Sinclair Estate, Edinburgh
We are pleased to submit our revised proposal to the Sinclair Residents Association and in response to the ‘Invitation to tender for the Factoring and Property Management’ document we respond with the following comments which correlate directly with the points raised:
1 Factoring
1.1 & 1.2 Please refer to our revised proposal document
1.3 All contractor quotes, work orders, invoices and correspondence is retained for a period of 5 years as a matter of course in line with legal repair requirements and the Property Factors Act 2011. All of this information is available to our clients on request and at no additional charge. Earlier this year DCPM implemented new, state of the art IT systems to accommodate all such requirements. We are fully
committed to complete transparency of our business.
1.4 Monthly inspections would be carried out by our dedicated Property Officer, Stuart Anderson whose business CV is enclosed. We strongly believe that the
qualifications and experience of our Property Officers is what separates DCPM from our competitors.
Standardised, comprehensive checklists and inspection reports covering all areas would be issued to Committee within five working days (electronic or hardcopy available) and we would welcome any Committee member wishing to be present during inspections.
1.5 DCPM would attend any meeting of owners/Committee on request. Furthermore, conference facilities would be available at our New Mart Road offices, free of charge.
1.6 Inspection of works/sign off is covered within our Written Statement of Services as required under the Property Factors Act 2011. An example of this is enclosed for your perusal.
1.7 DCPM has managed very similar issues in other developments within our portfolio. We would firstly arrange to meet with senior staff at City of Edinburgh Council (CEC) with whom we have built close working relationships. Following
notification/inspection the damage would be immediately assessed including photographic evidence taken and the repair requirements would be communicated to CEC.
Failure of CEC to respond within timescales set in our correspondence would see DCPM instruct repairs and the cost of this would be charged back to CEC.
Potential issues are dubiety over the responsibility for the damage caused but DCPM would fight on behalf of owners to ensure that they would not be charged and any such repairs would be at CEC’s expense.
1.8 DCPM has a very strict Debt Collection Procedure. A copy of this is procedure is enclosed for your perusal.
We have a dedicated member of staff, Yvonne Henderson who specialises in debt collection and has over 25 years of experience in the field
The key difference between the incumbent Factor and DCPM’s approach to debt collection is that DCPM’s is based on time rather than value. We can produce monthly ‘Debt Reports’ for the Committee outlining the current debt position and summarize the action being taken against debtors.
1.9 There is no provision for a Float to be taken within the Deed of Conditions and therefore DCPM would not have the authority to charge this to owners. Invoices would be issued to owners quarterly in arrears in line with the Financial Year. Specifically on 30th June, 31st September, 31st December, 30th March. We would issue an Annual Estimated Summary of Charges at the outset of our management and based on this we would ask owners to make a fixed monthly contribution to their account via Direct Debit. Owners not wishing to set up a Direct Debit would be charged a small additional administration fee of £12 per annum.
1.10 DCPM PAYMENT OPTIONS
Phone – Call our office on 0131 624 5850 to pay by card Bacs – Dunedin Canmore Enterprise Ltd
Sort Code 83-51-00 Account 10322161
Cheque – Made payable to: Dunedin Canmore Enterprise Ltd, 8 New Mart Road, Edinburgh EH14 1RL
Online – Visit our website www.dcpm.org.uk and follow the “Online Payments” link
All of the above methods are free of charge.
2 Credit Control
2.1 Please refer to our Debt Collection procedure enclosed.
There is no minimum level - action is dependent on age but we adopt a common sense approach. We would consult fully with the Committee and as outlined above, can provide monthly debt reports.
We would seek to recover all outstanding monies and court fees at no expense to owners. To date we have a 100% success rate and have not had to refer to the Deed of Conditions and would never adopt the approach of splitting unrecoverable debt between other owners as this goes against our ethical trading practices. We would take full responsibility for any debt accrued during our tenure.
2.2 DCPM would not pursue debt accrued prior to our appointment as Factor. However, we would provide the committee with free advice from our debt collection specialist Yvonne Henderson and also access to our qualified legal team if appropriate (legal advice may be at additional cost depending on administration required and action taken).
3 Fault/Repairs List
3.1 Please refer to our Repairs & Maintenance Procedure enclosed.
Dunedin Canmore Group is currently developing a Customer Service Contact Centre to support our team of Property Officers where all repairs enquires will be
processed, information logged and available for inspection. This is due to be launched in February 2013.
3.2 As above
3.3 DCPM is currently developing our website to facilitate ‘web-portals’ for all of our developments. Owners will be able to access their development securely and within their portal all on-going works, updates and any important announcements
regarding the development will be issued. This facility will be in place within the next six months.
Furthermore, we also operate a ‘Text Alert’ service whereby if our owner’s sign up to this service, the Property Officer would send updates on works and communal issues via test messages.
3.4 Web Portals available as outlined 3.3 above. Copies of all work orders, contractor’s reports (if applicable) and surveyor inspection reports are always available to be issued electronically to the committee.
