Exploratory Meeting
Following a preliminary discussion about the possibility of Eildon Tweed Valley being able to assist your housing association with a particular issue, an Exploratory Meeting between the two organisations will be arranged. The purpose of this meeting will be to establish the type of services, the length of time it is likely to take, how costs will be identified and a timetable for implementation.

This meeting will be held on the understanding that no charges will be made by either party and neither has any obligation at this stage to take things further.

Preparing a Proposal
Following the outcome of the Exploratory Meeting if both parties believe there is sufficient reason to explore the benefits of further working together, then the client Association would instruct Eildon to draw up a firm costed proposal, based on a brief of what is required.

At this stage the client organisation is advised to contact Communities Scotland and/or the Scottish Federation of Housing Associations to ensure the arrangements being prepared comply with good practice and Communities Scotland's Guidance Notes relating to the Buying and Selling of Services.

It may be at this stage that clarification needs to be made as to whether formal Tendering Procedures should be adopted, dependent on the type and scale of service required.

Preparation of a Formal Contract
All services offered by Eildon Tweed Valley will require to be delivered through a Formal Contract which sets out the service being delivered, the responsible people for delivering the service and the method by which fees and charges will be made and received.

For Agency Service contracts, these will require to be presented to Communities Scotland for their approval.

Monitoring the Efficient Delivery of the Service Agency Service
Contracts may well last several years and within the terms of the contract there should be adequate reviewing mechanisms and the opportunity for the client association to obtain an independent assessment of the service being offered by the Agent.

Eildon Tweed Valley welcomes this requirement and ensures full co-operation is extended to any external consultant appointed by the client association to evaluate the quality and cost effectiveness of the services they have contracted to provide.