Hillingdon Council Cabinet Member and Officer Decisions
School Conditions Building Programme 2023/24 –Capital Release of Associated Costs: Yeading Infant and Junior School – Canteen – Multi Disciplinary Consultant Appointment (Release No 1)
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Democratic Services
Location: Phase II
Ext: 0692
DDI: 01895 250692
CMD No: 778
To: COUNCILLOR JONATHAN BIANCO
CABINET MEMBER FOR PROPERTY, HIGHWAYS
AND TRANSPORT
COUNCILLOR MARTIN GODDARD
CABINET MEMBER FOR FINANCE
c.c. All Members of the Property, Highways and
Transport Select Committee
c.c. Peter Elliott-Smith – Place Directorate
c.c. Perry Scott – Corporate Director of Place
c.c. Ward Councillors for Belmore
Date: 21 April 2023
Non-Key Decision request Form D
CAPITAL RELEASE REPORT (April 2023)
DEPARTMENT: Place
SERVICE AREA/ PROGRAMME: School Conditions Building Programme 2023/24 –
Capital Release of Associated Costs: Yeading Infant and Junior Schools – Canteen –
Multi Disciplinary Consultant appointment Works RELEASE NO: 1
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 Tuesday 02 May 2023 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.
Ryan Dell
Democratic Services Officer
Title of Report: School Conditions Building Programme 2023/24 – Capital Release of
Associated Costs: Yeading Infant and Junior Schools – Canteen – Multi Disciplinary
Consultant appointment Works RELEASE NO: 1
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, Highways and Transport / Cabinet Member for Finance
Cabinet Member Report – 21 April 2023 Page 1
Part I - Public
CAPITAL RELEASE REPORT (April 2023)
DEPARTMENT: Place
SERVICE AREA/ PROGRAMME: School Conditions Building Programme 2023/24 –Capital
Release of Associated Costs: Yeading Infant and Junior School s – Canteen – Multi
Disciplinary Consultant appointment Works RELEASE NO: 1
Cabinet Members Councillor Jonathan Bianco
Councillor Martin Goddard
Cabinet Portfolios Cabinet Member for Property, Highways and Transport
Cabinet Member for Finance
Officer Contact Peter Elliott-Smith – Place Directorate
Papers with report Appendix A with capital release requests for approval
HEADLINES
Summary
To seek Cabinet Member approval for the release of capital funds
from the School Conditions Building Programmes to carry out
appointment of multi-disciplinary consultant for Yeading Infant and
Junior Schools Joint Canteen Project.
Putting our
Residents First
Delivering on the
Council Strategy
2022-2026
This report supports our ambition for residents/ the Council of:
Be / feel safe from harm
This report will protect the buildings, their occupants and prevent
further disruption to the school curriculum from the failing boiler
plant.
This report supports our commitments to residents of:
Safe and Strong Communities
Financial Cost This report seeks the release of £82k from the 2023/24 School
Conditions Building Programme budget for the multi -disciplinary
consultant appointment and associated costs for Yeading Infant
and Junior Schools Joint Canteen Project.
Relevant Select
Committee
Property, Highways and Transport Select Committee.
Relevant Ward Belmore.
Cabinet Member Report – 21 April 2023 Page 2
Part I - Public
RECOMMENDATION
That the Cabinet Member for Finance and the Cabinet Member for Property, Highways and
Transport agree to the capital release request of £82k from the 2023/24 School Conditions
Building Programme budget for the multi -disciplinary consultant appointment and
associated fees costs for Yeading Infant and Junior Schools Joint Canteen Project.
Reasons for recommendation
The appointment of a consultant is now required to generate a detailed schedule of works to
propose the best solution for the Yeading Infant and Junior Schools Joint Canteen Project.
Alternative options considered
None, as the canteen facilities need to be brought up to a usable standard.
Select Committee comments
None at this stage.
