Sunnydown, Witley : Community Overview and Scrutiny Committee on 03/03/2003

Waverley Borough Council Committee System - Committee Document

Meeting of the Community Overview and Scrutiny Committee held on 03/03/2003
Sunnydown, Witley

This report seeks authority from the Executive to accept the lowest tender for the structural repairs and refurbishment work in respect of properties at Sunnydown, Witley as this exceeds the budget figure .

The resource implications are detailed in the report and will be met from within the Housing Revenue Account 2002/03 Major Repairs Allowance budget estimates.

APPENDIX N

WAVERLEY BOROUGH COUNCIL

COMMUNITY OVERVIEW AND SCRUTINY COMMITTEE – 3RD MARCH 2003

Title:

STRUCTURAL REPAIRS AND REFURBISHMENT
SUNNYDOWN, WITLEY

[Ward Affected: Witley]

Note pursuant to Section 100B(5) of the Local Government Act 1972

The annexe to this report contains exempt information by virtue of which the public is likely to be excluded during the item to which the report relates as specified in those paragraphs of Part 1 of Schedule 12A to the Local Government Act 1972, viz:-

The amount of any expenditure proposed to be incurred by the Authority under any particular contract for the acquisition of property or the supply of goods or services. (Paragraph 8); Any terms proposed or to be proposed by or to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services (paragraph 9)

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Summary and Purpose

This report seeks authority from the Executive to accept the lowest tender for the structural repairs and refurbishment work in respect of properties at Sunnydown, Witley as this exceeds the budget figure .

The resource implications are detailed in the report and will be met from within the Housing Revenue Account 2002/03 Major Repairs Allowance budget estimates.

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Introduction

1. A block of flats at Sunnydown is owned by the Council. One of the flats has been sold under the Right to Buy Scheme.

2 Structural defects originating from the roofspace were identified in one of the flats when it became void. An inspection carried out by a consultant structural engineer confirmed that these structural defects would need to be rectified to prevent any further deterioration of the structure. Further inspection of the roofspace to the adjoining flat identified that preventative measures were also required to this area.

3 A scheme to undertake this work was prepared and a budget cost was calculated. The scheme was tendered in accordance with Standing Orders (Contracts) and tenders were received. The budget cost and tender sums are shown in (Exempt) Annexe 1.

4 The lowest tender received exceeds the estimated budget sum by more than 10%.

5 The proposed scheme has been reviewed with consideration being given to reducing the work to be carried out. However, analysis of the design has confirmed that no reductions can be made without jeopardizing the integrity of the proposed scheme.

6 The Council’s consultants have advised that they consider the lowest tender received to be an accurate test of the market and are recommending that it is accepted as it is unlikely that a more economically advantageous tender will be received for the current proposals.

7 As the estimated budget for this scheme was less than the Standing Order limit for contracts, the contractors were not selected from the standing list of contractors and no provision for the performance bond was made. The contractor has confirmed that it would be prepared to proceed on the basis of a full contract, subject to payment for any additional costs incurred.

Resource Implications

8 These works will be carried out within the provisions of the Housing Revenue Account Major Repairs Allowance Capital budget for 2002/03.

Recommendation

It is recommended that the Executive be commended as follows:-

1. the lowest tender, as detailed in (Exempt) Annexe 1, be accepted and a contract formulated in accordance with Standing Orders (Contracts); and

2. officers negotiate and agree with the contractor any additional costs arising due to the formulation of a contract, including that of the performance bond.

Background Papers (DOH)

There are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to this report.

CONTACT OFFICER:

Name: Mr. A. Booker Telephone No: 01483 523076
E.mail: abooker@waverley.gov.uk
Comms/O&S2/119