4 Block Insurance
4.1 Quote outlined within our proposal enclosed. Sample Factored Owner Summary enclosed.
Policy Excesses: £500 per claim with the exception of subsidence which is £1,000 per claim.
4.2 We charge 0% commission on our block insurance. An administration fee of 10% is included in our quoted premium.
4.3 Please refer to both our Insurances Policy and Insurance Repairs Administration Procedures enclosed.
4.4 All quotes would be available for inspection by the Committee but the insurer has the final decision on which contractor would be used. The Committee could be fully consulted the contractor’s approach to quote.
4.5 Insurance cover under the current policy would continue to run until expiry in August 2013. We would liaise with the current provider where required. The development would from 1st September 2013 switch to DCPM cover.
Debt recovery of insurance premiums would be carried out free of charge and would fall under the same procedure as outlined above.
5 Property Management and Refurbishment Account
5.1 Our approach would be for a full stock condition survey of the development to be carried out within the first week of our management and for the report to be issued including appropriate quotes for works within the first six weeks following handover. Generally this provides a detailed and provisional plan for up to five years; however this could be adapted to become a more detailed three year plan with an extended seven year less detailed plan.
This plan could include anticipated costs and required cash flow right down to building, stair and individual property level. All of the above is included as part of our Management Fee. A sample Stock Condition Survey is enclosed.
5.2 The Stock Condition Survey would be the key driver to identify the works required and cost, and in consultation with the Committee the refurbishment
account/sinking fund contributions would be determined by the planned works and timescales. We have a separate Procedure in place to deal with the administration for such a fund. Please refer to the Advance Payment Procedure enclosed. Please note, monies are held in a separate nominal account.
6 Memberships, Experience & Qualifications
6.1 We are a fully registered factor under the Scottish Government. This was completed prior to the introduction of the Property Factors (Scotland) Act 2011 on 1st October 2012. Our registration number is PF000372.
6.2 You Property Officer, Stuart Anderson is a fully qualified building surveyor and is a member of the RICS. Stuart’s Business CV is enclosed for your perusal.
6.3 All DCPM staff are employed on a full time basis. A table showing our Organisational Structure is enclosed for your perusal.
7 Common Area Cleaning
7.1 Our cleaning quotation was based on a similar specification received from the Committee this week. Our price also had a provision for the weekly cleaning of bins stores and a general litter pick of the site.
It would be anticipated that if re-tendered to the Committee’s detailed specification would be the same price. Please refer to Estimated Annual Expenditure summary within our Proposal document for the price per property per year for Common Area Cleaning
8 Common Area Grounds Maintenance
8.1 Our quotation for Common Area Grounds Maintenance is identical to that of the Committees with the following additional charges noted:
- Excludes scarification, separate price would be supplied in advance if required. - Excluded replacement of tree ties which would be supplied and fitted at £10 each if required.
Please refer to Estimated Annual Expenditure summary within our Proposal document for the price per property per year for Grounds Maintenance.
9 Fountain Cleaning & Maintenance
The schedule for the Fountain Cleaning and Maintenance mirrors the specification provided. The total price for all five fountains would break down as follows.
Autumn Drain Down £200.00
Spring Start Up £200.00
6 x monthly visits including treatment £600.00
Total cost per annum £1,000.00
Price excludes vat. This is reflected within our Proposal Document.
10 Gorgie Road / Stewart Terrace Development Separate tender for 40 properties to follow.
11 References
Please be advised of references as follows: Debbie Collins, Committee Chair Bond Building Development, 7-31 Breadalbane Street, Edinburgh. debbs@liteeclipse.co.uk 07802 580894 Mark Scott, owner and resident Printworks Development, Hermand Crescent , Edinburgh mark.scott@uk.pkf.com TBC TBC TBC
Details of site for each development and include a site layout plan TBC week commencing 9th December
12 Transition
12.1 A “Transition Schedule” would be created to manage the move of the
development from one factor to another. The schedule would include a full action plan with timelines. We would arrange to meet with the incumbent factor to obtain: - O&M manuals
- Keys/fobs etc.
- details of existing maintenance contracts (including date, type of last checks, name/contact details of contractor and notice periods)
- confirmation of any outstanding or planned works (including insurance claims) We would also liaise with the incumbent factor regards wind up of landscaping and cleaning contracts to ensure that the changeover was seamless and there was no drop in service to the residents.
We would be completely flexible as to timescales and confirm there would be no dependencies on the previous factor in relation to float, insurance or any aspect of the on-going management of the development.
12.2 As above a Transition Schedule would be established and this include a comprehensive timetable. It would be anticipated that the start date would be confirmed by the Owners Association and copies of Programs, Action Plans and Timetables would be available for sharing with the Owners Committee. It can be assured that a planned and methodical approach would be used. There should be no risk to owners other than liability for any arrears on the development at point of handover.
Timetable TBC week commencing 9th December 2012.
