Agenda and draft minutes

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The chair of the meeting has the discretion to terminate or suspend filming or recording, if in his or her opinion continuation of the filming, recording or reporting would disrupt or prejudice the proceedings, infringe the rights of any individual or may lead to the breach of a legal obligation by the Council.

The cabinet member referred to the notice of filming at meetings and this information was noted.

To receive any apologies for absence.

There were no apologies for absence.

The Chair will consider the admission of any late items of Urgent Business. (Late items of Urgent Business will be considered under the agenda item where they appear. New items of Urgent Business will be dealt with under Item 7 below. New items of exempt business will be dealt with at Item 10 below).

There were no items of urgent business.

There were no declarations of interest.

To consider any requests received in accordance with Standing Orders.

There were no deputations, petitions or questions.

The Cabinet Member for Placemaking and Local Economy, acknowledged the need to support the delivery of the Selby Urban Village Project, which was a collaboration between the Council and the Selby Trust, which sought to deliver 202 new council homes, a community centre, new sporting facilities and a new public park across two phases (Phase 1 Bull Lane and Phase 2 Selby Centre Site.

The Employer’s Agent would act as the Council’s lead consultant on the  project. They would provide advice on buildability and risks, procurement and construction strategy, compile the building works tender documents and support the contract procurement exercise.

In response to the questions asked by the Cabinet member, the following information was noted:

-          The employers agents would be monitored by the Senior Development Manager, there would also be a close working relationship with housing colleagues regarding commissioning and managing of contracts.

-       The  employers agents would be appointed until practical completion and a year after for the defects period.

-       The contract was not tied to a specific time, but for phases of project. The contract would be until release of money to the employers agent and the sign off of the contract.

-       It was highlighted that Tenderer A (on page 1 of the Agenda) was Airey Miller Ltd.

Further to considering the exempt information and exempt recommendations,

The Cabinet Member for Placemaking and Local Economy RESOLVED

To approve the award of contract for Employers Agent services for Phase 1 (Selby Centre + Sports Facilities) and Phase 2 (Housing of the Selby Urban Village Project to Tenderer A for the sum of £624,050.00 pursuant to Contract Standing Orders 9.07.1(d) and 16.02 (Bid Acceptance & Contract Award), comprising Phase 1 (GF) fee: £254,450 and Phase 2 (HRA): £369,600.

Reasons for decision

The Selby Urban Village Project is a key project for the Council being delivered in partnership with the Selby Trust. The Project has secured £20m of Levelling Up Funding for Phase 1 and has secured Affordable Housing Grant for Phase 2. The Project now requires Employers Agent Services to provide advice, including construction and delivery strategy advice and contract development and management to ensure that the project is delivered on time, to funding providers’ requirements and is delivered within budget.

Following an Invitation to Tender (ITT) process conducted via The Adam Procure DPS System (DPS), Airey Miller Ltd. were identified by the Tender Evaluation Panel as the Best Value Tenderer in terms of Quality and Price. They have submitted a compliant tender response and met the criteria for the assessment scoring. As such, it is recommended that the contract for Employer’s Agent services be awarded to Airey Miller Ltd. 

Alternative options considered

There are currently no resources within the Council that has the capacity, specialist expertise or qualifications to deliver this service. Consequently, there is no option to do this using in-house Council staff and so the Council needed to procure EA services.

The Regeneration and Housing Delivery Teams have worked with colleagues from Procurement and  ...  view the full minutes text for item 6.

As per item 3.

There were no new items of urgent business.

Items 9 and 10 are  likely to be subject to a motion to exclude the press and public be from the meeting as they contains exempt information as defined in Section 100a of the Local Government Act 1972 (as amended by Section 12A of the Local Government Act 1985); paras 3 and 5, namely information relating to the financial or business affairs of any particular person (including the authority holding that information) and information in respect of which a claim to legal professional privilege could be maintained in legal proceedings.

Item 9 was subject to a motion to exclude the press and public be from the

meeting as it contained exempt information as defined in Section 100a of the Local

Government Act 1972 (as amended by Section 12A of the Local Government Act

1985); paras 3 and 5, namely information relating to the financial or business affairs of

any particular person (including the authority holding that information) and information

in respect of which a claim to legal professional privilege could be maintained in legal

proceedings.

The Cabinet Member considered the exempt information and exempt recommendations.

As per item 3.

There were no items of exempt urgent business.