TO: EXECUTIVE
DATE:
1 june 2021
The Redevelopment of Depot Site
Executive Director: Delivery
1.
Purpose of Report
2.
Recommendation
2.1.
That the executive approve the
strategic procurement plan
to tender the design development and construction works to create a
new depot facility.
3.
Reasons for
Recommendation
3.1.
The Executive
has agreed to the redevelopment of the Commercial Centre, in order
to develop a new depot facility. This was approved as part of the
council’s budget setting with the project added to the
council’s capital programme. This report progresses
with this project, implementing the procurement
activity.
3.2.
It is a
requirement of the contract standing orders that the Executive
approve any strategic procurement plan with a value more than
£1m. This decision seeks approval for the procurement
process.
4.
Alternative Options
Considered
4.1.
None, as it is
a requirement of the Council’s contract standing orders that
any contracts in excess of £189k are required to go out to a
formal tendering process to ensure value for money and compliance
with legislation.
5.
Supporting
Information
Background
5.2.
To this end
the Executive agreed to create a new purpose build depot
facility to
accommodate BFC’s Transport team, Unison and the
council’s contractor partners (Continental Landscapes,
Ringway and Suez) including their equipment, workshops and
vehicles.
Construction scheme
5.3.
The scheme and
estimate costs were agreed as part of the 2021/2022 Capital
programme. This has allowed work to progress to the point that a
procurement exercise can now take place. In establishing the
outline project costs, options for the site have been explored by
the Council’s Managing Partner and were presented as part of
the business case that was agreed by the Executive, as part of the
approval for the scheme being included in the capital
programme.
5.4.
The Managing
Partner have now produced a Royal Institute of British Architects
(RIBA) Stage C report which provided a more detailed estimates of
the project costs. The Managing Partners breakdown of the
construction budget is based on an elemental cost breakdown
calculated by a Quantity Surveyor and indexed linked to Building
Cost Information Service (BCIS) for the work areas on the site,
which have been summarised in the Strategic Procurement
Plan.
5.5. The
Managing Partner are already contracted to design and manage the
construction works on site. The procurement of the main contractor
to carry out construction works will be subject to competitive
tender following advertisement on the South East Business Portal
and Contracts Finder, in accordance with the Council’s
Contract Standing Orders. Value for money will be demonstrated at
contract award through application of these procedures.
5.6.
Timescales
|
Milestone
|
Approximate Date
|
|
Publish adverts in
South East Business Portal and Contracts Finder
|
11/06/2021
|
|
Deadline for
returning Selection Questionnaires
|
09/07/2021
|
|
Issue Invitation
to Tender to shortlisted suppliers
|
23/08/2021
|
|
Receive Response
from Tenderers
|
15/10/2021
|
|
Contract Award
|
07/01/2022
|
|
*Mobilisation
Period
|
07/03/2022 –
01/04/2022
|
|
*Contract Start
Date
|
04/04/2022
|
|
*Completion
Date
|
31/03/2023
|
*The actual
construction will be based on the successful contractor project
delivery programme
5.7.
Financial
Analysis - Current Cost
Breakdown
included
within the strategic procurement plan (Appendix A).
Other considerations on the site
5.8. In
terms of the development of the site, the Executive has already
taken a number of enabling decisions. Firstly, in relation to the
Emergency Duty Service (EDS) and Forest Care, plus in terms of the
excess land that will be created as part of the project.
5.9. In
terms of the non-depot users of the site, the key services to
relocate under the strategy were the Emergency Duty Service (EDS)
and Forest Care. On the 28/04/2020, the Executive agreed to move EDS
and Forest Care to Waterside Park Unit B, along with the creation
of an emergency planning and resilience location. The construction
work for Waterside Park unit B have been completed, with EDS having
already moved into the new site, and Forest Care, due to be at the
new location in quarter 3 of the 2021/22 performance year. The
dilapidated building that houses this service will be demolished at
this stage.
5.10. The excess land has
been factored into the depot scheme’s financing costs; the
land being earmarked for future development. However, in the
programming of the release of this land, this has been programmed
into both the development of the depot and the development of the
Market Street site. Initially the space will be used as a temporary
storage location for the material currently stored at the Market
Street site, enabling this project to progress to schedule. The
excess land will also form part of the working space needed for the
construction of the new depot, enabling safe construction to take
place. Therefore, this excess land won’t be released until
the end of the depot project and subject to further decision making
as to how to maximise its value, while meeting the needs of the
community.
6.
Advice Received from Statutory
and Other Officers
Borough Solicitor
6.1.
The Council
has the legal power to maintain and develop its landholdings and
buildings in connection with its functions. In furtherance of
these powers the Council may provide and commission through a
contract the works outlined in this report.
6.2.
The
commissioning of works as described in this report to carry out the
redevelopment shall constitute a public works contract within the
meaning of the Public Contracts Regulations 2015 (PCR
2015).
6.3.
Due to the
value falling below the relevant threshold a full procurement which
meets the requirements of the PCR 2015 is not required.
6.4.
The report
explains the way in which it is proposed the market shall be
engaged which appears to be consistent with accepted good practice
and requirements for contracts which fall below the threshold of
the PCR 2015.
6.4.
6.5.
All works will
need to be carried out with regard to the Council’s statutory
obligations and to owners and occupiers of all adjoining and
neighbouring land.
Director: Resources
6.6.
Comments are
included within the strategic procurement plan (Appendix
A).
Equalities Impact Assessment
6.7.
Attached as
Appendix B.
Strategic Risk Management Issues
6.8.
Attached as Appendix
C.
Environment
and Climate Implications
6.9.
The
recommendations in section 2 above are expected to: reduce
emissions of co2, due to the new depot building being built to
modern standards which incorporates heat loss calculations, energy
efficient lighting and increased insulation to the office areas.
The new depot building is also to be partly powered from
photovoltaic panels which are to be mounted on the roof, the number
of which are to be reviewed as part of the final technical
submission.
7.
Consultation
Principal Groups Consulted
7.1. Council officers including
the Head of Corporate Procurement, Borough Solicitor and Director:
Resources were consulted in the drafting of this plan.
Background Papers
Appendix A – The Depot Strategic Procurement Plan
Appendix B – Initial Equalities Screen Record - Impact
Assessment
Appendix C – The Depot Risk Register
Contact for further information
Kamay Toor Assistant Director: Property - 01344 355183
Kamay.toor@bracknell-forest.gov.uk
Richard Payne Head of Capital Projects & Maintenance 01344
352275
Richard.Payne@bracknell-forest.gov.uk