Hillingdon Council Cabinet Member and Officer Decisions
Highways Structural Programme 2020/21 - Release No 5
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Democratic Services
Location: Phase II
Ext: 0833
DDI: 01895 250833
My Ref: RD
To: COUNCILLOR MARTIN GODDARD
CABINET MEMBER FOR FINANCE
COUNCILLOR JOHN RILEY
CABINET MEMBER FOR PUBLIC SAFETY AND
TRANSPORT
c.c. All Members of Executive Scrutiny Committee
c.c. Perry Scott, Director of Infrastructure,
Procurement, Business Improvement,
Communications, Waste Services and ICT
c.c. Chairman of the Residents, Education and
Environmental Services Policy Overview Committee
c.c. Gurmeet Matharu, Residents Services
c.c. Ward Councillors for Brunel, Eastcote & East
Ruislip, Ickenham, South Ruislip, Uxbridge South,
West Drayton, West Ruislip and Yiewsley
c.c. Conservative and Labour Group Offices
(inspection copy)
Date:
26 February 2021
Non-Key Decision request Form D
CAPITAL RELEASE REPORT (February 2021)
DEPARTMENT: Residents Services
SERVICE AREA/ PROGRAMME: Highways Structural Programme 2020/21
RELEASE NO: 5
Dear Cabinet Member
Attached is a report requesting that a decision be made by you as an individual Cabinet
Member. Democratic Services confirm that this is not a key decision, as such the Local
Authorities (Executive Arrangements) (Meetings and Access to Information) (England)
Regulations 2012 notice period does not apply.
You should take a decision on or after Monday 08 March 2021 in order to meet
Constitutional requirements about publication of decisions that are to be made. You may
wish to discuss the report with the Corporate Director before it is made. Please indicate your
decision on the duplicate memo supplied, and return it to me when y ou have made your
decision. I will then arrange for the formal notice of decision to be published.
Ryan Dell
Democratic Services Apprentice
Title of Report: Highways Structural Programme 2020/21 Release No. 5
Decision made:
Reasons for your decision: (e.g. as stated in report)
Alternatives considered and rejected: (e.g. as stated in report)
Signed ………………………………………………………Date……………………..
Cabinet Member for Finance / Cabinet Member for Public Safety and Transport
Capital Release Report - 26 February 2021 Page 1
Part I - Public
CAPITAL RELEASE REPORT (February 2021)
DEPARTMENT: Residents Services
SERVICE AREA/ PROGRAMME: Highways Structural Programme 2020/21
RELEASE NO: 5
Cabinet Member(s) Councillor Martin Goddard
Councillor John Riley
Cabinet Portfolio(s) Cabinet Member for Finance
Cabinet Member for Public Safety and Transport
Officer Contact(s) Gurmeet Matharu, Residents Services
Papers with report Appendix A1 with capital release requests for approval
HEADLINES
Summary
To seek Cabinet Member approval for the retrospective release of
capital funds to progress Phase 6 of the Highways 2020/21
programme.
Putting our
Residents First
This report supports the following Council objectives of: Our People;
Our Built Environment; Strong financial management.
Financial Cost The report seeks the retrospective release approval of £1,136,356
from the Highways Structural Works 2020/21 capital budget for
footway resurfacing works at various locations in the Borough.
Relevant Policy
Overview Committee
Residents, Education and Environmental Services
Relevant Ward(s)
Brunel, Eastcote & East Ruislip, Ickenham, South Ruislip, Uxbridge
South, West Drayton, West Ruislip and Yiewsley
Portfolio Member
approval
Councillor John Riley
RECOMMENDATION
That the Cabinet Member for Finance and the Cabinet Member for P ublic Safety and
Transport agree to the following retrospective capital release request of £1,136,356 for
resurfacing 5 carriageway and 6 footways including any associated works that were
previously informally approved, funded from the Highways Structural Works 2020/21
capital budget (Appendix A1).
Capital Release Report - 26 February 2021 Page 2
Part I - Public
Reasons for recommendation
The recommendation enables the release of resources in order to progress the Highways
programme for carriageway schemes informally approved by the former Cabinet Member for
Planning and Transportation and detailed in Appendix A1.
The retrospective list contains schemes to limit th e deterioration of the fabric of the Borough’s
highway asset that may have result ed in serious failure of roads, footways, verges, highway
drainage and street furniture and improve the serviceability of the highway network ( for example
the visual appearance, the ride quality and structural integrity of the roads and pavements).
The schemes listed in Appendix A1 have been either been completed or have been programmed
for commencement by the Council's term contractor.
Alternative options considered/ risk management
There are no alternatives due to the level of deterioration as delaying these schemes would have
placed additional pressure on the Council’s financial resources if highways permanent repairs are
not implemented in a timely manner.
In many instances, any delay of this programme may also have safety implications with a possible
consequent impact on the Public Liability Insurance budget.
