR metering | X | |
| 4.1.14 | Provide advice on best metering approach to ensure value for the landlord and service charge, including strategies for upgrade and installation of replacement meters to ensure ongoing legal compliance | X | |
| 4.1.15 | Tenant Recharging - completed within 5 working days of a successfully validated invoice, covering: | X | |
| - Bill is mathematically correct | X | ||
| - Correct unit rates charged (uplifts agreed with REM) | X | ||
| - Correct sub meters billed to each tenant | X | ||
| - Correct VAT/CCL applied | X | ||
| - Sub meter reads follow on from previous bill | X | ||
| - Estimated reads recharged per agreed policy (see Section 1.3) | X | ||
| - Heat (LTHW and CHW) meters recharged with losses apportioned per agreed policy (see Section 1.3) | X | ||
| - Recharged bills reconciled to supplier invoice with recovery % reported monthly | X | ||
| - Changes to tenant consumption profiles flagged monthly (YoY comparisons) | X | ||
| - Missing/faulty reads flagged within 5 days of expected read date | X | ||
| - Manual meter reads requested online with recharge cycle where HH data errors/missing | X | ||
| - No tenant accounts without actual submeter read in last 12 months | X | ||
| - No billing beyond COT date; final bills within 5 working days of read receipt | X | ||
| - Recharges passed for payment within 5 working days of validated supplier invoice | X | ||
| - Debt management including monthly arrears reporting to REM | X | ||
| 4.1.16 | Void Management – ensure any void (empty) units are billed to the landlord monthly | X | |
| 4.1.17 | Resident/Tenant Recharging including design and supply of hardware system | X | |
| 4.1.18 | Where required, responsibility for arranging Section 20 Dispensation with procurement of Energy (Landlord and Tenant Act 1985) | X | |
| 4.1.21 | Market Intelligence – monthly energy market reports, thought leadership and regulatory updates | X | |
| 4.1.22 | Help desk – email address and telephone number for energy related issues. KPI: email responses within 2 working days; queries actioned within 5 working days; monthly reporting on outstanding queries | X | |
| 4.1.23 | Additional Heat Network Market Framework Requirements including registration, authorisation and reporting to Ofgem and other relevant bodies | X |
| Ref | Service Description | YES | NO |
|---|---|---|---|
| 4.2.1 | Ensure all services procured on behalf of the landlord are compliant with Section 20 (Landlord and Tenant Act 1985) requirements | X | |
| 4.2.2 | Source the portfolio's electricity and gas requirement from the wholesale market according to the agreed procurement strategy, or other appropriate energy purchasing strategies as agreed with the landlord | X | |
| 4.2.3 | Provide options prioritising sourcing of green energy (REGO backed) as agreed with the landlord in the procurement strategy; ensuring all REGOs are not unbundled | X | |
| 4.2.4 | Manage the delivery of supply contracts in an efficient and effective manner, reducing REM resource required to manage the contract | X | |
| 4.2.5 | Manage and ensure new energy supply arrangements are transferred to the successful energy provider(s) at least 30 days before termination of current contract | X | |
| 4.2.6 | Work together with REM to ensure new energy supply arrangements are provided for new developments | X |
| Ref | Service Description | YES | NO |
|---|---|---|---|
| 4.3.1 | Delivered in either Excel or format able to be imported into Excel including key site data (as agreed). Provide access and training to online client portal | X | |
| 4.3.2 | Monthly delivery of electronic copies of invoices for REM account audits. Implementing REM site/property reference coding on data provided to enable financial matching with REM internal systems | X | |
| 4.3.3 | Supply accurate information of future anticipated usage for service charge budget preparation. Provide REM with information to prepare accruals for services/goods incurred but not yet invoiced | X | |
| 4.3.4 | Invoicing sent via email as electronic payment file plus PDF invoice (referenced by invoice number, date and agreed supplier code). Invoicing for each scheme reflecting associated property address and property code, in REM-required format | X | |
| 4.3.5 | Monthly portfolio report updates on billing status and queries, including detailed income and expenditure report highlighting cost of utilities and amount recharged to tenants | X | |
| 4.3.6 | Monthly query updates to report on resolution progress | X | |
| 4.3.7 | Annual report on performance of energy procurement results against market average and governance measures | X | |
| 4.3.8 | Total energy cost with available breakdown by account and site | X | |
| 4.3.9 | Total energy consumption (kWh) with available breakdown by account (cost per room) and site (cost per square foot) | X | |
| 4.3.10 | Reporting – Actual consumption and spend versus budget and forecast future consumption | X | |
| 4.3.11 | Monthly report outlining: | X | |
| - Energy and water cost: total and relative (NIA) per scheme and per tenant | X | ||
| - Energy and water consumption: total and relative (NIA) per scheme and per tenant | X | ||
| - CO₂ emissions: total and relative per scheme and per tenant, broken down by energy source | X | ||
| - Year on Year comparison against previous year | X | ||
| - Use of relevant benchmarks (compared against different use classes) | X | ||
| - Accounting for variances in energy and water performance including energy optimisation | X | ||
| 4.3.12 | Co-ordination of mandatory reporting requirements for: Regulatory compliance; Shareholder reporting (quarterly) | X | |
| 4.3.13 | Provision of an online platform or portal accessible by the landlord | X | |
| 4.3.15 | Report building utilities usage and carbon emissions in the annual energy and environment report | X | |
| 4.3.16 | Provide an online portal or mobile app to allow tenants, REM and/or site staff to submit readings directly to supplier during estate inspections | X |
| Ref | Service Description | YES | NO |
|---|---|---|---|
| 4.4.1 | Procurement for contracts ending (to be consolidated to both chosen suppliers and end dates) during the mobilisation period | X | |
| 4.4.2 | Consolidate water contracts to a single supplier | X | |
| 4.4.3 | All open queries (utility supplier and debt) handed over during mobilisation period and taken on at contract start date | X | |
| 4.4.4 | Assist REM in managing suppliers by conducting monthly meetings to ensure active addressing of debt inquiries, including: statements of account, locating missing bills, accurately allocating remittances, promptly processing COTs, and reapplying for contract start dates where objections raised | X |
| Ref | Service Description | YES | NO |
|---|---|---|---|
| 8.5.1 | Additional services available: | ||
| - Surveys and certification e.g. EPCs (Energy Performance Certificates) | X | ||
| - Energy saving projects e.g. demand response schemes | X | ||
| - Energy audits of existing buildings (whole life carbon assessment) | X | ||
| - Bespoke metering and billing solutions for communal heating, district heating and mixed-use schemes | X | ||
| - Installation of smart meters to both Half Hour and Non-Half Hourly meters | X | ||
| - New Meter Connections, Meter installations, up/down grades and disconnections | X | ||
| - Meter Validation Surveys | X | ||
| 8.5.2 | Carbon Compliance - ensure landlord complies with ESOS, MEES and SECR as well as voluntary carbon reporting. Including Scope 3 tenant consumption reporting | X |
- All services marked YES are included in our core fee unless specified under Section 8.5 (Additional Services).
- Services under 8.5 are available at additional cost on a project-by-project basis.
- Estimated read policy and heat loss apportionment methodology are detailed in Section 1.3 of our tender response.
- All KPIs referenced above are accepted and will be reported against monthly.
Signed: _________________________
Name: _________________________
Position: _________________________
Date: _________________________
[End of Annex 4 Service Matrix]
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