Agenda and draft minutes

(Report of the Director of the Children and Young People’s Service): To seek approval to award the pre-construction contract for Alexandra Park School following a mini competition from the BSF Constructor Partners Framework.

The Appendices to the interleaved report were the subject of a motion to exclude the press and public from the meeting as they contained exempt information relating to the business or financial affairs of any particular person.

We received a report seeking approval to award a pre-construction contract for Alexandra Park school following a mini competition from the BSF Constructor Partners framework. Five contractors accepted to tender and were assessed for suitability using a price/quality evaluation matrix. The fee for the pre-construction phase would be covered under the overall Construction Cash Limited Budget for the project.

In response to ongoing concerns from the Cabinet Member for Regeneration and Enterprise regarding apprenticeships offered by BSF and Decent Homes contractors, we requested that the Head of Procurement continue to keep the Member informed as necessary. In addition, we requested that the briefing on apprenticeships drafted by the Assistant Chief Executive, People, Organisation & Development  be circulated to Committee members.

RESOLVED:

1. That, in accordance with Contract Standing Order 11.01, approval be granted to the award of the pre-construction agreement for Alexandra Park School to the contractor and for the sum outlined in paragraph 18.2 of the interleaved exempt Appendix (item 11).

(Report of the Director of the Children and Young People’s Service): To seek approval to award the pre-construction contract for Fortismere School following a mini competition from the BSF Constructor Partners Framework.

The Appendices to the interleaved report were the subject of a motion to exclude the press and public from the meeting as they contained exempt information relating to the business or financial affairs of any particular person.

We received a report seeking approval to award a pre-construction contract for Fortismere School following a mini competition from the BSF Constructor Partners framework. Six contractors accepted to tender and were assessed for suitability using a price/quality evaluation matrix. The fee for the pre-construction phase would be covered under the overall Construction Cash Limited Budget for the project.

Measures to reduce annual carbon dioxide emissions would not be required on site due to the limited size of the floorplan.

RESOLVED:

1. That, in accordance with Contract Standing Order 11.01, approval be granted to the award of the pre-construction agreement for Fortismere  School to the contractor and sum outlined in paragraph 18.2 of the interleaved exempt Appendix (item 12).

(Report of the Director of the Children and Young People’s Service): To seek approval to award the pre-construction contract for Heartlands High School following a mini competition from the BSF Constructor Partners Framework. NOT AVAILABLE AT TIME OF COLLATION

The Appendices to the interleaved report were the subject of a motion to exclude the press and public from the meeting as they contained exempt information relating to the business or financial affairs of any particular person.

We received a report seeking approval to award a pre-construction contract for Heartlands High School following a mini competition from the BSF Constructor Partners framework. Three contractors accepted to tender and were assessed for suitability using a price/quality evaluation matrix. We were advised that following concerns relating to the highest scoring contractors ability to meet the strict deadlines for the programme that were not mitigated despite seeking extensive clarification, that the contractor with the second highest score under the matrix would be recommended for approval. We recognised a limited risk of legal challenge against the contract award as a result of excluding the highest scoring contractor. It was agreed that the risks were superseded by the need to select a contractor displaying the most credible assurance of meeting the required construction deadlines by accelerating the design and procurement of the works packages necessary to achieve the programme deadlines.

Concern was expressed regarding the level of financial risk associated with the recommended contractor bringing forward specified enabling works on site deemed necessary to achieve the completion dates prior to securing Final Business Case approval. Arising from our consideration of paragraph 12.4 of the report we noted that following consultation with the Leader and the Cabinet Member for Children and Young People, the Director of the Children and Young People had agreed to approve by way of delegated authority to a number of enabling works packages to Building Schools for the Future schemes being progressed in advance of the approval to the Final Business Case being received. The total value of these works was not more than £1 million.

We noted that the award of this contract to the recommended contractor would constitute the fifth BSF project awarded to the company. In response to concerns regarding the financial stability of the contractor related to the delivery demands of several contracts, it was confirmed that Parent Company Guarantees were agreed as part of the BSF framework. Clarification would be sought by the Head of Procurement regarding the position of the contractor with their bank.

