Decision details

In accordance with CSO 10.0.02 (d) (ii) and (iii), for the Head of Programme Management – Regeneration and Economic Development, to approve a contract waiver for the appointment of Civic Earth Ltd, for the provision of intrusive site investigation services at Down Lane Park up to the value of £11,900+ VAT.

A RIBA Stage 2 assessment of pre-existing Geo-Environmental survey information was initially judged by the design team engineers to provide sufficient information to affirm the proposed Hub building foundation solution. As the Hub building design has iterated through developed and detailed design, it has become necessary to seek further, more detailed below ground conditions information, so the proposed foundation solution can be verified or modified accordingly.



Given the relatively late stage of the design process, this new information is required urgently to avoid a negative impact on design development, programme, and project costs. Civic Engineers are part of the existing wider design sub-consultant team, providing structural and engineering input, and there are time efficiencies in engaging their sister company Civic Earth to undertake the site investigations that are now required.



Civic Earth have provided a proposal and quoted fee for Stage 1 (window excavation) investigation and Stage 2 (cable percussion borehole) investigation, allowing for the possibility that Stage 1 may prove inconclusive. The quoted fee for both stages is £11,900.



It is noted that had the need for additional information been identified earlier it would have been prudent to seek three quotes.

Option 1 ‘Do Nothing’

This option was rejected. It would expose the council to undue design, tender, construction, and financial risk to progress RIBA Stage 4 (detailed designs) for without further, more detailed information about the below ground conditions necessary to verify or inform the modification of the proposed building foundation solution.



Option 2 Seek three quotes.

This option was rejected. Given the relatively late stage of the design process and the pressing need to obtain further, more detailed information about the below ground conditions, it would cause delays to design, programme, and likely start on site date, to pause design to run a tender exercise.



Option 3 Approve contract waiver.

Civic Earth have provided a proposal and fee that is considered sound and reasonable, and indicated an ability to mobilise quickly and provide the information required within a timeframe that will avoid any negative impacts on design development, programme and start on site date. It is therefore recommended to appoint Civic Earth Ltd to undertake intrusive site investigations. (Appendix 1).