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MXM PROPERTY SOLUTIONS
MXM PROPERTY SOLUTIONS
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MXM PROPERTY SOLUTIONS

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  • 1. P a g e | 2SECTION 1: INVITATION TO TENDER1.0 Instructions to Tenderers1.0.1 Procurement TimetableThe timetable for the procurement process is detailed below:Task: Target date:ITT issued 9th April 2013ITT submission deadline 16th April 2013Visits to The Development 11th April 2013 - 14th April 2013ITT submission review 16th April 2013 - 22nd April 2013Contract awarded 24th April 2013Contract commences 28th April 20131.0.2 Tender Return DateThe date for the return of tenders will be no later than 15:00hrs on 16th April 2013.1.0.3 Delivery of TendersCompleted tender documents should be returned electronically by email to southgate_tender@hotmail.co.ukAn electronic receipt of delivery will be provided.1.0.4 QueriesNo tenderer should approach the outgoing agent directly. All queries should be addressed in writing by email tosouthgate_tender@hotmail.co.uk1.0.5 Development InspectionAppointments to visit Southgate should be made in writing by emailing the Southgate Owners Steering Group atsouthgate_tender@hotmail.co.uk1.0.6 ITT Submission CaveatsPlease note, incomplete or late submissions cannot be accepted.Agents participating in this ITT will only have their submissions considered if they can answer YES tofollowing essential criteria:Yes No SOSGuse only1. Your organisation has a Property Factors (Scotland) Act 2011 registration number. Yes2. Your organisation has a minimum of five years demonstrable experience managing new-buildresidential apartments.Yes3. Your organisation will act with sole responsibility as agent for The Development.*No joint-venture or collaborative working between the appointed agent and another managingagent/property factoring company will be accepted. If you cannot answer YES to this questionyour organisation will be instantly disqualified from the ITT process. If subsequently, aftercontract award, your organisation breaches the above, termination of contract will be made.Yes1.0.7 Confidentiality StatementTendering agents agree they shall not and shall ensure their employees and agents will not disclose, divulge, dispose of, or partwith possession, custody or control of any documents, material or other information (in whatever form) prepared, supplied orobtained for, or pursuant to, this ITT exercise.I, on behalf of the submitting agent, confirm I have read, understood and agree to be bound by the above statements.Signed: Position with company: Managing DirectorPrint Name: Mark Allan Date: 16/04/2013
  • 2. P a g e | 31.2 IntroductionThe owners at Southgate seek the appointment of new Managing Agents. This Invitation to Tender and supporting documentsdescribe The Development, explains the services that are required of the appointed agent (for guidance only) and invitessubmissions of tenders and supporting documents.The selection of a new agent will be made on the basis of price, quality of submission and the quality of references.The Southgate Owners Steering Group may wish to visit the offices of short listed agents and a selection of developments undertheir management, prior to making a final decision. The appointment will be made on the basis of price and quality combined: pricewill not be the sole criteria.This approach is being taken as the approximate annual running costs for The Development are understood, and therefore, whatis of importance to the co-proprietors, is that you can demonstrate you have the services and quality systems in place to manageour investments and assets.
  • 3. P a g e | 4SECTION 2: THE DEVELOPMENT2.0 Background and OverviewThe ITT process for the appointment of a new managing agent is being conducted by a group of volunteer owners who formed aSteering Group to facilitate this process at an owners meeting held on 4th March 2013.The expected date of appointment for the new managing agent will be no later than 28th April 2013 and will be for an initial 12month term. The contract will continue thereafter unless terminated by either party or upon service of notice. The Notice Period tobe given by either party will be three months in writing.A copy of the Property Specific Schedule of Services utilised by Redpath Bruce in their management of Southgate has beenprovided for your reference - Appendix A (1) & (2).Presently The Developments day-to-day finances (budgets and actual) are accounted in arrears on actual expenditure.A contingency maintenance fund is in place, however, at the time of issuing of this ITT, bank statements from Redpath Bruce arestill outstanding for both Phases of The Development.Within Phase 1 of The Development there are eight properties in arrears and two within Phase 2. All ten have NOPLs registeredagainst them.Development Phase Number: Address: Amount of arrears:1 Flat 3/5, 1 Barrland Court £767.521 Flat 3/2, 3 Barrland Court £1152.171 Main Door, 92 Barrland Street £1432.811 Flat 3/3, 84 Barrland Street £1116.551 Flat 4/2, 84 Barrland Street £2387.001 Flat 5/3, 84 Barrland Street £2403.651 Flat 1/2, 90 Barrland Street £1477.981 Flat 4/2, 90 Barrland Street £3266.232 Flat 5/1, 80 Barrland Street £2855.322 Flat 2/3, 82 Barrland Street £1310.11The debt collection agency appointed by Redpath Bruce, with responsibility for pursuing these outstanding debts, is Stirling Park.At the time of issuing this ITT confirmed details on outstanding electricity due for Phase 1 has not been forthcoming. Redpath Brucehave informed us that the communal electricity is provided by EDF Energy and despite lengthy correspondence invoices have yetto be remitted. Redpath Bruce have formally complained to EDF and, most recently, to the electricity regulator OFGEM. A copy ofthis correspondence is provided - Appendix B.Currently Phase 1 has an ongoing NHBC claim, which was raised on behalf of residents, for defects within the communalgarden/patio/decking area which have resulted in water ingress to the street level car park. Phase 2 has similar issues but it isunclear whether an NHBC resolution has been raised for this defect and clarification will be sought from the outgoing agents. Acopy of Phase 1s resolution is provided - Appendix C.Despite being accessible only by secure door entry systems and remote controlled roller car park doors there have, on occassion,been house breakings within The Development.For a period vandalism in the communal stairwells was also an issue but this appears to have been eradicated in more recenttimes. Car crime continues to be a major concern, particularly within the secure street level car parks for both phases.More detailed reports on crime statistics for the area and The Development can be obtained by contacting the local police (GorbalsOffice).The following documentation has been requested from the outgoing agents and we have been informed it will be provided in duecourse. Construction plans of the buildings (as built) including Health & Safety files and O&M documentation including, but notlimited to, the following: electrical diagrams and tests; plumbing/piping and instrumentation system diagrams and written schematics etc; paint colour codes; exterior cladding suppliers; exterior roofing suppliers; service history,, including certificates for lifts (including insurance inspections), fire alarm system (including smoke ventsystem etc); water pumps (including service records); and
  • 4. P a g e | 5 correspondence in relation to building leaks and any roof repair work (including certificates/guarantees).The outgoing agent has provided, to date, the following information for reference: Redpath Bruces PI Schedule - Appendix D Summary of Insurance Cover (Phase 1) - Appendix E Southgate Valuation (Phase 1) - Appendix F Southgate Valuation (Phase 2) - Appendix G Claims Experience 2007-2008 (Phase 1) - Appendix H Claims Experience 2008-2009 (Phase 1) - Appendix I Claims Experience 2009-2010 (Phase 1) - Appendix J Claims Experience 2010-2011 (Phase 1) - Appendix K Claims Experience 2011-2012 (Phase 1) - Appendix L Claims Experience 2007-2012 (Phase 2) - Appendix M
  • 5. P a g e | 62.2 Ownership2.2.1 Full name and address of developer is: Westpoint Homes3 Arthur StreetGlasgowG76 8BQ2.2.2 Number of actual owners: 157 in total.83 (Phase 1) and 74 (Phase 2).2.2.3 Number of units for sale: Not known.2.2.4 Number of owner occupiers: Not known.2.2.5 Number of re-possessed properties at present: Redpath Bruce stated they have not been made aware of any pendingrepossessions.2.2.6 Owner names and addresses: Redpath Bruce will make this information to the newly appointedManaging Agent upon request.
  • 6. P a g e | 72.3 Composition of The DevelopmentThe Development at Southgate is comprised of two individual properties divided by an access road, namely Barrland Court.Phase 1 - The Henry Ford Building is the larger of the two residential dwellings and is made up of 83 units in total. The property isaccessed by four main door entrances giving access to each of the individual four cores of the building. The only exception to this isthe property sited at 92 Barrland Street which has its own front door access. All four cores of the property provide access to thestreet level car park.Phase 2 - The Sir William Lyons Building is made up of 74 units in total. The property is accessed by three main door entrancesgiving access to each of the individual three cores of the building. All three cores of the property provide access to the street levelcar park.2.3.1 Full address: PHASE 1 - THE HENRY FORD BUILDING84 Barrland StreetGlasgowG41 1RJ90 Barrland StreetGlasgowG41 1RJ92 Barrland StreetGlasgowG41 1RJ1 Barrland CourtGlasgowG41 1RN3 Barrland CourtGlasgowG41 1RNPHASE 2 - THE SIR WILLIAM LYONS BUILDING80 Barrland StreetGlasgowG41 1AG82 Barrland StreetGlasgowG41 1AJ2 Barrland CourtGlasgowG41 1AL2.3.2 Age of property and basic construction: 6 years.2.3.3 Number and size of units including proportiondetails for charging purposes:Phase 1: 84 units.Phase 2: 74 units.The Deed of Conditions makes provisions for the breakdown of shareallocation. Please refer to the Invitation to Tender SupportingDocuments pack - Appendix N: Deed of Conditions.2.3.4 Number of adjacent blocks: Phases 1 and 2 are adjacent to each other within the boundaries of TheDevelopment. Originally The Development was to be constructed offive phases however the developers, Westpoint Homes, subsequentlydecided to register Phases 3 and 4 under separate deeds and refer to
  • 7. P a g e | 8these as Utopia and Utopia 2 at Southgate.The land allocated for the development of Phase 5 is now up for sale bythe developer.
  • 8. P a g e | 92.4 Maintenance ContractsPresently Redpath Bruce have in place a number of ongoing maintenance contracts for a variety of services. A list of these servicesand the appointed contractors can be found below. All contractors are the same for both phases of The Development with theexception of Grounds Maintenance.1. Caretaking and cleaning: Request Clean2. Window cleaning: Palmer & Co.3. Lift maintenance contract: Northern Lifts4. Smoke ventilation and dry risers: Wm Brown & Son Ltd5. Door entry systems: Walker Security Systems6. Electrician: Walker Security Systems7. Garage doors: Bid Group T/A Lowland Ensor8. Water pumps: Richie McKenzie9. Water tank hygiene: Chemtech10. Roof anchor testing / roof work: APS Safety Systems Ltd11. Grounds Maintenance Phase 1: AW Landscapes Phase 2: Westpoint HomesNote: It is expected that the new agent will undertake a comprehensive review of all service contracts within the first three monthsof appointment and will submit a report summarising its findings with recommendations for change (if any) by no later than monthsix of their initial period of management.SOSGuse onlyPlease advise whether you maintain a list of approved contractors. If so, state what vetting procedures you haveadopted before they are approved by you and at what frequency and how the list is reviewed to ensure it is up-to-date. If you do not maintain such as list, state whether you subscribe to any national databases e.g.Construction Line.Agents comments: All contractors appointed to operate at any development are independent companies fromMXM and must maintain a high level of service to comply with criteria and to remain on our Approved SiteContractors List. The approval process includes an assessment of competence, a requirement to providedocuments such as public liability and appropriate Health & Safety information. Our criteria also states thatcontractors’ should ensure adequate supervision during the works and that a final inspection of the work carriedout is undertaken by a suitably qualified person, including photographic evidence of the work as required. Allcontractors are deployed under signed contracts or purchase orders with appropriate Terms and Conditions toprotect the co-owners best interests at all times. There is also reference to this within the MXM written statementof services, please refer to section 2.7.5. For further information please refer to appendix 2 which provides theassessment documents for contractors.Please state whether there is any interested party relationship between your company, its partners/directors andthe contractors you employ. If so, state the nature of that relationship and what steps you undertake to avoid anyconflict of interest, whether actual or perceived.Agents comments: For MXM to act as an agent for clients, there cannot be any interested party relationshipsbetween MXM and any contractor appointed for any MXM client commission. It is the policy of MXM that thereare no interested party relationships on any Property Management commission that we undertake for any client.There is also reference to this within the MXM written statement of services, please refer to section 5.2.2. withinappendix 2 of our tender submissionDo you charge a fee for contractor selection and/or a percentage of their charges?Agents comments: For the initial mobilisation of the contract, we have provided these costs within your pricingschedule 7, provided with the ITT. Outwith these charges there are not further fees or charges for these services.Any re-appointment and ongoing selection of contractors will be covered within our standard management fee.
  • 9. P a g e | 10SECTION 3: ABOUT YOUR ORGANISATION3.1 Company DetailsINFORMATION REQUESTED RESPONSE DETAILSCompany name: MXM Property Solutions LimitedCorrespondence address: Baltic Chambers, Suite G2, 50 Wellington Street, Glasgow, G26HJContact person responsible for ITT: Mark Allan (MBIFM)Position: Managing DirectorTelephone number(s): Direct Line: 0845 263 8135 Mobile: 07872 824902Email address: mark@mxmpropertysolutions.co.ukCompany status (e.g. Ltd, Partnership, LLP etc): LimitedCompany registered head office address (if applicable): Baltic Chambers, Suite G2, 50 Wellington Street, Glasgow, G26HJCompany registration number (if applicable): SC337460VAT registration number (if applicable): 928 6955 66Property Factors (Scotland) Act 2011 Registration Number: PF000290Date established and/or incorporated: 08 February 2008
  • 10. P a g e | 113.2 Professional and Trade MembershipsPlease provide details of any professional or trade bodies to which your organisation belongs.Profesional/trade body name: Membership number:BIFM - British Institute of Facilities Management 7520Property Factors (Scotland) Act PF000290***PLEASE FILL OUT SUPPLEMENTARY ITT DOCUMENT PACK TO COMPLETE THIS SECTION***
  • 11. P a g e | 123.3 ExperiencePlease read over the following questions and tick either YES or NO in response to each question and provide a brief explanation tosupport your answer.If you feel there are questions omitted that would benefit your proposal please use the additional information field at the end of thissection.Insurances:Please provide an up to date copy of your insurance schedules for professional indemnity, public andemployer’s liability and all risks insurance cover.Yes No SOSGuse onlyAgents comments: All requested insurance documents are enclosed within appendix 5 of our tendersubmissionYesDoes your company currently, or have you previously, worked with owner occupiers and tenants inmulti-resident apartments?YesAgents comments: On the two developments, in which we operate, there are co-owners committeesformed and we work very closely with them and meet on a regular basis to discuss the various issuesand formulate the management policy and rules for the benefit of the developments. We have alsoestablished secure private websites for both developments which also provides various communicationtools for all residents including forums, news and notifications, financial reports, committee meetingminutes and other relevant information specific for the actual developments such as insurance detailsand site rules.Does your company have a proven record in arrears reduction and recovery of bad debt? YesAgents comments: On the two developments in which we operate, both of these started with bad debtand absent landlords, our first development the Bridge Apartments had no managing agent in place forover 18 months due to bad debt and non paying owners, therefore the developer supported the sitethroughout this period by paying for the common services but not collecting these common chargesfrom the other co-owners, which accumulated a debt payable of over £270k. We managed this processby finding every absent landlord, raising actions and successfully obtaining decree against a largenumber of bad debtors including rent arrestment’s and the lodgement of NOPL’s to secure all the debtand outstanding common charges, the Bridge development now has surplus funds within the co-ownersbank account, which is now being used to move forward and progress the maintenance plan. The nextdevelopment River Heights also had an agent who left this development with over £100k of bad debtand a property developer who had gone into administration still owning 15 flats, which was thenreferred to us by the co-owner committee as a problematic site to help fix. From the 102 flats 86 ofthese were actually buy to let owners and over 60 of these did not have Landlord Registration, thereforemeaning no addresses available to pursue these owner’s for common charges. By using various controlmeasures on the site such as restricting access for tenants to obtain letting agent details and workingvery closely with the glasgow city council landlord registration team we have managed to turn thisdevelopment around and achieved 100% compliance for Landlord registration and the level of debt hasbeen significantly reduced with the remaining also secured through NOPL’s. This development is alsonow moving forward and progress is now being made with the maintenance plan. The current debt atyour development we do not see as being a problem and we should be able to rectify this very quicklyonce we understand what the issues are and how each of these will be approached.Does your company have experience of managing developments/properties where the incumbentmanaging agent has served termination notices or abandoned their duties?YesAgents comments: On the two developments we currently manage, one site did not have a managingagent for over 18 months and the other had left on their own accord. We have more than enoughexperience to ensure that your current situation can be improved very quickly by the professionallymanagement team who will support this development in the following areas: Facilities and Property Management – MXM Property Solutions Ltd Legal and Sales Ledger Services – TLT Scotland Ltd Financial and Management Accounting – IDS & Co Security Services – Palmaris Services LtdDoes your company have experience of dealing with over occupied properties in-line with the currentand applicable HMO legislation?YesAgents comments: The two large developments which we manage and the level of tenancy units withinthese, means that we have come across this situation on a number of occasions and we worked closelywith the Glasgow City council team when carrying out the clean up exercise at River Heights. We take a
  • 12. P a g e | 13zero tolerance stance on these matters to ensure the areas within the building which is being affectedby these inconsiderate landlords are dealt with effectively to remove these problems. Please also referto our guidance note provided within appendix 3 of our tender submission.Does your company have experience in tackling and reducing/eradicating vandalism, criminal activityand anti-social behaviour?YesAgents comments: Both the developments we manage had a high number of these problems beforewe commenced services. By implementing very robust security measures at both the developments thisimproved both developments very quickly and changed the behaviours of some tenants and alsomoved some tenants on. The Bridge now has a waiting list for tenants to move in to this developmentand is completely free of these activities. Within our second development River Heights, as this cameon line 12 months after the Bridge development, this is not at the same level but is now very popularand has changed significantly.Does your company have experience with cash flow management and sales ledger services? YesAgents comments: As cash is king in any business, we made a strategic decision when setting up theMXM property management business model by outsourcing the sales ledger service to a professionalservices company who could manage this process more effectively, which would then leave ourresources to focus on what were good at “Managing facilities and property”. Another key aspect of thisapproach is that it provides transparency and comfort to clients that there money is being paid into anaccount which is being administered by professional services and not to a factor which also improvescollection rates. Using this approach also ensures contractors and services can be paid for whichmeans services can be maintained to a good standard. As regards the sales ledger service, this isoutsourced to TLT Scotland Ltd who is also a well respected and very successful law firm withstrengths in financial services and recoveries litigation work, which ensures a seamless process for anyarrears work which are then dealt with by the same team from sales ledger to litigation. This is alsosupported by a web based accounting system with full P&L features for each individual development.The system is also used and accessed by the three key teams, being property management, salesledger/litigation and financial management.Does your company have experience in developing and achieving/meeting KPIs and SLAs? YesAgents comments: With around 50% of MXM business providing facilities and property consultancyservices to large commercial client organisations, key performance indicators and service levelagreements play a large part of the process to ensure contractors can be managed and measured toensure service delivery is maintained. Some of these same principles will also be used to manage theSouthgate service contracts and approved site contractors.Does your company have experience with asset management strategies and PPM development? YesAgents comments: Again with a large part of MXM business providing facilities and propertyconsultancy services to large commercial client organisations, development of asset managementstrategies aligned to corporate strategies is a key element of the service which we provide on a regularbasis. Current projects which were working on at present for Fife Council is the development of theasset management strategy including the planned preventative maintenance schedules for all criticalassets within their 30 corporate office buildings across the corporate estate. We will also use thesemethods to ensure we can produce a long term asset management plan for Southgate, which will alsobe supported by planned preventative maintenance schedules for key assets identified within theSouthgate development.Does your company have experience in legal matters e.g. obtaining Counsels advice; Courtrepresentation; working effectively with solicitors; or possess any in-house legal skills?YesAgents comments: With MXM having a long term outsourced service support partner for the salesledger service to TLT Scotland Ltd, this then provides seamless legal support when required to dealwith any number of matters which may occur on residential developments. Including litigation, contractlaw advice and support for the management of contractors and claims against the development.Does your company have a successful record in managing and reducing legal disputes? YesAgents comments: Within the two developments we currently manage over the last three years wehave successfully dealt with over 110 legal cases in the recovery of bad debt.Does your company have experience with contract law for the management of service contracts? YesAgents comments: Again with a large part of MXM business providing facilities and propertyconsultancy services to large commercial client organisations, our staff who operate in this service haveover 20 years experience in contract law and have successfully delivered many projects using standardform and bespoke contracts to deliver a number of major Property and Facilities Management contractssuch as a recent commission being the ten year building maintenance contract for the ScottishParliament. We have also developed a very robust and fair contract which has been developed in plainEnglish for employing contractors on residential developments. (Please refer to appendix 3 within ourtender submission).
  • 13. P a g e | 14Additional Information:Agents comments: Health & Safety Standards for Residential DevelopmentsIntroductionThis section summarises the main Health and Safety regulations and obligations that apply tomulti-occupancy residential developments and blocks of flats. Which will be considered andplanned into the initial six month operational planCompliance and ObligationsThe duty to comply with the regulations falls on the Owners, landlords or person responsible formanagement which could be an Agent, a Resident Management Association. Health & safetyshould never be ignored or dismissed because it requires additional expenditure. The cost offailing to comply if there is an accident or injury may be far greater.Risk Assessment of Common AreasAll multi-occupancy residential developments and blocks of flats must have a risk assessmentcarried out for the Health and Safety of any common areas. It is a requirement of theManagement of Health and Safety at Work Regulations 1999. You may argue common areasare not “at work” but if any cleaner, gardener, managing agent or repair contractors enters them,then a risk assessment must be made. We will also include all areas such as; gardens, grounds,and plant rooms, meter cupboards and lift motor rooms.If there are no employees of the owners or agent working at the site there is no requirement torecord the risk assessment but it would be foolish not to do so. If there were to be an accidentand the owners or agent had no proof of a risk assessment being carried out, they are muchmore likely to be prosecuted and/or sued for negligence. The risk assessment should bereviewed at least annually.(As part of the operational plan, MXM will arrange a site log book will all risk assessments andtraining records for all site based operational staff carrying out the services).Fire SafetyFrom 1st October 2006 every multi-occupancy residential development and blocks of flats willalso require a fire safety risk assessment. Again this applies to common parts, not to the insideof any flats and is an obligation on all the owners.Fire Officers will be able to enter any multi-occupancy residential development and blocks of flatsto inspect, ask to see the risk assessment and issue enforcement notices to improve fire safetyshould the need arise.Previous fire safety legislation in Scotland has been replaced by the Fire (Scotland) Act 2005, asamended, and by regulations made under that Act.Domestic premises do not generally fall within the scope of this Act, but there are exceptionswhich include those requiring a licence under the Houses in Multiple Occupation mandatorylicensing scheme, and care home premises. However, the legislation does also require anyequipment or facilities provided for the protection or use of fire-fighters and located in commonareas of private dwellings to be maintained.In general, the legislation seeks to ensure the safety, in the event of fire, of persons (whetherthey are employees, residents, visitors or others) by setting out the rights and responsibilities ofpersons in respect of fire safety. Basically anyone who has control to any extent of the premiseswill have some responsibilities for ensuring that those occupying the premises are safe fromharm caused by fire.Duties imposed by the legislation fall into seven general categories:1. Carrying out a fire safety risk assessment of the premises;2. Identifying the fire safety measures necessary as a result of the fire safety riskassessment outcome;3. Implementing these fire safety measures using risk reduction principles;4. Putting in place fire safety arrangements for the ongoing control and review of the firesafety measures;
  • 14. P a g e | 155. Complying additionally with the specific requirements of the fire safety regulations;6. Keeping the fire safety risk assessment and outcome under review; and7. Record keeping(As part of the operational plan, MXM will arrange a site specific fire log book conduct and carryout the Fire Safety Risk Assessment, Fire (Scotland) Act 2005 Part 3, for the owners to meettheir obligations and Insurance cover).Working at HeightsWork at heights can be at any height if a person could be injured falling from it, even if belowground level. If window cleaners or other contractors visit a multi-occupancy residentialdevelopment and or block of flats, then an assessment of the risk from working at heights isrequired. Part of the duty to assess risk will obviously fall on the window cleaner, but the ownersor his agent once again also has a duty.The principle is that any work at height should be avoided if it is practical to do it in another way.It if cannot be avoided, then the work must be assessed and planned to be done with the leastrisk. Work at height can include changing light bulbs, general cleaning, testing smoke detectorsand cleaning gutters.If a ladder is supplied by the landlord for changing light bulbs or checking smoke detectors, itshould be checked regularly and a notice stuck on it with safety precautions for its use.(As part of the operational plan, MXM will arrange a site log book will all risk assessments andtraining records for all site based operational staff carrying out services).Electrical Equipment SafetyIf electrical equipment is supplied by the owners or agents to say a cleaner, then it must beregularly tested and properly maintained. A visual inspection and a more formal test should becarried out at the intervals recommended by the Institution of Engineering and Technology.(As part of the operational plan, MXM will arrange log book to comply with the (Electricity at workAct).LegionellaLegionella is a bacterium common in water systems which can result in Legionnaires ‘disease.Once again the owner or agent of a multi-occupancy residential development or block of flatshas a duty to control the risks of legionella in any pipes, tanks and taps in common parts(including a cleaners cupboard). Cold water tanks, taps and showers within owners flats are theresponsibility of the owners.The starting point is a risk assessment usually carried out by an expert, and if there are risksthen a written action plan should be produced to reduce the risks. An annual review of the riskassessment should be made.(As part of the operational plan, MXM will arrange a site specific water log book which will recordall actions taken on the site for the water services, including a risk assessment and writtenscheme, along with regular water testing).COSHHCOSHH is the control of substances hazardous to health. The most usual relevant substancesfound in multi-occupancy residential developments or block of flats within the common parts arecleaning materials and possibly garden chemicals. Once again the duty is on the owner or agentto assess the risks from any materials stored in the common areas. Most materials carry labelsthat identify the hazards that they may pose, manufacturers also issue safety sheets on how tohandle the materials. It is a duty to decide what instructions must be given to those who mayhandle the materials to reduce risks, and what protective clothing may be needed.If a contractor at the development is to use hazardous materials, then it is a duty of the ownersor agent to obtain a COSHH risk statement from the contractor.(As part of the operational plan, MXM will arrange a site specific log book which will record allCOSHH materials used for the services).
  • 15. P a g e | 16RIDDORRIDDOR is the reporting of injuries, diseases and dangerous occurrences. The regulationsrequire the reporting of work related accidents, diseases and dangerous occurrences. Even ifowners or agent has used a self employed contractor to work at a block of flats or multioccupancy residential development, it is the owners duty to report an accident to that contractor.The duty also applies if a member of the public is injured at the block. There is a national incidentcentre to which reports should be made.(As part of the operational plan, MXM the RIDDOR management process will be provided withinthe site specific management instructions).Managing AsbestosOwners and agents are under a duty to be aware of any asbestos containing material in thestructure or common parts of multi-occupancy residential developments or block of flats. Theduty is specific and it is necessary to identify any asbestos which may involve a survey, tomaintain an asbestos register for any multi-occupancy residential development or block of flatswhere there are asbestos containing materials, and to have a policy for the management andcontrol of the asbestos. There is not a duty to remove asbestos, indeed to do so in many casesis far more dangerous than to leave it. What is important is that if any contractors are working inthe block near asbestos the owners or agent must inform them of the presence of the material.EnforcementSome may argue that the risks in a multi-occupancy residential developments or block of flatsare few and things do not go wrong. However, the consequences if there is a fire, accident orinjury at a development can be serious. The body which enforces most Health and Safetymatters is the Health and Safety Executive. (Some matters are enforced by local authorities andthe fire service).The HSE can issue improvement notices to require owners to take action to reduce risks e.g.install railings or handrails to prevent falls and prohibition notices to cease an activity if there is arisk of serious injury. Failure to action may result in prosecution.During 2004/5 the HSE issued 8445 enforcement notices, and brought 712 prosecutions. Of theprosecutions 95% were successful in securing a conviction and the average penalty fine was£18,765.There is a cost to multi-occupancy residential developments or block of flats in ensuringcompliance with Health and Safety regulations but there is a much higher cost if things go wrongbecause of a failure to comply.The regulations mentioned in this section are:• The Management of Health and Safety at Work 1999.• The Work at Height Regulations 2005• The Control of Asbestos at Work Regulations 2002.• The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995.• The Control of Substances Hazardous to Health 2002.• The Fire (Scotland) Act 2005.• The Electricity at Work Regulations 1989• The Private Water Supplies Regulations 1991Note: The best source of advice and leaflets is the website of the Health and Safety Executivewww.hse.gov.uk.
  • 16. P a g e | 173.4 Your PortfolioHow many residential developments and units therein are currently under your companys management?Agents comments: We currently manage two large private residential developments, one named the Bridge comprising: 166 flatsand 7 commercial units, including 152 secure car parking spaces. The other development named River Heights comprising 102flats and 2 commercial units, including 100 secure car parking spaces.How many of the above are in the Glasgow area?Agents comments: The two developments are both in the GlasgowPlease provide a profile of your current portfolio indicating the geographic spread, property types and client types and provideexamples of any managements you consider to be broadly comparable to Southgate.Agents comments: Although the currently portfolio for MXM is small, this has been purposely intentional to ensure that thedevelopments we manage are in good shape and healthy from the financial prospective and the behaviour on the sites is now goodand residents can live there with no threat of crime or vandalism or constant anti-social behaviour problems.All properties managed at present are in the greater glasgow area; at present we do not have any intention or immediate planswithin the next year to extend this service outwith the West of Scotland at present. But we do however have capacity to take on afurther development such as Southgate to provide the same level of service achieved at our current sites.The majority of owners within the developments we manage are buy to let investors, therefore we have good processes andcontrols to deal with these types of clients, who consequently can usually be the problematic owners at developments if there left totheir own devices.A good example of a development which is similar in size and has some of the same facilities to Southgate would be the BridgeApartments on Argyle Street, which has 6 common blocks and 166 flats with underground parking for 152 vehicles and a large roofgarden terrace on the 1stfloor level. At present there are around 33 co-owner residents with the rest being for the buy to letinvestors. At present the rents for a 1 bedroom flats achieve anything from £550 to £600 and the 2 bedroom flats start at around£650 to £800. Most of the popular letting agents who operate at the development currently have a waiting list for the demand tostay at this development.
