Hillingdon Council Cabinet Member and Officer Decisions
School Conditions Programme 2021/22 - Capital Release for appointment of consultant and associated costs for Roofing works at Coteford Infant School & Frithwood Primary School (Release No 7)
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Democratic Services Location: Phase II Ext: 0693 DDI: 01895 250693 My Ref: CMD 347 To: COUNCILLOR JONATHAN BIANCO CABINET MEMBER FOR PROPERTY AND INFRASTRUCTURE COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE c.c. All Members of the Corporate, Finance and Property Select Committee c.c. Peter Elliot-Smith, Infrastructure, Transport and Building Services c.c. Perry Scott, Corporate Director for Infrastructure, Transport and Building Services c.c. Ward Councillors for Northwood and Eastcote & East Ruislip c.c. Conservative and Labour Group Offices (inspection copy) Date: 15 December 2021 Non-Key Decision request Form D CAPITAL RELEASE REPORT (DECEMBER 2021) DEPARTMENT: Resident Services SERVICE AREA / PROGRAMME: School Conditions Building Programme 2021/22 RELEASE NO: 7 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 Thursday 23 December 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 you have made your decision. I will then arrange for the formal notice of decision to be published. Steve Clarke Democratic Services Officer Title of Report: School Conditions Building Programme 2021/22 - Release No 7 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 Property and Infrastructure / Cabinet Member for Finance Capital Release Report – 15 December 2021 Page 1 Public – Part 1 CAPITAL RELEASE REPORT (DECEMBER 2021) DEPARTMENT: Resident Services SERVICE AREA / PROGRAMME: School Conditions Building Programme 2021/22 RELEASE NO: 7 Cabinet Members Councillor Jonathan Bianco Councillor Martin Goddard Cabinet Portfolios Cabinet Member Property & Infrastructure Cabinet Member for Finance Officer Contact Peter Elliott-Smith - Infrastructure, Transport & Building Services Papers with report Appendix A with capital release requests for approval HEADLINES Summary To seek Cabinet Member approval for the release of capital funds to appoint a lead consultant for works associated with the roofing works at Coteford Infant School & Frithwood Primary School , from the School Conditions programme. Putting our Residents First This report supports the Council objective of Strong Financial Management. Financial Cost This report seeks the release of £51k from the 20 21/22 School Conditions Building Programme budget for the pre-construction fees for Coteford Infant School & Frithwood Primary School roofing works and is inclusive of capital programme team fees and contingency. Relevant Select Committee Corporate, Finance and Property Services Ward(s) affected Northwood, Eastcote and East Ruislip RECOMMENDATION That the Cabinet Member for Finance and Cabinet Member for Property and Infrastructure agree to the capital release request of £51k from the School Conditions Building Programme 2021/22 budget for the consultation works and associated costs relating to roofing works at Coteford Infant School and Frithwood Primary School (Appendix A). Capital Release Report – 15 December 2021 Page 2 Public – Part 1 Reasons for recommendation Roof age related defects, on -going leaks and condition surveys have highlighted immediate issues that need to be addressed at both schools, roofs are considered w ell beyond their serviceable lives and temporary repairs are no longer effective. Alternative options considered Alternatives considered include extensive localised repairs, however the extent of damage to insulation and steelwork means major works are required. Select Committee comments None at this stage. SUPPORTING INFORMATION Background Information Frithwood Primary School - Major Roof Repairs The school notified officers of major leaks from the roofs of two extensions (built by the school) to the main school building, together with leaks from the main pitched roof to the school. Inspections took place and it was found that a combination of poor workmanship, age related wear and corrosion has resulted in major leaks. To rectify these reported issues, it is proposed that suitable repairs are made to the extended roof areas to make them watertight and to overcoat the original school roof with a liquid applied solution to extend the current life of the roof. Condition surveys and works specification and costing exercises were undertaken to highlight the level of damage present. It is now required for a consultant to come on board to validate all the information collated to date and determine the best solution to the Council in delivering the works in the Summer of 2022. Coteford Infant School - Roof Refurbishment Works As part of the structural works project in Phase 2, it was found that the flat roof area to the front of the school was leaking, and the roof now requires replacement. To the rear