22018 Operating Agreement for Brunswick House

The Service Provider company will need to provide a detailed set of Property Management

Services including, but not limited to, the following areas:

• Marketing, lettings & related administration, including an approved marketing plan &

strategy to let all accommodation within the property (251 student rooms & flats) within

each academic year by undertaking and managing an active & targeted marketing campaign

including access to a corporate website with online booking capabilities.

• Dealing with student enquires and viewings with prospective occupants; processing

student accommodation applications and completing all necessary tenancy agreements

with each individual tenant, including the administration of tenant deposits and reservation

fees.

• Monitor service delivery at the property and conduct periodic audits and student

satisfaction surveys to encompass all services delivered by the successful Service Provider

company.

• Collection of all rental income, other income, and all monies due from the tenants at the

property and remit such amounts to the Rent Account on behalf of the property owner.

• Prepare and provide to the owner a budget and any other requested financial information or

other such occupancy data for the owner’s approval each academic year

• Ensure that a named Contract Manager is in place who has overall responsibility for the

property and successful implementation of all required property management services and

reports directly to the property owner. To ensure that all contracts are awarded in

compliance with CCC’s procurement policy

• Provide a comprehensive system and management team (with relevant qualifications &

experience in managing Student Accommodation) to ensure the efficient and effective

delivery of all property management services at the property

• To recruit, provide and manage all staff necessary to provide the full set of Services

necessary for the efficient and effective management of the property.

• Ensure that a robust system is put in place that addresses and appropriately manages

compliance with all applicable health & safety legislation and any other legislation that

applies to the property, including maintaining up to date health and safety records.

• Maintain and update business continuity & contingency plans, including a fire and

evacuation plan to include fire precaution procedures, staff training, awareness, and regular

fire drills/evacuations.

• Accommodation Management – the provider will ensure all parts of the building including

common areas are clean and tidy and ready for the arrival of new students including

managing the arrival of new students & building inductions in accordance with the relevant

Codes of Best Practice in this area (ANUK / UUK codes) including the preparation of a

student welcome handbook.

• The provider will ensure an appropriate system for the collection and storage of all mail,

parcels and other delivered items is in place.

• Manage the vacation of all rooms / flats at the end of the academic year including dealing

with any damaged items or wants of repair.

• Ensure that an appropriate performance management system is in place which is to be

agreed in advance with the property owner.

• Fault reporting system to be put in place for students and helpdesk at the property.
• Maintenance and monitoring – to put in place a suitable system to efficiently deal with any

items of repair at the property in consultation with the property owner. To provide a planned

programme of maintenance along with recommendations for future improvements required

to remain competitive in eth Student accommodation market.

In addition to provide communal facilities and services to the students including a laundry

service (including on site launderette); a reception; IT and broadband services; appropriate

security provisions including monitoring of CCTV systems and security plan with a clear

visitor policy; address pastoral care & welfare matters; appropriate grounds maintenance

and waste management and disposal procedures.

Further information including the required response and rectification times for Building

Maintenance items; Utility Provisions - Water, power, heating & lighting; Health & Safety

hazards; Cleaning; Security and the repair of Furniture, fitting & equipment is available as

part of the tender pack