Choosing Contractors for a Block of Flats: Independent, Commission-Free Selection

The contractors who work on a building have a direct effect on its condition, its safety and the service charge. Choosing them well is one of the most valuable things a managing agent does. This guide explains how independent, commission-free contractor selection works, and the checks that keep quality high and costs fair.

Why independence matters

Leaseholders pay for works through the service charge, so they are entitled to expect that each contractor is chosen because they are the best fit for the job at a fair price. Independence means:

• The contractor is chosen for quality, experience and value
• Any commission, referral fee or other benefit is disclosed in full; at Westbridge, selection is commission-free
• The person checking the work is independent of the person doing it

That separation keeps decisions clear and gives directors and leaseholders confidence. It is also why Westbridge selects independent contractors for every job and inspects the work before invoices are paid.

Independence is also built into the law for larger works. For qualifying works under Section 20 of the Landlord and Tenant Act 1985, the statement of estimates must include at least one estimate from a contractor wholly unconnected with the landlord.

Start with a clear scope

Good quotes start with a clear description of the work. For routine repairs this can be short; for major works it should be a full specification. Our construction background helps here: knowing exactly what the job involves makes quotes comparable and reduces surprises later.

Vetting contractors

Before a contractor works on a building, check:

• Public liability insurance, and employer's liability insurance where they employ staff
• Relevant qualifications and registrations, for example Gas Safe for gas work, competent person scheme membership for electrical work, and third-party certification for fire doors and fire stopping
• Health and safety arrangements, risk assessments and method statements
• Experience of similar work in occupied residential buildings
• References and examples of recent projects
• Their approach to residents: access, protection, tidiness and communication

Getting fair prices

• Obtain competitive quotes against the same scope
• Compare like with like, checking what each quote includes
• Benchmark the price against what the work should really cost
• Use term contracts for regular services, reviewed and retendered periodically
• For long-term agreements of more than 12 months where any leaseholder will pay more than £100 in a year, follow the Section 20 consultation requirements

The lowest price is one factor among several. Programme, quality, safety and resident care all count, and a slightly higher price from a contractor who gets it right first time is often better value.

Benchmarking is where construction experience pays for itself. Knowing how long a job should take, what materials it needs and what a fair rate looks like makes it easy to spot a quote that is out of line, in either direction, and to ask the right questions before work is agreed.

Managing the work

Agree start dates, access and working hours, and tell residents what is happening. On larger projects, the Construction (Design and Management) Regulations 2015 set out duties for clients, designers and contractors, which the managing agent can help the board meet. See our guide to planning major works.

Inspecting before paying

Every job should be checked before the invoice is approved:

• Was the work completed as specified?
• Is the quality right, with photos before and after?
• Have certificates, warranties and guarantees been provided?
• Are any snags listed and resolved?
• Does the invoice match the agreed price and any approved variations?

Term contracts and one-off jobs

Regular services such as cleaning, gardening, lift maintenance and fire alarm servicing are usually best placed on term contracts with a clear specification and service levels, reviewed periodically. One-off repairs and projects are quoted individually. A trusted panel of vetted independent contractors for common trades means routine repairs can be arranged quickly, while larger jobs are always tested against the market.

Emergency repairs

Burst pipes, failed door entry systems, lift breakdowns and storm damage need a fast response. A well-run building has emergency contacts agreed in advance, an out-of-hours number for residents and contractors ready to attend. Once the emergency is made safe, the permanent repair follows the usual approach: diagnose properly, quote fairly and inspect before payment.

Resident care during works

Residents notice how contractors behave as much as what they do. Agree working hours, protection of floors and communal areas, safe storage of materials, tidy finishes each day and a named supervisor residents can speak to. Clear notices before work starts, and a short update when it finishes, make a real difference to resident satisfaction.

Reviewing contractor performance

Selection is only the start. Keeping a simple record of each contractor's performance helps the building use the best ones again and again:

• Response times for routine and emergency work
• Quality of workmanship, judged at inspection
• Accuracy of quotes and invoices, and the handling of variations
• Health and safety on site
• Feedback from residents about courtesy, tidiness and communication

Term contracts can be reviewed against these measures each year, so directors have clear evidence when deciding whether to renew or retender.

Contractor selection checklist

• Clear scope or specification
• Insurance, qualifications and certifications checked
• Competitive quotes compared like for like
• Section 20 followed where thresholds are met
• Commission and any connections disclosed in full
• Work inspected and documented before payment
• Performance reviewed so the best contractors are used again

Westbridge brings years of construction and renovation experience to block management. We select the best independent contractor for each job at a fair price, commission-free, and inspect the work before invoices are paid. See our maintenance and repairs service, or request a free building review.