Hillingdon Council Cabinet Member and Officer Decisions
HRA Works to Stock Capital Budget 2023/24: Automatic Opening Vents & Associated Equipment within High Rise Residential Buildings High Rise. Release No 16
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Democratic Services Location: Phase II Ext: 0833 DDI: 01895 25 0833 CMD No: 890 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 and Wood End Date: 18 August 2023 Non-Key Decision request Form D CAPITAL RELEASE REPORT (August 2023) DEPARTMENT: Place SERVICE AREA / PROGRAMME: Housing Revenue Account Works to Stock Programme 2023/2024: Fire Safety Workstream: Automatic Opening Vents & Associated Ventilation Equipment within High Rise Residential Buildings Design and Consultancy RELEASE NO 16 Dear Cabinet Members 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 29 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: Housing Revenue Account Works to Stock Programme 2023/2024: Fire Safety Workstream: Automatic Opening Vents & Associated Ventilation Equipment within High Rise Residential Buildings Design and Consultancy RELEASE NO 16 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 & Transport Cabinet Member Report – 18 August 2023 Part I – Public CAPITAL RELEASE REPORT (August 2023) DEPARTMENT: Place SERVICE AREA / PROGRAMME: Housing Revenue Account Works to Stock Programme 2023/2024: Fire Safety Workstream: Automatic Opening Vents & Associated Ventilation Equipment within High Rise Residential Buildings Design and Consultancy RELEASE NO 16 Cabinet Member(s) Councillor Martin Goddard Councillor Jonathan Bianco Cabinet Portfolio(s) Cabinet Member for Finance Cabinet Member for Property, Highways & 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 Consultation & Design Fees for the Upgrade of Automatic Opening V ents and associated Equipment within High Rise Residential Buildings. Putting our Residents First This report supports the Council objectives of Our People by recommending the upgrade of the Aut omatic Opening Vents & Associated Equipment within High Rise Residential Blocks, thereby enhancing the future fire safety of the residents. Financial Cost The recommended costs for acceptance are at a cost of £38,025.00. With the inclusion of fees and contingencies, a total project cost of £42k is requested for capital release from the HRA Works to Stock Programme 2023/24 capital budget. Relevant Select Committee Property, Highways and Transport Select Committee. Relevant Ward(s) Uxbridge and Wood End. RECOMMENDATIONS That the Cabinet Member for Finance and the Cabinet Member for Property, Highways & Transport agree to the capital release request of £ 42k from the Fire Safety Workstream within the HRA Works to Stock Programme 2023/24 capital budget for the Design & Consultancy Fees for the Automatic Opening Vents & Associated Ventilation Equipment within High Rise Buildings (Appendix A). Cabinet Member Report – 18 August 2023 Part I – Public Reasons for recommendations The Council is currently responsible for 10 High Rise Residential Buildings with Automatic Opening Vents (AOVs). This report is seeking the release of £42k for the design and consultancy fees in relation to the Automatic Opening Vents and Associated Ventilation Equipment within Harding House, Sutcliffe House and Rabbs Mill House high rise buildings. These vents play a crucial role in meeting fire safety regulations for high-rise buildings. The vents are designed to activate when smoke is detected in the communal areas, particularly the floor corridors. The current AOVs are included in the maintenance contract for the fire detection equipment. However, after a recent servicing, it has been recommended that these units should be replaced due to their age and reliability issues. The age of these units surpasses the recommended life cycle replacement according to Chartered Institution of Building Services Engineers (CIBSE) guidelines, and they also fail to comply with the latest British Standards (BS) such as BS1201, BS9999, and BS7346-8. Whilst the existing systems are operational , it is recommended that we begin a phased replacement and upgrade to ensure that all the High-Rise Residential Buildings continue to have operational AOVs. Alternative options considered / risk management No other options for carrying out these works were considered. Select Committee comments None at this stage. SUPPORTING INFORMATION The proposal is to utilise & appoint Allen Construction Consultancy Ltd via the Council Framework to act as consultant and complete the Design Stage to enable a suitably designed and compliant system to be designed & tendered and managed to completion. Once Designs are approved, the Section 20 process will be followed, and works will be tendered in line with Hillingdon Council Policy. Works have been arranged in two phases. Table 1 overleaf details the Consultancy and Design costs for Phase One, which incorporates Harding House, Sutcliffe House and Rabbs Mill House. All costs are as per the Council Framework agreement. Cabinet Member Report – 18 August 2023 Part I – Public Table 1: Design, Consultation Costs: Works Description Contractor Cost (£) Phase 1 Fee Proposal for Harding, Sutcliffe & Rabbs Mill Hse Allen Construction Consultancy 38,025 Contingency 10% 3,803 Total Cost 41,828 Financial Implications Budget £ 3,169k, Previously Released/Pending Release £ 1,973k, Capital Release Requested £42k - Appendix A The 2023/24 HRA Capital Programme, approved by Cabinet and Council in February 2023, includes a capital