The Estate works with residents on major building works and maintenance
How we consult with residents on major building works and long-term contracts
To maintain all property and communal areas to a high standard, we carry out a cyclical programme of maintenance, repair and redecoration, covering the internal and external areas for which we – as freeholder – have a responsibility. Leaseholders and some freeholders are required to pay a contribution to these works.
If the cost of these works is expected to exceed £250 for each leaseholder – for example, to replace windows or lifts, or resurface roads – we will consult with all relevant leaseholders before commencing the work. Where appropriate, we will also consult any relevant freeholders.
We will also consult residents and owners before tendering any gardening and cleaning contracts for communal areas that will last for more than 12 months and exceed £100 for each leaseholder.
Major building works consultation
Step 1: Informal notification of works
Before starting the formal consultation, we will give the relevant residents’ association(s) details of the proposed works.
Step 2: Notice of intention (formal consultation)
At the start of the formal consultation period, we will send a Notice of Intention to each relevant leaseholder and, if applicable, freeholder, and to the secretary of the residents’ association(s). This will:
- explain why the work is needed and what works are proposed
- let residents know how, where and when they can view full details of the intended works
- invite written submissions on the proposed work, setting a clear deadline for these to be received
- set out the consultation period start and end dates (30 days)
- invite leaseholders, freeholders and the residents’ association to nominate a contractor from whom the Estate should try to obtain an estimate. This is a statutory right.
If any contractors are nominated, we will vet the contractor’s suitability to carry out the works. This will include checking the contractor has all necessary insurances and complies with health and safety requirements.
Step 3: Itemised specification of works
After the consultation period has expired, we will send a detailed specification of the works proposed to the residents’ association. We will then seek to obtain at least three estimates for the proposed works, at least one estimate being from a qualifying nominated contractor
Step 4: Statement of estimates
Once the estimates have been received, we will send a Statement of Estimates to each relevant leaseholder, freeholder and the residents’ association.
This will include a minimum of two cost estimates for the works, as well as a summary of all consultation responses received, plus our response.
Residents are invited to comment in writing on the estimates. Comments must be received within 30 days of the date of the Statement of Estimates.
You are entitled to ask to view the estimates, and all tender documentation, in full.
Step 5: Notice of contract
After the 30-day period has expired, we will then award the contract for the works, taking account of any consultation responses. We will send a Notice of Contract to each relevant leaseholder, freeholder and the residents’ association, giving:
- details of the contractor and the reasons for their selection
- a summary of comments received to the Statement of Estimates and our responses.
- contact details for our surveyor in charge of the contract.
Step 6: Meeting the contractor
Before the works start, we will invite the residents’ association to a pre-contract meeting with the contractor so that the association can ask questions about the works. Once works have commenced, our surveyor will be available to meet with residents, owners and the residents’ association when on site.
Long-term maintenance contracts consultation
To ensure that the maintenance of the communal areas and gardens are carried out to an appropriate standard, we often seek to procure long-term maintenance agreements with cleaning and gardening contractors.
If the contract is for more than 12 months and the cost to each leaseholder is expected to be more than £100, we will consult with relevant leaseholders, freeholders and the residents’ association, following the same process as set out above for major building works.