In response to concerns regarding the outstanding issue of obtaining planning permission for the site, we sought confirmation that the report would be submitted to Planning Committee scheduled for 10 November 2008, with the Leader of the Council expediting the process if necessary.  

RESOLVED:

1. That, in accordance with Contract Standing Order 11.01, approval be granted to the award of the pre-construction agreement for Heartlands High School to the contractor and sum outlined in paragraph 18.3 of the interleaved exempt Appendix (item 13).

(Report of the Director of Urban Environment): To award the contract for Phase NT7 of the North Tottenham Decent Homes programme for 2008/09.

The Appendices to the interleaved report were the subject of a motion to exclude the press and public from the meeting as they contained exempt information relating to the business or financial affairs of any particular person.

Confirmation was given that integrated reception system works under the Capital programme would be undertaken in conjunction with decent homes work on site despite separate contractual arrangements to minimise disruption to residents.

In response to concerns expressed regarding water leaks in Stellar House as a consequence of a faulty pump value, we were informed that all pumps to the block are in full working order. Risks of future flooding as a result of taps being left on due to water pressure problems would be reduce through the systematic installation of lever taps across the borough. 

RESOLVED:

That, in accordance with Contract Standing Order 11.03, approval be granted for the award of the contract for Phase NT7 of the North Tottenham Decent Homes Programme 2008/09 to the contractor named in the interleaved exempt Appendix A.

That the Agreed Maximum Price excluding fees as detailed in Paragraph 2.2 of Appendix A be noted.       

(Report of the Director of Urban Environment): To award the contract for Phase NT8 of the North Tottenham Decent Homes programme for 2008/09.

The Appendices to the interleaved report were the subject of a motion to exclude the press and public from the meeting as they contained exempt information relating to the business or financial affairs of any particular person.

Concerns were expressed regarding residents re-fitting metal grills removed during the course of works and constituting a breach of fire regulations. We were advised that monitoring and enforcement would be a housing management issue and that a report and action plan for implementing an enforcement programme would be reported to the Committee.

The Committee were advised that specialist costings for replacing the flat roofs on the three brick built blocks with pitched roofs had been obtained and would constitute an additional cost of £0.907 million. It was recognised that detailed life cycle costings illustrate the financial benefit of pitched roofs in the long term, but initial outlay would be significant and Decent Homes funding does not include resources for pitched roofs. In addition, any changes to the pitch of the three roofs in question would be deemed to constitute improvement work due to the remaining life span of the roofs of 12-15 years, with a subsequent impact on recouping costs from leaseholders under the terms of their leases. The Committee also expressed concerns about the setting of a precedence for undertaking improvement works.    

RESOLVED:

That, in accordance with Contract Standing Order 11.03, approval be granted for the award of the contract for Phase NT8 of the North Tottenham Decent Homes Programme 2008/09 to the contractor named in the interleaved exempt Appendix A.

That the Agreed Maximum Price excluding fees as detailed in Paragraph 2.2 of Appendix A be noted.      

(Report of the Director of Urban Environment): To award the contract for Phase NT9 of the North Tottenham Decent Homes programme for 2008/09.

The Appendices to the interleaved report were the subject of a motion to exclude the press and public from the meeting as they contained exempt information relating to the business or financial affairs of any particular person.

In response to a query regarding the potential to negotiate down maximum prices in light of the economic situation, confirmation was given that ongoing price negotiations are held with contractors, with the result that fees detailed in Appendix A are lower than originally tendered.

RESOLVED:

That, in accordance with Contract Standing Order 11.03, approval be granted for the award of the contract for Phase NT9 of the North Tottenham Decent Homes Programme 2008/09 to the contractor named in the interleaved exempt Appendix A.

That the Agreed Maximum Price excluding fees as detailed in Paragraph 2.2 of Appendix A be noted.