SUPPORTING INFORMATION
Background Information
Following condition surveys at both schools the canteen facilities at each were beyond repair and
heavy investment was required to bring each canteen up to a modern usable standard.
Given the proximity of these community schools that both require new kitchen and canteen
facilities, officers are of the opinion that there is an opportunity to achieve cost savings, improved
build quality and improve the mealtime experience for the children. A feasibility exercise to design
and build a common building for both schools providing canteen and kitchen facilities has resulted
in the following findings.
The combined costs to renovate separate canteens at each of the two schools are estimated to
be in excess of £2.4 million, with no guarantee on the service life that could be achieved. The cost
or providing two separate new canteens is in the order of £2.9m. The provision of a joint canteen
was therefore considered.
Having assessed the cost of a joint canteen, a traditional build construction is proving a more
cost-effective solution. This lends itself towards long term quality in providing a structure that
would last over 60 years, versus that the previously planned modular buildings that would have
just 30-to-40-year service life for a similar cost. The construction works for a joint traditional build
canteen is estimated to be in the order of £1.65m, based on rates currently available.
The two schools are adjoining and there is an opportunity to build the new canteen facilities along
this boundary. The junior school facilities can be kept in use for the duration of these works, with
the benefit of avoiding temporary kitchen costs throughout the project within term times.
A joint canteen offers 740m² of flat roof, which provides an opportunity for the installation of solar
panels. It also gives the two schools an open plan facility that can be utilised for purposes outside
Cabinet Member Report – 21 April 2023 Page 3
Part I - Public
of just canteen use. The cost for the joint canteen includes energy saving measures to achieve a
net carbon zero solution.
The appointment of a consultant is now required to generate a detailed schedule of works to
propose the best solution for the Council.
Consultants' role:
A successful tender exercise was undertaken through open tender i n January 2023. The
proposed consultation works are recommended to be undertaken by Property Tectonics.
Estimated consultation fees detailed are for the complete multi discipline consultation services
from RIBA (Royal Institute of British Architecture) stages one through six and include Principal
designer and contract administration fees accordingly.
Fees sought for release are for RIBA stages one through three. Future fees will be dependent on
successful tenders for a work contractor.
Additional Costs
Fees sought for release include an allowance for pre- tender surveys and internal fees, capital
project team fees and contingency.
Programme
All works are targeted to have a contractor appointed i n the Autumn of 2023 with stakeholder
consultation and design stage four being undertaken through the winter of 2023. Targeted
commencement on site is April 2024.
Costs
The estimated costs can be found in table 1. With the multi -disciplinary consultation breakdown
shown below.
Property Tectonics breakdown
Total
Fee
Insert Fee (% of Work Cost)
RIBA 1 RIBA 2 RIBA 3 RIBA 4 RIBA 5 RIBA 6
Multi-
Disciplinary
Consultancy 81000 5.00% 10.00% 35.00% 5.00% 40.00% 5.00%
breakdown £4,050 £8,100 £28,350 £4,050 £32,400 £4,050
note - ensure RIBA % weighting adds up to 100%
Estimated
Construction Cost
Total Fee
£
Total
Tender
Fee %
£1,700,000.00 £81,000 4.76%
total fee to be used for evaluation purposes
Cabinet Member Report – 21 April 2023 Page 4
Part I - Public
Table 1: Cost estimate for the recommended joint canteen facility
Yeading Infant & Junior School –
New build -
joint canteen and kitchen facility
Original
Budget
Estimate (£)
Revised
Budget
Estimate
(£)
Seeking
Capital
Release
(£)
Previously
released
(£)
Construction Costs 1,650,000 1,650,000 0 0
External fees - (4.76%) 74,250 81,000 40,500 0
Site surveys and investigations 25,000 25,000 25,000 0
Capital Programme Fees 49,500 49,500 8,100 0
Contingency 82,500 82,500 8,100 0
Total £1,881,250 £1,888,000 £81,700 0
Financial Implications
Schools Conditions Programme 2022/23 Budget £5,874k; Previously Released Nil;
Capital Release Requested £82k – Appendix A
The 2023/24 capital programme approved by Cabinet and Council in February 2023 included a
budget of £5,874k for the Schools Conditions Building Programme funded from a combination of
external resources including Schools Condition Allocation capital grant and agreed school
contributions in line with Council’s policy.
