Frequently asked questions

Below are some frequently asked questions about the process for selecting a new grounds maintenance contractor.

Why are you tendering for new grounds maintenance contracts? 

We want to improve this service by making it more effective and efficient. The new contract will provide better value for money and will come with improved performance management. The successful contractor will have to meet certain criteria to ensure key targets and requirements are met. You can find more information about the questions we’ve asked the contractors during the tender process on this page.   

What’s the specification of the contract? 

We’ll share this information on our website and this page in due course. 

Have customers been able to contribute to the new contract specification? 

We sent a survey to our rental customers, asking them to tell us how they feel about different aspects of the service. This included how they felt about the service they currently receive, which elements are more important to them and how they want to be kept informed about the service. This information helped to create the specification of the new contract.  

Our leasehold customers went through a Section 20 consultation process. There are frequently asked questions relating to the Section 20 process below.

We also recruited customers for an evaluation panel, so that customers were involved at every stage of the process. The panel wrote its own question to be included in the tender process and customers on the panel will score contractors’ responses to this in the same way our colleagues do.

Representatives from the evaluation panel will also attend the interview stage with the potential contractors. You can find out more about the evaluation panel’s work and follow their journey on this page. 

What locations will the new contract cover? 

The contract will cover all our properties which currently receive the grounds maintenance service.  

Will the existing contractors be able to bid for the contract? 

Any contractor which meets the criteria can submit a tender, including the current provider.   

Will my service charge go up? 

We’re not able to say for certain at this stage. Once the procurement process has been completed, you’ll be sent a letter detailing your service charge once we know the final costs. 

The following frequently asked questions relate to the Section 20 process and are relevant to leasehold customers only.

What is a ‘Qualifying Long-Term Agreement’?

A Qualifying Long-Term Agreement, as defined by Section 20 of the 1985 Act, is where a service or contract is provided for more than 12 months and costs more than £100 per leaseholder. This can include services such as grounds maintenance, repairs and cleaning.

Why have I received this notice? 

Under Section 20 of the Landlord and Tenant Act 1985 (as amended) ('the 1985 Act') we, as your landlord (as defined by Section 30 of the 1985 Act), have to consult tenants who are required, under the terms of their leases, to contribute (by payment of service charges) to costs incurred under a Qualifying Long-Term Agreement, where the contribution of any one tenant exceeds £100 in any accounting period.  

How long does a Section 20 consultation take? 

The minimum period for a Section 20 consultation is two months, however this can be extended at our discretion. Most consultations will take longer than two months to complete. 

Why am I not allowed to nominate a contractor?  

In accordance with Section 20, there’s no right of nomination of alternative contractors where public notice is required.

This is because the tender documents that contain the contract details are available for all contractors to view. This means that, should they wish to, any contractor can bid for the tender without having to be nominated.  

What is Public Notice? 

Contracts or services need to be publicly advertised when the value of the contract exceeds the public notice thresholds.

The value of the proposed contracts subject to this Section 20 exceeds the public notice threshold.

This is because we’re tendering for the communal contracts across our geographical area simultaneously to obtain the best possible price.

What if I want to object? 

As a leaseholder, you have a right to object to the proposal if you think it’s unnecessary or too expensive. You can do this by writing to us using the details provided in the Section 20 notice.  

What is the cost of the contract? 

We’re not yet able to confirm the cost of the contract. However, we’ll keep you updated about the proposed costs throughout the consultation.

How will this impact my service charge? 

The Section 20 consultation process provides an opportunity for leaseholders to have a say on the contracted services provided to them in accordance with the lease.

As detailed in your lease, the contract or services cost is shared between leaseholders and collected via the service charge. 

When do you expect the new contract to start and how long will it be for? 

We anticipate the contracts will start on 1 April 2024. We anticipate the contract being in place for three to five years, although this will be confirmed during the Section 20 process.  

What is the specification and how do I know what to expect from the new contract?  

Customers can request a copy of the specifications once the stage 20notice has been issued. If you have any queries or questions, please don’t hesitate to get in touch.

I have concerns about the current services delivered, what can I do? 

Please contact us on 0800 111 4013, or via the Contact Us form (add link) on our website to discuss this with our dedicated Estates Services Team.

Alternatively, you can contact your Scheme Manager, where applicable.  

I have further questions which haven’t been covered, what can I do? 

Please contact us on 0800 111 4013, or via the Contact Us form on our website here.