How does my housing company enter group tendering?
Group repair work is when a few independent housing companies collaborate and carry out their repair together. The aim, in the end, is to create a more cost-efficient, less risky, and high quality undertaking. Collaboration can be done throughout the entire project, or a joint purchase of products can be done.
Before tendering, it should be noted that housing companies should be located in the same area and buildings should preferably be similar; it is advisable to chart the housing stock in your area. The ideal situation would be if the joint venture would include 4-7 housing companies, all with the same deputy landlord.
A joint venture for repair work begins with the following steps:
- A discussion between neighbors is held and the decision of collaboration is made
- deputy landlords, the boards, shareholders’ meeting
- The ground rules of the joint venture are decided and written down.
- A committee which manages the project as a whole is set up.
- The committee chooses a competent project manager who will lead the venture.
- the role of leadership is moved from the deputy landlord to the project manager
- A timetable is made and the technicalities of each repair work are planned
- mapping, project plan, etc. Each housing company decides the contents themselves!
- From here on it is “as usual”: the project model, designers and contractors are chosen.
When performing repair work as a joint venture, decision-making can be arduous in the beginning, however housing companies can save hundreds of thousands of euros. In addition to lower costs, the risks drop and the quality of the work is also more faultless.
When should a housing company consider repair work?
Conducting repair work depends on the age and condition of the building. However, also the actual need for repair work needs to be considered. It can be more cost-effective to do smaller and local maintenance work when required than to carry out expensive renovation or fundamental improvement. More extensive maintenance work is only required to be done once in the lifetime of the building, but basic renovation can be done every 20-30 years. Fundamental improvements are done to improve the quality of the building. Work can include, for example, installing an elevator in a building which doesn’t have one.
Criteria concerning, for example energy efficiency set by the government or the EU can put pressure on the renovation project. A regulation is that the energy efficiency of a building is emphasized when renovating (read more from the Energy certificate-section). The latter is easy and financially reasonable, compared to having to perform multiple maintenance jobs.
What is the difference between a good and bad long term repair- plan?
A long term repair plan is a long-term maintenance plan. A bad plan is if it is not up to date. A good goal is to plan as far as 5-10 years and that it would be updated at least every five years. All details do not have to be finalized up to 5-10 years, however it would be preferable for a good draft to be set in place; it is a long-term plan after all. A long-term maintenance plan should include information about the project, such as of the renewal and repair work of the windows, façade, and roof covering.
With a good long-term maintenance plan the living expenses of the shareholder are anticipatory. Also, construction work can be prepared for in good time and company services can be invited to tender. Necessary building permits and other documentation is also good to have ready for before the actual work begins. It is important to remember that a long term repair plan is not a repair plan on its own, but is written based on the maintenance system.
How does repair/construction work affect a shareholders everyday life?
If basic repairs of the building are done, the contract is agreed with the contractor separately. Building regulations (YSE 1998) can be utilised in the contract. Whether a shareholder of the building wants to order repair work separately for their apartment or another space where they have right of possession, must the shareholder make a written agreement with the contractor and follow consumer protection legislation. However, to have repair work done, oftentimes the shareholder must receive permission from the housing company. This should be checked well in advance. The deputy landlord keeps a registry of all repair work done in the building, which is beneficial during the sales process.
Noise, dust and waste are almost always produced from renovation work. Furniture and belongings in an apartment can be protected from dust by storing them in a separate location for the duration of the renovation, or by covering them with a material. Building dust is incredibly fine and can find its way to all parts of the building. Protection can, however, damage surfaces with wall paper or paint if it gets stuck to the tape; it is good to be precise.
Acquiring home insurance is recommended before renovation work begins, at the latest. It is also important to follow strict safety regulations throughout the work. Also, the safety route should not be blocked at any point and all traces of work should be cleaned from the elevator and other spaces. The garbage room of the building is not the correct place for building waste!