  • 17. P a g e | 183.5 ReferencesPlease supply references for a minimum of two and maximum of three developments you currently manage. These should besimilar to the Southgate development.Referee 1 Details:Development address: The Bridge Apartments, 350 Argyle Street GlasgowContact name (Chairman/Secretary/Owner/Developer): Mr Douglas Rickards - Committee Member/owner residentTelephone number: 07748 326990Email address: doogzr@hotmail.comReferee 2Development address: The Bridge Apartments, 350 Argyle Street GlasgowContact name (Chairman/Secretary/Owner/Developer): Mr Bob Robertson – Owner / Investor 6 properties atdevelopmentTelephone number: 07954 586020Email address: r.robertson1@ntlworld.comReferee 3Development address: River Heights, 72 Lancefield Quay, GlasgowContact name (Chairman/Secretary/Owner/Developer): Mr Chris Procter, Committee Chairman and owner/investorTelephone number: 07500 972253Email address: chrisgprocter@btinternet.com
  • 18. P a g e | 19SECTION 4: SERVICE SPECIFICATION4.1 Services Included Within the Management FeeThe agent will be required to deliver a number of services on behalf of Southgate owners. We have outlined below a list of possibleservices required which you should allow for in calculation of your management fee.Please read over the following and tick either YES or NO in response to each question so we can establish what would be includedin your standard annual management fee for each unit.We recognise this list is not complete and therefore would welcome input from your company regarding other services you mayprovide which would be covered by the annual property management fee or indeed what additional costs these may incur (basedon each unit as a shared cost or as an individual cost).Any services not included in your management fee should be accounted for in Section 8: Pricing of this ITT.FINANCIAL PROVISIONSWill you, in the course of your duties, as our appointed agent...Included SOSGuse onlyYes NoPrepare a reserve maintenance plan relating to cyclical maintenance;Agents comments: This is integral to the planning process for preparing the overall maintenancestrategy and plan for the Southgate development, this will ensure we can start categorise any worksand forecasting to owners what the future expenditure on their investments will be instead of reactiveworks which then creates higher costs. We have also noted the three cyclical maintenancerequirements as stated in rule 7.3 and 7.4 of the Deed of condition for the Southgate development.Having visited the site, the entrance block woodwork is in a very poor state of repair and would suggestthat these doors have not previously been redecorated in 2009 or 2012.YesProvide annual common service charge budget estimation and funds administration;Agents comments: This is carried out through the mobilisation period, which will establish what plannedmaintenance services are required, following the detailed condition survey and reviewing the currentmaintenance files to establish if all M&E assets are in a good state of repair. We will then be in aposition to prepare the annual operational forecast budget for the Southgate development.Yes NoEnsure Weekly/monthly payment of wages/other invoices due for the operation of The Development:Agents comments: All payments are processed through the co-op co-owners bank account for theSouthgate development and this information is also posted on Kashflow the P&L web based accountingsystem for the development. This provides us with up to date information on a daily basis through asecure web portal (please refer to appendix 4 of our tender submission)YesRegularly bill and collect common and block service charges, including monthly management fees, insurance premiums due and allother sums owed by co-proprietors;Agents comments: All billing and the collection of services charges, is carried out by issuing monthlyinvoices, which are provided electronically via email to each owner. We also request all owners to setup monthly standing orders to minimise waste in this process to ensure the cash is paid quicker andmore effectively (please refer to appendix 4 of our tender submission)YesProvide periodic budget reports for income and expenditure and cash flow (3 monthly/quarterly) and making this informationavailable to all co-proprietors;Agents comments: This information is available to us on a daily basis through the Kashflow accountingsystem via a secure web portal; therefore all the required reports are automated and will be provided ona monthly basis and made available on the co-owners private web site for Southgate. (please refer toappendix 4 of our tender submission)YesDraft annual service charge accounts, provide all necessary information to and liaise with auditors for annual preparation offinancial accounts and circulate to all co-proprietors;Agents comments: This information is produced on a monthly basis via the Chartered accountants IDSim & Co, who provide the financial and management accounting for the development.YesProvide arrears collection and debt recovery management;Agents comments: This service is integral to sales ledger service provided by TLT Scotland Ltd.Further details are also available within section 3 of the MXM written statement of services and alsoincluded within appendix 2 of our tender submission.YesProvide advice on and management of block and common insurance and any other appropriate cover(s);Agents comments: All general advice provided by the appointed Broker is usually free, we do not knowof any charges which could be incurred for these servicesYes
  • 19. P a g e | 20Provide a bank account in the name of the co-proprietors;Agents comments: At all developments we manage, as a standard, there is community bank accountset up with the co-operative bank in the name of the co-owners and the development name. This alsoprovides free banking for most transaction types and this account is solely used for the purpose ofcollecting monies from co-owners for the common service charges and for the payment of servicecontracts and contractors, insurance and utility bills. The transactions from this bank account are alsointegrated with the Kashflow accounting system for the P&L and financial reporting. In the event of anychange in the Management of the development, this account would remain and be assigned over to thereplacement agent for administration of the account.YesManage all maintenance and other service contracts and undertake an annual review of all such contracts to ensure best value ismaintained;Agents comments: This process would start through the mobilisation period by using the Operation andMaintenance Manuals for the site, including the drawings and the existing maintenance documentationprovided by any of the incumbent service contractors, which would also lead to the preparation of allstatutory maintenance and repair plans for legal compliance, Including; Fire Alarm, Lifts, Dry Risers,Control of Legionella with water systems, electrical testing etc. With the amount of time required toreview the documents and implement the new contracts, some of this would be charged within the initialset up costs. But once in place, this would form part of the ongoing management fee.Yes NoPreparation of replacement cost assessments for insurance purposes;Agents comments: Depending on the items and for what purpose, there may be a need to appointconsultants or surveyors to provide reports, therefore for updating rebuild costs for each of the phases,there would be requirement for this, also in some other cases we may need to procure certain aspectsfor assessments on behalf of the co-owners. There is also reference to this within the MXM writtenstatement of services, please refer to section 3.1.11 Insurance revaluation, which is also included withappendix 2 of our tender submission. We have also provided a cost for this within the pricing documentprovided for the ITT.NoCONTRACT MANAGEMENTWill you, in the course of your duties, as our appointed agent...Included SOSGuse onlyYes NoCarry out periodic inspections to check condition and deal with any minor repairs to buildings, commonparts, plant and grounds, including where necessary liaising with local authorities, organisations andtheir agents;Agents comments: Within our management procedures, the technical manager assigned to thiscommission would visit the site on a weekly basis to carry out an inspection of the development. Wecarried out a trial run of this when we visited the site on Sunday 14 April. This will include a standardcheck list which we have developed specifically for residential management. If any non complianceissues are found, these will be logged onto the master repair database and the appropriate servicecontractors will be contacted to deal with any matters. (Please refer to appendix 4 within our tendersubmission for details of the inspection log).YesUndertake the roles of Contract Administrator and/or Planning Supervisor in the procurement and administration of major workscontracts, the use of specialist professionals/contractors and any pre-approved SLA;Agents comments: These types of works would require external professional support and we wouldonly assume the role of contract administrator on behalf of the co-owners. The Planning Supervisor rolehas now been replaced by the CDM co-ordinator function, which is also seen as a professional serviceand these would also need to be procured and appointed for this function. This would also be the samefor any other professional services required to fulfil any major works required at the Southgatedevelopment. As the CDM 2007 regulations apply to all major works, therefore there would be feespayable for this type of project which would be in line with the % pricing table included within the ITTagainst the costs.NoManage the day-to-day repairs and maintenance, promptly and efficiently and in line with The Developments Deed of Conditions;Agents comments: As part of our weekly visit to site, this will sometimes generate repairs along withany reports from co-owners which will be acted on and dealt with in line with the MXM written statementof services please refer to sections 2.4, 2.5 and 2.7, which is included within appendix 2 of our tendersubmission. It is also noted the Deed of Conditions reference to this is Rule 7.Yes
  • 20. P a g e | 21DEED OF CONDITIONWill you, in the course of your duties, as our appointed agent...Included SOSGuse onlyYes NoPrepare statutory notices and organisation of co-proprietor consultation in line with the Deed ofConditions;Agents comments: If there are any amendments to the Deed which are required to be submitted toRegisters Scotland, then there would be legal costs required including disbursements, these cost wouldnot be included within the management fee. In relation to notices from the council or other appropriatebodies such as the fire brigade, copies of these would be placed in the notices boards within the siteand also posted on the co-owners private website for notification. This part of the service would beincluded within the management fees.Yes NoEnsure compliance with the Deed of Conditions and any other management policy developed and agreed with co-proprietors orany Owners Association formed;Agents comments: We would plan to develop a document (reference management site rules) whichwould read in conjunction with the Deed of Conditions, but would be in plain English and easy to read.(Please refer the appendix section).This would also be developed with the steering group or the co-owners committee.YesConduct yourself and carry out all duties/responsibilities including, but not limited to, the provision of suitable insurance cover inaccordance with the Deed of Conditions;Agents comments: We would arrange the relevant insurance as stated within the Deed of Conditions.We would also receive no commission for making these arrangements; please also refer to 5.2.1 of theMXM written statement included within our submission.We would implement various risk control measures to reduce the risk to the development which willalso reduce the premium paid for the development and improve safety standards for all concerned atthe development.These measures would include: Identification of all isolation valves to individual flats to ensure water can be switched offquickly (cost to be prepared for this) Due to the age of the gas boilers and annual service, including landlord certificate whererequired (cost to be prepared for this) 24/7 Emergency call out number through the appointed service contract for the heating andplumbing contractor for all water leaks within properties (cost to be prepared for this) Appointed loss adjuster for each and every claim, such as Cunningham LindseyYesYesYesNoNoNoLEGAL STRATEGY AND CONTROLWill you, in the course of your duties, as our appointed agent...Included SOSGuse onlyYes NoArrange periodic Health & Safety checks to ensure The Development complies with all statutoryrequirements, including Health & Safety legislation, and carry out all duties required as the responsibleperson under such statutory obligations;Agents comments: We will make the necessary arrangements to ensure the appropriate statutorytesting is carried out by the relevant competent specialist, the fee for arranging and appointing theservices would be included within our management fee. But the cost of the actual testing and reportswould be paid for through the common service charges.Please also refer to section 2.2.3 of the MXM written statement included within our submission inappendix 2.Yes NoPrepare and provide evidence for court proceedings against individual owners or suppliers or services to The Development;Agents comments: Any financial reports or statements will be provided as part of the management fee.The rest of the service is provided by our outsourced service partner and integral to the sales ledgerand pre-litigation process. All costs for this service are payable by the owner who is the debtor.Please also refer to section 3.1.6, 3.1.7 and 3.1.8 of the MXM written statement included within oursubmission in appendix 2.YesNoPrepare legal documentation, responding to and dealing with solicitors, buyers and co-proprietors for pre-sale enquiries andproperty sales;Agents comments: Please also refer to section 3.1.3 of the MXM written statement included within oursubmission in appendix 2.This is also provided within your ITT pricing documentNo
  • 21. P a g e | 22Prepare and manage insurance claims on behalf of all co-proprietors;Agents comments: We would deal with any initial enquires and advise owners on the process and if aclaim is valid. We would also arrange for the claims process to be provided on the private co-ownerswebsite for information purposes. We may also appoint the loss adjuster Cunningham Lindsey, for eachand every claim. If however we become involved in any large claims which require additional time, thenthese would be charged at the % rates provided within the ITT pricing document.Yes NoFormulate a safe and effective property strategy within current legislation and in accordance with current best practice;Agents comments: Following on from the Proposed Fire and General Risk Assessments for the siteand the condition survey we can then start to develop the property strategy for the site in accordancewith current legislation and the O&M information including the previous and current maintenancerecords. It is imperative that the fire risk assessment and the condition survey are carried out to ensureany problems which are found can be directed back to the current service contractors or to the currentfactor for this development. Including the formulation of the Property Strategy.YesCOMMUNICATIONSWill you, in the course of your duties, as our appointed agent...Included SOSGuse onlyYes NoDeal reasonably with all enquiries in a timely manner from all co-proprietors and, where applicable,advise all parties of their respective obligations and ensure compliance therewith;Agents comments: Please refer to section 4 of the MXM written statement of services included withinour submission in appendix 2.YesOrganise and attend general meetings/AGM/EGM of co-proprietors and be responsible for producing minutes;Agents comments: Please refer to section 4 of the MXM written statement of services included withinour submission in appendix 2.YesProvide assistance on a suggested management policy if the co-proprietors decide to form an Owners Association forimplementation across the development;Agents comments: Please refer to section 4.1.4 of the MXM written statement of services includedwithin our submission in appendix 2.YesProvide status reports on financial, maintenance and legal matters to coincide with the co-proprietors/Owners Associationmeetings;Agents comments: As there are chartered accountants appointed ID Sim & Co to provide the monthlyfinancial and management reports each month, which are also posted on the co-owners privatewebsite. These will also be readily available for these meetings, including the maintenance plan andprojected annual budget. In relation to legal matters restricted reports will also available on thesematters to comply with Data Protection.YesReport on significant owner communications;Agents comments: Communications such as these will be made available on the co-owners privatewebsite.YesDocument management procedures and issues and provide co-proprietor access to these;Agents comments: All relevant management procedures and issues will be held on the co-ownersprivate website. This will also included automated notifications via email when new documents or newsis posted for review and information.YesProduce a periodic newsletter/other circulars for all co-proprietors;Agents comments: This communication process will be developed by using the co-owners privatewebsite. This will also included automated notifications via email when new documents or news isposted for review and information. The co-owners committee can also be set up to use this facility tosend out any notifications or documents they require.YesKeep all co-proprietors/Owners Association informed on status of any agreed actions being undertaken on their behalf;Agents comments: All relevant notifications will be held on the co-owners private website. This will alsoinclude automated notifications via email when updates are posted for review and information.Yes
  • 22. P a g e | 23SECTION 5: METHOD STATEMENTS5.1 Method Statements and Supporting DocumentationTenderers are requested to submit the following method statements and, where indicated, provide supporting documents as part oftheir submissions. Tenderers should note carefully that due regard will be taken of the quality of these method statements whenselecting a managing agent.In your submissions, please utilise, for ease of reference, the numbering indicated.Method Statements and Supporting Documents Included SOSGuse onlyYes No5.1.1 Insurances:Please provide an up to date copy of your insurance schedules for professional indemnity,public and employer’s liability and all risks insurance cover.Agents comments: Please find enclosed copies of requested insurance cover included withinappendix 5.Yes5.1.2 Health and Safety:Please provide a copy of your Health and Safety Policy. Please state whether any proceedingshave been raised against your company for breaches of the Health and Safety Acts. If so,provide details.Agents comments: Please find enclosed copies of requested H&S polices included withinappendix 5.In relation to proceedings, MXM or any contractor appointed by MXM have not been in breachof any Health and Safety Acts.Yes5.1.3 Equal Opportunities:Please provide a copy of your Equal Opportunities Policy.Please state whether any proceedings have been raised against your company for breaches ofthe Equal Opportunities Acts. If so, provide details.Agents comments: Please find enclosed copies of requested Equal Opportunities Policyincluded within appendix 5.Yes5.1.4 Quality Assurance & Standards:Please state what, if any, registration scheme you subscribe to. Please provide a copy of yourQuality Assurance Statement and Quality Assurance Policy and Manual, if applicable. Pleasestate what quality standards, if any, have been achieved such as ISO, IIP, or any other suchaccreditations.Agents comments: Please find enclosed copies of requested Quality Assurance Statementincluded within appendix 5.Yes5.1.5 Data Protection:In light of the fact that, by virtue of the nature of its business, an agent holds certain personaland sensitive information both on individuals and companies, explain how your companycomplies with Data Protection legislation and the Freedom of Information Act.Agents comments: Please find enclosed copies of our Data Protection Policy and our guidancedocument which has also been issued to our outsourced service partners; TLT and IDS & Co.Yes5.1.6 Complaints Policy and Procedure:Please provide a copy of your company’s customers’ complaints procedure. Explain how thepolicy’s existence is brought to the attention of the co-proprietors whose properties youmanage.Agents comments: Please find enclosed copies of requested complaint procedure which is inaccordance with the Property Factors (Scotland Act 2011) include within appendix 11. Thepolicies existence is brought to the attention of the co-proprietors by way of our Customer CarePolicy which makes reference to this. It is also stated on the MXM written statement of servicesincluded within section 4.1.6.Yes
  • 23. P a g e | 24SECTION 6: TECHNICAL AND QUALITY QUESTIONS6.1 Technical and Quality QuestionsTenderers are requested to complete the following technical and quality questions and, where indicated, provide supportingdocuments as part of their submissions.In your submissions, please utilise, for ease of reference, the numbering indicated.Technical & Quality Questions Included SOSGuse onlyYes No6.1.1 Staff Resources:Please state the names and roles of the person(s) within your company who will be appointedto deliver the services at Southgate.Agents comments: We have identified two key members of staff for this commission, MarkAllan & David Allan, both of whom have experience of delivering services similar to theSouthgate Management Commission.Below is CV details of these two members of the team:Curriculum Vitae Mark Allan - MBIFMNationality BritishPosition MXM Managing director & senior FM ConsultantQualifications MBIFM – HNC Mechanical Engineering & HNC Building ConstructionRole in project Facilities Management Support and Contract ManagementGeneral introduction: Mark started his professional career as a building surveyor and spaceplanner before moving into facilities management in the early 1990’s. Over the last 22 yearsMark has gained experience of the full FM cycle, having worked as a local facilities managerand also providing consultancy advice to clients with significant property portfolios. Mark wasalso responsible for the successful integration process between Royal Insurance and SunAlliance, including rationalisation of contract and service providers and estate strategy andproperty disposal. Mark was the focal point on both the FM contract for the City of EdinburghCouncil and The Scottish Parliament.Relevant experience: Mark is an innovative Facilities Manager and FM Consulting Practitionerwho has served in a wide range of FM roles including responsibility for FM integrated servicemanagement and delivery, project and change management, strategic, consultancy and WholeLife Costing and Asset Management. Throughout the last few years, Mark has led orparticipated in a number of successful Facilities & Property Management UK wide nationalprojects: -Northern Project Manager for the successful national role out of PC hand held technology formeasurement of cleaning & catering standards against KPI’s / SLAsProject member with a remit to review and update working procedures, SLAs and regionalstaffing levels for national Service DeskProcurement of CAFM software to manage and provide Asset Management Services includingoperational strategy and web front end implementationProject member for National Postal Services Review (rationalisation and implementation ofKPIs / SLAs)Development of Waste Management strategy, for assisting national role out (ISO 14001accreditation)FM Contract & Output Specification development for a number of public and private sectorprojects using standard forms of contracts.Particular skills: A thorough technical and practical understanding with the legal andcommercial aspects to various types of FM Service Contracts including:-• OGC – Model Terms & Conditions for Services (2005)• GC/Works/10 (2000) Facilities Management Contract• CIOB – Facilities Management Contract (1999)• CIPS – Facilities Management Model Agreement for Service Contracts• Partnering Contracts
  • 24. P a g e | 25Output and Input Specification writing for a all core FM soft and hard servicesService Level & KPI Development for a all core FM soft and hard servicesA thorough understanding in the development of technical service specifications for plannedpreventative maintenance and asset management schedules, using data such as the HVCA -SFG20 Standard Maintenance Specification for Building Services and BICS life cycle andoccupancy cost models and components for building maintenanceThe use and development of CAFM technology to provide effective benchmarking andperformance measurement of all building assets and services against BMI and FM cost indicesA good knowledge and understanding in the use of e-communications, telephony and virtualcall centres to deliver effective customer service and a web based “Integrated Managementand Communication platform”.Recent projects/clients: Mark was the focal point on our most recent FM consultancy projectsfor the City of Edinburgh Council and The Scottish Parliament.City of Edinburgh: We were appointed by Thomas & Adamson as sub consultants for the CECin 2009 to provide strategic advice and technical support to the in-house property team for thereview, rationalisation and establishment of revised service delivery requirements for hard FMcontracts. The outputs from this commission were subsequently encompassed into CEC’s“Alternative Business Model”, which includes the outsourcing to a complete integrated FMservice.Scottish Parliament: We were engaged by Thomas & Adamson to provide strategic advice andtechnical support within the Client’s in-house FM Team for the establishment of servicerequirements and production of term maintenance contracts for hard and soft FM services.Both contracts (general FM and specialist high level access FM) have since been awarded andare now being successfully implemented.Curriculum Vitae: David Allan (B.Sc., C.Eng, M.I.Mech.E, M.I.Prod. E.)Nationality: BritishPosition: Associate and Technical ManagerQualifications: B Sc (2nd Class Honours Upper) Mechanical Engineering, CharteredEngineer, Member Institution Mechanical EngineersRole in project: Technical support, Safety Compliance and site audits and inspectionsExperience: David provides technical support for all M&E services on any client project, whichalso includes all aspects of condition reporting on plant and assets.He has a wealth of technical knowledge and experience, with over thirty five years’ in theindustry dealing with day to day operational building maintenance, mechanical engineering anddesign. Including various aspects of Health and Safety.Relevant area(s) of expertise: Mechanical & Electrical ServicesSince September 2005, David has also been a self-employed consultant running AllanAssociates and has been involved in many aspects of engineering and general manufacturing.As Managing Director of a relatively small engineering manufacturing company before then, hewas involved in all aspects of machinery and building maintenance including formulation andimplementation of preventative maintenance schemes and utility supply and control systems.He was also ultimately responsible for health and safety and quality policies, for up to 200personnel, as well as the correct implementation of these policies.David also has experience in dealing with the local Fire Brigade on Emergency procedures andthe Fire Alarm testing procedures.When studying engineering he specialised in Fluid Dynamics concerning liquids and Gases aswell as all aspects of machinery control systems.
  • 25. P a g e | 26Property Management System:State the Property Management System and/or Accounting Management System that youwould propose using. Please provide information on your corporate website and in particularthe extent to which an interactive facility is provided for residents to access information and payinvoices on line. If no such interaction is provided, state whether you have proposals todevelop such a website and if so the timescale for such a provision.Agents comments: To deliver the sales ledger service for our customers we use an online webbased accounting system called Kashflow, this system is accessible by all the team to ensurethe bacs and cheque payments from owners are being posted to the individual’s accounts(there is also the electronic facility to pay online). The accountants can review the data andensure the management accounting is up to date and the property team can check to see ifadequate funds are always available to carry maintenance repairs and service contracts. Byusing live data we can carry out the overall service and management of the development moreeffectively and drive the cost down of administration to ensure the property managementservice does not suffer. We have also included details of the Kashflow system with appendix 6of our submission.At present we have also implemented a private secure website for the co-owners of everydevelopment we manage. This helps improve communications, for the benefit of all, we havedeveloped a private Group Spaces website. This is a secure and easy to use Web Platform.Group Spaces provides a simple integrated set of tools making it easier to communicate andget things done in our development. Included are the following facilities:• Group Website• Member Database• Group Mailing List• Forum for feedback and notifications• Events Calendar• File Repository ; minutes of meetings, financial information and maintenance proposals canbe held and viewed here and voted on using electronic voting.This can also be used by the committee if one is formed in the future.In relation to property management software, we have a project underway, which is currentlylooking at various web based CAFM – Computer Aided Facilities Management Systems withinmarket place. This will provide our customers with a self service portal which they will be ableto log and view repairs which they reported personally and track the progress of these.This will also ensure the three fundamental business needs to operate the PropertyManagement and Facilities Management service being: To accurately capture, monitor and report on Assets and Services in a timely fashionin order to track and manage performance, costs and control quality. To communicate information and data to the necessary Contractors, Managers,Stakeholders and Users. To manage risk and compliance with health and safety legislation.The key benefits of having electronic documented business processes and controls to supportthe day-to-day operation are:Rapid (often real-time) processing of informationImproved effectiveness, efficiency and controlAccurate reporting – “Live Data”Removal of process or data duplicationFull accountability and AuditabilityWe anticipate this review to complete within the next six months and implementation will be notlong after this if clients want this level of service.Service Charge Accounting:Please pay particular attention to the arrears management element of this question (b) as thisis of extreme importance to the co-proprietors.Please explain your fee structure and provide a statement of your service charge accountingfunctions, describing, as a minimum:(a) preparation of the estimate;(b) collection of on account and balancing service charges and surpluses, including arrears
  • 26. P a g e | 27management;(c) banking arrangements and allocation of interest gained;(d) details of how your clients’ money is protected from fraudulent activities: please statewhether you subscribe to any clients monies protection schemes;(e) payment methods available to co-proprietors;(f) payment of suppliers;(g) preparation of draft accounts;(h) liaison with auditors and publication of final accountsPlease provide examples of reports generated by your property management system tosupport the above.Agents comments: Please refer to our written statement of service provided within appendix 2and also appendix 4 of our submission. These documents and reports will be made sitespecific if successful with the tender proposal.General Management:Please provide an overview of how you would propose undertaking your general managementfunctions to include, but not necessarily limited to:(a) frequency and purpose of site inspections, including recording of same;(b) management of on-site staff;(c) management of services;(d) communication with co-proprietors and residents;(e) breaches of Deeds of Conditions;(f) record keeping;(g) dealing with out of hours emergencies.Please provide examples of any newsletters you may have produced and any other documentsyou feel would be useful in demonstrating your management methodology.Agents comments:A) As described earlier in the document (4.1 Day to day repairs), as we have alreadyinspected the site and carried out a walk through the buildings. It would be ourintention to visit the site once a week and carry out an inspection using our standardlog sheet. (Details of this are provided within appendix 4 of our tender submission).B) The technical staff assigned to this commission is; the Managing Director Mark Allanand the Technical Manager David Allan, this provides the correct level of competenceto ensure the site specific operational service plan can be implemented.C) With our weekly site inspections, this picks up any service issues which we canreview very quickly with the service contractor’s maintenance plan for each service. Inrelation to the overall operational plan, this will be site specific and will be provided ifwe are appointed to the commission. This will also be based on the written statementincluded within appendix 2 of our tender submission.D) The key to our communication will be the co-owner private website, so we can interactwith our customers through the forum on the site and keep the information section upto date with all monthly financial P&L reports and any other issues which concernthem. The added benefit of this system is it all provides access for letting agents andtenants at a different level, so we can also keep them up to date. Outwith this, we alsolike to get to know the co-owners on a personal level so we can discuss issues withthem and work together with everyone.E) Breaches in relation to the Deed of conditions, usually are due to noise problems, antisocial behaviour, HMO problems and Landlord registration. These are all the normalproblems which can occur and will be dealt with and handled on their own merit.F) All documents are held electronically and secure, but most of these are accessiblewithin the co-owners secure website.G) Within our proposal we have arranged for Palmaris Security to provide an emergencynumber to deal with out of hours emergencies, please refer to appendix 7 of ourtender submission.Handover Process:In light of the extremely tight timescale involved with the appointment of a new agent pleaseindicate your handover process in the transfer of the management from the outgoing agent,listing the information that will be required.
  • 27. P a g e | 28Agents comments: If successful, firstly we request details of the co-owners date held by theincumbent agent, so we can get the fundamental basics in place. This information would thenbe provided to TLT for setting up the co-owners individual accounts and inputting of data as setout in the Kashflow system example provided within appendix 4 of our tender submission.IDS & Co would the set up the chart of accounts and load up the various functions such as thego-card less on-line payment facility including the bank account arrangements.In relation to the registered NOPL’s for the bad debtors within the development, TLT wouldcontact the incumbent agent to arrange for these to be assigned over to the co-owners, so thismoney can then be refunded to the co-owners when these units are sold.In relation to the property information, as the current condition of the building has somesignificant water ingress problems into the car park and at ground level and wit the lack ofmaintenance information provided. It is important that the RICS condition survey is instructedto ensure that the condition of the development is recorded when RPB leave this commission.Once maintenance records are reviewed and the outcome of the condition survey iscompleted, we can then share this information with the co-owners.Contract:Please provide a copy of any standard contract you use for residential developments.Agents comments: Attached within section xx are the contracts which we use for all propertymanagement client commissions. There are two parts to this one being the actual contractused for the service contracts and the other being the terms and conditions for purchaseorders, which is used for one off purchases for repairs and instructions. These two sets ofconditions ensure that the owners are covered and have protection for poor service deliveryand to mitigate any loss. (please refer to appendix 3 within our tender submission to seeexamples of these T&Cs)YesInnovation:Tenderers are invited to submit proposals and suggestions for any innovation you would bringto the management of The Development or changes to buildings etc. that would improveefficiency, security etc.Agents comments: We have identified a number of initial innovations which will in the longerterm improve rents increase asset value and also ensure the building can be safe and securefor everyone resident to feel comfortable with the environment. Some of these examples areprovided with Appendix 7 of our tender submission proposal.
  • 28. P a g e | 29SECTION 7: PRICING7.1 Pricing DocumentCompletion of the tabular, Microsoft Excel, pricing document supplied is required.The cost summary sheet has been provided so the agent can present the various cost elements, for the services being supplied ona consistent basis, for assessment purposes.Each of the tables should be completed as these costs will be taken into account when selecting the new agent for Southgate.If you are unclear with any of the sections please do not hesitate to contact us for clarification - do not make assumptions.These costs should also reflect your submissions in Section 4 of the ITT document.For the purposes of this exercise all costs should be shown excluding VAT.
  • 29. P a g e | 30SECTION 8: CONTRACTUAL OBLIGATIONSOutlined below are statements which we would like to form the basis of the contract in procuring the services of a property manageras the agent for the Southgate Development - (Phases 1 & 2). If you have standard forms of contract which you would like topresent, then we will consider these also as part of your ITT submission.Contractual Duties To agree, in writing, the terms of engagement to manage The Development, in as detailed a form as is reasonablypossible, and to make clear the fee structure and the categories of other services for which additional fees may becharged. To manage The Development in compliance with all the current applicable legislation (Property Factors (Scotland) Act2011 asp 8, including the Code of Conduct), terms of the Deed of Conditions, contract documentation and good businesspractice. To provide as cost-effective a service as is reasonably possible within the constraints of prudent and planned maintenanceand to ensure contractors who provide services have been assessed for competence and hold appropriate insurancebefore operating on The Development. Where contracted to do so, that all final work is checked and signed off beforefunds are released. On request, to provide guidance to the Client as to the insurance requirements under the Deed of Conditions, and whererequired, to supply an appropriate level of insurance cover, based on an independent valuation, sufficient to meet the co-proprietors obligations.Financial Duties To ensure that co-proprietors money is kept separate from agent accounts at all times and that The Developmentaccounts can be individually identified. Funds in any one client account will not be used to finance another client’s property. Funds shall be held in a recognised bank or building society in a clearly designated client account. The agent will providea statement from the service provider, who must be regulated by the FSA, to confirm their compliance with theserequirements. To maintain a current insurance policy adequately indemnifying the agent against proven professional negligence claims. To ensure that co-proprietors money is properly and regularly accounted for and that any funds or monies required, forspecific future works, are placed on deposit in an appropriate interest-bearing account to earn interest to the credit of thataccount. To keep detailed records of all transactions relating to The Development with all expenditure made from TheDevelopment account suitably authorised. To ensure that annual or other required periodic accounting is carried out promptly, ensuring adequate supportinginformation is provided or available for inspection. To ensure all necessary information is made available for the audit of any end-of-period accounts so that the audit can becarried out with the minimum of delay. Disclose all financial gains from commission received from Insurance and Contractors - any gains must benefit the co-proprietors and NOT the agent.Standards of Service To extend courteous and professional services to owners, tenants and members of the public, as far as is possible, toensure that, in all our dealings, there is no bias and all are treated equally. To maintain adequate records of all owners and tenancies and deal expeditiously with enquiries, particularly whereinformation is required, to assist in a sale. To be aware, as far as is reasonably possible, of the terms of the tenancies applicable to the property concerned and theeffect of legislation and any other relevant documentation, and to deal with owners and tenants both in the spirit of thelegal requirements as well as in the letter of the law.
