Mr G Housing
Flat 1 Genesis House
Westminster
London
W1 7DU
Date
Dear Mr Housing,
NOTICE OF PROPOSAL TO ENTER INTO A LONG-TERM AGREEMENT FOR
ESTATE SERVICES
We first wrote to you on date to let you know that Genesis Housing Association is retendering most
of our existing Estate Services contracts. We are doing this to provide you with better value for
money and an improved and consistent level of customer service.
Currently, we have multiple contracts in place to deliver our programmed, Cleaning and Ground
maintenance services. These provide inconsistent levels of customer service. We are working
towards having fewer contracts under a longer term partnership, chosen through a transparent,
competitive tendering process.
Have your say on the proposals
We have now received the tenders for the Services contracts and Genesis is proposing to appoint
two suppliers to carry out the services under a new contract very shortly. Overleaf is the Notice of
Proposal providing the details of the proposal in respect of the agreement which Genesis intends to
enter into. This is your opportunity to have your say on this proposal.
You can email your feedback to [email protected] or send it in writing to:
Section 20 – Leasehold Services, Atelier House, 64 Pratt Street, London NW1 0DL
Your feedback must be received by date.
As part of the Section 20 process we are required to summarise what ‘observations’ we received
from customers following the first stage Notice of Intention sent out on date and you will find a
summary of these observations enclosed with this letter.
Why are we consulting?
As a landlord, we have a responsibility to consult with our tenants, residents and customers about
any services and works covered by your service charge, under Section 20 of the Landlord and
Tenant Act 1985. This is done by sending you a formal notification called a Section 20 Notice.
What is a Section 20 Notice?
The Section 20 Notice overleaf is the formal legal document advising you that we intend to enter into
a long term agreement (a contract) for the provision of the services as set out in the enclosed Notice.
It is also your opportunity to get involved and tell us what you think. You have 30 days from the date
of this letter to let us have your comments and feedback. We will respond in full to any comments or
feedback you make within 21 days of receiving an email or letter from you.
Where can I find out more information?
Online at www.genesisha.org.uk/consult15.aspx, here you’ll find more detail about the process and
what we have achieved so far and what is still to come. If you would like more details on the tender
and OJEU please go to http://www.publictenders.net/node/2199776
If you have any questions regarding this notice please contact the call centre on 033 3000 3000.
Yours sincerely
Fchomba
Florence Chomba
Leasehold Services Manager
Notice of Proposals to enter into a Long-Term Agreement
(Section 20 of the Landlord and Tenant Act 1985 (as amended) and Schedule 2 of the Service
Charges (Consultation Requirements) (England) Regulations 2003)
To:
Property of interest:
1. This notice is given following the notice of intention to enter into a long-term agreement
issued on date. That consultation period in respect of the Notice of Intention ended on date
2. We have now prepared a proposal regarding the services and works to be provided under the
agreement based on the estimates received. A copy of the preferred tenders may be
inspected by appointment only at: Genesis Housing Association, Atelier House, 64 Pratt
Street, London NW1 0DL
It is not possible at this time to provide an estimated contribution for each flat or house but the
overall costs rates for the various Lots ( being A-D in point 3 below) across the whole of the
properties managed/owned by Genesis Housing Association are as set out in the attached
Appendix
3. The agreement will initially be for four years with an option to extend and will include –
A.
B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
Window Cleaning
Grounds maintenance
Internal/external cleaning
Communal cleaning (including windows)
Bulk rubbish / fly tipping removal
Environmental waste removal
Paladin bin cleaning
Tree maintenance (including at height)
Japanese Knotweed management
Pest control
Lamp replacement
Playground Equipment Maintenance
Please note that the re-procured services for estate services will cover o
o
o
o
All geographical areas across the portfolio;
Just Ask Services will cover Lot A, B, C – Counties, Essex, West London, South London
and Surrey
Mears will cover Lot D – North London and East London
Redbridge, Havering and all boroughs south of the river ( Richmond, Croydon, Bromley,
Southwark, Lambeth, Sutton, Merton and Greenwich
The Parties to the proposed agreement for Lots A, B, C are: Genesis Housing Association and Just
Ask Services, 1 Acton Hill Mews, 310-328, Uxbridge Road, Acton Hill, London, W3 9QN
The Parties to the proposed agreement for Lots D are: Genesis Housing Association and Mears Ltd,
1390 Montpellier Court, Gloucester Business Park, Brockworth, Gloucester, GL3 4AH
4. We invite you to make written observations about the proposals by sending them to: Section
20 – Leasehold Services, Genesis Housing Association, Atelier House, 64 Pratt Street,
London NW1 0DL or emailing [email protected]. Observations must be received
before date
5. The written observations in relation to the proposals received during the consultation period
are as summarised on the enclosed sheet entitled ‘Observation Log’ together with our
response to them.
Fchomba
Florence Chomba
Leasehold Services Manager
Address: Genesis Housing Association, Atelier House, 64 Pratt Street, London NW1 0DL.
Date: 30 September 2016
Appendix One
Year 1
Year 2
Year 3
Year 4
(inc VAT)
(inc VAT)
(inc VAT)
(Inc VAT)
A
£628,840.51
£628,840.51
£628,840.51
£628,840.51
B
£640,683.14
£640,683.14
£640,683.14
£640,683.14
C
£1,510,941.81
£1,510,941.81
£1,510,941.81
£1,510,941.81
D
£738,621.20
£738,621.20
£738,621.20
£738,621.20
Lot
The costs provided are for the overall contract, as individual property costs are identified they will be
made available.