budget for the Works to Stock programme of £22,437k. Within this, the Fire Safety workstream budget is £3.169k. Previously, £1,973k has been released or is pending release from the Fire Safety workstream for: • Replacement of Fire Doors at various low to medium rise general needs housing blocks • Sprinkler Systems • Electrical Fire safety upgrades within domestic dwellings • The supply and installation of upgraded Lateral & Rising Mains Electrical Distribution Systems within a low/medium rise residential block at Barnhill Estate and Portland Road Estate. This report is seeking the release of £42k for the design and consultancy fees in relation to the Automatic Opening Vents and Associated Ventilation Equipment within Harding House, Sutcliffe House and Rabbs Mill House high rise buildings. The release request is based upon the costs contained within the Council’s Framework Agreement and includes a contingency of 10% of the proposed consultancy fee. The remaining £1,154k of the Fire Safety workstream budget will be subject to the capital release procedure. RESIDENT BENEFIT & CONSULTATION The benefit or impact upon Hillingdon residents, service users and communities This project will enhance the fire safety of the residents within the High-Rise Residential Buildings. Cabinet Member Report – 18 August 2023 Part I – Public CORPORATE CONSIDERATIONS Corporate Finance Corporate Finance has reviewed this report and associated financial implications, noting that the recommended action to agree a release of £42k for the design and consultancy fees in relation to the Automatic Opening Vents and Associated Ventilation Equipment within Harding House, Sutcliffe House and Rabbs Mill House high rise buildings will be fully financed from the 2023/24 approved capital budget for Housing Revenue Account Works to Stock. Legal Legal Services confirm that the Council is responsible for carrying out this function pursuant to articles 8, 13 and 17 of the Regulatory Reform (Fire Safety) Order 2005 and section 9A of the Landlord and Tenant Act 1985. 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. TITLE OF APPENDICES Appendix A - Capital Release Request Cabinet Member Report – 18 August 2023 Part I – Public APPENDIX A - CAPITAL RELEASE REQUEST HRA Works to Stock Programme 2 023/24: Fire Safety Workstream: Automatic Opening Vents & Associated Equipment within High Rise Residential Buildings High Rise. Release No 16. Location Project / Expenditure Title Information Funds Release Sought £000s Approve Hold More Information Required Harding, Sutcliffe, & Rabbs Mill House Phase 1 AOV Upgrade Consultancy & Design Costs for AOVs within High Rise Residential Buildings 42 Total seeking release 42 Previously released / Pending release 1,973 Budget 3,169 Remaining budget 1,154
View Decision / Minutes Text
Executive Decision Notice – 10 October 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: Housing Revenue Account
Works to Stock Programme 2023/2024: Fire Safety
Workstream: Automatic Opening Vents & Associated Ventilation
Equipment within High Rise Residential Buildings Design and
Consultancy
RELEASE NO 16
Reference No. 890
Date of decision Tuesday 10 October 2023
Call-in expiry date Tuesday 17 October 2023
Relevant Select
Committee
Property, Highways and Transport Select Committee
Relevant Wards Uxbridge and Wood End
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 & Transport agreed to the
capital release request of £42k from the Fire Safety
Workstream within the HRA Works to Stock Programme
2023/24 capital budget for the Design & Consultancy Fees
for the Automatic Opening Vents & Associated Ventilation
Equipment within High Rise Buildings (Appendix A).
Reason for decision
The Council is currently responsible for 10 High Rise Residential
Buildings with Automatic Opening Vents ( AOVs). This report is
seeking the release of £42k for the design and consultancy fees
in relation to the Automatic Opening Vents and Associated
Ventilation Equipment within Harding House, Sutcliffe House and
Rabbs Mill House high rise buildings.
These vents play a crucial role in meeting fire safety regulations
for high-rise buildings. The vents are designed to activate when
smoke is detected in the communal areas, particularly the floor
Executive Decision Notice – 10 October 2023 Page 2
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
corridors. The current AOVs are included in the maintenance
contract for the fire detection equipment. However, after a recent
servicing, it has been recommended that these units should be
replaced due to their age and reliability issues. The age of these
units surpasses the recommended life cycle replacement
according to Chartered Institution of Building Services Engineers
(CIBSE) guidelines, and they also fail to comply with the latest
British Standards (BS) such as BS1201, BS9999, and BS7346-
8.
Whilst the existing systems are operational, it is recommended
that we begin a phased replacement and upgrade to ensure that
all the High -Rise Residential Buildings continue to have
operational AOVs.
Alternative options
considered and
rejected
No other options for carrying out these works 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 Tuesday 17 October 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)
Executive Decision Notice – 10 October 2023 Page 3
This notice is a public document also available to view on the Council's website www.hillingdon.gov.uk
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.
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