  • 30. P a g e | 31 To ensure procedures are in place to deal with repairs within an appropriate time scale having regard to the urgency of thematter and the availability of funds. To actively and regularly consult with the co-proprietors and encourage them to become part of the decision-makingprocess. To discuss and consult with co-proprietors, where major works are contemplated, and to meet to the statutoryrequirements. To have appropriate regard to views of representative groups of owners’, even where they are not a formally recognisedOwners’/Residents’ Association. To manage the premises by enforcing burdens (such as the Deed of Conditions & Title Conditions (Scotland) Act 2003and Tenements (Scotland) Act 2004 asp 11) for the common good, fairly and without favour where so instructed. To disclose in writing to relevant parties any existing conflict of interest, or any circumstances which are likely to give riseto a conflict of interest (such as The Property Management Company, owning a property on the Clients development, oracting as a letting agent for properties or providing insurance services). To declare any interest in any contractor or business employed to provide services at the property that may be associatedwith the Managing Agent. To use all reasonable efforts, both in the interests of owners, landlords and tenants, to settle disputes by mediating andnegotiating with all relevant parties. To place the fullest emphasis on any matter relating to Health & Safety and environmental legislation, bringing to theurgent attention of owners/landlords and/or residents any areas of concern.Deemed AcceptanceSubmission of this ITT and supporting documents will be deemed as acceptance of these Terms & Conditions. The ITT documentsand supporting submissions made by the successful agent thereto will form part of the contract documents to be appended to andsigned by the parties to the Form of Agreement.Signed: Position: Managing DirectorPrint Name: Mark Allan Date: 16/04/2013
  • 31. P a g e | 32SECTION 9 : DeclarationDeclaration to be completed by all applicantsi) We (the Agent) have provided all of the information requested as part of this ITT exercise (if not, please provide details in theAgents Comments section below).ii) If successful, we (the Agent) will comply fully with the Contractual Obligations outlined in Section 8 (if unable to do so providedetails in the Agents Comments section below).iii) We hereby authorise the Southgate Owners Steering Group to take up references about our organisation from other clients andfrom the companys bankers.Agents comments: Firstly we would like to thank you again for the opportunity and we hope you like the tender proposal.Were more than comfortable with the proposed agreement and would be happy to progress this commission to work with all co-owners in improving your current arrangements.Signed: Position with company: Managing DirectorPrint Name: Mark Allan Date: 16/04/2013
  • 32. COST SUMMARY FORITT&PROPERTYMANAGEMENTSERVICES ATSouthgate Phase 1Barrland Street,Glasgow(ON BEHALF OF THE CO-PROPRIETOR’S)Mar-13click here for contents
  • 33. ContentsIntroduction1 Site Mobilisation2 Additional Management Charges3 Other Charges4 Charges for Sale of a flat5 Charges for Minor Works6 Summary of Charges
  • 34. Introduction Return to contents click hereCompletion of this tabular pricing document is required as part of your ITT submission.The cost summary sheet has been provided so the agent can present the various cost elements, for the services being supplied on aconsistent basis, for assessment purposes.Each of the tables should be completed as these costs will be taken into account when selecting the new agent for Southgate.If you are unclear with any of the sections please do not hesitate to contact us for clarification - do not make assumptions.These costs should also reflect your submissions in Section 4 of the ITT document.For the purposes of this exercise all costs should be shown excluding VAT.
  • 35. Section 1: Mobilisation Return to contents click hereThis section is to be completed by the Managing Agent with the relevant items they deem necessary to provide the servicesrequired within Section 3 of the questionnaire and to meet the current code of practice for the Property Factors (Scotland) Act 2011after month two of the managing agent commission.Ref DescriptionShared cost perunitTotalCost £sCostPer Unit£s1.1Arrange Independent Fire Safety Risk Assessment, Fire (Scotland) Act2005 Part 3, for the owners to meet their obligations and Insurance cover1,900.00 12.031.2Arrange Independent RICS - To carry out a site inspection and prepare acondition survey of the building fabric and services for common partswithin the common parts4,275.00 27.061.3 Cherry Picker rental for Condition Survey 400.00 2.531.4Independent RICS - Reinstatement Cost Assessment for commoninsurance policy450.00 2.851.5Set up Service Contracts to meet all relevant statutory legislation andinsurance requirements, including Tender Evaluation of Contractors anddevelopment of annual operational budget for fixed monthly costs(allowance of 6 working days)1,920.00 12.151.6Set up Kashflow co-owner accounts inclduing chart of accounts, suppliersand co-op bank account569.00 3.601.7 0.00 0.001.8 0.00 0.00Total 9,514.00 60.22
  • 36. Section 2: Additional Management Charges Return to contents click hereWithin the table below, please use this for any charges outwith your standard management charges which may apply to all co-proprietorsif these are left blank then we will deem for these to be included within your fixed management fees per property.Ref Description Shared cost per unitIncludedwithinITTSection4AdditionalCost PA£sCostPer Unit£sCostPerMonth£s1 Financial1.1 Preparation of a reserve maintenance plan relating to cyclical maintenance; Yes 0.00 0.00 0.001.2 Annual common service charge budget estimation; Yes 0.00 0.00 0.001.3Weekly/monthly payment of wages and other invoices for the running of thedevelopment;Yes 0.00 0.00 0.001.4Regular billing and collection of common and block service charges, includingmonthly management fees from all co-proprietor’s;Yes 0.00 0.00 0.001.5Provision of a periodic budget reports for income and expenditure and cash flow (3monthly/quarterly) and making this information available to all co-owners;Yes 0.00 0.00 0.001.6 Liaison with auditors for annual preparation of financial accounts; Yes 0.00 0.00 0.001.7 Preparation and distribution of the notices for the AGM; Yes 0.00 0.00 0.001.7A Preparation and distribution of the notices for an EGM; Yes 0.00 0.00 0.001.8 Arrears collection & Debt Recovery management; No 0.00 0.00 0.001.9 Provision of advice on block insurance and any other appropriate cover(s); Yes 0.00 0.00 0.00
  • 37. 1.10 Provision of Co-owners Bank Account in the name of the Co-proprietor’s: Yes 0.00 0.00 0.001.11 Other Services 0.00 0.00 0.001.12 Other Services 0.00 0.00 0.00Total 0.00 0.00 0.002 Relationship with Owners and Residents2.1 Attend to routine enquiries from Owners and Residents; Yes/No 0.00 0.00 0.002.2 Respond to Solicitors and Owners enquiries regarding sales and Tenancies; Yes/No 0.00 0.00 0.002.3Attendance at general meetings of residents (there are x per year held at 4 normallybetween XX to XX pm);Yes 0.00 0.00 0.002.4 Administration of insurance claims; Yes/No 0.00 0.00 0.002.5 Other Services 0.00 0.00 0.002.6 Other Services 0.00 0.00 0.00Total 0.00 0.00 0.003 Repair and Maintenance Management3.1 Preparation of a cyclical maintenance and repair plan; Yes 0.00 0.00 0.003.2 Deal with day to day repairs and maintenance promptly and efficiently; Yes 0.00 0.00 0.00
  • 38. 3.3 Preparation of maintenance plans and contracts for plant and machinery; Yes 0.00 0.00 0.003.4Advise on major contract work and the use of specialist professionals andcontractors;No 0.00 0.00 0.003.5 Other Services 0.00 0.00 0.003.6 Other Services 0.00 0.00 0.00Total 0.00 0.00 0.004 Deed of Conditions Compliance4.1Ensure owners compliance with the Deed of Conditions and any other managementpolicy agreed with the Co-proprietors;Yes 0.00 0.00 0.004.2 Provision of Owner and Tenant Compliance and Checks Yes/No 0.00 0.00 0.004.3 Other Services 0.00 0.00 0.004.4 Other Services 0.00 0.00 0.00Total 0.00 0.00 0.005 Legal Strategy and Control5.1 Formulate a safe and effective property strategy within current legislation and inaccordance with current best practice; Yes 0.00 0.00 0.005.2 Liaise with the Owner’s or Buyer’s solicitors; Yes 0.00 0.00 0.005.3 Maintain adequate record-keeping for legal compliance; Yes 0.00 0.00 0.00
  • 39. 5.4 Ensure Risk Management and Health and Safety compliance are maintained; Yes 0.00 0.00 0.005.5 Other Services 0.00 0.00 0.005.6 Other Services 0.00 0.00 0.00Total 0.00 0.00 0.006 Staff & Contract Management6.1Prepare job descriptions for employees and specifications for contractors and go tocompetitive tender;Yes 0.00 0.00 0.006.2Supervise any employees and regular contractors such as cleaners / caretakers etcon behalf of the employer;Yes 0.00 0.00 0.006.3Ensure appropriate training and compliance with Health and Safety and employmentlegislation;Yes 0.00 0.00 0.006.4 Other Services 0.00 0.00 0.006.5 Other Services 0.00 0.00 0.006.6 Other Services 0.00 0.00 0.00Total 0.00 0.00 0.007 Co-proprietor’s / Owners Association Support7.1If the Co-proprietor’s form an Owners Association, provide assistance on a suggestedmanagement policy for implementation across the development;Yes 0.00 0.00 0.00
  • 40. 7.2Attend Owners Association Meetings and be responsible for producing minutes (thereare 4 per year held at ................normally between x am/pm);Yes 0.00 0.00 0.007.3Provide a status report of financial, maintenance and legal matters to coincide withthe Owners Association Meetings;Yes 0.00 0.00 0.007.4 Report on significant owner communications; Yes 0.00 0.00 0.007.5 Document management procedures and issues; Yes 0.00 0.00 0.007.6 Produce a periodic newsletter to residents; Yes 0.00 0.00 0.007.7 Keep Owners Association informed on status of agreed actions; Yes 0.00 0.00 0.00Total 0.00 0.00 0.00Total Summary 0.00 0.00 0.00
  • 41. Section 3: Other Charges: Return to contents click hereWithin the table below, please use this for any other charges outwith your management charges which may apply to individual properties such as;Car park remotes or door access fobs (this table is not to be used for items such as selling a property).Ref Description Individual cost per unitAdditionalCost £sCost PerUnit £s3.1Additional Car Park Remotes will be chargeable to individual owners, but until we know the type we cannot provide this atpresent3.2Additional Door Access fobs will be chargeable to individual owners, but until we know the type we cannot provide this atpresent3.3 Independent Annual Fire Risk Assessment 1,900.00 12.033.4 Independent Annual General Risk Assessment 1,200.00 7.593.5 Annual Premium for Common Building Insurance including insurance premium tax for phase 1 19,997.57 126.573.6 Annual Premium for Common Building Insurance including insurance premium tax for phase 2 19,496.84 123.403.7 CCTV and Access Control - 24/7 Monitoring and Maintenance - £2,343.92 Excl VAT per month 2,343.92 14.833.8 Key Holding Service - £33.34 Excl VAT per month 33.34 0.213.9 Gas Boiler Maintenance Annual Service £96.00 Excl VAT 96.003.10 Gas Safety Check Landlord Certificate Excl VAT 20.00Note: These charges will not be carried forward to the summary sheet
  • 42. Section 4: Sale of a Flat Return to contents click hereWithin the table below, please use this for any charges outwith your management charges which may apply to individual properties for when a flat is sold.If this section is left blank, then we will assume that these charges are included within the management fees.Ref Description Individual cost per unitAdditionalCost £sCost PerUnit £s3.1 Apportionment Fee - straight forward with no debt on account involved 80 803.2 Apportionment Fee - straight forward with debt on account involved and NOPLs work 160 1603.33.43.53.63.73.83.93.10Note: These charges will not be carried forward to the summary sheet
  • 43. Section 5: Minor Works Return to contents click herePlease complete the rates within the table below, These rates are applicable for any works carried outwith the day to day running of thedevelopment, which can only be used for Capital / Revenue Work Projects, being additional works (Minor Works) and not maintenanceworkstherefore improvements, upgrades, changes, additions etc to the building would require additional professional services to manage thisthis process outwith the core costs.Item Project Value % Fee £0,000 Per Unit Notes1 0 ≥ £10,000 10.50% £ 1,050.00 £ 6.652 £10,001 10.00% £ 1,000.10 £ 6.333 £30,000 10.00% £ 3,000.00 £ 18.994 £40,000 10.00% £ 4,000.00 £ 25.325 £50,000 10.00% £ 5,000.00 £ 31.656 £60,000 10.00% £ 6,000.00 £ 37.977 £70,000 10.00% £ 7,000.00 £ 44.308 £100,000 10.00% £10,000.00 £ 63.299 £110,000 10.00% £11,000.00 £ 69.6210 £120,000 10.00% £12,000.00 £ 75.9511 £130,000 9.00% £11,700.00 £ 74.0512 £140,000 9.00% £12,600.00 £ 79.7513 £150,000 9.00% £13,500.00 £ 85.4414 £160,000 9.00% £14,400.00 £ 91.1415 £170,000 9.00% £15,300.00 £ 96.8416 £180,000 8.00% £14,400.00 £ 91.1417 £190,000 8.00% £15,200.00 £ 96.2018 £200,000 8.00% £16,000.00 £ 101.2719 £200,001 8.00% £16,000.08 £ 101.27Note: These charges will not be carried forward to the summary sheet
  • 44. Section 3: Other Charges: Return to contents click hereWithin the table below, please use this for any other charges outwith your management charges which may apply to individual properties such as;Car park remotes or door access fobs (this table is not to be used for items such as selling a property).Ref Description Individual cost per unitAdditionalCost £sCost PerUnit £s3.1Additional Car Park Remotes will be chargeable to individual owners, but until we know the type we cannot provide this atpresent3.2Additional Door Access fobs will be chargeable to individual owners, but until we know the type we cannot provide this atpresent3.3 Independent Annual Fire Risk Assessment 1,900.00 12.033.4 Independent Annual General Risk Assessment 1,200.00 7.593.5 Annual Premium for Common Building Insurance including insurance premium tax for phase 1 19,997.57 126.573.6 Annual Premium for Common Building Insurance including insurance premium tax for phase 2 19,496.84 123.403.7 CCTV and Access Control - 24/7 Monitoring and Maintenance - £2,343.92 Excl VAT per month 2,343.92 14.833.8 Key Holding Service - £33.34 Excl VAT per month 33.34 0.213.9 Gas Boiler Maintenance Annual Service £96.00 Excl VAT 96.003.10 Gas Safety Check Landlord Certificate Excl VAT 20.00Note: These charges will not be carried forward to the summary sheet
  • 45. Section 4: Sale of a Flat Return to contents click hereWithin the table below, please use this for any charges outwith your management charges which may apply to individual properties for when a flat is sold.If this section is left blank, then we will assume that these charges are included within the management fees.Ref Description Individual cost per unitAdditionalCost £sCost PerUnit £s3.1 Apportionment Fee - straight forward with no debt on account involved 80 803.2 Apportionment Fee - straight forward with debt on account involved and NOPLs work 160 1603.33.43.53.63.73.83.93.10Note: These charges will not be carried forward to the summary sheet
  • 46. Section 5: Minor Works Return to contents click herePlease complete the rates within the table below, These rates are applicable for any works carried outwith the day to day running of thedevelopment, which can only be used for Capital / Revenue Work Projects, being additional works (Minor Works) and not maintenance workstherefore improvements, upgrades, changes, additions etc to the building would require additional professional services to manage thisthis process outwith the core costs.Item Project Value % Fee £0,000 Per Unit Notes1 0 ≥ £10,000 10.50% £ 1,050.00 £ 6.652 £10,001 10.00% £ 1,000.10 £ 6.333 £30,000 10.00% £ 3,000.00 £ 18.994 £40,000 10.00% £ 4,000.00 £ 25.325 £50,000 10.00% £ 5,000.00 £ 31.656 £60,000 10.00% £ 6,000.00 £ 37.977 £70,000 10.00% £ 7,000.00 £ 44.308 £100,000 10.00% £10,000.00 £ 63.299 £110,000 10.00% £11,000.00 £ 69.6210 £120,000 10.00% £12,000.00 £ 75.9511 £130,000 9.00% £11,700.00 £ 74.0512 £140,000 9.00% £12,600.00 £ 79.7513 £150,000 9.00% £13,500.00 £ 85.4414 £160,000 9.00% £14,400.00 £ 91.1415 £170,000 9.00% £15,300.00 £ 96.8416 £180,000 8.00% £14,400.00 £ 91.1417 £190,000 8.00% £15,200.00 £ 96.2018 £200,000 8.00% £16,000.00 £ 101.2719 £200,001 8.00% £16,000.08 £ 101.27Note: These charges will not be carried forward to the summary sheet
  • 47. Section 6: Summary of ChargesThe table below provides a summary of the proposed monthly charges for the Managing Agent contractRef Description Individual cost per unitTotalCost £sCostPer Unit£sCostPerMonth£sA Monthly Management Fee (to be input by Managing Agent) 29,388.00 186.00 15.501 Mobilisation Costs (carried forward from Section 1 worksheet) 9,514.00 60.22 0.002 Additional Management Charges 0.00 0.00 0.00Total 38,902.00 246.22 15.50
  • 48. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsAppendix sections – ITT SOUTHGATE
  • 49. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsContentsAppendix 2Appendix 3Appendix 4Appendix 5Appendix 6Appendix 7
  • 50. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsAppendix 2 – ITT SOUTHGATE
  • 51. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsContentsMXM Written Statement of ServicesMXM Health and Safety Contractor Evaluation
  • 52. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsWRITTEN STATEMENT OF SERVICESPROPERTY FACTORINGDate: February 2013Version 1
  • 53. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsContentsIntroductionSection 1: Authority to ActSection 2: Services ProvidedSection 3: Financial and Charging ArrangementsSection 4: Communication ArrangementsSection 5: Declaration of InterestSection 6: How to End the Arrangement
  • 54. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsIntroductionIn accordance with the Property Factors (Scotland) Act 2011, the following is ourWritten Statement setting out in a simple and transparent way, the legal terms andservice delivery standards between MXM and you, the homeowner.Section 1: Authority to ActWe are the appointed Property Factor (Agent) in accordance with the Deed ofConditions or by homeowners who have delegated authority to do so.We will manage the development on behalf of all co-proprietors in accordance withthe terms of the Deed of Conditions governing the property and subsequent relevantlegislation such as the Tenements (Scotland) Act 2004 and Title Conditions (Scotland)Act 2003.We will where applicable, instruct works as required to ensure the property ismaintained and kept to a good standard of repair as set out within the Deed ofConditions governing the property.We act as Property Factor (Agent) on your behalf to organise and administer themaintenance and repair of your property. We will manage your property withintegrity, honesty and to the best of our ability. We are not lawyers, health & safety,energy or security experts; however, we are your Managing Agent who can and willappoint these people on your behalf when required to do so.It is also vitally important to understand that we do not own the property therefore ashomeowners you have a responsibility to communicate with MXM Property Solutionsas your Managing Agent, any items or concerns that you may have in relation torepairs and maintenance of your property.
  • 55. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsSection 2: Services Provided2.1. General, day to day management services2.1.1. Introduction: At MXM, our Property Managers, working together with ouradministration support services, deal with all issues relating to the internal andexternal areas of each development. These are just a selection of some of the tasksthat our teams are involved in on a day to day basis:2.1.2. Attending to any common maintenance and repairs which occur within adevelopment, covering everything internally and externally, mechanical and electricaland more2.1.3. Carrying out regular and frequent inspections of developments, details ofwhich are recorded within our computerised system2.1.4. Administering and collecting charges associated with communal repairs andmaintenance2.1.5. Appointing an independent insurance broker to arrange and administer blockbuildings insurance, public liability insurance, etc. ensuring that all our client’s needsare adequately covered and meet the criteria set out within the Deed of Conditions.As standard, you will likely find that you are obligated to partake, together with yourfellow owners, in a common Building Insurance Policy, as it covers your entirebuilding, or development. The insurance broker appointed will market test to obtainthe most competitive cover to meet the needs of the building and the Deed ofConditions.2.1.6. Negotiating and arranging service maintenance contracts, dealing with allaspects of contract including performance and ensuring all Health and Safety andInsurance requirements have been complied with2.1.7. Supervising and appointing of any required and relevant professionals to carryout any major repairs on behalf of the owners2.1.8. Annual assessment of all development services with a focus on delivering costeffective improvements where possible2.1.9. Liaising and effectively communicating with our many individual owners, aswell as our recognised Owners and Residents Associations and Committees
  • 56. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service Solutions2.2. Internal services2.2.1. Introduction: Apartments come in all different shapes and sizes, whether oldor new, a diverse range of services, both traditional and specialist are required andneed to be available to take care of all aspects of the building. This can range fromcommunal cleaning to mechanical and electrical services and many others inbetween. As Managing Agents we will assess your developments needs and ensurethat all services required are in place. As a proactive and company we are alwayshappy to accommodate requests to provide additional services and will be glad toincorporate these within the common services if required. Set out below, are just aselection of some of the tasks that our teams are involved in on a day to day basis:2.2.2. Cleaning: Cleaning services will be arranged to the communal areas, whichwould generally include the entrance blocks, stairwells, windows, doors, bin stores,car parking areas, etc. These services will be carried out by a suitable approvedcontractor in accordance with the specification and the Deed of Conditions for yourproperty.2.2.3. Mechanical & Electrical: As technology develops, there are more electricaland mechanical services being incorporated into apartment blocks. Which includessystems such as: passenger lifts to pumping systems, from satellite dishes to accesscontrol systems and integrated fire alarm systems. Whatever the installation, we willarrange suitable service contracts to ensure that it is safe, maintained and insured tothe relevant statutory requirements and standards.2.2.4. Passenger Lifts: Commonly found in apartment blocks over 3 storeys, we willarrange the necessary maintenance contracts and insurance services to cover thetypes of lifts within your property. The specification and contract will include forregular testing, servicing, maintenance and repairs, will be carried out in accordancewith the manufacturers, installers or maintenance providers recommendations.2.2.5. Car Parking Areas: Whether they are located internally within speciallydesigned basement areas or externally integrated within the communal open spaces,we will arrange all the maintenance necessary to ensure that they are accessible,systems operational and spaces identifiable. We will also deal with nuisance issues,such as illegal parking, abandoned vehicles, not forgetting lighting, cleaning andsecurity, etc.
  • 57. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service Solutions2.3. External services2.3.1. Introduction: Maintenance and repairs are not exclusive to properties, it is asimportant to ensure that the areas in and around your home are as well maintainedas the home itself, for that reason we will ensure that a full range of services arearranged to maintain and insurance, of such areas:2.3.2. Soft Landscaping: A comprehensive maintenance service will be arranged toall areas of soft landscaping, identified as common within your development. Detailsof the areas deemed to be common can be obtained from the Deed of Conditions orthe co-owners private website, as can details of the specification.2.3.3. Hard Landscaping: Not all hard standing areas will be adopted by your localcouncil, where they remain as private, we will arrange maintenance. This will mainlyrelate to areas such as roads, paths, boundary walls and fences, parking areas, etc.Details of the hard standing areas which remain as private are highlighted on yoursite plan, which can be obtained from Deed of Conditions or the co-owners privatewebsite, as can details of the specification.2.3.4. Play Areas: Many developments have a children or toddler play area installed,which will require, maintenance, inspection and insurance, in order to comply withlocal authority regulations and also to ensure that, it is safe for use. For this reasonwe will arrange a visual inspection monthly, written reports annually, maintenanceand repairs as and when required and finally insurance cover, in respect of vandalismor third party liability.2.3.5. Woodland Areas: We can all agree that woodland areas are worth preserving,both from the point of natural beauty but also from an environmental point of view.We are committed to ensuring that expert maintenance is arranged to areas ofwoodland, whether covered by protection orders or simply to protect wildlife orspecies. This will be arranged through suitable qualified landscaping, forestry andtechnical staff, to ensure that all aspects of woodland maintenance are addressed.2.3.6. Insurance Services: Insurance cover is usually required to be put in place tocover all external areas which are deemed to be common to all owners within adevelopment. If this is the case then we will arrange for this cover as applicable.
  • 58. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service Solutions2.4. Emergency Repairs and Contractor Details2.4.1. What constitutes an emergency: Something dangerous or serious, such as anaccident which, happens suddenly or unexpectedly and needs immediate action inorder to avoid dangerous or seriously damaging results” Example: Loss of televisionreception would NOT be classed as an emergency. A detailed list of emergencyrepairs is available on the co-owners private website, including emergency numbers.2.4.2. Misuse of Emergency Numbers: Please be advised, that where an owner usesthese emergency numbers for individual repairs, they alone will be responsible for theinvoice from the contractor, including any emergency call out charges.2.5. Reporting Repairs2.5.1. Developer / NHBC: Where your property is less than 2 years old, the repairmay be covered by the developers warranty, either by way of the Build Mark or NHBCGuarantee, individual problems or queries should be reported directly to theCustomer Care Department of the Development Company, from whom youpurchased the property.2.5.2. Normal working hours: These are deemed to be 9am to 5pm, Monday toFriday and any problems which occur within this timeframe, which affect a commonpart of the development or building should be reported directly to MXM or the siteteam if applicable within your development.2.5.3. Can I arrange a private repair through MXM: We do not arrange privaterepairs on behalf of owners, but owners can use the services of any of our siteapproved contractors for individual repairs or other works and can obtain details ofcontractors within their building/development, by contacting our office. Accounts aredealt with direct between the owner and contractor and do not form part of thecommon charges accounts. MXM would not become involved in any client/contractordispute over quality of work or billing issues.2.6. Inspections2.6.1. Frequency: Our minimum inspection frequency is as follows:Flatted Developments 12 times annuallyDuring our visits we will carry out a visual inspection of the external fabric of thebuilding, common grounds if appropriate, internal common parts. We will note anyobvious defects and action as required. Our inspections are not risk assessments ofthe property and do not constitute a survey. If these types of inspections are requiredwe would arrange for the services of an appropriately qualified person/firm. It isvitally important that homeowners make us aware of any common defects orconcerns they may have in relation to the management of theirproperty/development as these may not always be obvious at the time of inspection.
  • 59. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service Solutions2.7. Repairs2.7.1. Introduction: The following categories are dependent on funding. If we haveadequate floats there should not be any difficulties however where that is not thecase, we will require funding. The role of a Property Factor (Agent) is to organise andadminister the maintenance, not finance it.2.7.2. Repairs: We expect urgent repairs to be attended to within 8 hours ofnotification. We expect routine jobbing repairs to be attended to within 48 hours ofnotification. If estimates are required we ask appointed contractors to ensure theseare submitted to our office within 10 working days. There may be circumstancesoutwith our control when these timescales cannot be achieved i.e. severe weather,access restrictions, trade holidays etc.2.7.3. Repair Costs: Excluding emergency and routine jobbing repairs we will contacthomeowners in advance of instructing major repair work at their property. Where theamount of float held for the property is less than the cost of specific repairs requiredwe may ask homeowners to provide funding in advance of us instructing a contractorto proceed.2.7.4. Major Repairs: All homeowners have an obligation to ensure their property ismaintained. Where we require authorisation and advance funding to proceed withthe work we will write to homeowners providing details of all estimates received anda specification of the work proposed. The Tenement (Scotland) Act (2004) detailslegislation to allow for repairs to be instructed on the basis of a majority agreement.We will not be in a position to instruct repairs on this basis without having thenecessary funds in place.2.7.5. Approved Site Contractors: All contractors appointed to operate at anydevelopment are independent companies from MXM and must maintain a high levelof service to comply with criteria and to remain on our Approved Site ContractorsList. The approval process includes an assessment of competence, a requirement toprovide documents such as public liability and appropriate Health & Safetyinformation. Our criteria also states that contractors’ should ensure adequatesupervision during the works and that a final inspection of the work carried out isundertaken by a suitably qualified person, including photographic evidence of thework as required. All contractors are deployed under signed contracts or purchaseorders with appropriate Terms and Conditions to protect the co-owners best interestsat all times.
