Agenda item

The Cabinet Member for Early Years, Children, and Families considered the report which sought approval for an award of contract to carry out enhancement, compliance and condition works at Alexandra Park Library, pursuant to contract standing order 16.02. The report also sought, pursuant to Contract Standing Order (CSO) 16.02, to approve the issuance of a letter of intent.

The Cabinet Member noted the importance of ensuring that the library was designed and developed appropriately to encourage people to come to the library and to use it. The Major Projects Delivery Manager acknowledged this comment and noted that the works were designed to revitalise the library, which included a new stock of books.

The Cabinet Member RESOLVED

1.    Pursuant to Contract Standing Order 16.02, to approve an award to Contractor A (identified in the exempt part of the report) of up to £644,655.00.

2.    To approve a client construction contingency of 10% that equates to £64,466.00, which will be strictly managed under change control governance arrangements.

3.    To approve other sundry costs such as: PM fees, design fees, QS fees, statutory costs, contingencies, and sundry other costs amounting to £334,928.

4.    To approve the issuance of a letter of intent for up to 10% of the contract value totalling £64,466.00.

Reasons for decision

In 2019, the Council allocated capital funds for major improvements to the Council owned libraries. The Council has committed funds from the Capital Programme for the Library IT and Building Upgrade works, and following completion of Stroud Green and Harringay, and Coombes Croft Libraries, currently the available budget is £1.91m. The aim of this programme is to improve the environment for customers and staff. Coombes Croft Library was completed in 2020 and Stroud Green and Harringay Library in November 2021. Alexandra Park Library is the next library in the Enhancement Programme sequence and will be followed by Highgate Library, Muswell Hill Library and Wood Green Library. Marcus Garvey and Hornsey Libraries were the subject of a separate refurbishment programme budgets and have been completed.

The objectives of the Library IT and Buildings Upgrade Programme are as follows:

·         Revitalising internal space by reorganizing how the space is utilised and to upgrade finishes.

·         Redecoration in the main library areas.

·         Interior redesign of the library space to modernize and better facilitate library floor walking and self- service technology.

·         Enhanced lighting.

·         New furniture.

·         New stock and books.

·         New wayfinding signage.

·         IT upgrades including new hardware, RFID self-service kiosks, and improved Wi-Fi.

In early 2020, it was discovered that in addition to the aesthetic enhancements to be undertaken in the Library IT and Building Upgrade Programme, significant compliance and condition works were also required to all of the branch libraries. Following a gap analysis and review, the scope of the compliance and condition works at Alexandra Park Library has been agreed with Corporate Landlord, and to avoid unnecessary disruption to library customers and staff, the agreed scope of those works is now incorporated into the IT and Buildings Upgrade scheme. The works include external redecoration, paving repairs and improved accessibility ramp, roof repairs and insulation, new fire alarm, electrical rewire, and a new heating system. Corporate Landlord will be contributing the funding value of the compliance and condition works which has been agreed as £341,000 plus fees of £61,380, their total contribution being £402,380.

A Cabinet decision is requested in March 2022 to enable the mobilisation of the contractor, meaning works can commence in late March 2022 with completion of the works in August 2022. The Libraries IT and Building Upgrade programme is sequential so as not to impact Library Services, therefore, delay to commencement of Alexandra Park Library will have a knock-on effect to the libraries that follow on in the programme sequence.

Alternative options considered

Do nothing – a decision not to support this award of construction contract will result in the Councils failure to suitably maintain the Alexandra Park Library by undertaking essential condition and compliance works, and further delay may mean the building fabric deteriorates in the ensuing years causing further disruption and expense. This would also increase the likelihood of reactive works at further cost to the Council. In addition, the experience of staff and customers will continue to be impaired as the aesthetic and ICT improvements will not have been carried out.

Delaying a decision further would add additional time to the programme. Not being able to award a contract and place orders at the earliest opportunity in March 2022 would mean that the ensuing libraries in the programme (Highgate, Muswell Hill and Wood Green) would also be delayed, as these are to be started and completed sequentially to minimise disruption to Library Services and customers.