Agenda item

The Cabinet Member for Early Years, Children, and Families considered the report which sought approval for an award of contract to provide Urgent Condition Work at Alexandra Primary School, pursuant to Contract Standing Order (CSO) 16.02. The report also sought, pursuant to CSO 16.02, to approve the issuance of a letter of intent.

The Cabinet Member highlighted the importance of ensuring that there were firm project management arrangements for works undertaken by contractors and suggested that it would be beneficial to meet with school Headteachers in order to share information on projects. The Head of Construction Related Project Delivery noted that communications were taking place with the school and had resulted in some positive project developments, such as undertaking works out of hours to avoid pressure during essential spaces during school hours. It was stated that there was also a delivery plan to assist with project management. It was added that there had been a number of recent works at schools and that there would be reviews with Headteachers in order to document learning points for future contracts.

The Cabinet Member RESOLVED

1.    Pursuant to Contract Standing Order 16.02, to approve the award of contract to Contractor A (identified in the exempt part of the report).

2.    To approve a client construction contingency as outlined in the exempt part of this report strictly managed under change control governance arrangements. Regular updates on any expenditure of the contingency can be provided to the Cabinet Member on request.

3.    To approve the issuance of a letter of intent for up to 10% of the contract value (identified in the exempt part of this report).

Reasons for decision

A major review of the condition and suitability of the Children’s Services estate has been undertaken which has informed the Children’s Service’s asset management plan (CSAMP). This identified condition and suitability deficiencies in the primary, secondary, and wider Children’s Service estate that need addressing in the short, medium, and long-term. Alexandra Primary School is high priority for major works due to issues relating to health and safety and school closure risks.

These works at Alexandra Primary School form part of the programme of repair and improvement works being undertaken by Children’s Services to the school estate following an estate wide review of school condition and compliance. A number of programme delivery options were presented for consideration and approval was subsequently granted to proceed with the design of a number of the most urgent projects. This project forms one of those given approval for urgent commissioning.

While the scheme at Alexandra Primary School relates to the resolution of a number of condition and health and safety issues as part of these works there will be improvements in the school buildings in terms of energy consumption. Specific works generating are:

·         Replacement of existing sash windows with double glazed units

·         Improvements to ceiling/roof insulation

·         Replacement of heating pipework – the new pipework will have improved insulation which will reduce the energy required to heat to temperature required

·         Replacement of flat roof coverings

It is anticipated that these measures will result in a reduction in energy consumption equivalent to a cost saving of £5,870 per year.

The works at Alexandra Primary School are being delivered as a single phase. This construction award report requests a decision on the procurement of a contractor to undertake the following works:

·         Replacement of the heating distribution pipework

·         Replacement of hot and cold water distribution pipework

·         Upgrading of fire compartmentation within the school buildings

·         Repairs to window frames

·         Replacement of existing single glazed sash windows with new double glazed sash windows.

·         Major repairs to the roof

·         Repairs to gutters and downpipes.

A Cabinet Member signing has been requested in March 2022 to enable the mobilisation of the contractor after Easter to enable scaffolding of the whole building to commence in May half term 2022 and the main works from the school summer holiday period. This is essential due to the need to maximise the school summer holiday period as the school site is constrained with no available decant spaces available once the school return in September, limiting all works to out of hours after the summer holiday. A later signing would severely impact on the school and would be disruptive to teaching and learning.

Alternative options considered

Do nothing – a decision not to support this award of construction contract will result in the Councils failure to suitably maintain its education estate by undertaking essential condition improvements. This would increase the likelihood of reactive works which will create greater disruption and cost to the Council and potentially result in the loss of education days. All of which would undoubtedly impact on the quality of teaching and learning.

Delaying a decision further would add additional time to the programme. Not being able to award a contract and place orders in time to complete all scaffolding and other enabling works before the school summer holiday 2022 would result in greater cost due to additional out of hours working and a prolongation of the programme. Minimising disruption to learning and the safety and wellbeing of both pupils and staff is of paramount importance. Although these are intrusive works, the area of the development will be clearly segregated from the staff and pupils.

Due to limitation on teaching space, temporary decant accommodation on site was explored but discounted due to site constraints and cost.