Hillingdon Council Cabinet Member and Officer Decisions
Civic Centre Transformation Capital Programme 2023/24: Members’ Car Park Bollards, Civic Centre. Release No 6
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Democratic Services Location: Phase II Ext: 0833 DDI: 01895 250833 CMD No: 889 To: COUNCILLOR MARTIN GODDARD CABINET MEMBER FOR FINANCE COUNCILLOR JONATHAN BIANCO CABINET MEMBER FOR PROPERTY, HIGHWAYS AND TRANSPORT c.c. All Members of th e Property, Highways and Transport Select Committee c.c. John Phillips – Place Directorate c.c. Perry Scott – Corporate Director of Place c.c. Ward Councillors for Uxbridge Date: 21 August 2023 Non-Key Decision request Form D CAPITAL RELEASE REPORT (August 2023) DEPARTMENT: Place SERVICE AREA / PROGRAMME: Civic Centre Transformation Programme 2023/2024: Members’ Car Park Bollards RELEASE NO 6 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 Wednesday 30 August 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. Rebecca Reid Democratic Services Apprentice Title of Report: CAPITAL RELEASE REPORT (August 2023) DEPARTMENT: Place SERVICE AREA / PROGRAMME: Civic Centre Transformation Programme 2023/2024: Members’ Car Park Bollards RELEASE NO 6 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 Property, Highways and Transport Cabinet Member Report – 21 August 2023 Part I – Public Page 1 of 5 CAPITAL RELEASE REPORT (August 2023) DEPARTMENT: Place SERVICE AREA / PROGRAMME: Civic Centre Transformation Programme 2023/2024: Members’ Car Park Bollards RELEASE NO 6 Cabinet Member(s) Councillor Martin Goddard Councillor Jonathan Bianco Cabinet Portfolio(s) Cabinet Member for Finance Cabinet Member for Property, Highways and Transport Officer Contact(s) John Phillips - Place Directorate Papers with report Appendix A - Capital Release Request HEADLINES Summary This report seeks approval of capital release for the installation of Rising Bollards at Members’ Car Park, Civic Centre. Putting our Residents First This report supports the Council objectives of Our People by recommending the installation of replacement rising bollards , thereby enhancing the future safety of the service users. Financial Cost The recommended costs for acceptance are £49,692. With the inclusion of fees and contingencies, a total project cost of £50k is requested for capital release from the Civic Centre Transformation 2023/2024 capital budget. Relevant Select Committee Property, Highways and Transport Select Committee Relevant Ward(s) Uxbridge Ward RECOMMENDATIONS That the Cabinet Member for Finance and the Cabinet Member for Property, Highways and Transport a grees to the capital release requests of £ 50k from the Civic Centre Transformation Programme 2023/24 capital budget for the replacemen t of Members ’ Car Park Rising Bollards. Reasons for recommendations The existing security bollards to the Members’ Car Park at the Civic Centre in Uxbridge were installed in 2008 and their position altered in 2010. Cabinet Member Report – 21 August 2023 Part I – Public Page 2 of 5 The bollards are currently defective, and they are becoming increasingly unreliable and problematic, and parts are no longer readily available, resulting in lengthy periods of being inoperable and expensive repairs. T he original installer is unable to source the parts and therefore, unable to provide the reactive support we require. As a result, we have recommended the replacement of the ex isting defective system , utilising existing Civil and Automatic Vehicle Gates Term Contracts to obtain and install a new Rising Bollard system. In addition to the new system, additional static Bollards will be installed to protect the equipment which has suffered collision damage in the past and to better protect the area from unauthorised vehicles. The new system will be open protocol and will continue to work with the exist ing A utomatic Number Plate Recognition (ANPR) camera set-up. Alternative options considered / risk management No other options were considered. Select Committee comments None at this stage. SUPPORTING INFORMATION The proposal is to utilise existing Term Contractors DSSL to complete the replacements works to enable Term Contractors to maintain and service New Rising Bollards System throughout the warranty period and the remainder of the Term contract. They will also enable the new Bollard system to connect and integrate with existing ANPR and access control system, which they also currently maintain. This system will then be open protocol and will enable future Term C ontractors to maintain it without the need of 3 rd Party specialists. We also intend to use the current Civi l Term Contractor O’Hara Brothers to supply and install additional Static Bollards to improve security and to also provide protection for Control ’s system and sensors for new rising bollards as these have suffered damage from vehicles historically. Cabinet Member Report – 21 August 2023 Part I – Public Page 3 of 5 Table 1: Installation and remedial works: Works Description Contractor Cost (£) BFT Hydraulic Bollard System, including all equipment, safety systems, triggers, signage, and civil Works. DSSL 38,272 Engineering Team ANPR connections, commissioning and training. DSSL 2,746 Supply & Installation of additional Static Bollards O’Hara Brothers 4,000 Contingency 10% 4,502 Total Cost 49,520 Financial Implications Budget £ 13,403k, Previously Released/Pending Release £4,616k Capital Release Requested £50k - Appendix A The 2023/24 capital programme, agreed by Cabinet and Council in February 2023, included a budget for