Our ten-year repairs and maintenance contract with Mears will come to an end in 2022. We have started the process of finding our next partner who will maintain and repair over 20,000 homes we manage.
There are several steps we are required to follow during this procurement process. Here’s the timeline we’re working to and the notices customers will receive:
We are legally obliged to consult with customers because we are planning to enter into a contract which lasts longer than 12 months. You will have received the first of two Section 20 notices, giving you the opportunity to ask questions or provide comments on the new contract.
We have now moved onto the next stage of procurement with the publication of an advert to suppliers. Applications are due in early June when we will evaluate all responses. As well as Moat staff carrying out this evaluation, we are delighted to have a number of customers who have also offered to be involved.
Our Frequently Asked Questions provide more detailed information on the procurement process:
A Section 20 Notice is a formal document that we are legally obliged to send to you under Section 20 of the Landlord and Tenancy Act 1985, advising you that we intend to provide a service that leaseholders will have to contribute towards.
The consultation process is a straightforward process where we must send you a set of Notices with details about the contract. These Notices are sent to the customer, providing an opportunity to let us know your views of the plans. Depending on the circumstances of the work or contract, you will be sent the following:
You have been sent the Section 20 Notice because we have a responsibility to consult with you about any changes that are to be made to services, repairs, maintenance or improvements that are covered by your service charge. In this case, we are informing you that our contract with the supplier who provides our repairs and maintenance service is coming to an end, and we are re-tendering the contract.
Yes, we can send you a copy if you request it. Please make your request via email to firstname.lastname@example.org, marking your email 'Property Repairs & Maintenance', along with your name and address.
Yes, you can make suggestions to the proposed services. These are known as ‘observations’. You have 30 days from the date of the Notice to make your observations in writing. We will reply to you within 21 days.
The law says you can only make observations in writing. If you have any observations please send them to email@example.com or via letter to Moat, Mariner House, Galleon Boulevard, Crossways, Dartford, Kent DA2 6QE.
All observations are recorded, and we will consider each observation individually. We will provide a response summarising all the comments received in one letter.
For all contracts that are rechargeable via a service charge we go through a tender process to ensure we demonstrate value for money and best practice. The tender is carried out and evaluated based on an assessment of both cost and quality of works. This is in accordance with the Public Contracts Regulations 2015.
As this Section 20 Notice relates to a long-term agreement (contract more than 12 months), you will be charged via your service charges. We will provide you with a breakdown of the costs later in the consultation. The amended service charge will be apportioned (divided up) between all qualifying properties, whether they are occupied or not.
No, this does not mean that you will be receiving all of the services under the new agreement. Within the requirements of the contract, a day-to-day repairs service will be provided however there is options and flexibility for additional services to be added under the repairs and maintenance contract in the future. As we have identified the services that could become part of the contract in the future, we have included these within the Notice.
No, you will continue to pay for these services via your service charge or rent if it is Moat’s responsibility as your landlord to provide these.
You won’t see any changes to our repairs service until the new contract begins in 2022. Any appointments you already have booked will take place as scheduled.