Essential tips for RTM leaseholders choosing a remediation professional for cladding projects.

If you are a Right to Manage (RTM) leaseholder for your place of residence, you are responsible for ensuring that – among other things – any exterior cladding meets the latest fire safety requirements. This can easily feel overwhelming, so it’s important you place any remediation work into the hands of the professionals.

Selecting a professional cladding remediation company requires due diligence and clear communication. By gathering key information, conducting a thorough review and involving stakeholders, RTM leaseholders can ensure a smooth, efficient process that prioritises both safety and cost-effectiveness. Remember, this decision isn’t just about remediation—it’s about peace of mind for everyone involved.

Follow our guide to appointing a professional remediation team for our project.

Request Competitive Quotes

Obtain at least three quotes to compare services, pricing and timelines. This will help you make an informed decision based on value rather than just cost alone.

Conduct Interviews

An interview process can help you gauge each contractor’s communication style and expertise. Consider including a board member or representative who understands the building’s requirements to ask targeted questions. Here’s a guide to what you should be asking them:

1.    Experience and Credentials

• Can you provide examples of similar cladding remediation projects you’ve completed?

If your building is a higher-risk building (HRB) ask for experience in submitting and gaining approval for Gateway 2 submissions. Examples of an HRB include buildings that are at least 18 meters tall or have at least seven storeys, contain two or more residential units, or is either a hospital or care home.

• What relevant certifications or accreditations does your team hold?

Look for qualifications that indicate compliance with health and safety, quality management and environmental management standards. These include FIRAS, Achilles, Constructionline Gold, ISO 9001, ISO 14001 and ISO 45001.

• How do you keep your team updated with the latest building safety regulations?

This reveals the contractor’s commitment to ongoing training and compliance with evolving regulations.

2. Project Approach and Management

• What is your proposed approach for our building’s remediation project?

An outline of how they develop a methodology and programme for a project.  What level of delivery do they use; are they self-delivery or do they subcontract the works?

• Who will be the primary contact throughout the project, and what is their experience level?

How do they manage the Resident Liaison Role? Is this supervised by employed staff or subcontracted out?

• How do you handle unexpected issues or delays during the project?

Knowing their process for resolving unforeseen complications gives insight into their adaptability and contingency planning.

3. Compliance and Safety Standards

• How do you ensure compliance with the Building Safety Act 2022 and other relevant regulations?

This ensures the contractor’s awareness of legal requirements specific to cladding and building safety.

• What safety measures do you put in place to protect residents during the remediation work?

Understanding their safety protocols helps ensure that residents’ well-being remains a priority.

• Can you walk us through your process for quality assurance and post-completion checks?

A robust system must be in place to verify the quality of work at each stage. Look for evidence that they use a cloud-based QA system such as Viewpoint Field View or Procore.

4. Timeline and Cost Management

• What is your anticipated timeline for completing a project of this size?

Ask for a realistic estimate based on previous projects, to avoid prolonged disruptions.

• How do you manage project costs, and what measures are in place to avoid budget overruns?

A contractor should demonstrate transparency around financial management to reduce the risk of unexpected expenses.

• Are there any foreseeable factors that might affect the project timeline or cost?

This reveals their ability to foresee potential challenges and allows you to plan accordingly.

5. Insurance and Liability

• Can you provide proof of insurance coverage for both public liability and professional indemnity?

Design responsibility may be in the hands of the main contractor or subcontracted to another party. It is essential that you see the proof of insurance (PI) document relative to the policy that is covering the project; to confirm there is sufficient cover for the scale of the project and to check that an IUA (International Underwriting Association) clause is included on the policy.

• Have you ever encountered disputes related to cladding remediation, and how were they resolved?

This question offers insight into their problem-solving skills and approach to resolving conflicts.

6. References and Reputation

• Can we speak with past clients or visit completed projects?

This can be an excellent way to verify their track record and understand the quality of their work.

• What feedback have you received from previous clients about your work on cladding remediation?

Asking about client feedback gives a sense of how well they handle client relations and project challenges.