the Civic Centre Transformation Capital Programme of £12,000k. In June 2023, Cabinet approved the rephasing of £1,403k from 2022/23 into 2023/24, this gives a revised budget for 2022/23 of £13,403k. Previously £4,616k has been released / is pending release for: • Enabling works to the 2 East and 1 North quadrants of the Civic Centre. • The Project Lead and Administrative Support to enable the project management and co- ordination of the cross service, multi-workstream transformation project. • The Architectural Services for the remodelling of the Civic Centre and Middlesex Suite. • Specialist Consultants. • Preparation work in relation to the external fabric remedials and internal fabric remodelling at the Middlesex Suite. • The refurbishment of 3 Centre Core Passenger Lifts and the Goods Lift within the Civic Centre. • External Fabric Remedials , including the roof remedials, associated works and the asbestos removal at the Middlesex Suite. • Phases 1 and 2 of the Civic Centre and Middlesex Suite Refurbishment. This report seeks the release of £50k for the installation of a new bollard system in the Members’ Car Park at the Civic Centre. The release request is based upon quoted costs from Council’s Term Contractors and includes a project contingency of 10% of the quoted costs. The remaining £8,737 k of the Civic Centre Transformation Programme 2023 /24 budget will be subject to the capital release procedure. Cabinet Member Report – 21 August 2023 Part I – Public Page 4 of 5 RESIDENT BENEFIT & CONSULTATION The benefit or impact upon Hillingdon residents, service users and communities This project will enhance the safety of the Civic Centre communal areas, providing its occupants with a safe environment. CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed the report and concurs with the financial implications set out above, noting that the recommended action to agree a release of £50k for the installation of a new bollard system in the Members’ Car Park at the Civic Centre will be funded from the approved 2023/24 Civic Centre Transformation Project capital budget. Legal Legal Services confirm that the Council is responsible for carrying out this function pursuant to section 2 of the Health and Safety at Work Act 1974. 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 August 2023 Part I – Public Page 5 of 5 APPENDIX A - CAPITAL RELEASE REQUEST Civic Centre Transformation Capital Programme 2023/24: Members’ Car Park Bollards, Civic Centre. Release No 6 Location Project / Expenditure Title Information Funds Release Sought £000s Approve Hold More Information Required Civic Centre Members’ Car park Bollards Replacement of Members’ Car park Rising Bollards 50 Total seeking release 50 Previously released / Pending release 4,616 Budget 13,403 Remaining budget 8,737
View Decision / Minutes Text
Executive Decision Notice – 13 September 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 (August 2023)
DEPARTMENT: Place
SERVICE AREA / PROGRAMME: Civic Centre Transformation
Programme 2023/2024: Members’ Car Park Bollards
RELEASE NO 6
Reference No. 889
Date of decision Wednesday 13 September 2023
Call-in expiry date Wednesday 20 September 2023
Relevant Select
Committee
Property, Highways and Transport Select Committee
Relevant Wards Uxbridge Ward
Decision made
Cabinet Members
making the decision
Councillor Martin Goddard – Cabinet Member for Finance
Councillor Jonathan Bianco – Cabinet Member for Property,
Highways and Transport
Decision Approved
That the Cabinet Member for Finance and the Cabinet
Member for Property, Highways and Transport a greed to
the capital release requests of £50 k from the Civic Centre
Transformation Programme 2023/24 capital budget for the
replacement of Members’ Car Park Rising Bollards.
Reason for decision The existing security bollards to the Members’ Car Park at the
Civic Centre in Uxbridge were installed in 2008 and their position
altered in 2010.
The bollards are currently defective, and they are becoming
increasingly unreliable and problematic, and parts are no longer
readily available, resulting in lengthy periods of being inoperable
and expensive repairs. The original installer is unable to source
the parts and therefore, unable to provide the reactive support
we require.
As a result, we have recommended the replacement of the
existing defective system , utilising existing Civil and Automatic
Vehicle Gates Term Contracts to obtain and install a new Rising
Bollard system.
Executive Decision Notice – 13 September 2023 Page 2
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
In addition to the new system , additional static Bollards will be
installed to protect the equipment which has suffered collision
damage in the past and to better protect the area from
unauthorised vehicles.
The new system will be open protocol and will continue to work
with the existing A utomatic Number Plate Recognition (ANPR)
camera set-up.
Alternative options
considered and
rejected
No other options were considered.
Classification Part I – Public
Link to associated
report
Report Link
Relevant Officer
contacts &
Directorate
John Phillips – Place Directorate
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 20 September 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.
Executive Decision Notice – 13 September 2023 Page 3
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
If you would like more information on this decision, please contact
Democratic Services o n 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
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