Horsham District Council - Residential Block Management

Tender description

The Council is looking to enter a five year contract from 1st April 2014 or as soon as possible thereafter, in respect of the 150 flats at the Forum, Lower Tanbridge Way and Lintot Square, Southwater. All of the flats are let on long leases at peppercorn rents. The contract would cover the following main areas of responsibility: 1. The residential estate management of blocks of flats in two geographical locations, namely 8 blocks of flats (including 5 over retail premises) at Lintot Square, Southwater comprising 85 flats and two blocks of flats over retail units at the Forum, Lower Tanbridge Way, Horsham comprising 65 flats. 31 of the flats at Lintot Square and 33 of the flats at the Forum are let to Moat Housing Association. 2.Administration and collection of service charges including sinking fund contributions together with the preparation of budgets and setting up of reserve funds to ensure transparency and clarity, as well as a plan for the management and maintenance of the properties. 3.Liaising with the Council's Insurance Officer on insurance claims to ensure that claims are dealt with in a timely and expeditious manner. 4.Dealing with planned maintenance and the supervision of building works. 5. Dealing with day to day estate management duties to include site visits, setting up and supervising service contracts, liaising with residents, dealing with lease queries and enforcement of covenants, with the aim of preserving and where possible, enhancing the Council's investment. 6. The procurement, administration and supervision of contracts with all service providers. 7. Setting up and keeping a comprehensive database detailing the name and address and contact details of all the flat owners and dealing with enquiries raised by solicitors on the sale of any flat.