of the school , similar flat roofing is also in a poor state of repair and wi thin the next year will be in a similar position. It is proposed that the school roof is overlaid with a new high-performance, long-lasting and watertight roofing material to stop any further water ingress. Capital Release Report – 15 December 2021 Page 3 Public – Part 1 Condition surveys and works specification and costing exercises were undertaken to highlight the level of damage present. It is now required for a consultant to come on board to v alidate all the information collated to date and determine the best solution to the Council in delivering the works in the Summer of 2022. Budget Costs The estimated costs for each project can be found within tables 1 and 2 below . Along with the funds seeking capital release to appoint the consultant. Consultation fees detailed are for the complete multi discipline consultation services from RIBA (Royal Institute of British Architecture) stages 1 through 6 and include principal designer and contract administration fees accordingly. Written confirmation has been received from the schools confirming that they agree to the terms as set out in the Management of School Maintenance Policy. Table 1: Cost estimate for works at Frithwood Primary School Item Estimated Costs (£) Seeking Release (£) Remaining Budget (£) Construction Costs 290,000 0 290,000 External Costs (CA/EA & PD) 11,000 11,000 0 Surveys & investigations 5,000 5,000 0 Building control and Planning Fees 3,000 3,000 0 Capital programme fees (6%) 17,400 2,000 15,400 Contingency (10%) 29,000 2,200 26,800 Total £355,400 £23,200 £332,200 Table 2: Cost estimate for works at Coteford Infant School Item Estimated Costs (£) Seeking Release (£) Remaining Budget (£) Construction Costs 350,000 0 350,000 External Costs (CA/EA & PD) 15,000 15,000 0 Surveys & investigations 5,000 5,000 0 Building control and Planning Fees 3,000 3,000 0 Capital programme fees (6%) 21,000 2,000 19,000 Contingency (10%) 35,000 2,500 32,500 Total £429,000 £27,500 £401,500 Financial Implications Schools Conditions Building Programme 2021/22 Budget £3,322k; Devolved to Schools £67k; Previously Released / Pending Release £1,353k; Capital Release Requested £51k – Appendix A Capital Release Report – 15 December 2021 Page 4 Public – Part 1 The 2021/22 revised programme budget for the Schools Conditions Building Programme totals £3,322k, including £1,772k rephasing from the 2020/21 budget. This is funded from capital grant and agreed school contributions in line with Council’s policy. The total revised budget includes £67k that is devolved to schools. The report requests the capital release of £51k from the Schools Conditions Building Programme budget for the consultants and associated fees costs towards roof works at Coteford Infant and Frithwood Primary School s. The cost plans are based on quotes and includes internal fees & contingency at 6% and 10% respectively. Total combined forecast costs for the works are £784k inclusive of the £51k requested in this report. The consultant has been selected following a competitive tendering process and will carry out both schools roof work consultancy. The consultant will be appointed subject to informal Member approval via an expenditure approval form following the release of funds. Both Coteford Infant School and Frithwood Primary School have agreed in principle to the schools’ contribution towards the projects. The schools’ contribution figure for each school project will be calculated, dependent on the value of the total project and will be in line with Council policy. Once the works tenders come back and are analysed the amount of schools' contribution will be calculated. Final written and signed agreement will be sought from both schools before commencement of any works. The remaining £1,851k of the Schools Conditions Building Programme 2021/22 will be allocated to schools subject to the capital release process. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon residents, service users and communities The works will ensure that the school is fully functional and safe for its users. Consultation carried out or required Consultation and agreement of works with the school are in line with the School Contribution Policy. CORPORATE CONSIDERATIONS Corporate Finance Corporate finance concurs with the financial implications in this report, noting that the proposed works will be funded from the School Conditions grant, with no impact on Council resources. Capital Release Report – 15 December 2021 Page 5 Public – Part 1 Legal The Borough Solicitor confirms that the Council is responsible for carrying out this function pursuant to Section 16 of the Education Act 1996. Thus, there are no legal impediments to the capital release being authorised, although any contract that is entered into must comply with the Council's Procurement and Contract Standing Orders. Infrastructure / Asset Management Asset Management authored this 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. 