Issue - meetings

Report of the Corporate Director of Culture, Strategy and Communities. To be presented by the Cabinet Member for Placemaking & Local Economy

Declarations of interest for this item:

None

RESOLVED:

That Cabinet:

1.    Approved the commencement of procurement exercises for the following contract and Framework in accordance with CSO 2.01(b) and CSO 7.01 (commencement of procurement of contracts valued at £500k or above and the setting up of a Framework):

a.    Contract for the acquisition of Fixtures, Fittings and Equipment (FF&E) for the Civic Centre at a value not exceeding the amount stated in the exempt portion of the report.

b.    Framework to procure Catering Operators from which the Council can select a café operator concession for the Civic Centre and other council owned assets when opportunities arise for a period of 4 years.

2.    Noted that several other FF&E items will fall below the statutory procurement thresholds and will be procured ensuring best value.

3.    Note the overall cost for all client fit out items will be within the agreed budget as contained in the 12 November 2024 Cabinet Report titled: Civic Centre Development Project, Construction Main Contract Award.

Reasons for decision

To achieve the completion of client fit out of the Civic Centre and enable effective occupation of the building in 2027. The Council would need to procure the following:

a)       Acquiring Fixtures, Fittings and Equipment (FF&E)

b) Additional FF&E items below procurement threshold

c) A catering concession for the cafe in the Welcome space

Following Practical Completion of the building, the Council will be responsible for installing the necessary FF&E within a 12-week period to ensure the Civic Centre is ready for occupation.

 The scope of FF&E is extensive and will include, but is not limited to:

·       Workstations

·       Chairs

·       Desks

·       Furniture for meeting rooms

·       Committee rooms

·       Council Chamber

·       Storage

·       Lockers

·       Specialist areas such as the reception, nursing room

·       IT containment, for example, non-electrical ‘peripheral’ items like cable tidies, trays, and monitor arms.

Mindful of the Council's financial challenges and the need to secure best value for the taxpayer, the Civic Centre project has sought to re-use furniture and other items wherever possible and suitable, rather than seeking to purchase all new items. This approach aligns with the Cabinet Member Signing decision dated 3 August 2022, titled ‘Award of Contract for Alexandra House and 48 Station Road Furniture Purchasing’.

The programme is also seeking to accommodate several key items from design developed during RIBA stage 3+ as these are considered desirable but have no budget allocation, as detailed in section 4.1b. Despite these constraints, the objective remains to deliver a fully functional fit out within the available budget and supporting the Council’s ambition to provide flexible working and meeting spaces for all staff. This will help foster cross-service collaboration and maximise the utility of the Civic Centre as a shared workspace.

While officers have worked diligently to maximise re-use opportunities, it is recognised that the Civic Centre is a flagship Grade II Listed building and a source of civic pride. As such, certain areas will require new furniture to reflect the building’s significance and  ...  view the full decision text for item 329

The Cabinet Member for Placemaking and Local Economy introduced the report.

It was explained that the Civic Centre was a symbol of civic pride and a space that reflected the values of the borough. It was noted that the proposed procurement approach for Fixtures, Fittings and Equipment (FF&E) and concession for a café, as well as several other smaller procurement items, not only ensured that the Council delivered a functional and flexible environment for staff but also embedded a commitment to community engagement, social value and inclusion.

It was explained that the Council remained committed to delivering best value and saving as much money as possible by prioritising the reuse of existing furniture wherever feasible. Although this involved refurbishing some furniture, it ultimately saved money. At the same time, the Council recognised the Civic Centre’s status as a Grade II Listed building and identified key areas where new furniture was necessary to reflect the Council’s forward-looking image. It was stressed that this balanced strategy enabled the Council to contain the overall budget and redirect funds to previously unfunded items, ensuring a high-quality and cost-effective fit-out.

The Cabinet Member highlighted that, by involving local artists through competitions and curating installations in collaboration with the creative community, the Council would create a building that felt owned and celebrated by the people of Haringey. Through initiatives such as the Enliven Project, there were opportunities for staff and community groups to contribute to the internal environment which helped foster a sense of belonging and stewardship. The Civic Centre would open during the year as London Borough of Culture and offered a brand-new civic space for cultural activity and events during that year.

It was additionally noted that the proposals also reflected the ambition to support the local economy and promote social value. The proposed framework for café operators prioritised local suppliers, ensuring that the Civic Centre became a hub for community interaction and enterprise. This framework enabled the Council to select catering operators for the Civic Centre and any other opportunities that might arise. The mixed procurement approach allowed the Council to be agile and inclusive, enabling smaller businesses and community-led initiatives to participate meaningfully. This was a chance to deliver a Civic Centre that was culturally rich, inclusive, functional and representative of Haringey’s values.

In response to comments and questions from Councillors Cawley-Harrison, the following information was shared:

• It was explained that the project was currently on budget and on schedule. It was additionally explained that any increase in cost in some areas had been offset by savings in others to ensure that there would be no increase.
  
  
• It was explained that the building would be managed by the Corporate Property team, which would additionally manage procurement of FFE items not within the scope of the Client fit out and maintenance of all items following occupation of the building .

RESOLVED:

That Cabinet:

1.    Approved the commencement of procurement exercises for the following contract and Framework in accordance with CSO 2.01(b) and  ...  view the full minutes text for item 329