The report requests the capital release of £82k from the Schools Conditions Building Programme
budget for the multi -disciplinary consultants and associated fees costs towards Yeading Infant
and Junior School joint canteen project. The cost plan is based on quotes and includes internal
fees and contingency at 3% and 5% respectively of the estimated construction costs.
The consultant has been selected following a competitive tendering process. The consultant wi ll
be appointed subject to informal Member approval via an expenditure approval form following the
release of funds.
Both Yeading Infants and Yeading Junior schools have agreed in principle to the schools’
contribution towards the project. The schools’ contribution figure for each school 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 the schools' contribution will be
calculated. Final written and signed agreement will be sought from the schools before
commencement of any works.
The remaining £5,792k of the Schools Conditions Building Programme 2023/24 budget will be
allocated to schools subject to the capital release process.
RESIDENT BENEFIT & CONSULTATION
The benefit or impact upon residents, service users and communities
Works to ensure that the schools are fully functional for its users.
Consultation carried out or required
Cabinet Member Report – 21 April 2023 Page 5
Part I - Public
Consultation and agreement of works with the schools are line with 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 and school contributions to be confirmed
following confirmation of tender prices, with no impact on Council resources.
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.
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.
Cabinet Member Report – 21 April 2023 Page 6
Part I - Public
APPENDIX A
Schools Conditions Programme (2023/24) – Yeading Infant and Junior School
Canteen Multi-Disciplinary Consultant appointment (Release No 1)
Location
Project /
Expenditure
Title
Information
Funds
Release
Sought
£000’s
Approve Hold
More
Information
Required
Yeading Joint Canteen Consultant
Appointment 82
Total seeking release 82
Previously released/ pending release 0
Budget 5,874
Remaining budget 5,792
View Decision / Minutes Text
Executive Decision Notice – 03 May 2023 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 (April 2023)
DEPARTMENT: Place
SERVICE AREA/ PROGRAMME: School Conditions
Building Programme 2023/24 – Capital Release of
Associated Costs: Yeading Infant and Junior Schools –
Canteen – Multi Disciplinary Consultant appointment
Works RELEASE NO: 1
Reference No. 778
Date of decision Wednesday 03 May 2023
Call-in expiry date Thursday 11 May 2023
Relevant Select
Committee
Property, Highways and Transport Select Committee
Relevant Wards Belmore
Decision made
Cabinet Members
making the decision
Councillor Jonathan Bianco – Cabinet Member for Property,
Highways and Transport
Councillor Martin Goddard – Cabinet Member for Finance
Approved
That the Cabinet Member for Finance and the Cabinet
Member for Property, Highways and Transport agree d to
the capital release request of £82k from the 2023/24 School
Conditions Building Programme budget for the multi -
disciplinary consultant appointment and associated fees
costs for Yeading Infant and Junior Schools Joint Canteen
Project.
Reason for decision The appointment of a consultant is now required to generate a
detailed schedule of works to propose the best solution for the
Yeading Infant and Junior Schools Joint Canteen Project.
Alternative options
considered and
rejected
None, as the canteen facilities need to be brought up to a usable
standard.
Classification Part I - Public
Link to associated
report
Report
Relevant Officer
contact & Directorate
Peter Elliott-Smith, Place Directorate
Any interest declared
by the Cabinet
N/A
Executive Decision Notice – 03 May 2023 Page 2
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
Member(s) /
dispensation granted
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 Thursday 11 May 2023
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 P ublic. Copies are also placed on the
Council’s website.
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