Agenda item

To request approval to award a services contract for the Civic Centre Redevelopment Project for multi-disciplinary technical advisor services for RIBA Stages 5 and 6.

To request approval to issue a letter of intent representing 10% of the contract sum.

Under the design as build contract, a technical advisor was imperative to protect the Council’s interest. One of the primary roles would be to ensure that contractor would be developing the works on site in accordance with the employer’s requirements. The advisor would be present until the works were completed. The fee would be based on the overall construction value. The fee could vary if the construction cost increased, but work was being done to limit this. There was little scope for unforeseen changes.

The Cabinet Member RESOLVED 

1. To approve, pursuant to contract standing order CSO 2.01 ( c) and CSO 0.08 an award of contract to provide multi-disciplinary technical advisor services for RIBA Stages 5 and 6 for the Civic Centre Redevelopment Project based on a tender contract sum of £717,100.00.

2. To approve a client contingency as set out in Part B of this report which will be strictly managed under change control governance arrangements.

3. To approve the issuance of a Letter of Intent up to a value of £100,000.00, pursuant to CSO16.04. This is detailed in Part B.

Reasons for decision 

The latest version of the Council’s office accommodation business case was presented to and approved by Cabinet in November 2024. The updated and final business case demonstrates that the best option to meet the Council’s core office accommodation needs was to restore and refurbish the Civic Centre and extend it with the addition of a new annex building.

Hawkins Brown Design Ltd were originally appointed by the Council to complete the Civic Centre design up to the main contractor tender stage. Following this, Hawkins Brown Design Ltd were appointed by the main contractor for design continuity purposes, which meant the Council needed to appoint a separate technical advisor resource to help to deliver the project.

Since then, the Council has awarded a contract to John Sisk & Sons Ltd to deliver the construction works on site. The Council has a technical advisory resource in place, but the commission expires at the end of RIBA Stage 4, so a new commission is required for RIBA Stages 5 and 6.

Working with the Strategic Procurement team, a competitive tender has been completed via the Council Dynamic Purchasing System under the professional services lot for multi-disciplinary design services.

The preferred bidder met the quality requirements set by the Council, had responded to the technical requirements of the tender and offered a contract price that represents value for money. The award of the contract would ensure that the Council has the critical technical advisory service for RIBA Stages 5 and 6.

Alternative options considered

Do nothing – This would represent a significant risk to the Council. A construction contract is now in place with John Sisk & Sons Ltd and a client- side technical advisor resource is required to ensure the contractor proposes a compliant and coordinated design that met to works towards the employer’s requirements. Also, the role was essential in reviewing the work completed by the contractor on site to ensure the works were consistent with the employer’s requirements, the approved design and were of a good quality thus protecting the Council’s investment.

In-house – There was currently no resource within the Council that has the capacity, specialist expertise or qualifications to deliver the service.