  • 60. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsSection 3: Financial and Charging Arrangements3.1. Fees/Rendering of Account3.1.1. Introduction: The following categories relate to the issuing of an account, thecharging of management fees and provide an indication of where additionalmanagement fees may be applied.3.1.2. Management Fee: Our management fee is for the provision of ourmanagement service as Agent on your behalf and it is reviewed annually at the endof the financial year. Any increase greater than the rate of inflation will be notified toyou at the AGM – Annual general meeting. Our fee is a separate charge and includedwithin the monthly common charges. Further details of this are provided within theannual operational budget for the overall development, which is also available on theprivate co-owners website for each owner to review.3.1.3. Apportionment Fee: If you sell your property, your Solicitor will normally askus to provide them with details which they require to complete the sale. We will assistin this however, as our management fee only covers the common management of theproperty; we will charge a fee for this additional administration. This fee will benotified to your Solicitor and charged on your common charges account.3.1.4. Late Payment Fee: We have strict credit control procedures in place which isvery much in the interest of the homeowners. It is important that we recoveroutstanding charges in order to allow us to be in a position to fund common servicesand maintenance going forward. If we issue more than one reminder we reserve theright to raise a late payment fee on the next account. This late payment fee will be£12.00 plus VAT.3.1.5. Additional Fees: Circumstances may arise over and above our normal day today management which could involve extra work and may result in additionalcharges. Please note any proposed charges will be notified as required.Examples of this could be:3.1.5.1. Additional meetings3.1.5.2. Repairs Schemes3.1.5.3. Dealing with Building Guarantee Warranties/Claims3.1.5.4. Supplying copy invoices and statements3.1.5.5. Unforeseen additional workload such as inherited Developer issues3.1.5.6. Extraordinary items which generate workload in excess of what wouldnormally be included within our standard management fee
  • 61. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service Solutions3.1. Fees/Rendering of Account (continued)3.1.6. Common Charges Account: The monthly common charges are set for theyear in advance and are payable by twelve monthly payments for each financialperiod, invoices are therefore issued on the 1stof each month and on a monthly basisin advance. Our accounts are due for immediate payment within 14 days.The methods available for payment are either by: Online payment using the payment link on the monthly electronic invoicesprovided BACs Standing order Direct Debit Cheque By telephone using the number provided on the monthly invoice and byVisa/Debit card Payments can also be made directly through your bank (using you customeraccount reference as the payment reference), via the bank details provided onthe invoicesUnfortunately, MXM is unable to offer any other forms of payment at present. If youare unable to pay through any of the above methods, or are having difficulties inpaying, please contact us immediately on the number provided on the invoice todiscuss a suitable alternative.The monthly common charges are subject to VAT at the prevailing rate. If the VATrate is increased at any time during your Term as an owner we reserve the right toincrease the rates in accordance to the new VAT rate. Details of all items which incurVAT will be posted on the Co-owners private website each month.Without prejudice to any other right or remedy that we may have, if you fail to payyour monthly common charges on any due date, we may; Take payment of such sum from your secondary Credit/Debit card as specifiedby you Suspend all additional Services until payment has been made in full, such asmonthly Common Insurance & Boiler Maintenance cover etc Charge interest on any such sum from the due date for payment until the dateof actual payment at the annual rate of 4% above the base lending rate fromtime to time of the Bank of Scotland, (or as stipulated with your Deed ofConditions) Where such sum has been outstanding for more than 28 days, TLT ScotlandLtd will be instructed to pursue you for the debt. You will be responsible forall costs of TLT Scotland Ltd seeking to recover payment from you
  • 62. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service Solutions3.1. Fees/Rendering of Account (continued) If the debt remains unpaid after 14 days, then a late payment charge of£12.00 will be added to your account and will be payable by you. We may, without prejudice to any other rights that we may have, set off anyliability that we have to you against any liability that you have to us.3.1.7. Automated Credit Control: All accounts include automated control to ensureall owners meet the monthly payment dates and the requirements within the Deed ofConditions for the day to day running of the common services, the details of this areas follows: 22nd of each month, the first reminder will send automatically seven daysafter due date being the 15th of each month. (You will only receive thisnotification if payment has not been made). 29th of each month, the second reminder will send automatically fourteendays after due date being the 15th of each month. (You will only receive thisnotification if payment has not been made). 30th of each month, you will then receive a statement of your outstandingbalance (You will only receive this notification if you are two months or morein arrears) and then legal action may be taken without further warning.3.1.8. Debt Recovery Process: Precise details are available on request howeverthroughout this process we also reserve the right to register the appropriate Noticeof Potential Liability against the homeowner’s property, the cost of which will benotified to the homeowner.3.1.9. Common Charges Account Disputes: If you are disputing any item on youraccount you should call our office to discuss the matter. We may agree to allow youto withhold payment of the disputed amount until the matter has been resolvedhowever all other items should be paid in full.3.1.10. Share of Maintenance/Repair Cost: Share allocations vary for many reasonshowever if you live in a tenement the likelihood is that the share allocations are equalor on a percentage basis whilst other developments tend to have sharedresponsibility for grounds and possibly lifts, etc. The share allocations are detailed onyour monthly common charges account. These allocations are also posted on the co-owners private website for your development.3.1.11. Insurance Revaluation: As Property Factor (Agent) we will not carry out aninsurance revaluation on your property unless specified in the Deed of Conditions.However, we will obtain costs and seek the approval of homeowners, if requested todo so, by the majority of homeowners. Please note that it is the sole responsibility ofthe homeowner to ensure the property is insured for full reinstatement value.
  • 63. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service Solutions3.2. Client Money/Funds3.2.1. Introduction: The following category relates to the retention of monies on thehomeowners’ behalf. In this respect we confirm that client funds are held in aseparate bank account in trust on behalf of our clients/homeowners.3.2.2. Float: Each homeowner is required to pay a float; details of this will beincluded in our introductory letter and charged to their first monthly account. Thefloat amount will either be set by the Deed of Conditions or based on theexpenditure for the property. The float is a contribution to the maintenance fund andnecessary to meet all common expenditure incurred for the property which isreplenished upon settlement of the monthly common charges account. Thereafterthe float is carried forward to meet the next month’s expenditure.Note: The float is necessary in order to maintain the property/development. Ifunpaid, it may result in the withdrawal of services or the prevention of commonrepairs. Where this is the case homeowners will be notified.3.2.3. Float Refunds: Unless the Deed of Conditions states otherwise, in the event ofa sale of a property, the float will automatically be credited to the homeowner’s finalaccount. In a situation where the management has been terminated we can onlyrefund floats if we have the funds to do so.3.2.4. Contingency Fund: We will notify homeowners where we have a contingencyfund in place and explain the reason why. This fund will be held in a separate interestbearing account on behalf of the homeowners. Payments to contingency funds arenon-refundable.
  • 64. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsSection 4: Communication Arrangements4.1. Communication/Response Times4.1.1. Response Times: If you write or email we will aim to respond within 7 workingdays from receiving your communication. If we are unable to fully answer your querywithin this time scale you will receive an acknowledgement, which will confirm ananticipated response time.4.1.2. Telephone Calls: If you call we will endeavour to answer your queries duringthe course of the telephone call however if we require reverting to you with furtherinformation, we aim to do so within 48 hours (excluding weekends and publicholidays).4.1.3. Reporting & Enquiries: To enhance our service we have dedicateddepartments that will be able to effectively deal with most queries.Common repairs should be reported to 0845 263 8135 or alternatively emailed to;repairs@mxmpropertysolutions.co.uk or to the site representative for yourdevelopment.Accounts queries to 0141 353 0035 or alternatively emailed to the address providedon your monthly common service charge invoices.Further details are also provided within the co-owners private website for yourdevelopment. Details of this will be provided in your introductory letter from us whenpurchasing your property at the development.4.1.4. Owners/Residents Associations: We strongly encourage Owners/ResidentsAssociations for all properties under our management. Associations are an excellentway of encouraging communication between homeowners and the Property Factor(Agent) and they help to build a sense of teamwork and community. We can provideguidance on forming Associations on request.4.1.5. New Clients: When purchasing a property the appointed Solicitor should makethe purchaser(s) aware that there is a Property Factor (Agent) in place and what thehomeowners’ responsibilities and liabilities are. This information is generally detailedin the Deed of Conditions. We always have details of this on the co-owners privatewebsite. You can also obtain a copy from your Solicitor, at the time of purchase.4.1.6. Complaints: MXM is committed to service delivery that provides a servicewhich is efficient, fair, polite and honest, but we also recognise that from time to timethings can go wrong. When this happens and you’re really not pleased with theservice then we would like you to let us know, so we can try and put matters right.
  • 65. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service Solutions4.1. Communication/Response Times (continued)We take all complaints about our service very seriously and will endeavour to dealwith your complaint promptly and in confidence. Any complaint will also be treatedimpartially. To ensure we can deal with your complaint in the most efficient andconsistent manner, we have created step by step procedures which are posted on theco-owner private website for your development.Any complaints relating to contractors or suppliers will be dealt with in the same way.
  • 66. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsSection 5: Declaration of Interest5.1. Homeowner or Letting Agents5.1.1. Ownership: We have no financial or business interest with any property on anyclient development and would deem this to be a conflict of interest for providingindependent managing agent services for clients/co-owners on any flatteddevelopment.5.1.2. Letting Agency Services: We have no financial or business interest with anyletting agency and would deem this to be a conflict of interest for providingindependent managing agent services for clients/co-owners on any flatteddevelopment.5.2. Financial Benefits5.2.1. Commission: We do not receive any commission from Insurers for arrangingthe common insurance policy or any administration and claims handling.5.2.2. Contractors/Utility Providers: We have no financial or business interest inany contractors/ utility providers appointed by MXM Property Solutions on behalf ofhomeowners. Furthermore, we do not receive any commission, fee, rebates or benefitfrom the contractors appointed to carry out work on the homeowners’ behalf. Thecost detailed in the monthly financial management reports posted on the co-ownersprivate website for your development are the amounts invoiced by the contractorsand utility providers.
  • 67. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsSection 6: How to End the Arrangement6.1. Changing Property Factor Agent6.1.1. Notice: If homeowners are dissatisfied with the level of service we provide andwish to consider terminating our management service, a meeting of homeownersmust be convened in accordance with the terms defined in the Deed of Conditions. Inthe event that the homeowners entitled to vote reach an agreement to terminate ourservice they must notify us, in writing, confirming details of all homeowners inattendance and providing at least 3 months notice of termination. If the Deed is silenton this matter, all homeowners within the property/development must be advised ofthe proposed termination. Thereafter, if a majority of homeowners agree to terminateour service, a signed mandate from those homeowners should be sent to usproviding at least 3 months’ notice.6.1.2. Termination Charges: In the event of termination, there may be chargespayable by the co-owners for cancellation of contracts and the handoverdocumentation to be provided in a suitable format to meet any relevant statutoryobligations such as Data Protection.
  • 68. Health and Safety Evaluation for Contractors :MXMProperty SolutionsContractors NameAssessment carried out buyD tDateRef Statement of Safety Policy Score1 Score for Statement of Safety Policy 02 Score for Safety Organisation 03 Score for Safety Arrangements 04 Score for Training & Qualifications 04 Score for Training & Qualifications 05 Score for Consultation and Communication of Safety 06 Score for Safety Monitoring 00Total
  • 69. Scoring System :MXMProperty SolutionsExceptional, innovative 10 Barely adequate 5Very good 9 Inadequate 4Generally good with no apparent weaknesses 8 Poor 3Generally very good but lacking in some fine details 7 Serious deficiencies 2S ti f t 6 T t ll i d t 1Satisfactory 6 Totally inadequate 1No relevant response 01 Statement of Safety Policy Yes No Score Notes1.1 Is there a clear declaration of intent?1.2 Does it include the safety of staff?1.3Does it include the safety of non-employees, eg other employers’staff, the public?1.4 Does it include the requirement for employee co-operation?1.5 Are there appropriate arrangements for reviewing the policy?1.6 Is it signed by a senior director?1.7 Is it dated? [Insert Date]1.8 Is it up to date?Score for Statement of Safety Policy 0
  • 70. Scoring System :MXMProperty SolutionsExceptional, innovative 10 Barely adequate 5Very good 9 Inadequate 4Generally good with no apparent weaknesses 8 Poor 3Generally very good but lacking in some fine details 7 Serious deficiencies 2S ti f t 6 T t ll i d t 1Satisfactory 6 Totally inadequate 1No relevant response 02 Safety Organisation Yes No Score Notesy g2.1 Is there a traceable management structure?2.2 Are there clearly defined duties?2.3 Is health and safety the responsibility of a director?Has an individual been appointed as the “competent person”d l ti 7 f th M t f H lth d S f t t2.4under regulation 7 of the Management of Health and Safety atWork Regulations 1999, to provide advice/assistance and carryout H&S Surveys/Audits?2.5Are the health and safety qualifications of this individuali f ?2.5satisfactory?2.6 Is the individual deemed to be competent?2.7Is there a person appointed with day-to-day responsibility forh lth d f t ?2.7health and safety?Score for Safety Organisation 0
  • 71. Scoring System :MXMProperty SolutionsExceptional, innovative 10 Barely adequate 5Very good 9 Inadequate 4Generally good with no apparent weaknesses 8 Poor 3Generally very good but lacking in some fine details 7 Serious deficiencies 2S ti f t 6 T t ll i d t 1Satisfactory 6 Totally inadequate 1No relevant response 03 Safety Arrangements Yes No Score Notesy g3.1 Are there safe working procedures for all areas of the contract?3.2 Are they suitable and sufficient?3.3Are there suitable procedures for carrying out general riskassessments?3.4 Are there suitable procedures for new or special risks?3.5Are there suitable procedures for carrying out specificassessments (eg COSHH)?3.6 Is there an accident reporting and investigation procedure?3.7 Is personal protective equipment provided?3.8Are there suitable systems for equipment testing andmaintenance?maintenance?3.9Are there suitable procedures for the employment ofsubcontractors?Score for Safety Arrangements 0
  • 72. Scoring System :MXMProperty SolutionsExceptional, innovative 10 Barely adequate 5Very good 9 Inadequate 4Generally good with no apparent weaknesses 8 Poor 3Generally very good but lacking in some fine details 7 Serious deficiencies 2S ti f t 6 T t ll i d t 1Satisfactory 6 Totally inadequate 1No relevant response 04 Safety Training & Qualifications Yes No Score Notes4.1 Is suitable health and safety training provided for managers?4.2 Is suitable health and safety training provided for the staff?4.3 Is suitable, regular fire and emergency training provided?4.4 Are there trained first aiders?4.5Are there adequate procedures for recording health and safetytraining?4.64.74.8Score for Training & Qualifications 0
  • 73. Scoring System :MXMProperty SolutionsExceptional, innovative 10 Barely adequate 5Very good 9 Inadequate 4Generally good with no apparent weaknesses 8 Poor 3Generally very good but lacking in some fine details 7 Serious deficiencies 2S ti f t 6 T t ll i d t 1Satisfactory 6 Totally inadequate 1No relevant response 05 Consultation and Communication of Safety Yes No Score Notesy5.1 Are there suitable arrangements for consulting with staff?5.2Are there arrangements for trade union safety representatives (ifapplicable)?applicable)?5.3 Are there arrangements for representatives of employee safety?5.4 Are there arrangements for safety committees?5.5Score for Consultation and Communication of Safety 0
  • 74. Scoring System :MXMProperty SolutionsExceptional, innovative 10 Barely adequate 5Very good 9 Inadequate 4Generally good with no apparent weaknesses 8 Poor 3Generally very good but lacking in some fine details 7 Serious deficiencies 2S ti f t 6 T t ll i d t 1Satisfactory 6 Totally inadequate 1No relevant response 06 Safety Monitoring Yes No Score Notes6.1 Are safety inspections programmed?6.2 Are they programmed at a suitable frequency?6.36.46.5Score for Safety Monitoring 0
  • 75. Competence:For the purpose of establishing competence, Advisers should fulfil the followingtraining/qualification requirements ….Full-time Safety professionals at Companies-Business Region/Centres should:Hold either the NEBOSH Diploma in Health & Safety, or a Degree or Post GraduateDiploma in the Management of Occupational Health & Safety, or equivalents recognisedby the Institute of Occupational Safety and Health (IOSH) as qualification for membershipand be corporate members of IOSH.They will be formally qualified to carry out safety audits and hold additional formalqualifications appropriate to the type of work carried out within their own Region/Centre,as required by the Business Centre Director. They will, each year, undertake the necessarytraining/development to maintain their membership of IOSH.Part-time Local Safety AdvisersPart-time Local Safety Advisers should successfully complete the NEBOSH Certificatecourse, normally within 1 year of their appointment. Additional training appropriate tothe work within the Business Region/Centre/site at which they work will berecommended by the Business Region/Centre Director or Head of Site under advice fromtheir full-time safety professional(s). The Local Safety Advisers must maintain training anddevelopment year on year.Specialist AdvisersSpecialist Advisers must receive the training appropriate to their area of coverage at thetime of appointment and maintain training and development thereafter.RolesAs defined in the Companies Safety Policy Part X, the roles of Safety Advisers are asfollows:Safety advisers must:Provide informed advice for management and staffKeep management informed of trends in good practice and proposed legislationAdvise managers on the development of policies and proceduresHelp management to carry out audits and inspectionsTake part in Health & Safety committee meetingsWork with managers to promote awareness of Health & Safety throughout their sphereof influence.Issue a prohibition for any work areas they believe to be unsafe.
  • 76. ResponsibilitiesThe Companies Safety AdvisersWill be responsible for advising the Companies Executive Board member responsible forsafety and the Chief Executive on all aspects of Health & Safety including the following:Providing advice at the Companies level to the Chief Executive and Senior ManagementLiaising with full-time Safety Professionals and part-time Local Safety Advisers in BusinessRegions/CentresProviding safety advice to managers of Units directly managed by the Head OfficeDeveloping safety policy and Procedures for the Company through chairmanship of theSafety Management GroupLiaising with local sites through visits, inspections and audits as agreed with managementand safety advisersParticipating in Companies Group level Safety CommitteeProviding information on new regulations and interpretation of their implications for theCompany/GroupMaintaining and developing Company/Group safety websitesOrganising safety campaigns throughout the Company/GroupAdvising on, and participating in, training of managers and staff in safetyCollecting, collating and analysing data on safety performance at Group level within theCompanyCooperating and liaising with staff Safety Representatives and Trade UnionsNOTE: This is an advisory position; management of Health & Safety is a line-management function.The Companies Head Office full-time Safety ProfessionalWill be responsible for liaison on all Health & Safety issues, within his/her Region/Centreand between the Head Office at Business Group level. He/she will be responsible foradvising and assisting the Director and the Senior Management Team on all aspects ofHealth & Safety including the following:Providing advice at the Head Office or Region/Business Centre level to the Director andSenior ManagementHelping management to set priorities and in forward looks to future regulation andlegislationDeveloping policy and Procedures at the level of the Head Office, together with full-timeSafety Professionals in other Regions/Business Centres through the membership of theSafety Management Group.Implementing Group/Company Procedures covering current legislation for safety andoccupational health as they apply to premises and processes within their Region/Centre.Providing practical advice to management and staff to implement Safe Systems of Workin a cost-effective manner
  • 77. Providing technical support to management in the maintenance, development and safetyperformance of major equipment and fixturesMonitoring of the effectiveness of maintenance and inspection of equipment and fixturesEnsuring the effectiveness of engineering control measures under COSHHUndertaking safety instruction and training for staff and managementAssisting Regional/Centres Senior Management in determining the effectiveness of thesafety management system throughout the Company by undertaking internal auditsParticipating in cross Regional/Business Centre auditsAdvising and supporting management at safety committee meetingsLiaising with the Company Safety Adviser to represent Regional/Business Centresinterests and offer information.Liaising with other Company safety professionals and local advisersLiaising with HSE, Fire authorities etc.Carrying out accident investigationCollecting, collating and analysing data on safety performance at Regional/BusinessCentre levelCo-operating and liaising with staff Safety Representatives and Trade Unions.NOTE: This is an advisory position; management of Health & Safety is a line-management function.Local Safety Advisers will be responsible forFor liaison with the full-time Regional /Business Centre Safety Professional on Health &Safety issues within his/her site. He/she will be responsible for advising and assisting theHead of Site and local Senior Management on all aspects of Health & Safety includingthe following:Providing advice at the Site level to the Director and Senior ManagementProviding general Health & Safety advice to local management and staffAssisting in the development of safety Procedures at the Group level and providingexpert peer-review of policy and Procedure documentationAssisting local management and staff on the development of risk assessments, riskcontrols and risk managementAssisting local management in determining priorities and the provision of safetyequipment and suppliesAssisting local management with Inspections and co-operating with audits.Advising and supporting management at local safety committee meetings in an ex officiocapacityHelping management to promote Health & Safety awareness at their siteNOTE: This is an advisory position; management of Health & Safety is a line-management function.Specialist Safety AdvisersWill be responsible to the local management for advice on specific areas of expertise.
  • 78. NOTE: This is an advisory position; management of Health & Safety is a line-management function.COMMON SENSE DEFINITION OF COMPETENCEBeyond the defined role of competent persons, HS(G) 65 Successful Health & Safetymanagement introduces the concept of “competence of all employees”. The Companyshould have taken this concept on board with the requirement for training of allpersonnel.However, there will be many occasions where staff are required to make Health or Safetyassessments where “competence”, in its general usage sense, becomes relevant. Forexample, someone doing risk assessment for use of a chemical might have receivedtraining in risk assessment, or might have received training in Control of SubstancesHazardous to Health Regulations (COSHH) but does not possess detailed knowledge ofthe particular substance being assessed. In many cases, the hazard information on thechemical would indicate low hazard or low likelihood of exposure. In some cases,however, a very high hazard might be indicated and the conditions of use might suggestsome exposure. Is the generalist training adequate for “competent” assessment of therisk? Even an expert in toxicology might have no experience of the particular substanceor circumstance of its use.Such decisions can only be made on a case by case basis by local managers.The best way of dealing with such situations should be to record this by writing down thedecision and the reasoning behind it.Below is a ‘common sense definition’ of competence which might be useful:Competence – having the necessary practical and theoretical knowledge as well assufficient experience of the particular situation to enable him/her to identifydefects or weaknesses in work practices or equipment and their implication for thesafety of employees without supervision.The above is a generalised paraphrase of a definition of competence, relating to specificmachinery, derived through case law.
  • 79. H&S Competence AssessmentRef The following supporting information must be provided as part of the Assessment Process1The person who is appointed to provide advice in compliance with the Management of Health and Safety at WorkRegulations 1999 - Section 72 Systems and procedures developed for undertaking Risk Assesments and for developing reviewing the Risk3 Systems and procedures developed for undertaking Hazardous Material Assessments4Please provide details and supporting documentation on how Risk Assessments and other Safety Information arecommunicated to Employees5 Please provide details of Safety Committees within the organisation, attach a copy of minutes, notes for action etc.6 Please provide Training Records for Employees who may be engaged on the project.7 Please provide evidence of employee Consultation and Communication8Please provide a copy of your Safety Policy and current arrangements. How is the policy brought to the attention of allEmployees, provide evidence.9Please provide details of how the organisation keeps up to date with new legislation, changes in work practice andhow changes are communicated to all Employees10 How are Health and Safety Management Systems monitored at the workplace, please provide evidence.11 How are initiatives and Company expectations communicated to employees, please provide evidence.
  • 80. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsAppendix 3 – ITT SOUTHGATE
  • 81. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsContentsSample Service ContractSample award letterSample Purchase order termsHMO Overview
  • 82. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC337460CONTRACT AGREEMENT (MXM CS16)BetweenMXM Property Solutions Limited (as Agent for the Owners)AndPFP 2000 LimitedRE: DRY RISER INSPECTION & TESTING SERVICES CONTRACT,AT THE BRIDGE DEVELOPMENT350 ARGYLE STREET, GLASGOW G2 8NE
  • 83. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC337460AGREEMENT BETWEEN:(1) The Bridge Building Association, the Co-owners of the Developmentnamed: The Bridge, 350 Argyle Street.(2) MXM Property Solutions Limited, a company incorporated under theCompanies Acts (Company Number SC337460) and having its registeredoffice at Baltic Chambers, Suite G2, 50 Wellington Street, Glasgow, G2 6HJ, asAgent for the Owners in relation to the obligations pertaining to this ServiceMaintenance Agreement (except where and to the extent that is does nothave authority in which case in its own capacity in relation to the obligationspertaining to the Service Maintenance Agreement) (hereinafter referred to as“MXM Agent”)(3) Dry Riser Services Contractor, [PFP 2000 Limited]WHEREAS:The parties hereto have agreed to enter into this agreement (this “Agreement”) whichshall have effect from [04/04/2013] (the “Effective Date”).IT IS HERBY AGREED AMONG THE PARTIES AS FOLLOWS:1. DEFINTIONS AND INTERPRETION1.1 In this Agreement the words and expressions shall have the meaningsascribed to them in this Agreement. The following definitions apply:-1.1.1 “We” means the [Bridge Building Association and MXM as Agent forthe Co-owners], and "us" and "our" are also used in relation to the[Bridge Building Association and MXM as Agent for the Co-owners];1.1.2 “You” means you, the person, partnership or company who supplies uswith Services under a Purchase Order;1.1.3 “Services” means the services to be provided to us by you under aPurchase Order;1.1.4 “Purchase Order” means our form headed "Purchase Order" or acontract award letter sent to you by us, and any accompanyingspecification or documentation setting out our requirements for theServices which includes the price and specification of the Services;1.1.5 “Contract” means the contract between you and us for the provision ofthe Services which is made up of the Purchase Order and these
  • 84. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC337460Conditions. When “Contract” is referred to in these Conditions, itmeans these Conditions and the Purchase Order read together;1.1.6 "Rules and Regulations" means all applicable legislation andregulations, including those that are in draft form or are out forconsultation, and legal standards or requirements set down undersuch legislation and regulations;1.1.7 “Premises” mean the [Bridge Building Complex, 350 Argyle Street,Glasgow], which belongs to the [Bridge Building Association];1.1.8 “Your Personnel” means any person you use when providing theServices to us, for example, any employee, agency worker, temporaryworker, sub- contractor or any personnel of a sub-contractor;2 Provision of Services2.1 The Services must be provided to our reasonable satisfaction and mustbe carried out to a high standard of care and accuracy. The Servicesmust conform in full with the requirements and specification set out inthe [PFP 2000 Limited] Scope of Services Proposals dated08/03/2013, the site specific O&M maintenance instructions (firstinspection date to be agreed within month one of the contract) andthe Purchase Order. If the provision of the Services will incorporate anymaterials, these must be of sound quality, workmanship and design.2.2 You will start and complete the Services on and by the dates set out inthe Purchase Order.2.3 If we ask you will give us detailed programmes of the order in whichyou will provide the Services and how you will provide the Services.We may tell you in what order to provide the Services and you willcomply with that request. If we ask, you will also give us progressreports on the carrying out of the Services and will meet with us todiscuss and review the Services provided.2.4 The Services will be provided at the Premises. We are entitled toassume that you will be able to carry out the Services at the Premises.You will not be able to use the Premises as a reason for a failure onyour part to supply the Services.2.5 If we ask, you will allow us and ensure that we have access to yourpremises (and the premises of your sub-contractors) to inspect them,and to observe work being performed there under the Contract. Wewill give you reasonable notice before making any such request, andwill not ask for access other than during normal working hours.
  • 85. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC3374603 Payment3.1 You will invoice us monthly for Services carried out on the basis and atthe price or rates set out in the Purchase Order and the PFP Quotationdated 08/03/2013.3.2 You will send your invoice to the [MXM Property Solutions Ltd]. Eachinvoice must clearly identify the Purchase Order to which it relates. Ifthere is more than one invoice under a Purchase Order, each invoicemust identify the part of the Services to which that invoice relates, andthe last invoice in respect of a Purchase Order must be clearly markedto show that it is the last. If a Purchase Order number is not clearlyidentified on each invoice, the invoice may be returned to you withoutpayment.3.3 Prices are exclusive of Value Added Tax unless otherwise stated in thePurchase Order. If any Value Added Tax is to be paid, you will showthis separately on your invoices.3.4 Unless otherwise stated in the Purchase Order, we will pay all validinvoices within 30 days of having received them, provided that theServices have been completed to our satisfaction.3.5 If we are late in paying an invoice please write to Accounts Payable,MXM Property Solutions, Baltic Chambers, Suite G2, 50 WellingtonStreet, Glasgow, G2 6HJ, and if it is not then paid, write to theManaging Director, MXM Property Solutions, Baltic Chambers, SuiteG2, 50 Wellington Street, Glasgow, G2 6HJ. This procedure issuggested as the best practical way of ensuring problems of latepayment are resolved, and is not intended to interfere with your legalrights or our legal rights to dispute the sum due.4 Delivery4.1 When making deliveries to Premises you must adhere to the Car ParkRegulations and any site instructions provided by us.5 Changes to the Services5.1 We may change or vary our requirements for the Services, or any partof them.5.2 If we decide to do this, before you start providing the Services, we willtell you about the changes as soon as we reasonably can before youwere originally due to begin providing the Services.
  • 86. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC3374605.3 If we decide to do this after you have started providing the Services,you will comply with the changes as soon as it is reasonably possiblefor you to do this after we have told you of the change.5.4 We will only be able to change our requirements if we have been ableto agree with you the change to the price (if any) which is necessary asa result of the change to our requirements. In reaching agreementwith us on any change to the price which is necessary, you will not beunreasonable.6 Relationship6.1 You are and must at all times act as an independent contractor. Youare not our employee, agent or representative and you have noauthority to act on our behalf. You will not act in any way which wouldgive the impression that you are our employee, agent orrepresentative.6.2 As you are our independent contractor, we will not be liable foranything you do or fail to do including anything you do which causesany person to make a claim against you.7 Your Personnel7.1 You will ensure that you make available adequate resources for theprovision of the Services, and that your Personnel are competent,properly trained and suitably qualified to perform the Services.7.2 All your Personnel must hold a valid [PFP 2000 Ltd] ID badge beforethey start work on the Services at the Premises. If we do refusesecurity clearance you cannot use that as a reason to delay or stopcarrying out the Services.7.3 You will comply with, and will ensure that all your Personnel complywith, any instructions we issue to you relating to security and access tothe Premises (including the display of valid ID).7.4 If we ask, you will give us a list of the names and addresses of yourPersonnel involved in providing the Services and the tasks which eachperson will be carrying out together with any other information ordocuments we may ask to see.7.5 The key personnel shall be those specified as such in the PurchaseOrder, and also those personnel, who we notify to you in writingduring the Contract, are to be treated as such.
  • 87. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC3374607.6 You will ensure that your Personnel behave at all times in anappropriate manner and, in particular, will ensure that they aregenerally presentable and (if appropriate) dressed in uniforms, whichare clean and in good repair.7.7 You will ensure that your Personnel working at the Premises do notsmoke whilst on duty. In accordance with the Smoking, Health andSocial Care (Scotland) Act 2005 all enclosed or substantially enclosedareas within the Premises are non smoking premises and smoking isstrictly prohibited in those areas. Smoking is only permitted in certainoutside areas which will be shown to your Personnel on request.7.8 You will ensure that any of your Personnel working at the Premisesonly access those parts of the Premises where it is necessary for themto do so to provide the Services and then only at times when they areactually providing the Services.7.9 We may at any time require that any of your Personnel be removedfrom the Premises or stop carrying out the Services. You will beresponsible for ensuring that this person leaves the Premises and/orstops taking part in the provision of the Services. You will replace thatperson with somebody else who can carry out the Services to thestandard required under the Contract and you must ensure that youstill carry out the Services on time and as specified in the PurchaseOrder.7.10 We will not be liable for any costs or additional costs which arisebecause of any requirements we have under this Condition.8 Materials, plant and equipment8.1 You will at your own expense supply all the materials, plant andequipment you need to provide the Services.8.2 You must get our permission before delivering to the Premises anymaterials, plant and equipment you will need to provide the Services.You will follow any instructions we give you about how materials, plantand equipment are to be delivered and at what times they may bedelivered.8.3 You will be responsible for the security of all the materials, plant andequipment you use in providing the Services. We will not be liable ifany property belonging to you or your Personnel is stolen, lost ordamaged.
  • 88. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC3374608.4 If we ask, you will remove from the Premises any materials, plant orequipment which we think is hazardous or dangerous.8.5 At the end of each working day, and when the Services are completed,you must take away all plant, equipment and unused materials,remove all waste (unless we tell you not to) and leave the Premisesneat and tidy9 Materials and documents supplied to you9.1 If we provide you with materials free of charge for you to provide theServices, those materials will still belong to us and will not becomeyour property.9.2 You will keep the materials in good condition and you will use themonly to provide the Services and for no other purpose.9.3 If you or your Personnel damage or lose any of the materials weprovide, you will pay for the cost of repair or replacement.9.4 If we ask for any materials to be returned, you will do this immediately.You will be liable for any cost associated with returning this equipmentand/or materials. Liability will be your responsibility until the goods arereceived by us.9.5 If you have any materials belonging to us at the end of the Contract,you will return them to us immediately unless we tell you to dispose ofthem in some other way in which case you will comply with ourinstructions.9.6 If we have supplied you with any documents or other information, youwill return them to us immediately at the end of the Contract, unlessyou need them to prepare a termination report as required underCondition 20.7. If this is the case you will return them to us at the sametime that termination report is produced.10 Records10.1 You will maintain complete and accurate records of the Servicesincluding all payments made by us to you for a minimum period ofthree years from the date of the last payment made by us to you. If weask, you will give us or our auditor’s access to your records and allowus or our auditors to take copies of your records as required.10.2 This Condition will apply during the Contract and after it has ended.
