Page 10 - St Mary Le Park Court Proposal

Tendering of Maintenance Contracts
Our in-house Procurement and Supply Chain Team oversees the procurement of works, goods and services to ensure that all procurement activities undertaken follow industry best practice, meet short and long term objectives for the customer, provide best value whilst meeting agreed business needs, and ensure that all nancial commitment and expenditure is managed and controlled in a consistent and e ective manner and is conducted in a fair, objective and transparent process.
For the tendering of mechanical and electrical maintenance contracts our engineering and procurement specialists working together will create the speci cation for the contract, direct the procurement process, oversee the implementation and supervise the contract, ensuring the speci cation and Key Performance Indicators are adhered to.
All contracts are subject to a service level agreement (SLA) which covers all necessary due diligence requirements. A programme of unannounced engineering audits ensures that the agreed SLA is being achieved by the contractor and poor performance is actively managed.
As part of the procurement process, and where appropriate, we utilise our wider buying power to achieve economies of scale thorough bulk contracts with regional or national suppliers. We review all contracts procured on an annual basis, as they fall due for renewal.
Major Works (including cyclical repairs / replacement)
We are experienced in the oversight of major and cyclical works and current requirements under Section 20 of the Landlord and Tenant Act 1985 (as amended by S151 of the Commonhold and Leasehold Reform Act 2002). In addition to our in-house Building Surveying and Project Management Team, we also utilise external expertise to oversee works where necessary and seek to include our clients and customers at each stage of the process over and above the normal consultation requirements.
The consultation process must be used if these works will cost over £250 for any one leaseholder. In a property with unequal service charge contributions, the landlord must consult all leaseholders if any one of them would have to pay more than £250 (£100 in the case of contracts that exceed one year). If consultation is not undertaken, the landlord may not be able to recover costs over £250 (£100) per leaseholder.
At each stage of the process of consultation with lessees under our Section 20 process, we maintain regular communication with the landlord, taking instruction where necessary.
Long Term Maintenance Planning (LTMP) Strategy and Reserve Fund Collection
To address requirements for e ective reserve fund management, Mainstay adopts an Asset Management approach. This commences with the collation and veri cation of a comprehensive Asset/Element Register compiled from the existing “as built drawings” and O&M Manuals supplied by the various installation contractors during the commissioning of the buildings (where available). All information gathered during this process will be veri ed by inspection at site level as required.
There is also a requirement to ensure that this information is updated by the managing agent, as remedial or improvement works are implemented. This will be an ongoing audited responsibility of the Property Manager, supported by the Building Services Manager and Building Surveyor.
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Mainstay Management Proposal: St Mary Le Park Freehold Limited