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 the general release of funds for projects to be identified at a later date. No block releases of capital or funding 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. BACKGROUND PAPERS NIL. Capital Release Report – 15 December 2021 Page 6 Public – Part 1 APPENDIX A School Conditions Programme 2021/22 – Consultancy Services & Associated Costs for roofing works at Coteford Infant School & Frithwood Primary School (Release No 7) Location Project / Expenditure Title Information Funds Release Sought £000’s Approve Hold More Information Required Coteford Infant School School Conditions Programme 2021/22 - roofing works Consultancy fees and associate project costs 23 Frithwood Primary School School Conditions Programme 2021/22 - roofing works Consultancy fees and associate project costs 28 Total seeking release 51 Previously released / pending release 1,353 Devolved to schools 67 Budget 3,322 Remaining budget 1,851
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Executive Decision Notice – 24 December 2021 Page 1 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk OFFICIAL EXECUTIVE DECISION NOTICE PUBLISHED BY DEMOCRATIC SERVICES Notice is hereby given that the following decision(s) have been made today by Cabinet Members at the London Borough of Hillingdon: Title of decision CAPITAL RELEASE REPORT (DECEMBER 2021) DEPARTMENT: Infrastructure, Transport & Building Services SERVICE AREA / PROGRAMME: School Conditions Building Programme 2021/22 RELEASE NO: 7 Reference No. 347 Date of decision Friday 24 December 2021 Call-in expiry date 5pm, on Wednesday 5 January 2022 Relevant Select Committee(s) Corporate, Finance and Property Select Committee Relevant Ward(s) Northwood and Eastcote & East Ruislip Decision made Cabinet Members making the decision Councillor Jonathan Bianco - Cabinet Member for Property and Infrastructure Councillor Martin Goddard - Cabinet Member for Finance APPROVED That the Cabinet Member for Finance and Cabinet Member for Property and Infrastructure agreed to the capital release request of £51k from the School Conditions Building Programme 2021/22 budget for the consultation works and associated costs relating to roofing works at Coteford Infant School and Frithwood Primary School. Reason for decision Roof age related defects, on-going leaks and condition surveys have highlighted immediate issues that needed to be addressed at both schools, roofs are considered beyond their serviceable lives and temporary repairs were no longer deemed effective. Alternative options considered and rejected Alternatives considered include d extensive localise d repairs, however the extent of damage to insulation and steelwork meant major works were required. Executive Decision Notice – 24 December 2021 Page 2 This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk Classification Part I – Public Link to associated report Link to report here. Relevant Officer contact & Directorate Peter Elliot-Smith - Infrastructure, Transport & Building Services Any interest declared by the Cabinet Member(s) / dispensation granted N/A Implementation of decision & scrutiny call-in [Internal Use only] When can this decision be implemented by officers? Officers can implement Cabinet Member decision in this notice only from the expiry of the scrutiny call-in period which is: 5pm, on Wednesday 5 January 2022 However, this is subject to the decision not being called in by Councillors on the relevant Select Committee. Upon receipt of a valid call-in request, Democratic Services will immediately advise the relevant officer(s) and the decision must then be put on hold. Councillor scrutiny call- in of this decision Councillors on the relevant Select Committee shown in this notice may request to call-in this decision. The request must be before the expiry of the scrutiny call-in period above. Councillors should use the Scrutiny Call-in App (link below) on their devices to initiate any call-in request. Further advice can be sought from Democratic Services if required: Scrutiny Call-In - Power Apps (secure) Further information These decisions, where applicable, have been taken under The Local Authorities (Executive Arrangements) (Meetings and Access to Information) (England) Regulations 2012. This is the formal notice by the Council of the above executive decision, including links to the reports where applicable. If you would like more information on this decision, please contact Democratic Services on 01895 250636 or email: democratic@hillingdon.gov.uk. Circulation of this decision notice is to a variety of people including Members of the Council, Corporate Directors, Officers, Group Secretariats and the Public. Copies are also placed on the Council’s website. Democratic Services London Borough of Hillingdon Civic Centre High Street Uxbridge UB8 1UW