  • 89. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC33746011 Corrupt Gifts or Payments11.1 You must not do anything that gives or offers any kind of inducementor reward to any of us in relation to this Contract or any othercontract.12 Environment12.1 You will ensure that in providing the Services you comply with allrelevant environmental Rules and Regulations.12.2 Where possible, any materials which you use in the delivery of theServices should be able to be re-used, re-cycled or incinerated forenergy recovery. You should make every effort to ensure that theprovision of the Services minimises the impact on the environment.12.3 If you think that a change to the Contract or to the specification wouldreduce the overall environmental impact of the Contract or theprovision of the Services (for example by the increased use of re-cycled or re-furbished or otherwise environmentally friendly materials,or that a change would result in increased energy efficiency or reducein other ways the impact of the Services on the environment) then youwill tell us (whether or not this change would affect the price of theServices). We will consider the proposed change and may ask for achange on the basis set out in Condition 5.13 Health and Safety13.1 You will supply the Services in a safe manner and in a way which willnot cause any risk to the health or safety of any of us and of any otherperson, including those working at and visiting the Premises.13.2 You will comply with all relevant health & safety Rules andRegulations, and any other similar requirements which are applicableto the Services. You will also follow any instructions on health andsafety we may issue to you.13.3 You must ensure that all plant or equipment used in the delivery of theServices is safe, complies with all relevant health & safety Rules andRegulations, and does not cause any risk to the health or safety of anyus and of any other person, including those working at and visiting thePremises.13.4 You will ensure that you do not cause us to be in breach of anyapplicable health & safety Rules and Regulations.
  • 90. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC33746013.5 If any action is taken against us or we incur any loss because you havenot supplied the Services in a safe manner, or have breached orcaused us to breach any applicable health & safety Rules andRegulations, you will pay to us whatever money we have to pay out inconnection with that action and/or the amount of our loss and you willalso pay us any costs and expenses that we may have in relation to theaction or loss.14 Indemnity and Insurance14.1 You will pay us the amount of any loss which we incur as a result ofyour negligence, any breach by you of the Contract, or any damage orinjury caused by you in the supply of the Services. This includes losseswhich we have because of damage to property or because of injury ordeath. You will also pay us any costs and expenses we may have inrelation to the loss.14.2 You will pay us the amount of any losses which we have as a result ofany other person making a claim that the Services or any part thereofbreaches any intellectual property rights such as patents or copyrightsthat that person is entitled to. You will also pay us any costs andexpenses we may have in connection with that claim.14.3 You must insure yourself (and make sure that any sub-contractorinsures itself) against all the potential liabilities there may be to usunder the Contract, at an appropriate level of cover and with areputable insurance company. You must maintain (and make sure thatany sub-contractor maintains) public liability insurance and employers’liability insurance with reputable insurance companies at levels whichare appropriate and which comply with all legal requirements. If weask, you will immediately show us the insurance policies without delay,and evidence that the most recent premiums have been paid.14.4 If you are an individual you will, if we ask, provide us with evidence ofyour self-employed status. We are entitled to assume you are self-employed, and you will make sure that we do not have to bear thecost of paying the Inland Revenue or any other GovernmentDepartment any tax, national insurance or similar payments on thebasis that you are not self-employed. If we have to make any suchpayment to the Inland Revenue or any other Government Departmentbecause they consider that in carrying out the Services you are not tobe treated as self-employed, you will pay to us an amount equal toany money we have to pay.
  • 91. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC33746015 Equalities Considerations15.1 We are an equal opportunities employer and service provider. Youmust also be an equal opportunities employer and service providerand comply fully with equal opportunities legislation.15.2 You will ensure that you do not discriminate against anyoneunlawfully, or treat anyone unfairly, on the grounds of their sex, racialgroup (including colour, race, nationality, national or ethnic origin),disability, sexual orientation, religion, gender identity, age, trade unionmembership/non- membership/activities or marital, family or part-time status You will also make sure that anyone acting on your behalf,your employees and sub-contractors involved in the Contract do notdo so either, and that those involved in the management or operationof the Contract receive appropriate training on equal opportunitieslegislation and associated good practice.15.3 You should carry out appropriate monitoring of your equalopportunities policies and employment practices and provide us withevidence of this, if we ask.15.4 You will take all reasonable steps ensure that all Goods supplied underthis Contract are produced in accordance with the employmentlegislation of, and all International Labour Organisation (ILO)conventions that have been ratified by, the country of their origin, inparticular in relation to working conditions and the use of child labour.16 Confidentiality16.1 Unless we agree, all information which you obtain from us or becomesknown to you in connection with this Contract must be kept secret.This does not apply to information which is already known to thepublic.16.2 We may seek references from your Bank, from your current or pastclients, or other referees which you give us;16.3 This Condition applies during the Contract and after it has ended.17 Intellectual property17.1 In this Condition “Intellectual Property Right” mean any patent,trademark, and registered design, copyright or other similar right.17.2 You must not breach any Intellectual Property Rights of any thirdparty.
  • 92. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC33746017.3 All Intellectual Property Rights in any items produced (in whateverform) by you for us in connection with the Services shall belong to usand be our property. You will, if we ask, sign any document that werequire as evidence of the transfer of Intellectual Property Rights to usunder this Condition.17.4 This Condition will apply during the Contract and after it has ended.18 Publicity18.1 You will not mention our name in connection with the Contract ordisclose the existence of the Contract in any publicity material or anyother publication unless we have previously agreed to this and our[Director, Chairman or Secretary] has approved in writing what youwant to do.18.2 This Condition will apply during the Contract and after it has ended.19 Termination on Insolvency19.1 We may immediately terminate the Contract by telling you in writing:19.1.1 If someone takes action against you which could lead to you beingmade bankrupt or insolvent or if you make any arrangement withpeople who you owe money to which could be regarded as an"arrangement with creditors"; or19.1.2 If you are a company, if you are insolvent or any action is taken towind up the company, or any official (such as an administrator,liquidator or receiver) is appointed to manage any of the affairs orassets of the company or you make any arrangement with people whoyou owe money to which could be regarded as an "arrangement withcreditors".19.1.3 If we do take any of the above action it will not affect any other rightswe may have against you in relation to the Contract.20 Termination20.1 If we think that you have breached this Contract in any way, we will tellyou and you must, if possible, take steps to remedy that breach to oursatisfaction.20.2 If you do not do this within 7 days of us telling you that you havebreached the Contract (or if we do not think that you will be able to do
  • 93. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC337460this), we can terminate the Contract immediately by telling you inwriting.20.3 If you become mentally or physically incapable of completing theContract, either through illness or for some other reason, we canterminate the Contract immediately by telling you in writing.20.4 If we terminate the Contract under Conditions 20.2 or 20.3, we mayinstruct somebody else to complete the Contract, and will be able touse the materials you have left at the Premises, without charge.20.5 If we do instruct somebody else to complete the Services, we will notpay you any money until the Services have been completed. We willdeduct what we have had to pay somebody else to complete theServices from the money we are due to pay to you. If the money wepay to somebody else to complete the Services is more than we wouldhave paid to you under the Contract, we will not pay you anythingfurther and if this is the case, you will pay us the difference.20.6 We may cancel the Contract at any time for any reason by giving you30 days’ notice in writing.20.7 If we terminate or cancel the Contract, you will provide us with atermination report on the work done under the Contract, and thattermination report will include your recommendations to us based onthat work.21 Recovery of Sums Due21.1 If you owe us any money under the Contract, and at the same time weowe or are due to pay you money, either under this Contract or forany other reason, we can deduct the money you owe us from themoney we owe or are due to pay you.22 Assignation and Sub-Contracting22.1 Unless we agree, you are not allowed to sub-contract, transfer orassign the Contract or any part of it.22.2 If you sub-contract any work under the Contract, you will still beresponsible to us for carrying out the Contract. We can take actionagainst you if your sub-contractor does not do what it is meant to do.22.3 Where you sub-contract any work under the Contract, that sub-contract must contain a clause requiring you to pay your sub-
  • 94. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC337460contractor within 30 days of you receiving a valid invoice from yoursub-contractor.23 General Legal ObligationsIn addition to the obligations referred to in Conditions 4.1, 12.1, 13.2,13.3, 13.4 and 15, you will comply with all other relevant Rules andRegulations and hold any licence, permit and/or certificate required bylaw for the performance of the Contract25 Notices25.1 Any notice to be sent by you or by us in connection with the Contractcan be sent by email via the agreed email address, letter or by fax.Notices should be sent to the addresses shown on the Purchase Order.Either of us can change the address for notices by telling the other inwriting the new address, but the previous address will continue toremain valid for 7 days after the change is notified.25.2 If sent to the correct address, a notice will be treated as received 48hours after sending if a letter or 24 hours if a fax even if it is notactually received.26 Entire Agreement26.1 This Agreement contains the entire agreement between the partiesrelating to the subject matter and supersedes any previousagreements, arrangements, undertakings or proposals, oral or written.
  • 95. MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsMXM Property Solutions Ltd, Copyright 2008Registered in Scotland Company Number SC33746027 GOVERNING LAW AND JURISDICTION27.1 This Agreement shall be interpreted in accordance with Scots Law andthe parties hereby submit to the non-exclusive jurisdiction of theScottish courts.27.2 This agreement is fully executed upon receipt of signature from bothparties (Agent and Security Services Contractor).They are signed for and on behalf of MXMProperty Solutions LimitedBy: ……………………………………………………On: …………………………………………….2013At: …………………………………………………….Before the witness:………………………………………………………...……………………………………………………………………………………………………………………………………………………………………………………………………Director/Company Secretary/Authorised Signatory……………………………………………………………………………….WitnessThey are signed for and on behalf of theContractorBy: ……………………………………………………On: …………………………………………….2013At: …………………………………………………….Before the witness:………………………………………………………...……………………………………………………………………………………………………………………………………………………………………………………………………...Contractor Signatory………………………………………………………………………………….Witness
  • 96. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsAlistair Menzies Our Ref: MA/01/AM/BBPFP 2000 Limited File Ref: MXM2001Unit 3d(a) Olympic Business ParkDrybridge Road Drybridge Date: 04/04/2013Dundonald AyrshireKA2 9BEDear Alistair,Bridge Building Association (Security Services Contract)CONTRACT REFERENCE: MXM/SC16/BB/20011. On behalf of the MXM Property Solutions Ltd, I am writing to inform you thatwe hereby accept your company’s proposal dated 08/03/2013, which inconjunction with the documents listed below should be deemed to form andto be read and to be construed as part of the Contract:1.1 The quotations issued by PFP 2000 Ltd which stipulates the scope of serviceson 08/03/2013, (the site specific O&M maintenance instructions and the firstinspection date to be agreed within month one of the contract).1.2 The MXM Property Solutions Ltd Conditions of Contract for THE PURCHASEOF SERVICES (ON-SITE) (MXMCS16)1.3 MXM Property Solutions Ltd correspondence dated (enter dates of allcorrespondence issued, naming any pre-bid clarification notices, minutes orother specific correspondence).Emails from Mark Allan, dated: 13/12/2012, 17/01/2013, 14/02/2013,13/03/2013.1.4. PFP 2000 Ltd correspondence dated (dates of all correspondence received)from Alistair Menzies dated and listed as follows:Emails dated: 17/01/2013, 12/03/2013, 13/03/2013.1.6 (Enter dates of any other documents not specified above, including impartialityagreements)2. The Contract will commence on 04/04/2012 and will run annually, which includesa 30 Day Termination Clause for both parties, unless the Contract is terminated inaccordance with the provision of MXMCS16.
  • 97. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service Solutions3. The Contract Manager for this Contract will be Mark Allan. He will be yourcontact for any contract queries that arise and can be contacted on 07872 824902 or 0845 263 8135.4. Please acknowledge receipt of this letter by signing both letters enclosed andreturning one, marked for the attention of Mark Allan, to the above address.Yours sincerelyMark Allan (MBIFM)Managing DirectorMXM Property Solutions Ltd[cc:]I have noted and hereby acknowledge receipt of this letter from MXM PropertySolutions Ltd dated 04/04/2013Signed for on behalf of PFP 2000 LtdSignature: Position:Name: Date:
  • 98. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company Number SC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290GENERAL TERMS AND CONDITIONS FOR PURCHASE OF GOODS AND/ORSERVICES FOR RIVER HEIGHTS RESIDENTS ASSOCIATION AND MXM, ASAGENT FOR THE CO-OWNERS1: DEFINITIONSIn this document the following words shall have the following meanings:1.1 "Agreement" means these Terms and Conditions together with the terms of anyapplicable Purchase Order;1.1.1 “River Heights Residents Association”, the Co-owners of the Developmentnamed: The River Heights Building1.1.2 “MXM Property Solutions Limited”, a company incorporated under theCompanies Acts (Company Number SC337460) and having its registeredoffice at Baltic Chambers, Suite G2, 50 Wellington Street, Glasgow, G2 6HJ,as Agent for the Owners in relation to the obligations pertaining to this ServiceAgreement (except where and to the extent that is does not have authority inwhich case in its own capacity in relation to the obligations pertaining to theService Agreement) (hereinafter referred to as “MXM Agent”)1.2 "Buyer" means [The River Heights Residents Association and MXM as Agent forthe Co-owners], and "us" and "our" are also used in relation to the [The River HeightsResidents Association and MXM as Agent for the Co-owners];1.3 "Intellectual Property Rights" means all patents, registered and unregistereddesigns, copyright, trade marks, know-how and all other forms of intellectual propertywherever in the world enforceable;1.4 "Purchase Order" means the standard Buyer document which includes or isattached to a statement of work describing the goods and/or services to be providedby the Supplier and which provides a maximum value payable by the Buyer to theSupplier;1.5 "Supplier" means the organisation or person who supplies goods and/or servicesto the Buyer;1.6 "Supplier Personnel" means any employee or contractor supplied by the Supplierto provide services.2: GENERAL2.1 These Terms and Conditions shall apply to all contracts for the supply of goodsand/or services by the Supplier pursuant to one or more Purchase Order.2.2 Where it is agreed that the Supplier shall supply goods and/or services, thegoods and/or services to be supplied, the price payable and any other special termsagreed between the parties shall be set out in the Purchase Order. All PurchaseOrders shall be subject to these Terms and Conditions.2.3 No changes or variations to these Terms and Conditions or any Purchase Ordershall be effective unless agreed in writing between the parties.
  • 99. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company Number SC337460Property Factors (Scotland) Act 2011 – Registration Number: PF0002903: PRICE AND PAYMENT3.1 The price and any taxes and expenses for the goods and/or services shall be asspecified in the Purchase Order.3.2 An invoice shall be produced by the Supplier to the Buyer in accordance with theterms set out in the Purchase Order. The Buyer shall pay for the goods and/orservices at the end of the month following the month in which the goods and/orservices are supplied or in which the invoice is received, whichever is the later. In nocircumstances shall the time for payment be of the essence of the Agreement.3.3 The Buyer shall not be responsible for any expenses, charges or price other thanthose set out in the Purchase Order.3.4 In the event of late payment by the Buyer, the Supplier shall be entitled to chargethe Buyer interest at the rate of 2% per annum above the base rate of the Bank ofScotland, from the date when payment becomes due from day to day until the date ofpayment.3.5 If the parties agree that the Supplier is to provide goods and/or services orresources in addition to those specified in a Purchase Order, then such agreementwill be reflected in a further Purchase Order, which will be deemed incorporated intothis Agreement.3.6 Once a Purchase Order has been agreed by the Buyer the price for the goodsand/or services shall be fixed.4: WARRANTY4.1 The Supplier warrants and guarantees that all goods and materials suppliedunder this Agreement shall be free from any defects, patent or latent, in material andworkmanship, conform to applicable specifications and drawings and, to the extentthat detailed designs were not provided to the Buyer, will be free from design defectsand in every aspect suitable for the purposes intended by the Buyer, as to which theSupplier hereby acknowledges that it has had due notice. The approval by the Buyerof any designs provided by the Supplier shall not relieve the Supplier of itsobligations under any provision contained in this Clause.4.2 The Supplier’s obligations under this Clause shall extend to any defect or non-conformity arising or manifesting itself within 12 months from delivery.4.3 Where there is a breach of the warranty contained in this Clause by the Supplier,the Buyer, without thereby waiving any rights or remedies otherwise provided by lawand/or elsewhere in this Agreement, may require the Supplier to repair or replace thedefective goods at the Supplier’s risk and expense or repay the price or part of theprice relating to the defect to the Buyer.
  • 100. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company Number SC337460Property Factors (Scotland) Act 2011 – Registration Number: PF0002904.4 Items repaired or replaced shall be subject to these Terms and Conditions in thesame manner as those originally delivered under this Agreement. If the Supplierrefuses or fails promptly to repair or replace items when requested under thisprovision, the Buyer may itself, or through an agent or sub-contractor, or otherwise,repair or replace any item itself and the Supplier agrees to reimburse the Buyer forany costs or expenses incurred.5: DELIVERY5.1 Delivery of the goods shall be made to such location as the Buyer shall direct.Carriage shall be paid for by the Supplier. Any time agreed between the parties forsuch delivery shall be of the essence of the Agreement and the Buyer shall beentitled to cancel, without notice, the whole or any part of this Agreement if thisClause is not complied with by the Supplier.5.2 Where the Buyer cancels the whole or part of the contract in accordance withClause 5.1:5.2.1 all sums payable by the Buyer in relation to the whole or part of the contractcancelled shall cease to become payable;5.2.2 all sums paid by the Buyer in relation to the whole or part of the contractcancelled shall be repaid by the Supplier immediately;5.2.3 the Buyer shall be entitled to recover damages from the Supplier for any losscaused as a result of the Supplier’s failure to deliver the goods and/or as a result ofthe cancellation of the whole or part of the contract.6: TITLE6.1 The Supplier warrants that it has good title to the goods and that it will transfersuch title as it may have in the goods to the Buyer pursuant to Clause 6.2.6.2 Title in the goods will pass to the Buyer when the goods are unconditionallyappropriated (by either party or by or with the consent of either party) to thisAgreement, or on delivery to the Buyer, whichever happens first.7: RISKThe goods will be and shall remain at the Supplier’s risk until such time as they aredelivered to the Buyer (or at his direction), and are found to be in accordance with therequirements of this Agreement. It shall be the duty of the Supplier at all times tomaintain a contract of insurance over the goods and, on request from the Buyer, toassign to the Buyer the benefits of such insurance.8: INSPECTION OF GOODS8.1 The Buyer shall inspect the goods upon delivery.8.2 Where goods are damaged the Buyer shall notify the Supplier. The Buyer mayreject the damaged goods and the following provisions shall apply:
  • 101. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company Number SC337460Property Factors (Scotland) Act 2011 – Registration Number: PF0002908.2.1 the Supplier shall collect the damaged goods from the Buyer at the Supplier’sexpense;8.2.2 during the period between delivery of the goods to the Buyer and collection bythe Supplier, the Buyer shall not be liable for any loss or further damage caused tothe damaged goods;8.2.3 all sums payable by the Buyer in relation to the damaged goods shall cease tobecome payable;8.2.4 all sums paid by the Buyer in relation to the damaged goods shall be repaid bythe Supplier immediately;8.2.5 the Buyer shall be entitled to claim damages from the Supplier for any lossescaused to the Buyer as a result of the goods being damaged.8.3 Where there are shortages in the order the Buyer shall notify the Supplier and thefollowing provisions shall apply:8.3.1 all sums payable by the Buyer in relation to the missing goods shall cease tobecome payable;8.3.2 all sums paid by the Buyer in relation to the missing goods shall be repaid bythe Supplier immediately;8.3.3 the Buyer shall be entitled to claim damages from the Supplier for any lossescaused to the Buyer as a result of the shortages.8.4 If the Buyer so requests, the Supplier shall immediately replace damaged goodsor supply goods which are missing at the Supplier’s expense or the Buyer shall beentitled to cancel, without notice, the whole or any unexecuted part of the order andthe rights referred to in Clause 5.2 shall apply.8.5 Where there is an excess of goods in relation to the order the Buyer may rejectthe excess goods by notice in writing to the Supplier and the following provisionsshall apply:8.5.1 the Supplier shall collect the excess goods from the Buyer at the Supplier’sexpense;8.5.2 during the period between delivery of the goods and collection by the Supplier,the Buyer shall not be liable for any loss or damage caused to the excess goods;8.5.3 no sum shall be due to the Supplier for the excess goods and in the event thatsums are paid to the Supplier for the excess goods, the Supplier shall repay suchsums to the Buyer immediately.8.6 The Buyer may accept excess goods by notifying the Supplier of suchacceptance and the price of the excess goods shall be payable by the Buyer.8.7 The Supplier shall repair or replace free of charge, goods damaged or lost intransit upon receiving notice to that effect from the Buyer.
  • 102. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company Number SC337460Property Factors (Scotland) Act 2011 – Registration Number: PF0002908.8 The Buyer’s signature on any delivery note of the Supplier is evidence of thenumber of packages received only and not evidence of the correct quantity of goodsreceived or that the goods are in a good condition or of the correct quality.9: SUPPLIER’S OBLIGATIONS9.1 The Supplier warrants, represents and undertakes that:9.1.1 all services performed under this Agreement shall be performed with all dueskill and care, in a good and workmanlike manner and otherwise in line with bestpractice within its industry ("Best Industry Practice");9.1.2 the Supplier Personnel will possess the qualifications, professional competenceand experience to carry out such services in accordance with Best Industry Practice;9.1.3 the services will not in any way infringe or violate any Intellectual PropertyRights, trade secrets or rights in proprietary information, nor any contractual,employment or property rights, duties of non-disclosure or other rights of any thirdparties; and9.1.4 it has full capacity and authority to enter into this Agreement and that it has orwill obtain prior to the commencement of the services, any necessary licences,consents and permits required of it for the performance of the services.9.2 The Supplier shall provide the Buyer with such progress reports, evidence orother information concerning the services as may be requested by the Buyer fromtime to time.9.3 The Supplier shall be responsible for maintaining such insurance policies inconnection with the provision of the services as may be appropriate or as the Buyermay require from time to time.9.4 The Supplier shall procure that the Supplier Personnel take all reasonable stepsto safeguard their own safety and the safety of any other person who may beaffected by their actions, and the Supplier agrees to indemnify and keep indemnifiedthe Buyer from all and any liabilities, obligations, costs and expenses whatsoeverarising from any loss, damage or injury caused to the Buyer or any third party by theSupplier Personnel.10: STATUS AND LIABILITIES10.1 It is expressly understood that neither the Supplier nor the Supplier Personnelhave the authority to act as agent for the Buyer or to contract on the Buyer’s behalf.10.2 The Supplier Personnel shall at no time be deemed to be employed orotherwise engaged by the Buyer.
  • 103. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company Number SC337460Property Factors (Scotland) Act 2011 – Registration Number: PF00029010.3 The Supplier shall be responsible for paying the Supplier Personnel and formaking any deductions required by law in respect of income tax and NationalInsurance contributions or similar contributions relating to the provision of theservices. The Supplier agrees to indemnify the Buyer in respect of any claims thatmay be made by the relevant authorities against the Buyer in respect of tax demandsor National Insurance or similar contributions relating to the provision of the servicesby the Supplier.10.4 The Supplier shall, and shall procure that the Supplier Personnel shall, complywith all applicable statutes, rules and regulations in providing the services, includingall immigration and employment requirements imposed by any applicable jurisdiction,and the Supplier shall indemnify and hold harmless the Buyer from damages arisingout of any failure to do so.11: TERMINATION11.1 The Buyer may terminate this Agreement for any reason by providing 30 daysprior written notice to the Supplier.11.2 The Buyer may terminate this Agreement with immediate effect by providingwritten notice to the Supplier if:11.2.1 the Supplier or the Supplier Personnel commit any material or persistentbreach of this Agreement;11.2.2 the Supplier fails to or refuses after written warning to procure that theSupplier Personnel provide the services properly required of them in accordance withthis Agreement;11.2.3 the Supplier passes a resolution for winding up (other than for the purpose ofsolvent amalgamation or reconstruction), or a court of competent jurisdiction makesan order to that effect;11.2.4 the Supplier ceases to carry on its business or substantially the whole of itsbusiness; or11.2.4 the Supplier is declared insolvent, or convenes a meeting of or makes orproposes to make any arrangement or composition with its creditors; or a liquidator,receiver, administrative receiver, manager, trustee or similar officer is appointed overany of its assets.12: INDEMNITYThe Supplier agrees to indemnify the Buyer against all claims, costs and expenseswhich the Buyer may incur and which arise, directly or indirectly, from the Supplier’sbreach of any of its obligations under this Agreement.
  • 104. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company Number SC337460Property Factors (Scotland) Act 2011 – Registration Number: PF00029013: INTELLECTUAL PROPERTY RIGHTSAll Intellectual Property Rights produced from or arising as a result of theperformance of this Agreement shall, so far as not already vested, become theabsolute property of the Buyer, and the Supplier shall do all that is reasonablynecessary to ensure that such rights vest in the Buyer by the execution ofappropriate instruments or the making of agreements with third parties.14: FORCE MAJEUREThe Buyer shall not be liable for any delay or failure to perform any of its obligationsunder this Agreement if the delay or failure results from events or circumstancesbeyond its reasonable control, including but not limited to acts of God, strikes, lockouts, accidents, war, fire, flood or industrial disputes, and the Buyer shall be entitledto a reasonable extension of its obligations.15: RELATIONSHIP OF PARTIESNothing in this Agreement shall be construed as establishing or implying anypartnership or joint venture between the parties and nothing in this Agreement shallbe deemed to construe either of the parties as the agent of the other.16: ASSIGNMENTThe Supplier shall not be entitled to assign its rights or obligations or delegate itsduties under this Agreement without the prior written consent of the Buyer.17: SEVERABILITYIf any provision of this Agreement is held invalid, illegal or unenforceable for anyreason by any court of competent jurisdiction such provision shall be severed and theremainder of the provisions herein shall continue in full force and effect as if thisAgreement had been agreed with the invalid illegal or unenforceable provisioneliminated.18: WAIVERNo failure by the Buyer to enforce any of these Terms and Conditions shall constitutea waiver of its rights hereunder.19: NOTICESAny notice to be given by either party to the other may be served by email, fax,personal service or by post to the address of the other party given in the PurchaseOrder or such other address as such party may from time to time havecommunicated to the other in writing, and if sent by email shall unless the contrary isproved be deemed to be received on the day it was sent, if sent by fax shall bedeemed to be served on receipt of an error free transmission report, if given by lettershall be deemed to have been served at the time at which the letter was deliveredpersonally or if sent by post shall be deemed to have been delivered in the ordinarycourse of post.
  • 105. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company Number SC337460Property Factors (Scotland) Act 2011 – Registration Number: PF00029020: NO THIRD PARTIESNothing in this Agreement is intended to, nor shall it confer any rights on a third party.21: ENTIRE AGREEMENTThis Agreement contains the entire agreement between the parties relating to thesubject matter and supersedes any previous agreements, arrangements,undertakings or proposals, oral or written.22: GOVERNING LAW AND JURISDICTIONThis Agreement shall be interpreted in accordance with Scots Law and the partieshereby submit to the non-exclusive jurisdiction of the Scottish courts.PURCHASE ORDER TERMSThe following information is detailed on MXM’s standard Purchase Order:NAME OF BUYER:BUSINESS ADDRESS OF BUYER:REGISTERED COMPANY ADDRESS OF BUYER:NAME OF SUPPLIER:ADDRESS OF SUPPLIER:DESCRIPTION OF GOODS:DESCRIPTION AND SCOPE OF SERVICES:LOCATION WHERE GOODS AND SERVICES ARE TO BE SUPPLIED:DELIVERY DATE:RATES:ADDITIONAL SEPECIAL TERMSThe following standard Terms & Conditions apply to Purchases:INVOICING:Invoices will only be accepted where an official Purchase Order is quoted and wherethe above details match both Purchase Order and Invoice.PAYMENT METHOD:By Electronic Bank Transfer 30 days after receipt of Goods & Services
  • 106. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsPROPERTY BULLETIN: Sept 2012HMO Licensing: HOUSES IN MULTIPLE OCCUPATIONUnder the Civic Government (Scotland) Act 1982 (Licensing of Houses in MultipleOccupation) Order 2000, any rented property which is occupied by three or moreunrelated people, who share a kitchen, bathroom or toilet, must have a licence fromthe local authority.HMO licensing is run by local authorities. They work within a framework set out inlaw, and in guidance from the Scottish Executive, but each authority will have its ownparticular procedures. The standards required also vary according to local policiesand the particular features of each property.IT IS A CRIMINAL OFFENCE TO OPERATE AN HMO WITHOUT HAVING ALICENCE.Why do HMOs have to be licensed?Licensing for all HMOs was introduced from October 2000 to improve standards inthis type of rented housing, in terms of both physical accommodation and themanagement of tenancy issues. HMOs provide an important supply of housing,particularly for some groups of people, such as students, transient workers, and somepeople who need extra support in their daily lives. However, this also means thatmany HMO tenants may be inexperienced, have few housing choices or havedifficulty expressing their views. This can make them vulnerable to exploitation. Whilethe great majority of landlords want to provide good quality housing and have goodrelationships with their tenants, the HMO sector can be particularly attractive to aminority who may be interested only in profit with the minimum of effort. ScottishMinisters took the decision that all HMOs should be licensed, to make sure that theyall provide acceptable standards and to root out exploitative landlords.PART 1: WHO NEEDS A LICENCE?The Civic Government (Scotland) Act 1982 sets out a general system for licensing arange of activities.The detailed arrangements for HMO licensing are contained in the Civic Government(Scotland) Act 1982 (Licensing of Houses in Multiple Occupation) Order 2000 (asamended in 2002 and 2003)A person needs a licence if they give permission for a house to be occupied as anHMO, i.e. if they allow people to live in the property in line with the definitions listed.The need for a licence does not depend on rent being paid, or on any formal tenancyarrangements being in place.
