The Maintenance Contract

I have been made aware that a number of residents have raised concerns regarding the increased sums set out in the latest Estate Management Budget sent recently to everyone on the estate by Eddisons. The PLRA (“Prices Lodge Residents Association”) engaged with Eddisons in helping them set the budget.

I would like to give you all some background regarding the reasons for those increases as follows:

1. I was made aware that the maintenance of the grounds surrounding our estate had been left largely unmonitored, save for basic grass cutting, to such an extent that many parts of the same were overgrown and dangerous to those who chose to use them. Some areas were so overgrown that they were difficult to navigate safely and in some respects were causing damage to properties surrounding the estate. The historic specification that was being used to engage grounds maintenance contractors was found to be totally unfit for purpose and this was raised with Eddisons who agreed that a new specification should be prepared. In addition, the previously engaged gardening contractors had also so often failed to properly maintain the estate even within the terms of the old specification. Please also bear in mind that Eddisons have themselves only very recently been appointed following the termination of the services previously provided by First Port.
   

2. An independent gardening contractor was invited to tour the estate and advise as to what items needed to be included in a new specification. Several members of the Committee and myself met him on site on Saturday 19th November 2022 and a draft specification was prepared by the PLRA following this and submitted to Eddisons for their comment and approval. We met with their representative on Tuesday 10th January 2023 and following this an approved new specification was finalised and circulated by Eddisons to three potential gardening contractors. They were, Dave Rappini (the contractor who helped us in our deliberations concerning the new specification), Tivoli Services and Amazon Garden Services. They were invited to quote based on the new specification. Mr Rappini and Amazon’s quotes were very similar in terms of overall cost, but mention was made by Mr Rappini that he wanted a fixed 3-year contract and would need additional equipment that he did not yet possess and for us that cast some doubt about whether he could genuinely service the contract in accordance with the new specification. Eddisons reported that Tivoli had quoted based on the old specification and their quote was thus invalid. They were invited to quote again based on the new specification but did not respond to Eddisons as far as we are aware. [We later learned that they had been to busy reorganising to bid - Paul] We were also advised by Eddisons that the son of the previous Gardener, Mr Little, had been invited to tender based on the new specification but had declined to do so. The PLRA Committee discussed the matter and suggested that as long as Eddisons had completed their due diligence and were satisfied that Amazon’s quote was the better in terms of offering both value for money and reliability then Amazon should be instructed. Eddisons agreed.
   

3. When the PLRA Committee considered the quotes provided in relation to the new specification we wanted to ensure that the new contractor would offer better value for money than those previously appointed and that they would bring a far better quality and reliability of service to the estate than had been given in the past. This we felt was wholly necessary to ensure that the maintenance of the grounds was maintained to a higher standard than the estate had previously seen. The point here is that several residents had previously complained that hedges and trees had been allowed to grow out of control and were not being properly maintained. You will be aware that a program of significant hedge cutting was undertaken in the last twelve months. The excellent service delivered so far by Amazon also proves that they were the right choice. In our opinion, the estate could not be properly maintained within the previous price point hence the increased cost. We felt that the residents would be looking for this to ensure that the value of their properties would be protected. I must make the point that a tidy, well kept private estate does help in this respect. Please also bear in mind that the present high cost of living had an unavoidable impact on the sums quoted.
   

4. Many of the trees planted on the estate when it was first built have grown out of control and in addition, with ash dieback an ongoing concern, several trees are in urgent need of cutting back and some may need felling. It is for this reason that a fresh tree survey was recommended by Eddisons and is included in the budget. It does not seem unreasonable to incur this cost, especially as some trees represent a health and safety concern.
   

5. The other charges set out in the new budget provided by Eddisons are modest and reasonable. We did challenge Eddisons in relation to their proposed 10% increase in fees, but they declined to modify their position in this respect despite us pointing out that they were well in excess of the current Retail Prices Index. I can assure you that we will continue to monitor them in relation to any future increases they seek.

I hope that you find this explanatory note useful in demonstrating the decision-making process that the PLRA Committee in conjunction with Eddisons engaged in prior to the issue of the new budget and the award of the gardening maintenance contract to Amazon Gardening Services. If you have any queries in this respect, please do contact me through the website. In addition, if anyone who is not yet a member of the PLRA and would now like to join please do let me know.

Regards,

Robert Peach,

Chairman,

Prices Lodge Residents Association.