Flat roof covering replacement programme

Notice 1 - Notice of the intention to enter into a Qualifying Long Term Agreement: Flat Roof Covering Replacement Programme

1. It is the intention of Southampton City Council to enter into a Qualifying Long Term Agreement (QLTA) in respect of which we are required to consult with leaseholders who will be required, under the terms of their lease, to contribute through their service charge account to the costs incurred under the QLTA. A Qualifying Long Term Agreement is defined by Section 20ZA Landlord and Tenant Act 1985 and applies where the duration of a contract will exceed 12 months and where the contribution of any one leaseholder exceeds £100 in any accounting period.

2. The works/service to be provided under the agreement are as follows

The works consists of renewal of the existing roof covering, including upgrading existing insulation to current Building Regulations requirement, with a bituminous felt system and associated works

Associated works may (but not exclusively) include the following:

a) Renewal of ancillary roofs for example roofs to stairways.
b) New access hatches, rooflights or doors.
c) Works to chimneys
d) Works to roof drainage system including renewal of rainwater goods
e) Works to fascias and / or soffits
f) Gas testing where required.

3. We consider it necessary to enter into the agreement because:-

Roofs deteriorate all the time and some are coming to the end of their working lifespan. This results in increasing numbers of incidents of leaks and associated resultant damage. In some cases these roof cannot be repaired satisfactorily, being of a temporary nature and can be very costly. When a roof is old the repair may only extend the lifespan for a short period of time making the roof economically beyond repair. In such incidences, the only feasible solution is to renew the roof covering and carry out the other associated works listed above.

Due to public procurement rules and the requirement to comply with Section 20 procedures, it takes considerable time to organise roof replacements, which is not satisfactory when a situation occurs and a roof requires replacements such as that described above.

To manage this risk and significantly reduce future procurement durations, we intend to set up a framework of roofing contractors, which can be used to obtain competitive tenders for roof replacements in the event that it becomes necessary to renew the roof to your block of flats.

We do acknowledge that some roofs are newer than other roofs and these newer roofs may not require any works under the framework. In the event that works are not required to your block of flats you will not be charged any money for works. However, we are obliged for legal reasons to send this letter to all of our leaseholders. We apologise for any inconvenience that this may cause if works are not required to your block of flats.

We will send out a further letter to you providing further details before carrying out any works to your block of flats, if works are required.

4. We invite you to make written observations in relation to the intended agreement by emailing Section20@southampton.gov.uk or alternatively send a letter to Property Division, Southampton City Council, Ground Floor, East Wing, Civic Centre, Southampton SO14 7LY. Observations must be received within the 30 day consultation period which ended on Friday 19 August 2019. There will be further notifications in due course providing details of work.

5. Copies of a more detailed description of the works/services to be provided under the agreement may be inspected at Southampton City Council, Ground Floor, East Wing, Civic Centre, Southampton SO14 7LY. Please email us for an appointment time between the hours of 9.00am and 4.00pm Monday to Friday to Section20@southampton.gov.uk

6. You are not being invited to propose contractors from who we should try and obtain an estimate. This is because the proposed agreement requires public advertisement within the European Union. This is done by placing a notice in the Official Journal of the European Union.

7. Where there is a recognised Tenant/Resident’s Association, we have also written sent a copy of this notice to the Secretary.

8. As mentioned above, you do not have to raise any observations in response to this notice. However, if you do wish to do so these must be received by us, in writing, within the 30 day consultation period, that is by the date specified at paragraph 4 above. Any comments/observations or nominations received after this date will not be considered.

We invite you to make written observations in relation to the intended agreement by emailing Section20@southampton.gov.uk or write to

Property Division
Southampton City Council
Ground Floor
East Wing
Civic Centre
Southampton
SO14 7LY

Observations must be received within the 30 day consultation period which ended on 19 August 2019

Copies of a more detailed description of the works/services to be provided under the agreement may be inspected at Southampton City Council, Ground Floor, East Wing, Civic Centre, Southampton, SO14 7LY. Please email for an appointment time between the hours of 9am - 4pm, Monday to Friday.

Email: Section@southampton.gov.uk

You are not being invited to propose contractors from who we should try and obtain an estimate. This is because the proposed agreement require public advertisement within the European Union. This is done by placing a notice in the Official Journal of the European Union.

Document Type Size
Framework Call-off Procedurepdf134KB
Framework Particularspdf193KB
Flat Roof Framework Form of Agreementpdf75KB
Framework Call-off - Operational Guidancepdf331KB
Leasehold Cost Calculation - Appendix 2pdf123KB