  • 107. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsThe application for a licence must be made by the owner, even if the property isleased to or managed by another person or organisation.What sanctions are there for operating an HMO without a licence?It is a criminal offence to operate an HMO without a licence. The maximum penalty islevel 5 (currently £5,000.00).How are property managers or letting agents affected by licensing?If the day-to-day management of the property is carried out by someone other thanthe owner, they will be named on the licence as a joint licence-holder (see part 2).Letting agents or property managers should check that their clients are licensedwhere necessary. It is a criminal offence for anyone to act as an agent for anunlicensed owner of a licensable HMO, by doing anything "which directly permits orfacilitates the occupation of that house" as an HMO.If a licensing authority suspects that a house is an HMO, they may ask the agent forthe owners name and address, and it is an offence to fail to comply with such arequest.There are also standards of property and other information available on the followingwebsite:http://www.scotland.gov.uk/Topics/Built-Environment/Housing/PrivateRenting/16501
  • 108. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsAppendix 4 – ITT SOUTHGATE
  • 109. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsContentsSample Residential Weekly ChecklistSample P&L ReportSample Trail Balance ReportSample Balance SheetSample Historic Sales and Expenditure ReportKashflow Slide Show
  • 110. RESIDENTIAL PROPERTIES - WEEKLY INSPECTION CHECK LISTThe inspecting person must tick all boxes as applicable. All sections are to be completed.Page 1 of 1 Doc: QC 46 Version: 01 Issued: 30/06/11Property Name: Location:Date of Inspection: Time of Inspection:Section 1 – General Exterior & Physical Security Y/N Remarks (delete as appropriate)1.1External areas, footpaths, walkways – clear andfree from refuse obstruction and hazards?Refer to repair log or incidentreport if answer is NO1.2 External illuminations (if applicable) – functional?Refer to repair log or incidentreport if answer is NO1.3Doors and windows, shutters, locks andfasteners – sound and secure? (include bin chutes)Refer to repair log or incidentreport if answer is NO1.4 Evidence of vandalism/forced entry? (include CCTV)Refer to repair log or incidentreport if answer is YESSection 2 – General Interior Y/N Remarks2.1CCTV/Fire alarm/smoke detection –functional/operational?Refer to repair log or incidentreport if answer is NO2.2 Lighting/emergency lighting – operational?Refer to repair log or incidentreport if answer is NO2.3Accommodation and corridors – clear and freefrom obstruction/waste?Refer to repair log or incidentreport if answer is NO2.4Vermin/infestation – evidence of recent activity? Refer to repair log or incidentreport if answer is YES2.5Water tanks/plumbing/services free fromleakage?Refer to repair log or incidentreport if answer is NO2.6Evidence of any water ingress? Refer to repair log or incidentreport if answer is YES2.6Are there damage or security breaches within thecar park?Refer to repair log or incidentreport if answer is YESSection 3 – Health, Safety & Security Issues Y/N Remarks3.1Are there any potential areas which could createSlips, trips, falls?Refer to repair log or incidentreport if answer is YES3.2Are there any loose/dangerous building fabric Refer to repair log or incidentreport if answer is YES3.3Water Tank room – clean secure and tidy? Refer to repair log or incidentreport if answer is NO3.4Electricity supply-operational? Refer to repair log or incidentreport if answer is NO3.5All relevant doors (including CP roller doors) andrisers locked, secure and fully operational?Refer to repair log or incidentreport if answer is NOThe above mentioned property has been inspected in accordance with the site requirements.Sign: Date:Print Name: Tel No:
  • 111. Profit and Loss Report for The Bridge Building AssociationFor Period 01/01/2013 to 31/03/2013TURNOVERBank Interest Received 7.97 0.01%CC, interest & compensation 1,260.26 1.83%Insurance Claims Income 6,599.60 9.56%Monthly Boiler Maintenance Charges 3,044.20 4.41%Monthly Common Service Charges Jun 12 to May 13 51,104.37 74.03%Sundry Income 7,018.88 10.17%Total: 0.00 0.00%GROSS PROFIT: 69,035.28LESS EXPENSES:Administrative Costs - Management Services 4,344.00 6.29%Administrative Costs - Security 11,064.21 16.03%Cleaning - Windows 624.00 0.90%Decoration - External 1,900.00 2.75%Decoration - Internal 4,500.00 6.52%External Works - Repairs and Decs 576.00 0.83%Go Cardless Charges 9.84 0.01%Interest Received -15.40 -0.02%Overhead - Banking & Sales Ledger Services 2,492.40 3.61%Overhead - Insurance 4,717.10 6.83%Overhead - Legal 64.52 0.09%Overhead - Telecoms 646.03 0.94%Services - Electrical 1,247.47 1.81%Services - Lifts & Esc 2,301.81 3.33%Services - Other M&E 2,151.04 3.12%Services - Plumbing 84.00 0.12%Utilities - Electricty 6,666.58 9.66%Total: 43,373.60 62.83%NET PROFIT: 25,661.68
  • 112. Trial Balance for The Bridge Building AssociationFor Period 20/11/2008 to 31/03/2013Debit Credit1100 Debtors Control Account £144,010.941200 Current Account £92,163.591201 Owners Miscellaneous Account £864.982100 Creditors Control Account £22,255.602101 Other Creditors £4,055.012102 Maintenance Account £10,762.483200 P & L £25,536.064001 Monthly Common Service Charges Jun 12 to May 13 £143,111.384002 Monthly Boiler Maintenance Charges £10,182.404900 Sundry Income £7,018.884906 CC, interest & compensation £1,260.264908 Insurance Claims Income £10,849.604909 Bank Interest Received £38.605000 Decoration - External £1,900.005001 Decoration - Internal £4,500.005006 Fabric - Ext -Walls £5,640.615007 Fabric - Roofs £1,197.005009 Fabric - Fittings and Fixtures £803.885016 Services - Plumbing £606.005017 Services - Heat and Vent £9,720.005018 Services - Lifts & Esc £12,728.255019 Services - Electrical £1,247.475020 Services - Other M&E £7,065.545026 Cleaning - Windows £2,112.005037 Utilities - Electricty £16,549.915049 Administrative Costs - Security £62,539.185051 Administrative Costs - Management Services £19,548.005056 Overhead - Insurance £20,932.935058 Overhead - Banking & Sales Ledger Services £11,095.805059 Overhead - Legal £1,857.525060 Overhead - Telecoms £2,622.685066 External Works - Repairs and Decs £9,111.605069 External Works - Gardening £441.607603 Professional Fees £2,556.007902 Go Cardless Charges £30.737903 Interest Received £21.477905 Credit Charges £24,000.478205 Exceptional items £172,754.00Totals £431,846.21 £431,846.21
  • 113. Balance Sheet for The Bridge Building AssociationFor Date: 31/03/2013FIXED ASSETSTotal Fixed Assets 0CURRENT ASSETS1100 Debtors Control Account 144,010.941200 Current Account 92,163.591201 Owners Miscellaneous Account 864.98Total Current Assets 237,039.51CURRENT LIABILITIES2100 Creditors Control Account 22,255.602101 Other Creditors 4,055.012102 Maintenance Account 10,762.48Total Current Liabilities 37,073.09Current Assets less Current Liabilities: £199,966.42Fixed Assets + Current Assets less Current Liabilities: £199,966.42CAPITAL AND RESERVES0 P&L Account 174,430.363200 P & L 25,536.06Total Capital and Reserves 199,966.42
  • 114. Historic Sales & Expediture Report for The Bridge Building AssociationFor January 13 to March 13Name Code JAN 13 FEB 13 MAR 13 TOTALSALESBank Interest Received 4909 0.00 0.00 7.97 7.97CC, interest & compensation 4906 0.00 235.20 1,025.06 1,260.26Credit Charges (Late Payments) 4400 0.00 0.00 0.00 0.00Monthly Boiler Maintenance Charges 4002 1,016.80 1,010.60 1,016.80 3,044.20Monthly Common Service Charges Jun 12 to May 13 4001 17,256.33 16,591.71 17,256.33 51,104.37Other 9998 0.00 0.00 0.00 0.00Sundry Income 4900 0.00 0.00 7,018.88 7,018.88Suspense Account - Customers 9999 0.00 0.00 0.00 0.00PURCHASESAdministrative Costs - Management Services 5051 -2,172.00 -2,172.00 0.00 -4,344.00Administrative Costs - Rubbish Disposal 5050 0.00 0.00 0.00 0.00Administrative Costs - Security 5049 -5,674.15 -5,390.06 0.00 -11,064.21Administrative Costs - Service Attendance 5046 0.00 0.00 0.00 0.00Advertising 6201 0.00 0.00 0.00 0.00Cleaning - External Surfaces 5027 0.00 0.00 0.00 0.00Cleaning - Internal 5028 0.00 0.00 0.00 0.00Cleaning - Windows 5026 -312.00 -312.00 0.00 -624.00Decoration - External 5000 0.00 -1,900.00 0.00 -1,900.00Decoration - Internal 5001 0.00 -4,500.00 0.00 -4,500.00Electricty 7200 0.00 0.00 0.00 0.00Entertainment 7403 0.00 0.00 0.00 0.00Exceptional items 8205 0.00 0.00 0.00 0.00External Works - Cleaning 5068 0.00 0.00 0.00 0.00External Works - External Services 5067 0.00 0.00 0.00 0.00External Works - Gardening 5069 0.00 0.00 0.00 0.00External Works - Repairs and Decs 5066 0.00 -576.00 0.00 -576.00Fabric - Ext -Walls 5006 0.00 0.00 0.00 0.00Fabric - Fittings and Fixtures 5009 0.00 0.00 0.00 0.00Fabric - Internal Finishes 5010 0.00 0.00 0.00 0.00Fabric - Other Structural 5008 0.00 0.00 0.00 0.00Fabric - Roofs 5007 0.00 0.00 0.00 0.00Overhead - Banking & Sales Ledger Services 5058 -1,246.20 -1,246.20 0.00 -2,492.40Overhead - Insurance 5056 -2,158.55 -2,558.55 0.00 -4,717.10Overhead - Legal 5059 0.00 -64.52 0.00 -64.52Overhead - Rates 5057 0.00 0.00 0.00 0.00Overhead - Telecoms 5060 -259.04 -206.26 -180.73 -646.03Professional Fees 7603 0.00 0.00 0.00 0.00Services - Electrical 5019 -1,247.47 0.00 0.00 -1,247.47Services - Heat and Vent 5017 0.00 0.00 0.00 0.00
  • 115. Services - Lifts & Esc 5018 0.00 0.00 -2,301.81 -2,301.81Services - Other M&E 5020 -1,769.97 -381.07 0.00 -2,151.04Services - Plumbing 5016 0.00 -84.00 0.00 -84.00Suspense Account - Suppliers 9997 0.00 0.00 0.00 0.00Utilities - Effluents & Drain 5041 0.00 0.00 0.00 0.00Utilities - Electricty 5037 -4,473.39 -2,193.19 0.00 -6,666.58Utilities - Fuel Oil 5038 0.00 0.00 0.00 0.00Utilities - Gas 5036 0.00 0.00 0.00 0.00Utilities - Solid Fuel 5039 0.00 0.00 0.00 0.00Utilities - Water Rates 5040 0.00 0.00 0.00 0.00BANK TRANSACTIONSAccrued expenses 2109 0.00 0.00 0.00 0.00Bank Charge 7901 0.00 0.00 0.00 0.00Credit Charges 7905 0.00 0.00 0.00 0.00Go Cardless Charges 7902 -3.00 -3.88 -2.96 -9.84Insurance Claims Income 4908 0.00 0.00 6,599.60 6,599.60Interest Paid 7900 0.00 0.00 0.00 0.00Interest Received 7903 6.50 8.90 0.00 15.40Maintenance Account 2102 0.00 0.00 0.00 0.00Mellon Argyle 2103 0.00 0.00 0.00 0.00Other Creditors 2101 0.00 0.00 0.00 0.00P & L 3200 0.00 0.00 0.00 0.00
  • 116. Overview Page for Client Account
  • 117. Customer Screen - Invoices
  • 118. Customer Screen – Details held for Data Protection
  • 119. Tool & Reports – Expense by Sub Outgoing Type
  • 120. Tool & Reports – Expenditure by Outgoing Type
  • 121. Tool & Reports – Income By Payment Method
  • 122. Tool & Reports – Balance Sheet
  • 123. Bank – Bank Accounts
  • 124. Settings – Configuration Settings
  • 125. Settings – Account Settings
  • 126. Settings – External Services
  • 127. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsAppendix 5 – ITT SOUTHGATE
  • 128. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsContentsInsuranceHealth and Safety PolicyEqual OpportunitiesQuality StatementData ProtectionCustomer Care PolicyComplaints Procedure
  • 129. I N S U R A N C EAuthorised and regulated bythe Financial Services AuthorityCERTIFICATE OF EMPLOYERS LIABILITY INSURANCE (a)(Where required by regulation 5 of the Employers Liability (Compulsory Insurance) Regulations 1998 (theRegulations), one or more copies of this certificate must be displayed at each place of business at which thepolicyholder employs persons covered by the policy)Policy Number CT020213213791) Name of Policyholder MXM PROPERTY SOLUTIONS LIMITED2) Date of commencement of insurance 4th September 20123) Date of expiry of insurance 4th September 2013We hereby certify that subject to paragraph 2:-1. the policy to which this Certificate relates satisfies the requirements of the relevant lawapplicable in Great Britain, Northern Ireland, the Isle of Man, the Island of Jersey, the Island ofGuernsey and the Island of Alderney (b); and2. the minimum amount of cover provided by this policy is no less than £5 million (c).Signed on behalf of MMA Insurance pic (Authorised Insurer)Managing DirectorNotes(a) Where the employer is a company to which regulation 3(2) of the Regulations applies, the certificate shall state in aprominent place, either that the policy covers the holding company and all its subsidiaries except any specificallyexcluded by name, or that the policy covers the holding company and only the named subsidiaries.(b) Specify applicable law as provided for in regulation 4(6) of the Regulations.(c) See regulation 3(1) of the Regulations and delete whichever of paragraphs 2(a) or 2(b) does not apply.Where 2(b) is applicable, specify the amount of cover provided by the relevant policy.MMA Insurance picRegistered in England and Wales no. 613259Registered Office: Norman Place, Reading RG1 8DA
  • 130. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsHealth and SafetyPolicy statementHealth and Safety at Work etc Act 1974This is the Health and Safety Policy Statement of: MXM Property Solutions LimitedOur statement of general policy is:• To provide adequate control of the health and safety risks arising from ourwork activities;• To consult with our employees on matters affecting their health and safety;• To provide and maintain safe plant and equipment;• To ensure safe handling and use of substances;• To provide information, instruction and supervision for employees;• To ensure all employees are competent to do their tasks, and to give themadequate training;• To prevent accidents and cases of work-related ill health;• To maintain safe and healthy working conditions; and• To review and revise this policy as necessary at regular intervals.This MXM Policy Statement will be displayed prominently at all sites and workplacesand will be kept under review to ensure its continuing relevance."Organisation for Safety Management"- individual responsibilities and "Arrangementsfor Health, Safety & Welfare"- risk control, are business specific documents whichamplify and form part 2 and 3 of this Safety Policy. These are circulated within thepremises and on the company IT system and are available for use and reference.The MXM Directors recognise and value the importance of an excellent safety recordand positive safety culture and require all employees, sub-contractors, consultants,suppliers and visitors to play an active part in maintaining this performance bycompliance with their legal obligations and this Safety Policy.Signed:Employer: Mark Allan, Managing DirectorDate: Feb 2013Review Date: Feb 2014
  • 131. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsOrganisational Duties and Responsibilities Part 2Responsibilities1. Overall and final responsibility for health and safety is that of: Mark Allan,Managing Director2. Day-to-day responsibility for ensuring this policy is put into practice isdelegated to: Technical Manager3. To ensure health and safety standards are maintained/ improved, thefollowing people have responsibility in the following areas:NameMark AllanMark AllanMark AllanDavid AllanDavid AllanResponsibilityContracts and Service ProvidersPersonal Protective EquipmentConsultancy ServicesSite operationsTechnical Standards4. All employees have to:• co-operate with supervisors and managers on health and safety matters;• not interfere with anything provided to safeguard their health and safety;• take reasonable care of their own health and safety; and• report all health and safety concerns to an appropriate person (as detailed inthis policy statement).
  • 132. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsOrganisational Duties and Responsibilities Part 2 - continuedHealth and safety risks arising from our work activitiesRisk assessments will be undertaken by:Technical ManagerThe findings of the risk assessments will be reported to:Managing DirectorAction required to remove/control risks will be approved by:Managing Director and Technical ManagerTechnical Managerwill be responsible for ensuring the action required is implemented.Managing Director and Technical Managerwill check that the implemented actions have removed/reduced the risks.Assessments will be reviewed everyYearor when the work activity changes, whichever is soonest.
  • 133. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsArrangements for Health & Safety Welfare Part 3Consultation with employeesEmployee representative(s) areTechnical ManagerConsultation with employees is provided byManaging DirectorSafe plant and equipmentTechnical Managerwill be responsible for identifying all equipment/plant needing maintenance.Managing Directorwill be responsible for ensuring effective maintenance procedures are drawn up.Managing Directorwill be responsible for ensuring that all identified maintenance is implemented.Any problems found with plant/equipment should be reported toTechnical ManagerManaging Director and Technical Managerwill check that new plant and equipment meets health and safety standards before itis purchased.
  • 134. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsArrangements for Health & Safety Welfare Part 3 - continuedSafe handling and use of substancesTechnical Managerwill be responsible for identifying all substances which need a COSHH assessment.Technical Managerwill be responsible for undertaking COSHH assessments.Managing Directorwill be responsible for ensuring that all actions identified in the assessments areimplemented.Technical Managerwill be responsible for ensuring that all relevant employees are informed about theCOSHH assessments.Technical Managerwill check that new substances can be used safely before they are purchased.Assessments will be reviewed every12 Monthsor when the work activity changes, whichever is soonest.
  • 135. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsArrangements for Health & Safety Welfare Part 3 - continuedInformation, instruction and supervisionThe Health and Safety Law poster is displayed at/ leaflets are issued bySite office and leaflets are available from the Technical ManagerHealth and safety advice is available fromHealth & Safety Advisor – Caroline Medd – Thomas and AdamsonSupervision of young workers/trainees will be arranged/undertaken/monitored byN/A at presentTechnical Manageris responsible for ensuring that our employees working at locations under the controlof other employers are given relevant health and safety information.
  • 136. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsArrangements for Health & Safety Welfare Part 3 - continuedCompetency for tasks and trainingInduction training will be provided for all employees byTechnical ManagerJob specific training will be provided byManaging DirectorSpecific jobs requiring special training areFirstly assessed by the Managing Director and reviewed with the Technical Managerfor making the necessary arrangements to implementTraining records are kept at/byTechnical ManagerTraining will be identified, arranged and monitored byManaging Director and Technical Manager
  • 137. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsArrangements for Health & Safety Welfare Part 3 - continuedAccidents, first aid and work-related ill healthHealth surveillance is required for employees doing the following jobsNone at presentHealth surveillance will be arranged byTechnical ManagerHealth surveillance records will be kept by/atTechnical Manager at the officeThe first aid box(es) is/are kept atIs kept within the officeThe appointed person(s)/first aider(s) is/areTechnical ManagerAll accidents and cases of work-related ill health are to be recorded in the accidentbook. The book is kept by/atThe Technical Manager at the officeTechnical Manageris responsible for reporting accidents, diseases and dangerous occurrences to theenforcing authority.
  • 138. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsArrangements for Health & Safety Welfare Part 3 - continuedMonitoringTo check our working conditions, and ensure our safe working practices are beingfollowed, we willCarry out regular spot checksSite auditsReview best practice for continuous improvementManaging Director and Health & Safety advisoris responsible for investigating accidents.Managing Directoris responsible for investigating work-related causes of sickness absences.Managing Directoris responsible for acting on investigation findings to prevent a recurrence.
  • 139. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsArrangements for Health & Safety Welfare Part 3 - continuedEmergency procedures – fire and evacuationManaging Directoris responsible for ensuring the fire risk assessment is undertaken and implemented.Escape routes are checked by/everyFirst member of staff in the office on a daily basisFire extinguishers are maintained and checked by/everyNone on site – no requirementAlarms are tested by/everyWeek on the Monday at 10.00amEmergency evacuation will be tested every6 monthly
  • 140. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsEQUAL OPPORTUNITIES: POLICY STATEMENTEqual Opportunities StatementMXM Property Solutions is committed to providing equal opportunities in all areas ofrecruitment, employment, training and promotion, including the creation of aworking environment which is free from harassment, victimisation, discrimination andbullying. Each individual will be judged on their ability, and we will not makejudgements based on gender, age, marital status, colour, disability, ethnic or nationalorigin, religious or sexual orientation.Responsibilities of EmployeesWe ask our employees:-• To understand and comply with the policy• To ensure that their own behaviour and language does not causemisunderstanding or offence• To be prepared to take a stand against harassmentHow we put our Policy into PracticeWe base our decisions on merit and ability in all aspects of employment, e.g.recruitment, promotion, etc.When recruiting, we welcome applications from all gender and races, the able bodiedand disabled, regardless of age, to provide opportunities at all stages in therecruitment process.• We regard all staff as potentially suitable for all vacancies, includingmanagement positions, regardless of background.• We do not discriminate when we carry out performance reviews.• We give all staff the same training opportunities.• We are willing to discuss flexible working arrangements to meet your needsand those of the business.• When appropriate, we will meet the reasonable needs of disabled employees.• We view harassment as totally unacceptable and procedures are in place toinvestigate incidents fully.Mark Allan (MBIFM)Managing DirectorMXM Property SolutionsDate: February 2013
  • 141. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsQUALITY: POLICY STATEMENTMXM Property Solutions recognises that an effectively operating Quality ManagementSystem according to ISO 9001 and the pursuit of business success are inextricably linked.It is therefore a primary responsibility of the company to continually improve theeffectiveness of the Quality Management SystemTo accomplish this we will:(i) Continually improve the performance of the Quality Management System through thesetting of objectives on an annual basis.(ii) Provide Clients with, services and information which meet their expectations in terms ofresponse, conformity to agreed requirements, international standards (if applicable), andquality and delivery performance. (I.e. Client satisfaction).(iii) Provide appropriate training to all employees whose activities have a significant impactupon the services provided by the company.
  • 142. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsQUALITY: POLICY STATEMENT (continued)MXM Property Solutions has developed a Quality Management System based on therequirements of BS EN ISO 9001:2000. The company places high emphasis on continuallyimproving its processes and services to exceed the requirements of Clients.MXM Property Solutions adopts the principles of ‘Process Management’ and continuallybuilds a culture of continuous improvement within the organisation with the aim of:Identifying and eliminating all forms of wastes that do not bring value to the ClientCreating competitive advantage for the whole operationContinually adding value to processes and all aspects of the businessProviding high quality solutions and services to fully satisfy Client requirementsTo deliver correct, easy to use solutions to our Clients on time and within budgetAs part of an ongoing process to achieve these aspirations we have set objectives forservice quality including:1. Reduction of rejected service solutions2. Reduction in the number of Client complaints3. Increasing the level of Client satisfactionSpecific objectives and targets are established and reviewed at the regular managementreview meetings.The company uses training of and communication to all employees to ensure this policy isunderstood and implemented.As Managing Director, I am fully committed to ensuring the implementation of andcontinual improvement of this quality management system.The Quality Policy is a live document, and is reviewed at regular Management Reviewmeetings.Mark Allan (MBIFM)Managing DirectorMXM Property SolutionsDate: February 2013
  • 143. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsDATA PROTECTION ACT: POLICY STATEMENTAs members of the Information Commissioners Office we as a Property Managementcompany comply with important principles regarding privacy and disclosure ofpersonal information.As a client of MXM Property Solutions Limited, information received about you will beprocessed and stored. This personal data will be held solely for the purposes ofperforming our duties as Property Managers for your property. From time to time,certain elements of this information may be provided to other directly interestedthird parties, where we are lawfully permitted to do so, and where such disclosure ismade by us to meet our obligations as property managers.You have a right of access to personal information held by this company about you.You may correct factual errors in such information by sending a request to us thatcredibly shows the error. Applications for information require to be made, in writing,together with the enclosure of the appropriate fee, currently £15.00, to MXMProperty Solutions Limited, Baltic Chambers, Suite G2, 50 Wellington St, Glasgow G26HJ.MXM Property Solutions Data Protection StatementMXM Property Solutions Ltd collects personal data, including names and addresses,in a number of different ways in order to perform its day-to-day business. We arecommitted to maintaining your personal information in a manner which meets therequirements of the Data Protection Act (1998) and will take all reasonable steps toensure that your personal data is kept secure against unauthorised access, loss,disclosure or destruction.In order to respect your privacy, we manage personal data in accordance with theData Protection Act’s eight ‘Data Protection Principles’, namely:-• Personal data shall be processed fairly and lawfully.• Personal data shall be obtained only for one or more specified and lawfulpurposes, and shall not be further processed in any manner incompatible withthat purpose or those purposes.• Personal data shall be adequate, relevant and not excessive in relation to thepurpose or purposes for which they are processed.• Personal data shall be accurate and, where necessary, kept up to date.• Personal data processed for any purpose or purposes shall not be kept forlonger than is necessary for that purpose or those purposes.
  • 144. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsMXM Property Solutions Data Protection Statement (continued)• Personal data shall be processed in accordance with the rights of datasubjects under this Act.• Appropriate technical and organisational measures shall be taken againstunauthorised or unlawful processing of personal data and against accidentalloss or destruction of, or damage to, personal data.• Personal data shall not be transferred to a country or territory outside theEuropean Economic Area unless that country or territory ensures an adequatelevel of protection for the rights and freedoms of data subjects in relation tothe processing of personal data.Any personal data which you inform us is incorrect will be amended or deleted, asappropriate.Mark Allan (MBIFM)Managing DirectorMXM Property SolutionsDate: February 2013
  • 145. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsData Protection: What does the Act mean to MXM?As a Property Management business that processes personal information on livingidentifiable individuals the Data Protection Act 1998 states that we must register withthe Governments Data Commissioner. We must inform him of our purpose forprocessing this information. This is legally binding and there are financial penaltiesfor failure to comply.Do members of staff or members of the public (data subjects) have any controlover what MXM holds on them?Yes they do. The data subject has the right to know what information is held on themand to have the information removed if is not lawfully processed or legally obtained.They have the right to access the information, see it, be given copies of it or be givena written summary of what is held.This is known as subject access request. Requests should be made in writing to DataProtection Officer and the fee required is £15.The Data Protection Officer has 40 days to make a full response to a request.The 8 Principles of the Data Protection Act are:1. Processed fairly and lawfully2. Obtained for specific and lawful purposes and not for any other purposes3. Adequate, relevant and not excessive4. Accurate and kept up to date5. Kept only for as long as necessary6. Processed in accordance with the rights of the data subject7. Secure8. Not transferred to countries without adequate protectionWe need to identify1. The information we hold2. Why and how we hold it3. How long we hold it for4. Who we share it withHow do we do that?By carrying out a data audit
  • 146. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsWhat is a data audit?A collation of all the personal information that MXM holds - how it is held, why is itheld, how long it is held and who is it shared withPersonal InformationThis can be sensitive or non-sensitive data that MXM has about you or members ofthe publicWhat is sensitive data?1. Religious or other beliefs2. Racial or ethnic origin3. Sexual Life4. Trade union membership5. Political opinions6. Physical or sexual healthWhat is non-sensitive data?1. Name2. Address3. Telephone numbersOnce we have collected all the information we must make sure that:We are processing information according to the 8 principles of the ActThat we only process it for the purpose highlighted in our Notification to theInformation CommissionerIf we are not, we have to act quickly as failure to comply can result in heavyfinancial penalties. We must either:Change the Notification - if there is a definite need for us to process the informationDestroy the information we cannot justify holding (as confidential waste)How does the Act affect us when we are carrying out our day to day work?• When carrying out our daily tasks, we become data processors using personalinformation and we have a duty to work within the 8 Principles of the Act.• Heads of Departments/Services are data managers and they haveresponsibility for ensuring their teams work according to the principles andfor ensuring that information is processed correctly.• There are heavy financial penalties for failure to comply.
  • 147. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsDefinitions of the Data Protection ActPersonal Data - Data from which a living individual, or living individuals, may beidentified.Data Subjects - The person(s) to whom the information refers.Data Controller - The organisation capturing, storing and processing Personal Data.Data Processor - Third party processing data for or on behalf of the Data Controller.Subject AccessThe subject access provision of the Data Protection Act 1998 states individuals havethe right to a copy of any personal data held on them.Section 7 of the Data Protection Act 1998 states that a "data subject" is entitled, uponrequest, to be informed whether or not personal data is held or processed aboutthem.Subject access requests cannot be accepted via email.Should you wish to make a request for subject access you can write to us requestinga subject access request form and we will send out the relevant via royal mail.Forward the completed form by post, along with payment and proof of identity to:Mrs L Allan-DP OfficerMXM Property Solutions LtdBaltic ChambersSuite G250 Wellington StreetGlasgowG2 6HJMark Allan (MBIFM)Managing DirectorMXM Property SolutionsDate: February 2013
  • 148. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsCUSTOMER CARE POLICY(MXMCCPo-2.1-2013)Version 1: February 2013
  • 149. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsIntroductionMXM is committed to service delivery that is totally customer focussed. This isunderpinned by our Customer Care Policy detailing how we will communicate withour customers, providing information about our standards of service and explaininghow you can expect to be treated when dealing with MXM. We will provide a servicethat is helpful, focussed on solving customer problems and responsive to your needs.Our Commitment to YouWe will:• Deal with your enquiry honestly, fairly and politely• Give prompt and accurate advice and information• Respect your right to confidentiality• Take into account your individual needs• Keep you informed about what is happening with your enquiry• Listen to what you have to say• Have an easy –to-use enquiry procedure if things should go wrongStandards of ServiceIn writing:• We will confirm receipt of your emailed or letter enquiry within 2 workingdays• We aim to reply to you within 20 working days of receipt• All personal correspondence will be attributed to a named person• Our letters and leaflets will be written clearly and will be free of jargonBy telephone:• We aim to answer your call promptly and to let you know who you arespeaking to. If you are calling during a busy spell please be patient – your callwill be directed to the relevant member of staff who will respond to your callas quickly as they can; or, alternatively, leave a message and we will call youback within 24 hours.• We will return voicemails, and messages left on our out-of-hours answerservice, during the next working day. Normal office hours are 09.00 to 17.00hrs (excluding public holidays).
  • 150. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsCustomer Care Policy (continued)Face-to-face:• We will deal with you clearly and politely• Should you wish a meeting, we will aim to arrange this as soon aspossible and we will confirm it with you in advanceHelping us to help you:• Please let us know if you have any difficulty contacting us• Tell us of any relevant changes in your circumstances as soon as youcan• Please be considerate and polite to our staff and our contractors as weare here to help you• Tell us if you have any comment or compliment about our service• Make suggestions if you think there are ways we could improve ourserviceEvaluation:Our standard of service will be regularly monitored as part of our selfevaluation process.If you have any queries you can contact us on:Telephone: 0845 263 8135Email: enquiries@mxmpropertysolutions.co.ukPutting things rightWe recognise that from time to time customers may be dissatisfied with the standardof service they have experienced. Such issues need to be addressed in order toensure that our normal high standards are maintained.For this reason we have a formal complaint procedure (available on request). Wehope that our customers never have cause to make a complaint, but should it benecessary our procedure is designed to ensure that complaints are dealt withpromptly and efficiently in an endeavour to achieve a satisfactory outcome.
