Estate Services arrangements

The estate services (cleaning and grounds maintenance) contracts which were put in place in April 2016 will be coming to an end on 31 March 2019.

Henlade Taunton

Because of the amount of money and length of contract involved, we have to tender these contracts. This is a lengthy process, and as part of this we need to consult with all residents who pay a variable service charge (leaseholders and some of our tenants). This is called a section 20 consultation. We are also committed to involving interested residents in this process and making available as much information as we can by using a wide range of contact methods.

Our aim is to deliver a quality, responsive estate service that demonstrates value for money and clear, measurable standards.

We have the option to extend some of the existing contracts, which allows us to complete this process in three phases, starting with the South, followed by the West and East and North. We’re aiming for contracts in the South to start in 2019, West in 2020 and East & North in 2021. Splitting the process like this will enable us to focus on the services we provide in each region, and will mean that not all contracts will go live at once.

Clean communal areas and tidy grounds are important to all our customers, so we have decided to write to everyone who receives these services. However, Leasehold Retirement Living schemes and a few remote schemes will not be included in the same contracts as other schemes, and we will be contacting these customers separately.

Following feedback from our customers and staff, we’ll be reviewing the size of the contract areas and looking to reduce the number of schemes and the size of the area each contract covers. This will mean a greater number of contractors to manage, but will mean that smaller and medium sized contractors will also be able to compete for contracts, whilst still maintaining some standardisation and maximising value for money.

We’ll also use feedback from staff and customers to review the specification. To do this, we will be working with a group of interested residents who will contribute to the review and the selection process. A number of residents have already expressed an interest in becoming involved in this project and there will be lots of opportunities to do so over the next few years. If you would like to join them in helping to shape this service, please register your interest on our customer hubb.

Click on the links to view copies of the letter and FAQs sent to variable service charge payers and the letter and FAQs sent to fixed service charge payers.