Agenda item

The Cabinet Member for Housing and Planning (Deputy Leader) considered a report, which sought approval to award a contract for the major refurbishment programme at Kenneth Robbins House.

The works to Kenneth Robbins House included the replacement of flat entrance doors, fire doors to communal stairwells, emergency lighting, replacement of windows to dwellings and communal areas, replacement of soil and vent pipes, renewal of lateral mains and other external and communal building fabric repairs and redecorations to include the application of fire rated coatings to all previously painted elements.

The Cabinet Member noted that the cost of the works was £8.4m. This did not include contingency or consultant fees. The total project sum is in the Exempt Report – Part B.

There had been no compliant bidders in the first procurement tendering round and the second tender exercise was completed through the DPS (Dynamic Purchasing System). This had activated 11 bids and 7 of these had been compliant. This interest had demonstrated the appetite in the sector for completion of refurbishment works. There was significant social value built into the contract and opportunities to be added to the portal.

The contract was expected to be awarded at the end of November to enable an 18-month delivery programme, completing in the spring / summer of 2026.

 In response to questions from Cllr Bevan, the following information was provided:

-      The tender percentage allocation for quality had been 60 % (including a 10% requirement for social value) and 40 % allocated to cost. The tenders which were not compliant did not meet health and safety and resident engagement requirements.

-      The pre - tender estimate had been over £20m for both major works at Kenneth Robbins House and Stellar House but the combined total was at £15m and these were competitive bids. The contracts were particularly attractive to bidders as the blocks are located in one area and the works are contained within the blocks and surrounding areas.

-      Assurance was provided of the leaseholder engagement activities taken forward and the senior project manager had met with 5 leaseholders and written to absent leaseholders. There would be a payment saving provided to leaseholders for window replacement works, and other works which are categorised as relevant defects. Leaseholders will be notified in the coming days. Engagement with leaseholders would also continue with the ongoing works.

-      Noted the suggestion to engage the participation of the concierge services at the blocks as they had been working with residents for a number of years and could support access to homes which may feel intrusive to some residents. Officers appreciated this suggestion and were also expecting a proactive approach from the contractor.

-      In response to the savings made on the pre- contract estimate and taking forward decoration works in the five neighbouring blocks, which had not received decoration works for the last 30 years, the Council had significant financial constraints, and this request would need to be considered in this context.

1. 

Following consideration of the exempt information and exempt recommendations, the

Cabinet Member for Housing and Planning (Deputy Leader),

RESOLVED

2.     

1. That In line with Contract Standing Order (CSO) 16.02, to approve the award of contract to Tenderer A (as set out in Appendix A), to a total value of £8,412,853.64.

2. To issue a Letter of Intent to the contractor for a value of no more than £100k. The Letter of Intent will enable the contractor to place an order with their supply chain to enable the programme to be met. 

Reasons for decision

3. 

The works to Kenneth Robbins House have been identified following a RIBA Stage 1-3 Report produced by Ridge and Partners in 2020, and a range of surveys carried out over the past 3-5 years. The surveys were commissioned to assess the performance of the structural fabric, the building’s compliance with current health and safety and fire regulations, the condition of services such as internal drainage and electrical components, and the general condition of decorations to the external and communal parts.

The surveys revealed that significant works are required to ensure the building complies with current fire safety and Building Regulations. The surveys also highlighted a need to address the ongoing leaks throughout the block, and suggested the renewal of the internal soil stacks and associated drainage connects. Other works were identified such as the replacement of windows, external fabric / structural repairs, electrical upgrade, and decorations to the external and communal parts. 

Alternative options considered.

4. 

Do nothing is not an option as the surveys revealed essential works to ensure compliance with current fire safety and building regulations. The surveys also revealed significant works, which will not only prolong the life of the building by replacing key elements but will also; provide a safe and healthy environment for the residents.

The only option available to the Council is to combine the essential works under a single project, procure a suitable contractor and deliver in accordance with the outline budget and programme.