  • 151. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsCustomer Care Policy (continued)Protecting Clients’ privacy:We use Clients data responsibly. MXM are careful not to contact Clientsunnecessarily, observing a discretion that goes above and beyond the rules of theData Protection Act.Policy (MXMCCPo-1-2013)Mark Allan (MBIFM)Managing DirectorMXM Property SolutionsDate: Feb 2013
  • 152. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsCOMPLAINTS PROCEDUREFor Residential Developments(MXMCPr-5.1-2013)Version 1: February 2013
  • 153. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsContents1. Introduction2. What this Procedure does not cover3. When to Complain4. Service Contractor complaints5. The complaints procedure6. Stage one process7. Stage two process8. Homeowner Housing Panel9. MXM Contact details
  • 154. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service Solutions1: IntroductionMXM is committed to service delivery that provides a service which is efficient, fair,polite and honest, but we also recognise that from time to time things can go wrong.When this happens and you’re really not pleased with the service then we would likeyou to let us know, so we can try and put matters right. We take all complaints aboutour service very seriously and will endeavour to deal with your complaint promptlyand in confidence. Any complaint will also be treated impartially.To ensure we can deal with your complaint in the most efficient and consistentmanner, we have created step by step procedures which are set out within thisguidance document for you to follow.If you are a tenant and renting accommodation you will need to refer your complaintto either the letting agent or the owner of the property you are living in.This procedure has also been developed to meet the requirements of the PropertyFactors (Scotland) 2011 Act and corresponding Code of Conduct for Property Factors.2: What this Procedure does not cover• Day to day matters, such as reporting a common building repair• Service charge accounts, queries and requests for information about youraccount and any arrears or late payment and legal charges• Defects and problems within your own property are usually outside our remitor control. Some of these issues will need to be referred to the letting agent,the developer or the NHBC. Unless there is a water leak coming into yourproperty (then please use the emergency procedure process provided foryour development).• Complaints by one resident about another resident or residents3: When to Complain• If you are not pleased with any part of our service• If we have not followed our policies or procedures• If we have not carried out a repair within a reasonable timeframe• If you believe we have discriminated against you• If you have had a problem with one of our representatives or employees• If you have had a problem with a service contractor employed by MXM toprovide services at your development
  • 155. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service Solutions4: Service Contractor complaintsIf you are unhappy with the service provided by one of the contractors at yourdevelopment, in the first instance, please contact the site based team or the Managerresponsible for your development to raise your initial concerns.We will then establish if this is one of the contactors operating for the developmentand if so, we will contact the contractor concerned to try and resolve the issue foryou. In addition, depending on your concerns, this may also be escalated to theSenior Management who can review and examine the standards of work on the siteand arrange any necessary meetings to resolve matters.If you are unhappy with the outcome of this process, then please refer to ourcomplaints procedure detailed below.Please note: We would ask that you do not withhold payment of your monthly common servicecharges, as it often makes a difficult situation worse. Non-payment can also be subject to interest andlate payment charges.5: The complaints procedurePrior to raising a complaint, we would suggest that you consider by far the mosteffective way of resolving a problem is to provide the contractor or employeeconcerned from MXM the opportunity to discuss and resolve your dissatisfactioninformally.Before you make a formal written complaint, please ensure you have taken theopportunity to do this.6: Stage one processIf your issue concerns a member of MXM or any part of our service, please put yourcomplaint in writing, addressed to our Customer Services team. Please ensure youidentify it clearly as a stage one complaint and send your letter to:Customer ServicesMXM Property Solutions LtdBaltic Chambers, Suite G250 Wellington StreetGlasgowG2 6HJenquiries@mxmpropertysolutions.co.uk6: Stage one process (continued)
  • 156. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsWe will acknowledge receipt of your complaint within seven working days by eithersending a full reply or advising that additional time is required with a set date for ourresponse.All complaints are recorded and tracked to ensure we adhere to this procedure.We aim to resolve complaints as quickly as possible, however sometimes complaintsare often complex and you may disagree with our response. If you are not entirelysatisfied with the outcome, please follow stage two process of this procedure.7: Stage two processIf you feel you have not received a reasonable response to your complaint understage one please write formally to us marking your letter for the attention of theDirector and identifying it clearly as a stage two complaint.This must be done, within 21 working days of receipt of your stage one response.We will acknowledge receipt of your complaint within ten working days, by eithersending a full reply or advising that additional time is required and given a date forthis. Please address your letter to:The DirectorMXM Property Solutions LtdBaltic Chambers, Suite G250 Wellington StreetGlasgowG2 6HJ8: Homeowner Housing PanelIf you have followed our formal Complaints Procedure fully and believe we havecontravened a specific part of the Property Factors (Scotland) 2011 Act orcorresponding Code of Conduct for Property Factors, you should then escalate yourissue to the Homeowners Housing Panel.You can download an application form from their website www.prhpscotland.gov.ukPrior to doing this you must also notify us in writing of the specific reasons why youconsider we have failed to carry out our duties or failed to comply with the Code ofConduct for Property Factors.8: Homeowner Housing Panel (continued)The Homeowners Housing Panel is completely independent of MXM PropertySolutions Ltd and can be contacted at:
  • 157. Baltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290MXMProperty SolutionsPartnering our Business withManagement & Service SolutionsHomeowner Housing PanelEuropa Building450 Argyle StreetGlasgowG2 8LHTelephone: 0141 242 0175Fax: 0141 242 0141Email: hohpadmin@scotland.gsi.gov.uk9: Contact usWe ask that you communicate formally and in writing with us to enable us to processyour complaint in the most efficient and consistent manner. We can accommodatecomplaints via email, by exception depending on the complaint, but request that youcontact us separately to help us set this up for you, to enable the appropriatetracking of each case and stage.MXM Property Solutions LtdBaltic Chambers, Suite G250 Wellington StreetGlasgow, G2 6HJTelephone: 0845 450 2077Email: enquiries@mxmpropertysolutions.co.ukMXM Scotland’s Property Factors Act registration number: PF000290
  • 158. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsAppendix 6 – ITT SOUTHGATE
  • 159. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsContentsOverview of MXMTLT Debt Recovery Enforcement FeesKashflow OverviewIDS & Co Overview
  • 160. Company IntroductionCopyright © 2009 MXM Property SolutionsLtd, All RightsReserved, Registeredin Scotland Company Number SC337460Partnering our Business withManagement & Service SolutionsMXMProperty SolutionsIntroduction to MXMForThe Co-owners atSouthgate Phase 1 & 2 Barrland Street andBarrland Court, GlasgowPrepared by: Mark Allan (MBIFM)Date: 12/04/2013Contact Details: 07872 824902Email: mark@mxmpropertysolutions.co.uk
  • 161. Company IntroductionCopyright © 2009 MXM Property SolutionsLtd, All RightsReserved, Registeredin Scotland Company Number SC337460Partnering our Business withManagement & Service SolutionsMXMProperty SolutionsContents• Who we are• How We Work• Our Team• Our Approach• Core Skills of Business• Core Areas of Service Available• Consultancy and Operations• The Residential Property Management Market: What we’re about• MXM management philosophy and business values• Residential Property Management• Key Service Partners• Key Clients
  • 162. Company IntroductionCopyright © 2009 MXM Property SolutionsLtd, All RightsReserved, Registeredin Scotland Company Number SC337460Partnering our Business withManagement & Service SolutionsMXMProperty SolutionsWho we areMXM Property Solutions is a young, vibrant and independent management andservice solutions company established in 2008. We specialise in property and facilitiesmanagement for all types of buildings from commercial to multi-occupancyresidential developments providing innovative strategic, tactical and operationalsolutions, including consultancy services.Our Senior Management and consultants are experts in the working environment,non core business support services and their combined impact on the individual andthe organisation. Our people are accessible, collaborative, highly experienced yetdown to earth and practical.We generally work across the Greater Glasgow area and the central belt of Scotland.Our Clients are as diverse as the assignments we undertake; from large multinationals, government bodies to smaller organisations. Whether in the private orpublic sector, large or small - as an MXM client you will receive an exceptional andconsistent standard of service of which we are proud.How We WorkOur integrity, management and service solutions is founded and grown on referraland reputation. The quality and professionalism of our work is at the heart of ourvision and future business growth.We pride ourselves on offering a personal service where all our Clients receive thesame level of care and attention leading to long term open and honest businesspartnerships.We constantly strive to offer innovative, creative management and service solutionswhich are bespoke and carefully attuned to the culture of our Client’s core values andbusiness organisation.Our TeamOur Property and Facilities Management (FM) team are highly experienced,innovative FM professionals, each having worked in senior operational FM andProperty roles. Between them they share a wealth of experience from across thespectrum of Property and FM disciplines. They are open, approachable and down toearth.Our Clients each receive the same high, MXM standard of service. This consistency isachieved through the exceptional experience and the methodical and collaborativeapproach of our people.
  • 163. Company IntroductionCopyright © 2009 MXM Property SolutionsLtd, All RightsReserved, Registeredin Scotland Company Number SC337460Partnering our Business withManagement & Service SolutionsMXMProperty SolutionsOur ApproachTo help our Clients develop the very best out of their property and facilitiesmanagement services our approach is one of integrity, flexibility and partnership.We are extremely collaborative in our approach and whilst we may challenge andhelp to stretch your property and business service needs, we know that whateversolution we propose, has to be practical, realistic and sustainable for you and yourorganisation.Core Skills of BusinessMXM are experienced property and facilities managers. We ensure that each of ourClients obtain best value for money by understanding their requirements, accuratelyspecifying the service or product required, competitively tendering the package andobjectively assessing the submissions for or with our Clients.For flexibility, all service contracts can either be with our Clients or between MXM asthe Agent and the service provider. To ensure our Client can get on with their dailybusiness, MXM will contract manage the non core business services and ensure ourClients are kept informed of all issues that impact on their day-to-day operations. Wealso actively encourage various incentive schemes to improve overall serviceperformance.MXM is familiar with all forms of building legislation. We are able to assess, monitorand audit existing plant, systems and procedures to ensure they comply with currentlegislation. We can also survey, identify remedial works, prepare contract documents,tender the project and supervise works to their satisfactory completion.We are able to provide a range of assessments including: fire risk, legionella andgeneral Health & Safety risk assessments and statutory inspections. We can reviewand audit safe systems of work and if necessary, introduce a permit to work systemcomplete with authorised persons and hazardous work permits.We have a wide range of Facilities Management systems available that have beendeveloped over many years to ensure that comprehensive advice and support isprovided to address statutory requirements. Professional support is always availableto guide and assist Clients through this legislation minefield. Within our knowledgedatabase we have access to current legislative documents and best practice guides.This enables informed advice, guidance and support to be provided and ensureslegislative compliance.
  • 164. Company IntroductionCopyright © 2009 MXM Property SolutionsLtd, All RightsReserved, Registeredin Scotland Company Number SC337460Partnering our Business withManagement & Service SolutionsMXMProperty SolutionsCore Areas of Service Available• Contract Management for FM -Facilities Management Hard andSoft Services• M&E Building ServicesConsultancy• Network and IT Services• Health & Safety Assessments• Office Moves & Space Planning• FM Consultancy• Building Audits & Monitoring• Environmental ManagementSystems (EMS) StrategyDevelopment & Monitoring• Risk Management & BusinessContinuity Planning• Asset & Fabric Management• Building Refurbishment• Building Strategy Development• Document Management• Specification DevelopmentConsultancy and OperationsThe majority of our consultancy and operational expertise has been developedthrough running large scale, multi-site operations. What we have learned fromoperational challenges has fed into consultancy; what we have learned fromconsultancy feeds back into our operational expertise.We believe that clarity of thought, an awareness of client expectations and acomprehensive understanding of what service providers and suppliers can realisticallydeliver, makes for a harmonious service delivery contract for all our Clients.
  • 165. Company IntroductionCopyright © 2009 MXM Property SolutionsLtd, All RightsReserved, Registeredin Scotland Company Number SC337460Partnering our Business withManagement & Service SolutionsMXMProperty SolutionsThe Residential Property Management Market: What we’re aboutWe believe in making a difference. We want our Clients to see MXM stands for valuefor money, quality, innovation, and a sense of competitive challenge. We deliver aquality service by empowering our employees and we facilitate and monitor Clientservice feedback to continually improve the Clients experience through innovation.When we start a new service venture, we base it on hard research and analysis.Typically, we review the industry and put ourselves in the clients shoes to see whatcould make it better. We ask fundamental questions: is this an opportunity forrestructuring a service or market and creating competitive advantage? What are thecompetitors doing? Is the customer overwhelmed or badly served? Is this anopportunity for building the MXM service brand? Can we add value? Will it interactwith our other business? Is there an appropriate trade-off between risk and reward?We are also able to draw on talented people from throughout the business world.New service ventures are often steered by people seconded from other parts of ourBusiness Service Partners with MXM, who bring with them the trademarkmanagement style, skills and experience. We frequently create Business partnershipswith others to combine skills, knowledge, and market presence and so on.Selecting what seems best of various styles or ideasOur business expansion is neither random nor reckless. Each successive serviceventure demonstrates our skill in picking the right Clients, market and the rightopportunity.Once a MXM service venture is up and running, several aspects contribute to makingit a success. The MXM reputation; our unrivalled network of friends, contacts andbusiness service partners; the MXM management style; the way talent is empoweredto flourish within the service. To some traditionalists, these may not seem hardheaded enough. To them, the fact that MXM has minimal management layers, nobureaucracy, a tiny board and no massive HQ is an anathema.Some of the markets in which MXM operates tend to have features in common: theyare typically markets where the client has been falsely sold or under-served, wherethere is confusion and/or where the competition is complacent.In these markets, MXM is able to break into the market and shake it up. Our role is tobe the consumer services champion, and we do this by delivering to our businessvalues, which are set out below:-
  • 166. Company IntroductionCopyright © 2009 MXM Property SolutionsLtd, All RightsReserved, Registeredin Scotland Company Number SC337460Partnering our Business withManagement & Service SolutionsMXMProperty SolutionsMXM management philosophy and business values:MXM is a property management, strategic consultancy and services company with aflat management structure and a philosophy of developing and deliveringprofessional services to its clients through teams of motivated people.MXM have always believed that the quality of our services to clients is dependent onthe quality of our people and we have therefore consistently maintained a clear focuson providing development and training opportunities.MXM’s business values are:Integrity: We are fair and honest in all our interactions.Respect: We treat our work colleagues, our clients, our service partners and thecommunity with respect.Professionalism: We seek to apply the best possible skills, knowledge andexperience to all our services and clients.Creativity: We encourage innovation, continuous improvement and learning.Learning and knowledge: Our business depends on the skills and knowledge of ourstaff and service partners. We are committed to developing the skills and capabilitiesof all our staff and service partners.Communication: We ensure that our business practices and culture stimulateexchange of information and knowledge among our staff and service partners so thatthey and our clients benefit from the company’s gaining knowledge base.
  • 167. Company IntroductionCopyright © 2009 MXM Property SolutionsLtd, All RightsReserved, Registeredin Scotland Company Number SC337460Partnering our Business withManagement & Service SolutionsMXMProperty SolutionsResidential Property ManagementFor all residential property commissions we use a very simple successful managementmodel which we have developed with our key service partners. This overviewprovided below is used at all our current residential developments in Scotland. Thisapproach provides a “VERY DIFFERENT” service than the traditional factoring servicesavailable in the market place at present.Residential Property Services Team OverviewAuditingManagement AccountingFinancial ReportingSoftware SupportSales LedgerCash CollectionCredit ControlDebt RecoveryLegal ServicesProperty ManagementContract ManagementBuilding StrategyTechnical SupportCustomer ServicesManned SecurityElectronic SecurityMonitoring ServicesKey Holding andSecurity TrainingResponse ServicesProperty SolutionsMXM
  • 168. Company IntroductionCopyright © 2009 MXM Property SolutionsLtd, All RightsReserved, Registeredin Scotland Company Number SC337460Partnering our Business withManagement & Service SolutionsMXMProperty SolutionsKey Service PartnersTo support the success of MXM Property Management Services, we use our longterm key service partners who are listed below:TLT Scotland Ltd: Formerly known as Anderson Fyfe SolicitorsIn July 2012 TLT LLP merged with Anderson Fyfe, a well-respected Scottish law firmwith strengths in financial services recoveries work litigation (both volume andcomplex recoveries), commercial litigation, commercial property, and professionalnegligence, to create TLT Scotland Ltd. The firm is independently recognised for itsstrengths in these areas and is ranked in tier 1 within the Scottish market in the Legal500 legal guide for its financial services recoveries work.The launch of TLT Scotland Ltd has been driven by feedback from clients seeking anefficient, seamless approach to the supply of legal services across the UK and isintended to strengthen client relationships, deliver enhanced service and value, andenable clients to achieve operational efficiencies.TLT have a forecast turnover of £48million, 80 partners, and will employapproximately 750 staff. The TLT group of businesses will have a truly UK-widepresence with offices in Bristol, London, Glasgow, Edinburgh, and Belfast and will beone of only a handful of law firms able to deliver its litigation services to clients fromits own offices in all three jurisdictions.ID Sim & CoIain D Sim & Co is an experienced chartered accountancy practice with offices inAyrshire and Glasgow.Established by Iain Sim in 2002, they have since expanded to become a pro-activeand forward-thinking firm of accountants and business advisers.With a host of practical business skills gained across a wide range of industries, thefriendly team of professionals will not only help you meet your legal accounting andtax obligations, but also assist in the growth and development of your company.
  • 169. Company IntroductionCopyright © 2009 MXM Property SolutionsLtd, All RightsReserved, Registeredin Scotland Company Number SC337460Partnering our Business withManagement & Service SolutionsMXMProperty SolutionsPalmaris SecurityPalmaris Security Services is a professional and experienced provider who hasoperated within the Security market for over 25 years. They are uniquely positioned inthe Security market to offer customers a security service which is flexible to theirchanging requirements. This can be in the form of a single service requirement suchas manned guarding or a fully integrated solution which would incorporate a fullsecurity service.Palmaris is committed to developing long term lasting relationships and we willcontinually ensure that we remain at the forefront of the security industry throughour professional approach and our ability to self-deliver all your security needs.The Security Services Solutions consist of:• Manned Security• Electronic Security• Monitoring Services• Key Holding and Response Services• Security TrainingAll Security Services are underpinned by the Operations Centre which is also anaccredited ARC/RVRC.Monitoring ServicesThe in-house, Alarm Receiving Centre (ARC) and Remote Video Receiving Centre(RVRC) are centrally located at their Head office in Coatbridge, North Lanarkshire.They operate with cutting-edge equipment and technology, continually seekingimprovements in order to remain at the forefront of the Security Industry within theUK.The ARC includes the monitoring of Intruder Alarms, Fire Alarms and “Identicom”lone worker devices all to the relevant British Standards and audited to NACOSS ARCGold Standard for a category II ARC. These services help support many of ourcontracts and frequently allow our clients to reduce security services costs throughutilization of these technologies.They are also a fully accredited RVRC and are able to monitor Detector ActivatedCCTV systems to the BS 8418 standard as well as the management and operation ofCCTV systems to BS 7958. This allows the issuing of police URN numbers for level 1response status which guarantees their clients an immediate police response toemergency situations.
  • 170. Company IntroductionCopyright © 2009 MXM Property SolutionsLtd, All RightsReserved, Registeredin Scotland Company Number SC337460Partnering our Business withManagement & Service SolutionsMXMProperty SolutionsKey ClientsThe Bridge Building AssociationProviding Property Management Services forthis modern private residential development.Located within Glasgow city centre, comprisingof 166 residential apartments over 14 floorswith 152 car parking spacesRiver Heights Residents AssociationProviding Property Management Services forthis modern private residential development.Located on the Clyde river, comprising of 104residential apartments over 13 floors with 100car parking spaces.Earthquake Ireland LtdProviding Property Management Services onbehalf of the Developers for the BridgeDevelopment, Argyle Street, comprising of 166apartments and eight commercial units.The Scottish Parliament, EdinburghProviding Property & FM Consultancy Servicesfor Thomas & Adamson in the developmentand preparation of tender documents for theprocurement of Maintenance Services to valueof £16m.City of Edinburgh CouncilProviding Property & FM Consultancy Servicesfor Thomas & Adamson in the developmentand preparation of tender documents for theprocurement of Maintenance Services to valueof £49m.Fife CouncilProviding Property & FM Consultancy Servicesfor Thomas & Adamson in the developmentand preparation of the Corporate StrategicPlan for Property Maintenance Services tovalue of £12m.
  • 171. Company IntroductionCopyright © 2009 MXM Property SolutionsLtd, All RightsReserved, Registeredin Scotland Company Number SC337460Partnering our Business withManagement & Service SolutionsMXMProperty SolutionsCompany InformationCompany Name: MXM Property Solutions LimitedCorrespondence Address:Baltic Chambers, Suite G2,50 Wellington Street,Glasgow G2 6HJContact Person for this document and Position:Mark Allan – Managing DirectorTelephones No(s):Telephone: 0845 263 8135Mobile: 07872 824902Email Address: enquiries@mxmpropertysolutions.co.ukProfessional Indemnity InsuranceLimit of Liability: GBP 1,000,000 any one claim excluding costs and expensesUnderwriter: Royal and Sun Alliance Ins PlcICO – (Information Commissioner’s Office)Registration Number: Z1391341. Renewal Date: 07 July 2013Company RegistrationDate of Incorporation: Feb 2008. Registration number: SC337460VAT RegistrationRegistration Number: 928 6955 66Property Factors (Scotland) Act 2011Registration Number: PF000290
  • 172. This publication is intended for general guidance and represents our understanding of the relevant law and practice as at 16 April 2013. Specific adviceshould be sought for specific cases; we cannot be held responsible for any action (or decision not to take action) made in reliance upon the content of thispublication.TLT LLP is a limited liability partnership registered in England & Wales number OC 308658 whose registered office is at One Redcliff Street, Bristol BS16TP England. A list of members (all of whom are solicitors or lawyers) can be inspected by visiting the People section of this website. TLT LLP is authorisedand regulated by the Solicitors Regulation Authority under number 406297.Fee Schedule for Payment Actions in ScotlandDebt Recovery Fees – MXM Property Solutions LimitedPre Litigation; Property Register Searches and Demand LetterPrior to court proceedings being raised an up to date property search is carried out and a demand letter isissued. Our pre litigation fee is £40.00 plus VAT. The disbursement cost varies depending upon the registerwhich requires to be searched and the number of results obtained; each result costs £3.00 plus VAT.Issuing Court ProceedingsFee for raising action andobtaining DecreeDebts up to £1,000£110.00Debts between £1000-£2500£165.00Debts between £2500-£5000£220.00Debts over £5,000£265.00Court DuesThese figures represent the administrative charge paid to the court on presenting the court application Debts up to £200.00 £16.00 Debts up to £5,000.00 £69.00 Debts over £5,000.00 £85.00Recorded Delivery Fee currently £1.61 is also recoverable in addition although we do not invoice you for thischarge. If however our recorded delivery service is not successful then service will be required by SheriffOfficers which will incur the cost of; for sums no more than £1500, £49.00 plus VAT and for sums more than£1500.00 £76.45 plus VAT.
  • 173. This publication is intended for general guidance and represents our understanding of the relevant law and practice as at 16 April 2013. Specific adviceshould be sought for specific cases; we cannot be held responsible for any action (or decision not to take action) made in reliance upon the content of thispublication.TLT LLP is a limited liability partnership registered in England & Wales number OC 308658 whose registered office is at One Redcliff Street, Bristol BS16TP England. A list of members (all of whom are solicitors or lawyers) can be inspected by visiting the People section of this website. TLT LLP is authorisedand regulated by the Solicitors Regulation Authority under number 406297.EnforcementFee Disbursements1. Registering Notice of Potential Liabilities£100.00£60.00 – Tenements(Scotland) Act 2004£60.00 – Title Conditions(Scotland) Act 20032. Instructing bank arrestment / third party arrestment£20.00Band A - £49.00Band B - £76.453. Instructing Charge for Payment£30.00Band A - £49.00Band B - £76.454. Instructing earnings arrestment£30.00Band A - £35.29Band B - £56.797. Statutory demand for payment£100.00Band A - £49.00Band B - £76.458. Petitioning for individual’s bankruptcy£250.00 £350-500.009. Winding up Petition corporate for debtor£600.00 £500-£600.00Band A is applies where the sum sued for is no more than £1500.00. Sums over £1500.00 fall under bandB. An additional surcharge of 30% of the fee in relation to service or intimation of a document, citation of aperson or diligence which is executed in a ‘remote rural area’, as defined by the Scottish Government.‘Remote rural area’ means a settlement with a population of less than 3,000 people and with a drive time ofover 30 minutes to a settlement with a population of 10,000 people or more. Where the value of an action isover £100,000 there will be an additional fee of 0.01% of the value of the action. These fees are set by theCourt and as such not subject to negotiation.Hourly RatesThe hourly rates charged for work not covered by the fixed fees are as follows: Solicitor £130.00 Paralegal £80.00Louise Gould, Team LeaderT 0141-353-0035F 0141-353-7777M 07747 015229louise.gould@TLTsolicitors.comTLT Scotland Limited140 West GeorgeStreet GlasgowG2 2HG
  • 174. IDS + Co, Chartered Accountants, CorporateFinance & Business AdvisersSummaryOur firm carries out accounting, tax, audit and bookkeeping services but can provide many additional services tobe tailored to assist companies through each stage of their development.We specialise in Business planning and Corporate Finance for small and medium sized businesses where closefinancial control, attention to detail and tight cashflow management is vital.We also provide specialised tax strategies which can be beneficial to our clients in minimising their taxationliabilities.Only Scottish members of the UK Corporate Finance Network covering the areas of Ayrshire, Renfrewshire andGlasgow, working to provide support and advice which is not commonly available from many ‘complianceaccounting’ firms, but also in situations which are too small or too expensive for the larger firms to deal with.Opened our Glasgow office in 2008 and we are continuing to grow rapidly providing specialist advice and supportfor growing clients.Also Corporate Partners of LINC Scotland, the business angel network, and have extensive contacts with equityand loan funders.Our key focus is to provide added value services to our clients specific to their business and personalcircumstances. This can involve the preparation of business plans and financial forecasts, introduction to funders,negotiations, applications for grant assistance, raising of equity and loan finance, setting up financial systems,training, ongoing support and management accounts, budgets, attendance at Boardmeetings, acting as non-exec Finance Director, and business advisory advice as and when required.SpecialtiesCorporate Finance, Business Planning, Management & Tax Consultancy.
  • 175. Management TeamAs a Practice we see our staff as the major asset of the business. We have therefore taken time to recruit staffmembers who have the right attitude and personality to deliver a courteous and professional service to ourclients, enabling them to develop a trusting, approachable and valued relationship.Most clients first point of contact with the Practice will generally be through Iain or his associate Gill.Iain Sim B.Acc CA – PrincipalIain founded the Firm in 2002. He trained and qualified as a CA with Arthur Anderson, Glasgow in audit, tax andbusiness services before moving into industry as a Finance Director with several companies.Iain has a wide range of expertise, technical knowledge and a wealth of experience in all areas of business, notjust financial. He enjoys using his experience to benefit clients and is committed to providing strong client supportwith excellent communication between the Firm and its clients.Iain believes a pro-active approach from all staff is essential to build trust and long lasting relationships withclients. This is the foundation upon which the Firm has been based and which has enabled it to enjoy rapidgrowth, particularly in the specialist niche areas of business planning and corporate finance services.Iain Sim started in the accountancy profession with Arthur Andersen & Co in Glasgow and spent four years withthis international firm mainly providing business services and taxation advice, having previously spent some timein audit.He left the accountancy profession to go into industry and gain real experience of business "at the sharp end",acquiring practical and valuable business experience by learning at the "coal face". Much of his time in industryand commerce was eventually spent in the motor industry as finance director of several large motor businesses,where he gained valuable experience from each as they required close financial control, attention to detail andtight cashflow management.In 1998 he re-entered the accountancy profession with a view to utilising the skills and experience gained for thebenefit of clients, and then opened our Kilmarnock office in 2002.Email: iainsim@idsca.co.ukGill Groom FCA – AssociateGill qualified as a Chartered accountant with Ernst & Young in the world of large firm auditing in 1982 and thenmoved to a mid tier 20 partner firm in Merseyside where she became a general practice Partner. She took acareer break after having her daughter and moved to Ayrshire in 1990. She lectured to ACCA students at AyrCollege and worked in a number of Ayrshire firms before joining the Practice in 200. Gill joined Iain as a partnerin the firm in 2004 and is now an associate in the practice.Gill is a fellow of the Institute of Chartered Accountants in England and Wales, Treasurer and DeputyChairperson of the Ayrshire Young Enterprise Board and a loan panel member for PSYBT in Ayrshire. She ismarried with one daughter.Gill has extensive experience in working with and providing support to owner managed small to medium sizedbusinesses, in the areas of accounting, audit and tax as well as in SME Corporate Finance. This encompassesadvising on raising funding for new and established businesses, in terms of loans, grants and equity and alsoadvising on acquisitions, disposals and Management Buy outs of companies.She has worked with clients as diverse as pop groups, the entertainment and leisure industry, manufacturing andservice businesses as well as those in the renewable energy and healthcare sectors.
  • 176. Gill has also contributed greatly to the development of the firm and her wealth of experience is invaluable forclients and staff alike.Email: gillgroom@idsca.co.ukOur TeamTo ensure that clients can always contact someone in the office who knows about their business situation wehave appointed four of our senior staff members as Client Managers. The Client Managers are allocated aportfolio of clients and become the first point of contact for those clients to assist the Partner and ensure that theclient can access assistance quickly. They are also responsible for the supervision of junior members of staff andprovide training and support as required.The Client Managers are:Lorna Logan ACCALorna joined the Practice in 2002, completing an HND in accountancy and following the ACCA professional examroute to qualify as an accountant in 2007. Lorna deals with limited companies, partnership and sole trader annualaccounts and also works on business plans and forecasting assignments. Lorna has also performed a FinancialController role for clients and has built up her commercial knowledge from this experience.Contact: lornalogan@idsca.co.ukJennifer Steele BSc (Hons) ACCAJennifer joined the Practice in 2002 having completed a degree in Mathematics and has undertaken the ACCAprofessional exams and qualified in July 2008. As well as working on a portfolio of clients in relation to theiraccounts and management accounting requirements, Jennifer is also responsible for the preparation andcompletion of business tax computations and dealing with personal Tax Returns for our self-assessment clients.Contact: jennifersteele@idsca.co.ukMoira WatsonMoira has had a varied career working in both practice and business and developed a broad commercialknowledge from this experience. She is responsible for dealing with our own internal accounting records as wellas working with clients on the preparation of their year end and management accounts. Moira also works with ourlegal practice clients having gained specialist knowledge in this area.Contact: moirawatson@idsca.co.ukElaine MacDougallElaine joined the Firm in June 2005 and following the ACCA professional examinations qualified as anaccountant in 2010. Elaine carries out a wide variety of duties including preparation of year end accounts andmanagement accounts as well as supervising the bookkeeping department within the Practice.Contact: elainemacdougall@idsca.co.ukThe client managers are supported by our team of 5 accountancy and administration staff, many of whom arestudying for professional qualifications with ACCA or AAT.