Policy Overview Committee comments
None at this stage.
SUPPORTING INFORMATION
All costs in Table 1 below have been calculated using the schedule of rates contained in the
Council's Highways term contract.
The cost of the carriageway and footway resurfacing programme is to be funded from the 2020/21
capital programme for Highways Struct ural Works. The resurfacing programme of work is
estimated to be a total of £1,052,883 as detailed in Appendix A1 and Table 1 below.
Table 1: 2020/21 Highways Carriageway and Footway Resurfacing Programme Cost Plan
Item Cost (£)
Cost of Works 1,052,883
Less: Contractor Discounts (72,169)
Sub Total 980,714
Engineers’ Fees 77,821
Contingency 77,821
Total Project Cost £1,136,356
Capital Release Report - 26 February 2021 Page 3
Part I - Public
Financial Implications
Highways Structural Works 2020/21 Budget £15,684k; Previously Released / Pending
Release £13,236k; Capital Release Requested £1,136k – Appendix A1
The 2020/21 capital programme, approved by Cabinet and Council in February 2020, included
£10,000k for Highways Structural Works, funded from Council resources. Cabinet, in June 2020,
approved the rephasing of £5,684k of the unspent 2019/20 budget into 2020/21, from which
£1,351k was previously released in 2019/20 for approved schemes that are continuing into
2020/21 for completion this financial year. A further £ 11,885k has been released for numerous
road and highway works in 2020/21.
The report seeks the retrospective r elease of £1,13 6k from the Highways Structural Works
previously informally agreed from the 2020/21 revised budget , comprising carriageway
resurfacing of 5 roads and footway resurfacing of 6 roads.
The release of £ 1,136k includes the term contractor ’s quoted costs , internal fees and project
contingency at approximately 8% respectively of the contractor works cost, both after contractor
discounts. These contractual discounts consist of the Timely Release Discount (or Forward
Planning Discount) of 3.75% for works being made available to the contractor. This enables the
supplier to build a greater amount of certainty into their internal programming. There is also the
Volume Discount of 4.25% for consolidating work requirements, rather than issuing multiple small
task orders, applying when a task order of greater than £500k is placed. However, no discount
has been applied to the Short Section Programme (see Appendix below for details) . This is
because the contractor will be incurring additional site set up costs due to the size and quantity
of each short section works.
The remaining £1 ,311k of the Highways Structural Works 2020/21 budget is subject to further
allocation and capital release process.
RESIDENT BENEFIT & CONSULTATION
The benefit or impact upon Hillingdon residents, service users and communities
The carriageway resurfacing and footway improvement programme contains schemes to limit the
deterioration of the fabric of the Borough’s highway asset that can result in serious failure of roads,
footways, verges, highway drainage and street furniture and improve the serviceability of the
highway network for the benefit of residents and other road users.
CORPORATE CONSIDERATIONS
Corporate Finance
Corporate Finance has reviewed this report and concurs with the budgetary position set out
above, noting that the proposed highway structural works will be funded from the approved Capital
Budget for Highways Structural Works 2020/21. Works recommended for release, totalling
£1,136k, include externally contracted works costs (after contractor discounts), internal project
management fees and project contingency.
Capital Release Report - 26 February 2021 Page 4
Part I - Public
Legal
The Borough Solicitor confirms that the Council is responsible for carrying out this function
pursuant to Section 41 of the Highways Act 1980. There are no legal impediments to the Council
authorising the necessary capital release.
Infrastructure/ Asset Management
Infrastructure/ Asset Management officers have authored the report.
Capital Release Protocol
The release of all capital funds, and certain revenue funds, held by the Council is to be made by
a formal democratic decision (by the Cabinet Member for Finance and other relevant Cabinet
Members). No expenditure can be placed or committed by officers until this formal approval is
given by Democratic Services. Release of funds must be for identified projects only and strictly
not for general release of funds for projects to be identified at a later date. No block releases of
capital will be allowed, except if authorised by the Leader of the Council in advance to Corporate
Finance. The release of funds will only be made if previous Council, Cabinet or Cabinet Member
agreement has been given to the project and only if there is an approved budget. No contract
should be signed until clearance is given to the release of capital funds by way of the formal
decision-making process detailed below.
BACKGROUND PAPERS
NIL.
Capital Release Report - 26 February 2021 Page 5
Part I - Public
APPENDIX A1
Highways Structural Works Programme 2020/21 Retrospective Release
(Release No 5)
Location
(Ward)
Project/
Expenditure
Title
Information
Funds
Release
Sought
£’s
Approve Hold
More
Information
Required
Breakspear
Road South
(Ickenham and
West Ruislip)
Carriageway
resurfacing
HS2 site
entrance to
Breakspear
Road
141,000
Breakspear
Road South
(Ickenham)
Footway
resurfacing
o/s house nos.
