Update From Firstport 12/12/2025

I hope this email finds you well. Please accept my apologies for any inconvenience caused, and I truly understand your frustration.

As discussed during our meeting in the office, my understanding was that the contractor needed to be changed due to services not meeting the expected standards and residents expressing dissatisfaction. Based on this, we agreed to review the contracts, quotations, and terms and conditions before appointing a new grounds maintenance contractor.

After evaluating five different quotations, Avalon Maintenance was selected to begin services from 1st January 2026. Avalon has been a trusted contractor with us for a long time, and their proposal was approximately £10,000 less than CPC, the current contractor, and significantly lower than other quotations received.

Additionally, Avalon offers complementary services that were not included in other proposals. One key differentiator is their quarterly bird’s-eye supervision visits conducted by an independent team once in month. These visits will monitor service quality and provide recommendations for improvement, ensuring higher standards of maintenance. Which gives us additional 12 visit.

To enhance communication and transparency, Avalon’s team will conduct walk-around sessions during their scheduled on-site days, giving residents the opportunity to meet them if they wish. These dates have already been communicated by the Property Manager, Lonnie.

During the resident meeting on 7th October, it was discussed that residents were keen to participate in a walk-around with the contractor. Apologies if there was any misunderstanding our standard practice is to review and scrutinize quotations before engagement and shortlist contractors who can deliver the required services to the highest standards.

I would like to clarify that I have honoured the commitment we discussed during the meeting, to review and change the grounds maintenance contractor. This decision was made in the best interest of the development.

However, I apologise if I have misunderstood any part of your expectations. I do not recall any agreement regarding credit notes or penalties for contractors failing to meet standards. As agreed, the contract will be reviewed after six months, and we reserve the right to cancel it if the service does not meet the required standards.

To my knowledge, all contractors who attended the development for quotations provided feedback without negative comments on areas managed by FirstPort. There were some suggestions for improvement, but no adverse remarks.

Please note that we have also discussed this change with the developer/client and explained the new contractor and the services being offered.

Rest assured, we will continue to monitor performance closely. As promised, I will conduct quarterly site visits with the Property Manager to ensure standards are maintained and take any necessary actions promptly.

Shorncliffe Heights Residents Group

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Shorncliffe Heights
Residents Group