  • 177. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsAppendix 7 – ITT SOUTHGATE
  • 178. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsContentsCommon Insurance ProposalRICS Independent Condition SurveyIndependent Fire Risk AssessmentSecurity Key Holding and Emergency Cover ServiceAccess Control ImprovementsCCTV ImprovementsSecurity Package Price Proposal
  • 179. MXMProperty SolutionsBaltic Chambers, Suite G2, 50 Wellington Street,Glasgow G2 6HJTel:0845 263 8135 Email: enquiries@mxmpropertysolutions.co.ukRegistered in Scotland Company NumberSC337460Property Factors (Scotland) Act 2011 – Registration Number: PF000290Partnering our Business withManagement & Service SolutionsAnnual Insurance Premium Cost Proposal for SouthgateIntroductionThis proposal is based on the tender submission as provided within section 4 of theITT, which includes various management risk control methods to reduce the overallannual premium for the site.ProposalThe current claims experience was put out to the market and a number of premiumswere collated, at present within the short period of time, we have obtained thefollowing from NIG prepared to work with MXM. The current claims experience has aserious pattern of water damage claims, initially NIG wanted to impose a £5,000water damage excess. However, after further discussion on what risk controlmeasures were intended to implement at Southgate and with evidence ofimprovements MXM has achieved in other developments, NIG are prepared to have awater damage excess amended on a sliding scale basis as follows:£250 in respect of the first 4 claims£1,000 in respect of the next 4 claims£2,500 in respect of any subsequent claims in any one period of insuranceAll others claims (non wet perils) are subject to a standard £300.00 excess andsubsidence at £1000.00 excess.Should the claims experience drastically improve, which really needs to happen, thenthe excess will be reviewed each year. It is important that co-owners understand thatthe claims situation has not been great and when they are considering appointing anew managing agent they must consider exactly what management controls will beintroduced and how effective the level of risk management input will be.Premiums from NIG are as follows:Phase 1: £19,997.57 including insurance premium taxPhase 2: £19,496.84 including insurance premium taxTo finance these annual premiums over 10 months please factor in 6%.Mark Allan (MBIFM)Managing DirectorMXM Property SolutionsDate: 16 April 2013
  • 180. Thomas & Adamsonwww.thomasandadamson.comEdinburgh / Glasgow / London / Manchester / Kiev / Abu Dhabi14 JANUARY 2013/ S:OFFICEPERSONALJMCGUFEESFEE PROPOSALSFEE PROPOSAL - MXM PROPOERTY SOLUTIONSLTD.DOCPage 1 of 4MXM Property Solutions LtdPhase 1: Henry Ford Building and Phase 2: The Sir Henry Lyons Building,Barrland Street/Court, GlasgowCondition surveyfee proposalReference: JMCGUFEE/MXM Property Solutions Ltd15 April 2013John McGuinnessSenior Building Surveyor5 Woodside Terrace, Glasgow G3 7UYT: 0141 332 3754 F: 0141 332 5574E: john.mcguinness@thomasandadamson.com
  • 181. Thomas & Adamsonwww.thomasandadamson.comEdinburgh / Glasgow / London / Manchester / Kiev / Abu Dhabi14 JANUARY 2013/ S:OFFICEPERSONALJMCGUFEESFEE PROPOSALSFEE PROPOSAL - MXM PROPOERTY SOLUTIONSLTD.DOCPage 2 of 4MXM Property Solutions LtdPhase 1: Henry Ford Building and Phase 2: The Sir Henry Lyons Building,Barrland Street/Court, GlasgowContents1 Introduction2 Scope of service3 Fee proposal030304
  • 182. Thomas & Adamsonwww.thomasandadamson.comEdinburgh / Glasgow / London / Manchester / Kiev / Abu DhabiMXM Property Solutions LtdBarrland Street/Court, Glasgow14 JANUARY 2013/ S:OFFICEPERSONALJMCGUFEESFEE PROPOSALSFEE PROPOSAL - MXM PROPOERTY SOLUTIONSLTD.DOCPage 3 of 41.0 IntroductionWe set out below our understanding of your requirements, an outline programme for undertaking thework and our fee proposal.1.1 BackgroundYou are tendering for the appointment of Factor for the above developments and as part of thisprocess, you wish us to undertake a condition survey of the fabric and services of the buildings inorder to determine the overall condition of the property and highlight any repair costs. You alsorequire reinstatement cost assessments to be provided for each property.2.0 Scope of serviceWe understand your requirements to be as follows:Condition Survey• Carry out a site inspection and prepare a condition survey of the building fabric and serviceswithin the common parts.• Comment on the building construction and highlight any design or construction methods thatwe consider may lead to latent defects or will affect the operation of the premises.• Provide cost information on works required to the building fabric and services, wherenecessary.• Provide costs in excel format. Please note we have not allowed for the further division ofthese costs for individual owners.Reinstatement Cost Assessment• Carry out a site inspection and review any existing plans of the properties and provide areinstatement cost assessment.
  • 183. Thomas & Adamsonwww.thomasandadamson.comEdinburgh / Glasgow / London / Manchester / Kiev / Abu DhabiMXM Property Solutions LtdBarrland Street/Court, Glasgow14 JANUARY 2013/ S:OFFICEPERSONALJMCGUFEESFEE PROPOSALSFEE PROPOSAL - MXM PROPOERTY SOLUTIONSLTD.DOCPage 4 of 43.0 Fee proposalOur fee proposal for the condition survey of the fabric and services of the building, as set out above,shall be £4675.00 plus VAT (four thousand, six hundred and seventy five pounds). The makeupof this fee is £4,275 for the condition survey and £400 for the hire of the cherry picker.Our fee proposal for the reinstatement costs assessment as set out above, shall be £450.00 plus VAT(four hundred and fifty pounds).The reports would be carried out within 2 weeks of receipt of formal instructions to proceed and we willprovide verbal reports and e-mailed executive summaries within 2 days of completing our inspectionon site. The formal reports would be submitted 2 weeks after we have completed our survey on site.This fee includes for all expenses and assumes free / safe access onto the roofs.Should we be required to undertake additional services, and for which it is agreed will be able tocharge additional fees, we would look to charge these on a quantum merit basis applying the followinghourly rates:Partner £90 / hourAssociate / Sen Surveyor £70 / hourSurveyor £60 / hourGraduate Surveyor £40 / hourReference: JMCGUFEE/MXM Property Solutions Ltd15 April 2013John McGuinnessSenior Building Surveyor5 Woodside Terrace, Glasgow G3 7UYT: 0141 332 3754 F: 0141 332 5574E: john.mcguinness@thomasandadamson.com
  • 184. From: Gary BennettTo: "Mark Allan"Subject: RE: MXM Property Solutions Ltd - EnquiryDate: 15 April 2013 14:38:43Hi Mark, Many thanks for your enquiry. Apologies for taking time to get back to you. I am just back from 3 weeks holiday and gettingthrough my inbox is proving a task after which I need another holiday!. Your project looks an interesting one to review. Your development does not appear to be part of a fire engineered strategy therefore I assumewas built in accordance with the building regulations and subsequent fire safety guidance ofthat time. I would be more than happy to review your developments with reference to current standardsand specific fire safety guidance relating to your type of occupancy. I assume that this wouldconsist of 1 typical apartment and the common areas of both phases. It would consist of a non-invasive inspection where we would make assumptions for example ofduration of fire resistant periods of boundaries although if something was potentially an issuewe would highlight these items. We would provide a report detailing fire safety provisions andrecommendations for improvements relating to current benchmark standards. The cost for this would be £1900 + VAT. We will provide a standard formal fee proposal if you wish to proceed. At the time of inspection we would require evidence of any maintenance of any active orpassive fire safety system which may include consultation with any factoring agent who may beinvolved with the development. Should you wish to proceed, please let me know and I can instigate the fee proposal. Kind regards Gary BennettSenior Fire EngineerBraidwood Fire Ltdwww.braidwood-fire.com  From: Mark Allan [mailto:mark@mxmpropertysolutions.co.uk]Sent: 10 April 2013 16:41To: gbennett@braidwood-fire.comSubject: MXM Property Solutions Ltd - Enquiry 
  • 185. Hi Gary, I am writing in relation to Alistair Menzies of PFP 2000 Ltd, who has recommended yourservices for Fire Risk Assessments. At present, I am currently preparing a submission/proposal for an ITT property managementcommission and as part of my bid/proposal, I would like to have a fire risk assessmentcarried out on this residential development (phases 1 and 2). This will also form part of theoverall maintenance plan for the first year and to also ensure its safe for all residents. I didvisit the site on Monday myself and after an initial assessment there does not seem to bemuch in the way to minimise the risk of fires, such as no fire detection in the ground floorcar park or bin stores (the properties are located above this area). Also gas boilers to everyflat and the gas mains running through the car park. Very little in the way of smokedetection in the block common parts also. Other than that, I do have a lot of information at the present, except for the attached whichprovides basic details of the building along with the last valuations on the properties, alsoattached is the land register plan for the site. If successfully the plans and O&Ms for the firesystem installed etc will be made available. I know it’s not much to go with but as it is only for the block common parts, the car parksand externals, I was just looking for a budget estimate for this type of service. If you need to discuss, please give me a ring on my mobile to discuss. Look forward to your reply. Thanks Regards Mark Allan (MBIFM)Managing DirectorMXM Property Solutions Ltd Email: mark@mxmpropertysolutions.co.ukOffice: 0845 263 8135Mobile: 078728 24902 MXM Property Solutions Ltd (registered in Scotland with registered number SC337460 and office atBaltic Chambers, Suite G2, 50 Wellington Street, Glasgow G2 6HJ). Property Factors (Scotland) Act 2011 - Registration Number: PF000290 This email is confidential and may contain privileged information. If this email is not intended for you please reply,advise us and then delete it. You must not rely on any such email and MXM prohibit saving, copying, printing,forwarding or any use of it whatsoever. MXM may recall, delete and monitor all emails. MXM emails are scanned byZen but you should not rely on this and should scan this email and any attachments for harmful items includingviruses. MXM accept no liability if this email or any attachment harms any systems or data. MXM accepts no liabilityfor personal emails. 
  • 186. 12thApril 2013Our ref: TH/PTS0676Mr Mark AllanManaging DirectorMXM Property Solutions LtdBaltic ChambersSuite G250 Wellington StreetGlasgowG2 6HJDear MarkRe: Southgate – Monitoring, Key-holding and AssociatedServicesMany thanks for being able to meet with me, to look round the Southgate properties.Under separate proposals, we have detailed costs and equipment associated with the provision of accesscontrol and CCTV systems for the two buildings associated with the Southgate development.Further to the site survey and our subsequent discussions, I now have pleasure in submitting our proposalsin relation to the provision of monitoring of the CCTV and access control systems, together with associatedcosts for key-holding of the properties.The details given are budgetary costs at present, as we are awaiting some information from our IT supportteam to ascertain the most cost effective method of providing shared broadband facilities at site for use withthe door entry units, access control and also the CCTV. In addition, I would hope to be able to provide youwith an “all-in” discounted cost, which will make the management of the account more feasible for you.I anticipate being able to provide you with final details, no later than Tuesday 16thApril 2013.I trust that the attached meets with your approval, however, if you require any additional information, pleasedo not hesitate in contacting me.Kindest regardsTracy HendersonBusiness Development ManagerPalmaris Services Ltd
  • 187. ProposalUnder separate documentation, we have outlined proposals for new closed circuit television systems andaccess control systems, for the two properties associated with Southgate, being the Henry Ford Building andthe Sir William Lyons Building.The purpose of this proposal, is to provide you with the additional details associated with monitoring of theCCTV and also the access control, together with the support provision that can be provided through our key-holding services.Closed Circuit Television MonitoringUnder a separate proposal, we have given details of the proposals for CCTV equipment at the buildingsconcerned with Southgate.The equipment that has been specified, will allow us to monitor the equipment at site on a dial in basis, asopposed to reactive (this is used when detectors are hard-wired into the system).The purpose of the monitoring at site, is for the Palmaris RVRC to dial into the system and check areas atsite (similar to a guard walking the site) to ensure that all is looking well. It is proposed that the dial ins areonce during the day and four times during the night.This would be on both systems independently.In addition to the above, should there be a situation that we have a call from the access control systemservice button or a call from a tenant/owner at site, we will use the CCTV if covering a specific area, to tryand verify a situation prior to sending a mobile unit out to site.As already stated, we are currently in discussions with our Palmaris IT support, to verify the initial andongoing service costs associated with the broadband lines required for the CCTV system. No costs for thisprovision are included within these proposals.The costs for monitoring of the CCTV at site, will be in the region of £8,000.00 plus VAT per annum.Access Control MonitoringOn the door entry systems that are currently in situ at the two buildings, there is a service call button on thevarious panels.It is proposed that each service call button be linked to the Palmaris ARC for the purposes of contractorsthat may need to visit the site and gain access into the properties.As the door entry panels may not have functioning video, it may not be possible for our ARC to verify thepersons at the doors, so it may be a requirement to have additional cameras at site, which will cover theexternal parts of the building. The ARC would be able to use the internal lobby cameras however, to seewho has entered through the doorway.In order for this to be achieved, a telephone link will need to be provided. At present, we are unable toprovide the full costs associated with this, as we are planning to use various services over telephone linesand we are awaiting full information from our Palmaris IT support, to verify the initial and ongoing servicecosts associated with the lines. No costs for this provision are included within these proposals.The costs for monitoring of the access control at site, will be in the region of £3,000.00 plus VAT per annum.
  • 188. Fire Alarm SystemIt was noted at site, that there are smoke/heat detectors located within the shared lobby areas of the floors,however, there was no detection within the main entrance lobby areas, nor the garage areas.In order to provide costs for the take-over and possible monitoring and maintenance of the systems, it will benecessary to ascertain what main panel and equipment is at site and if this is currently beingmonitored/maintained by another company.To proceed further, additional information as follows would be required: Asset details of existing equipment at site Access to see panels within the buildings Final site survey to determine all areas that should contain detection to meet with fire regulationsIt is difficult at present to provide a budget cost for this.Key-holding & Mobile Back-upWe are able to provide key-holding and mobile back-up facilities for the site.This service would primarily be used for emergency situations and would involve tenants telephoning ourcontrol room on 01236 700700.We would need to agree with MXM the emergencies that are required to be covered and what you wish thecontrol room to do in such an event.For example, should there be a smell of gas at site, we can arrange for a gas engineer to visit site,accompanied by one of our mobile patrol units. Should one of the tenants lose a key, we can arrange for alocal locksmith to attend, together again with one of our mobile patrol units.To hold keys for the site, we are looking in the region of £400 plus VAT per annum, with additional costsbeing charged for a mobile unit to be deployed to site, which should be budgeted at £30.00 plus VAT for theinitial visit, which includes the first hour and then a rate of £25.00 plus VAT per hour thereafter.This would not include for the costs of organising for a specialist to attend site, such as a gas engineer,locksmith, or emergency window replacement etc., which needs to be taken into consideration.Weekend PatrolsIt has been mentioned that you may wish to consider having weekend patrols to the site.For every patrol required, this would on average be £15.00 plus VAT per visit.It should be noted however, that this would be a patrol of the perimeter, ensuring that doors and windowsare secure and all looking well at the properties.This would be in addition to the CCTV monitoring, which is primarily on the internal elements of the property.Important NotesValidityThis proposal is valid for a period of 30 days from the proposal date.
  • 189. 12thApril 2013Our ref: TH/PTS0674Mr Mark AllanManaging DirectorMXM Property Solutions LtdBaltic ChambersSuite G250 Wellington StreetGlasgowG2 6HJDear MarkRe: Southgate – Door Entry & Access ControlMany thanks for being able to meet with me, to look round the Southgate properties.Further to the site survey and our subsequent discussions, I now have pleasure in submitting our proposalsin relation to the upgrading of the door entry and access control systems at the properties.I trust that the attached meets with your approval, however, if you require any additional information, pleasedo not hesitate in contacting me.Kindest regardsTracy HendersonBusiness Development ManagerPalmaris Services Ltd
  • 190. Existing Status & Proposals for ChangeThe Southgate properties consist of 7 blocks, within two buildings on Barrland Street and Barrland Court,named as the Henry Ford Building and the Sir William Lyons Building.Within the two buildings are a number of door entry panels, with key switches, which allow fortenants/owners to access the buildings and for visitors to press digits to call the associated properties. Thepanels themselves work fine and therefore there is no requirement to change these units. It is proposed thatthe services button on the doors be linked to the Palmaris ARC, for remote door release. There is a majorconcern over the key switches that are being used.Firstly, anyone who has been an owner/tenant at the property would still be able to access the property ifthey retained a key, which means that the site is not very secure.Secondly, keys can be snapped and if a key was snapped in a lock, no-one would be able to enter theappropriate door, until such time that the lock could be repaired or replaced. Replacement of a lock wouldthen result in all appropriate tenants being allocated new keys.With this in mind, it is firstly proposed that the existing key switches on all the existing doorways be changedto metal proximity readers. The installation of the new readers will still allow the doors to work as theycurrently do, with the exception that the tenants/owners will require key fobs to gain access.The key fobs can then be deleted from the site, should anyone vacate the property, or if a key fob is lost.Additional RequirementsTo allow for the existing system to be changed to the proximity fob readers, control units will need to beinstalled at the site, which is then proposed to be networked.As we believe that there is no available duct that links the two properties together, we will link them togetherusing a VPN network. This will involve having a PC on site to take in all the doors, with the opposingbuilding having a router to connect into the equipment located within the secondary building.Each building will require a broadband line to facilitate the services that are required. In turn, the systemswill be linked into the Palmaris ARC for remote access. This will allow for the fobs to be added or deleted onsite as required and remotely if necessary. The final logistics of this need to be confirmed.In our equipment lists and cost sections, the equipment required for each premises will be detailedaccordingly. Please note that we have not costed for the broadband requirements at present, as we haverequested that our supplier look into this further, to ascertain the simplest and most cost effective method oftransmitting the system requirements.There is also the requirement to have additional doors at site monitored with access control restrictions,these being the four doors leading from the car park area into each of the four sections of the Henry FordBuilding and also the assumed three doors leading from the car park area into each of the three sections ofthe Sir William Lyons Building.It is also proposed that the four doors in the Henry Ford Building that lead into the garden area, also haveaccess control restrictions applied.It is not known whether there is a garden area within the Sir William Lyons Building, therefore, no costs havebeen built into this proposal for any other area than those denoted.
  • 191. Henry Ford BuildingThe new equipment that would thus be installed within the Henry Ford Building would comprise of thefollowing: Door Entry Doorways5 x Metal external rated proximity fob readers5 x Door controllersCable back to central point within building from each doorAll existing hardware to be retained Doors from Garage into Lobby Area4 x Surface mount proximity fob readers4 x Door controllers4 x Breakglass units4 x Push to exit buttons4 x Mini maglocks4 x z&l bracketsCable back to central point within building from each door Roof Garden Area8 x Surface mount proximity fob readers4 x Door controllers4 x Breakglass units4 x Mini maglocks4 x z&l bracketsCable back to central point within building from each doorSir William Lyons BuildingThe new equipment that would thus be installed within the Sir William Lyons Building would comprise of thefollowing: Door Entry Doorways3 x Metal external rated proximity fob readers3 x Door controllersCable back to central point within building from each doorAll existing hardware to be retained Doors from Garage into Lobby Area3 x Surface mount proximity fob readers3 x Door controllers3 x Breakglass units3 x Push to exit buttons3 x Mini maglocks3 x z&l bracketsCable back to central point within building from each doorFobsAs there are 157 flats within the two buildings, we have assumed a minimum of 2 fobs being required perflat. We have therefore allowed for 400 fobs, as there may be a requirement for some owners to have fobsas well.
  • 192. Additional ItemsAdditional items that will be required for the system, will be: Desk top reader for programming and deleting of fobs at site PC for use with access control system Router for use with creating VPN networkCostsOur costs are for the full supply, installation and commissioning of the equipment as detailed within theaforementioned proposal.At present, we have not costed for any provision associated with the broadband facilities that would berequired at site, nor for any unit where we would look for the control equipment to be safely secured.Outright Purchase Price £22,230.77 Plus VATImportant NotesCivil & Decorating WorksWhere possible, we will hide all cables associated with the installation of the equipment. Any decoratingworks are not covered under our terms and conditions of purchase.Cable RequirementsOur costs include for all cable and connection of power to equipment, as required during the installation ofall equipment at site.Existing EquipmentOur costs do not include for any maintenance cover on the existing equipment. If it is found that any of theexisting equipment within the system is faulty, we will advise of the costs associated with repair orreplacement of any items prior to any works commencing.WarrantyAll new equipment will be covered under a 12 month warranty, which does not include for damaged items.A preventative maintenance cost will be provided, once a full determination of the system requirements areconfirmed.Hours of WorkOur costs assume that our engineers are able to access site during normal operating hours, being between8.30am to 5.00pm Monday to Friday.Lifting EquipmentLifting equipment has not been included, for these works, as there should be no requirement for engineersto work at height.ValidityThis proposal is valid for a period of 30 days from the proposal date.
  • 193. 12thApril 2013Our ref: TH/PTS0675Mr Mark AllanManaging DirectorMXM Property Solutions LtdBaltic ChambersSuite G250 Wellington StreetGlasgowG2 6HJDear MarkRe: Southgate – Closed Circuit Television SystemMany thanks for being able to meet with me, to look round the Southgate properties.Further to the site survey and our subsequent discussions, I now have pleasure in submitting our proposalsin relation to the provision of closed circuit television equipment for the two buildings associated withSouthgate, being the Henry Ford Building and the Sir William Lyons Building.I trust that the attached meets with your approval, however, if you require any additional information, pleasedo not hesitate in contacting me.Kindest regardsTracy HendersonBusiness Development ManagerPalmaris Services Ltd
  • 194. ProposalCurrently at site, there appears to be no provision for closed circuit television equipment.The two buildings have recently suffered a spate of thefts, vandalism and break-ins, which has nowheightened the requirement to make the buildings more security conscious.Under a separate proposal, we have detailed costs associated with the provision of access control systemsfor the two buildings, designed to be more effective, in allowing access to authorised tenants, owners andvisitors.The aim of this proposal, is to provide details of a closed circuit television system for each of the buildings,which are also designed to be monitored remotely through the Palmaris RVRC (Remote Video ResponseCentre).The systems are designed in such a manner, that they cover the key areas of concern within the buildings,namely entrance points and general overviews of the public areas.Henry Ford BuildingWithin the Henry Ford Building, it is proposed that we install two fixed position vandal resistant true day/nightdomes, with built in LED within each of the foyer areas.These cameras will be positioned to give a general overview of persons entering into this area, via the mainfront entrance and also the garage/lift areas.There are four lobby areas within the building (84 &90 Barrland Street and 1 & 3 Barrland Court).There is a disable entrance/exit ramp into the car park adjacent to the entrance to 84 Barrland Street, forwhich it is proposed that a fixed camera be mounted to cover the ramp and doorway leading into the garagearea.It is also proposed that a fixed camera be mounted externally, to cover the roller shutter entrance into thegarage, to give an indication of all vehicles entering and exiting through this point.As there has been an increasing number of thefts within the garage area, we are recommending that fourfixed position vandal resistant true day/night domes, with built in LED, be fitted to give general coverage ofthe area.It is also proposed that we give a general coverage of the garden area. For this area, we are proposing to fittwo fixed position external cameras (final locations to be confirmed) again with built in LED.This will take the cameras proposed to 16 units, which is the maximum that can be linked into the proposedDigital Video Recorder for the site.If additional cameras are required, it will be necessary to install an additional Digital Video Recorder.The cameras will be linked into a 16 way Digital Video Recorder. The unit proposed, will be the Concept ProVXH264 unit, which will have a built in storage of 3TB. This unit works exceedingly well through the Immixsoftware, which is used within the Palmaris RVRC for remote video monitoring.The DVR will need to be stored within a secure environment at site and would ask that an appropriatecupboard be made available.In order for the Palmaris RVRC to be able to link into the system, it will be necessary to have a broadbandline with fixed IP address installed at site, with an appropriate router.Within our costs, we have not detailed or allowed for the costs associated with the router nor the broadbandline, as we are looking further into the type of line required to allow for multiple usage, i.e. the access controlsystem proposed and the CCTV systems.
  • 195. Sir William Lyons BuildingWithin the Sir William Lyons Building, it is proposed that we install two fixed position vandal resistant trueday/night domes, with built in LED within each of the foyer areas.These cameras will be positioned to give a general overview of persons entering into this area, via the mainfront entrance and also the garage/lift areas.There are three lobby areas within the building (80 & 82 Barrland Street and 2 Barrland Court).It is also proposed that a fixed camera be mounted externally, to cover the roller shutter entrance into thegarage, to give an indication of all vehicles entering and exiting through this point.As there has been an increasing number of thefts within the garage area, we are recommending that threefixed position vandal resistant true day/night domes, with built in LED, be fitted to give general coverage ofthe area.This will take the cameras proposed to 11 units, which allows for a further 5 cameras to be installed ifrequired.The cameras will be linked into a 16 way Digital Video Recorder. The unit proposed, will be the Concept ProVXH264 unit, which will have a built in storage of 3TB. This unit works exceedingly well through the Immixsoftware, which is used within the Palmaris RVRC for remote video monitoring.The DVR will need to be stored within a secure environment at site and would ask that an appropriatecupboard be made available.In order for the Palmaris RVRC to be able to link into the system, it will be necessary to have a broadbandline with fixed IP address installed at site, with an appropriate router.Within our costs, we have not detailed or allowed for the costs associated with the router nor the broadbandline, as we are looking further into the type of line required to allow for multiple usage, i.e. the access controlsystem proposed and the CCTV systems.Henry Ford BuildingThe new equipment that would thus be installed within the Henry Ford Building would comprise of thefollowing:12 x Vandal resistant fixed position domes with built in I/R LED12 x 12/24v power supply units1 x AIR4527 9-22mm varifocal lens with built in I/R LED3 x AIR4526 3.5-8mm varifocal lens with built in I/R LED4 x 12/24v power supply units for AIR cameras1 x 16 way VXH264 3TB Digital Video Recorder1 x Lockable DVR boxCable back to central point within building from each camera locationAll cable and consumables required for full CCTV installation
  • 196. Sir William Lyons BuildingThe new equipment that would thus be installed within the Sir William Lyons Building would comprise of thefollowing:9 x Vandal resistant fixed position domes with built in I/R LED9 x 12/24v power supply units1 x AIR4527 9-22mm varifocal lens with built in I/R LED1 x 12/24v power supply units for AIR camera1 x 16 way VXH264 3TB Digital Video Recorder1 x Lockable DVR boxAll cable and consumables required for full CCTV installationCostsOur costs are for the full supply, installation and commissioning of the equipment as detailed within theaforementioned proposal.At present, we have not costed for any provision associated with the broadband facilities that would berequired at site, nor for any unit where we would look for the control equipment to be safely secured,excluding a lockable box for housing of the digital video recorder.Outright Purchase Price £19,440.00 Plus VATImportant NotesCivil & Decorating WorksWhere possible, we will hide all cables associated with the installation of the equipment. Any decoratingworks are not covered under our terms and conditions of purchase.Cable RequirementsOur costs include for all cable and connection of power to equipment, as required during the installation ofall equipment at site.WarrantyAll new equipment will be covered under a 12 month warranty, which does not include for damaged items.A preventative maintenance cost will be provided, once a full determination of the system requirements areconfirmed.Hours of WorkOur costs assume that our engineers are able to access site during normal operating hours, being between8.30am to 5.00pm Monday to Friday.Lifting EquipmentLifting equipment has not been included, for these works, as there should be no requirement for engineersto work at height.ValidityThis proposal is valid for a period of 30 days from the proposal date.
  • 197. 16thApril 2013Our ref: TH/PTS0674/0675/0676Mr Mark AllanManaging DirectorMXM Property Solutions LtdBaltic ChambersSuite G250 Wellington StreetGlasgowG2 6HJDear MarkRe: Southgate – Various ServicesFurther to our recent proposals in relation to the various services that we have proposed, for the CCTV,Access Control, Monitoring and Key-holding, I now have pleasure in submitting a cost summary sheet,which relates to the provision of services on a monthly cost basis.These costs are based on a 36 month contract, whereby at the end of the contract, provided that all moniesare paid in full, title of the equipment will revert to yourselves.I trust that the attached meets with your approval, however, if you require any additional information, pleasedo not hesitate in contacting me.Kindest regardsTracy HendersonBusiness Development ManagerPalmaris Services Ltd
  • 198. Description of Services 36 Monthly CostCCTVCCTV System installation £ 654.48 plus VATCCTV fully comprehensive maintenance £ 107.00 plus VATCCTV System monitoring £ 666.67 plus VATBroadband provision £ 42.00 plus VATTotal: £1,470.15 plus VATACCESS CONTROLAccess System installation £ 748.44 plus VATAccess fully comprehensive maintenance £ 122.75 plus VATAccess System monitoring £ 250.00 plus VATAnalogue lines provision £ 25.00 plus VATTotal: £1,146.19 plus VATDISCOUNTSCombine CCTV & Access maintenance £ 207.00 plus VATCombine CCTV & Access monitoring £ 667.00 plus VATKey-holding Services £ 33.34 plus VATCall outs to key-holding chargeable:£30.00 plus VAT for call out & first hour, £25 plus VAT forEvery additional hour or part thereof
  • 199. Important NotesCostsThe aforementioned costs are in direct relation to the services being provided, as outlined within ourproposals of TH/PTS0674/PTS0675 & PTS0676.Civil & Decorating WorksWhere possible, we will hide all cables associated with the installation of the equipment. Any decoratingworks are not covered under our terms and conditions of purchase.Cable RequirementsOur costs include for all cable and connection of power to equipment, as required during the installation ofall equipment at site.MaintenanceMaintenance is based on a full parts and labour basis for all new equipment at site and includes preventativemaintenance for any retained equipment used. The discounts apply, should both elements be undertakensimultaneously.Hours of WorkOur costs assume that our engineers are able to access site during normal operating hours, being between8.30am to 5.00pm Monday to Friday.Lifting EquipmentLifting equipment has not been included, for these works, as there should be no requirement for engineersto work at height. Ladder height is included and allowed for.ValidityThis proposal is valid for a period of 30 days from the proposal date.

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