43 to 62 61,594
Breakspear
Road South
(Ickenham)
Carriageway
resurfacing
Swakeleys
Road to HS2
site entrance
200,675
The Chantry
(Brunel)
Footway
resurfacing Whole road 64,368
Palace Road
(South Ruislip)
Footway
resurfacing Whole road 78,232
Vine Street
(Uxbridge
South)
Footway
resurfacing
Part of
Uxbridge
Town Centre
Scheme
56,240
Field End Road
(Eastcote &
East Ruislip)
Footway
resurfacing
Meadow Way
to The Sigers
(west side)
47,949
Kingshill
Avenue
(Charville)
Footway
resurfacing
Frogmore
Avenue to
Lansbury
Drive
(south side)
84,291
Capital Release Report - 26 February 2021 Page 6
Part I - Public
Short Section
Programme
Carriageway
resurfacing Borough wide 150,768
Apple Tree
Avenue
(Yiewsley)
Carriageway
resurfacing
Between
house No. 59-
61 and
78-90
66,811
Tavistock Road
(Yiewsley) Carriageway Yardley Court
to Trout Road 100,955
Sub-total
1,052,883
All Locations
Carriageway
& Footway
Resurfacing
Timely
Release
Discount
(33,829)
All Locations
Carriageway
& Footway
Resurfacing
Contractual
Volume
Discount
(38,340)
All Locations
Carriageway
& Footway
Resurfacing
Engineers
Fees
77,821
All Locations
Carriageway
& Footway
Resurfacing
Contingencies
77,821
Total seeking release 1,136,356
Previously released/ pending release 13,236,340
Budget 15,683,694
Remaining budget 1,310,998
View Decision / Minutes Text
Capital Release Decision Notice – 08 March 2021 OFFICIAL DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES ON 08 MARCH 2021 The Cabinet Member for Finance, and the Cabinet Member for Public Safety and Transport have made the following decision today: 1. THE CABINET MEMBER FOR FINANCE AND THE CABINET MEMBER FOR PUBLIC SAFETY AND TRANSPORT CAPITAL RELEASE REPORT (February 2021) DEPARTMENT: Residents Services SERVICE AREA/ PROGRAMME: Highw ays Structural Programme 2020/21 RELEASE NO: 5 DECISION: FULL APPROVAL That the Cabinet Member for Finance and the Cabinet Member for Public Safety and Transport agree d to the following retrospective capital release request of £1,136,356 for resurfacing 5 carriagew ay and 6 footways including any associated works that were previously informally approved, funded from the Highways Structural Works 2020/21 capital budget (Appendix A1 of the associated report). Reasons for recommendations The recommendation enables the release of resources in or der to progress the Highways programme for carriageway schemes informally approved by the former Cabinet Member for Planning and Transportation and detailed in Appendix A1. The retrospective list contains schemes to limit the deterioration of the fabric of the Borough’s highway asset that may have resulted in serious failure of roads, footways, verges, highway drainage and street furniture and improve the serviceability of the highway network (for example the visual appearance, the ride quality and structural integrity of the roads and pavements). The schemes listed in Appendix A1 have been either been completed or have been programmed for commencement by the Council's term contractor. Alternative options considered There are no alternatives due to the level of deterioration as delaying these schemes would have placed additional pressure on the Council’s financial resources if highways permanent repairs are not implemented in a timely manner. In many instances, any delay of this programme may also have safety implications with a possible consequent impact on the Public Liability Perry Scott, Director of Infrastructure, Procurement, Business Improvement, Communications, Waste Services and ICT Gurmeet Matharu, Residents Services Capital Release Decision Notice – 08 March 2021 Insurance budget. FURTHER INFORMATION The detailed report relating to this decision is available to view here . NOTES FOR OFFICERS ACTIONING CAPITAL RELEASE DECISIONS (APPROVAL / HOLD / MORE INFORMATION / NO DECISION YET): • Approved - Where project approval has been given, these funds will be released by corporate finance in due course. • On Hold - Where funding for projects have been put on hold by the Cabinet Members, then these cannot be progressed at this current time and no capital funds will be released to progress them. You may wish to consult with your relevant Cabinet Member. More information required - Where projects require further information, the Cabinet Members are still yet to make their formal decision – it is therefore effectively in suspension. If you wish your project(s) to proceed then you should provide further details about them to Corporate Finance. DECISION AUTHORITY & IMPLEMENTATION Where required, these decisions have been taken under The Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012. These decisions, unless called in, will come into effect from 5pm on Monday 15 March 2021. This is the formal notice by the Council of the above decisions. If you would like more information on any of the decisions, please contact Democratic Services on 01895 250636. The right hand column indicates the name of the officer(s) responsible for implementing / following up the decision in each case. Circulation of this decisions sheet is to a variety of people including Members of the Council, Corporate Directors, Officers, Group Secretariats and the Public.