The consultation process
Camden must consult with leaseholders if we intend to carry out works, repairs or improvements to your block or estate. How we consult with you depends on the type of contract we use to carry out the works.
Qualifying Long Term Agreement (QLTA)
This is an agreement with a contractor to provide goods or services lasting more than 12 months. If leaseholders will be required to pay more than £100 per year we must consult with them. Examples of a QLTA include: building insurance, grounds maintenance, lift and door entry maintenance contracts.
Where a QLTA includes works to properties, for example, general building maintenance, and leaseholders will be required to pay more than £250 each, an additional consultation must be carried out. Please refer to the section below called ‘Qualifying Works’.
Qualifying Works
We consult with leaseholders if a QLTA includes works to properties, such as general building maintenance where leaseholders will be required to pay more than £250 each. There is one stage of consultation with leaseholders.
Stage 1 - Notice of Intention
We write to each leaseholder and Residents Tenants Association (if one exists) who may be affected by the contract to:
- describe the proposed works and why we think they are necessary
- provide the total estimated cost of the proposed works
- give leaseholders 30 days to send us their observations/comments in writing
Two Stage Consultation - Notice of Intention and Notice of Proposal
If we have to carry out a very large, or specific piece of work, to your block or estate that is not covered under an existing QLTA. We will carry out an individual tender just for this one works contract. Before procuring a contractor we will write to each leaseholder and Residents Tenants Association (if one exists) who may be affected by the contract to:
• describe the proposed works and why we think they are necessary
• provide a budget estimate cost
• inform leaseholders whether they are entitled to nominate a contractor, or why not
• give leaseholders 30 days to send us their observations/comments in writing
After all tenders have been returned and moderated, we will write to each leaseholder and Residents Tenants Association (if one exists) who may be affected by the contract to:
• describe the proposed works and why we think they are necessary
• provide the total estimated cost of the proposed works
• advise which contractor we would like to offer the contract to
• give leaseholders 30 days to send us their observations/comments in writing
The Public Contracts Regulations
The Public Contracts Regulations 2015 (PCR 2015) and the Public Procurement (Amendment)(EU Exit) Regulations 2020 (PPAR 2020) require the Council, as a public authority, to advertise any agreements over £5,336,937 for works, or £426,955 for services, by way of a public notice. This notice is advertised in the United Kingdom FTS (Find a Tender Service). Where it is necessary to issue such a public notice, the right of leaseholders to nominate a contractor, or service provider, themselves does not apply.
In addition to the consultation we are legally required to carry out, Camden has introduced a Better Homes and a Mechanical and Electrical planned works pre leaseholder consultation process. This resident engagement is managed by the planned works teams.
Please find a Guide to Capital Works Engagement here: Resident Engagement Guide