Review Contracts Thoroughly

Once you’ve selected a contractor for cladding remediation, it’s vital to review the contract meticulously to avoid potential issues down the line. A well-drafted contract should outline every aspect of the project, from scope to timelines, and set clear expectations for both parties. Here’s what RTM leaseholders should look for in the contract:

Scope of Work

The contract should provide a detailed breakdown of the work to be completed. This includes everything from the removal and replacement of cladding to fire safety checks, insulation, and any necessary repairs. Ensure it’s clear what tasks are included and what may incur additional costs if needed later. A defined scope will help prevent misunderstandings and “scope creep,” where extra work is added without corresponding approval or budget increases.

Project Timeline and Milestones

Look for a clearly defined timeline with milestones for each stage of the remediation. These milestones help you track progress and can act as checkpoints to ensure the project remains on schedule. Confirm what will happen if there are delays and whether the contractor has included contingency plans to address unforeseen issues that could impact timelines.

Cost Breakdown and Payment Terms

The contract should include a detailed cost breakdown, outlining labour, materials, and any other associated expenses. It’s also essential to understand the payment schedule – typically, contractors may request an initial deposit, with subsequent payments tied to specific project milestones. Avoid paying large upfront sums and clarify if any penalties apply for late or missed payments.

Penalties for Delays

Addressing delays is crucial for a large-scale project like cladding remediation. Check if there are penalties for missed deadlines and what constitutes a reasonable delay due to circumstances beyond the contractor’s control (such as adverse weather or material shortages). This keeps both parties accountable and ensures the project is completed within a reasonable timeframe.

Quality Assurance and Standards Compliance

The contract should specify the quality standards the contractor is expected to meet, particularly concerning fire safety and building regulations. You may want to include clauses on quality checks at various stages and a final inspection upon completion. Look for language that confirms compliance with standards such as PAS 9980 and Building Regulations, ensuring that the work will satisfy current safety regulations.

Insurance and Liability

Confirm that the contractor holds valid public liability and professional indemnity insurance, and make sure it’s outlined in the contract. This protects the RTM company and leaseholders from financial responsibility for any accidents, damages, or mistakes made by the contractor during the project. Review the coverage limits and ensure they’re adequate for the size and scope of the project.

Warranties and Maintenance

Many contractors offer warranties on the work completed, so check if the contract includes a warranty period for materials or workmanship. Warranties provide reassurance that any defects discovered after the project’s completion will be resolved at no additional cost. Additionally, clarify if there are maintenance responsibilities or inspections needed post-completion to maintain compliance with safety standards.

Change Orders and Additional Work

It’s common for issues to arise once the work begins, sometimes requiring additional tasks or changes to the original plan. The contract should outline the process for change orders, including how additional work will be approved and priced. Avoid agreeing to vague language; instead, specify that any changes must be documented, reviewed and signed off by both parties before they proceed.

Dispute Resolution

No one expects disputes, but they can occur even in well-planned projects. The contract should outline a clear process for handling disagreements or disputes. Many contracts include clauses on alternative dispute resolution (ADR) methods, such as mediation or arbitration, which can help resolve conflicts without resorting to litigation. Knowing how disputes will be managed can help prevent delays and extra costs if issues arise.

Termination Clauses

Ensure the contract includes terms outlining how either party can terminate the contract if necessary. For example, there may be specific terms under which you, as the client, can cancel the contract due to non-performance or significant delays. Understanding the conditions for termination and any associated penalties or requirements will help protect the RTM company if the contractor fails to meet expectations.

Who Agrees and Approves the Proposal?

In RTM companies, decision-making around major works usually involves both board members and the wider leaseholder community.

Board Approval

Initially, the board of the RTM company will review and approve the contractor’s proposal. This may involve discussions around cost, feasibility and timing to ensure all aspects align with the building’s needs and budget.

Leaseholder Consultation

Major works often require leaseholder consultation, especially if the costs will be passed onto residents through service charges. Clear communication of the project’s details, benefits and potential impact on fees helps in gaining leaseholder support.

Legal Review (if necessary)

In some cases, a legal review of the contract is advisable to safeguard the RTM company’s interests. This ensures compliance with all legal obligations and minimises future risks.

We hope this guide will help you navigate the process of selecting and appointing a professional remediation contractor. Envoy Projects Ltd, a Colorminium company, has extensive experience and expertise in cladding remediation and RTM projects and is happy to help with any further questions you may have.