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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 08/01/2008
NEW COMMITTEE ROOM SCHEME



Summary & Purpose
The purpose of this report is to report on the costs obtained following a tender exercise for the proposed scheme to provide a new accessible Committee Room that meets the requirements of the Disability Discrimination Act 2005.

APPENDIX F
Waverley Borough Council

EXECUTIVE – 8th JANUARY 2008

Title:
NEW COMMITTEE ROOM SCHEME
[Wards Affected: All]

Summary and purpose:

The purpose of this report is to report on the costs obtained following a tender exercise for the proposed scheme to provide a new accessible Committee Room that meets the requirements of the Disability Discrimination Act 2005.

Environmental implications:

The scheme tendered included energy efficient lighting and was to be constructed to high levels of thermal insulation and incorporate external measures to reduce solar heat gain.

Social / community implications:

The scheme tendered would provide an accessible venue for Public/Committee meetings within the Civic area of the building, in particular for those people with mobility problems.

E-Government implications:

The scheme tendered would provide a meeting room linked to the Council’s IT network.

Information/Background

1. At its meeting on 4th September 2007, the Executive approved a scheme to provide a new Committee Room that met Disability Discrimination Act requirements by means of extending the current building at first floor level. The approval was given subject to planning approval being obtained and subject to a report back on the cost of the scheme following the receipt of tenders for the project. 2. Cost planning consultants, with structural engineer and services engineers’ input, had advised the total budget cost of the scheme to be in the order of 170,000 including the building works, professional fees, fitting out works and decoration, to this sum a further 7,000 was added for the provision of furniture. The building cost element of the scheme was originally estimated at 142,000 to which officers added an additional 8,000 contingency sum to produce an estimated budget build cost of 150,000.

3. An advertisement inviting expressions of interest in the project from suitably qualified building contractors was placed in Building magazine and the Surrey Advertiser for three weeks in October. A total of ten contractors expressed an interest in the project but following audit and financial checks, invitations to tender documents were sent out to five contractors with a closing date for the submission of these in mid December 2007. Financial implications 4. In the event only two of the five contractors invited, submitted tenders for the building contract works. The lowest tender received was for 195,000 (the other tender being for 235,000) which represented an increase on our consultants budget cost of approximately 45,000 or approximately 30%.

5. The lowest tender has been analysed by our professional planning consultant and engineer and they identified specific areas of cost which were in excess of 40% above normal tender index cost levels.

Conclusion

6. It is the officers’ view that as the tender prices received for the project are so far in excess of the budget figure anticipated that the scheme to extend the offices at first floor level should not be proceeded with and that the option to re-tender would be unlikely to achieve significant cost reductions.

7. The requirement for a DDA compliant Committee Room however remains a priority and it is therefore proposed that the draft budget provision of 157,000 earmarked in the 2008/09 capital programme be retained, to be used to provide an alternative solution as soon as possible for a new Committee Room and that a further report be submitted to the Executive in May 2008.

Recommendation

It is recommended that:

1. in the light of the level of submitted tenders, the scheme to provide a new accessible Committee Room be not proceeded with; and 2. the draft 2008/09 capital programme provision of 157,000 for a DDA compliant Committee Room be retained and officers report back in May with alternative proposals to provide this facility as soon as possible.

Background Papers (DoE)

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

CONTACT OFFICER:
Name: Roger Standing Telephone: 01483 523221
E-mail: rstanding@waverley.gov.uk

Comms/exec/207-08/211