Archived decisions

Decision Maker:

Buildings, Land and Procurement Panel

Date of Decision:

30 June 2009

Decision Title:

Major Projects Update - Ashburton Court and Merton Rise

Decision Reference:

672

Report From:

Director, Property, Business and Regulatory Services

Contact name:

Steve Clow

Tel:

7858

Email:

[email protected]

1.1

Introduction

1.1.1

At its meeting on 31 March 2009 the Panel received a detailed update summarising the key achievements, benefits and outcomes as the project neared completion. For the benefit of new Members, the key achievements and benefits are summarised below:

· The delivery of the construction project to an agreed programme and within the £40,166m budget.

· The movement of 1,100 staff to facilitate the refurbishment works, over a phased programme.

· The management of temporary accommodation and working arrangements to enable the major decanting operation.

· £200,000 per annum saving on running costs for Winchester offices

· 75% more staff occupying the refurbished accommodation (625 before 1,100 after refurbishment).

· 30% more space efficient (staff per floor area).

· 4500m² reduction in Winchester office space.

· 50% reduction in energy costs, on a like-for-like area basis.

· The focal point to develop more effective cross-departmental working and understanding; and the implementation of a corporate Facilities Management (FM) operation.

· A successful demonstration project for Workstyle and for the asset management/office accommodation workstream that the County Council is leading on for IESE across the south east region.

· Provision of additional and more flexible facilities for all Members, staff and visitors.

· The Carbon Trust sponsoring the project as a case study to evaluate reductions in carbon emissions. It will achieve BREEAM excellent rating.

· Creation of more flexible spaces and modern IT infrastructure which will release opportunities for further efficiency and intensification of use over time.

1.1.2

The major phases of construction work are now complete and the handover of North Block, West Block and the new Podium facilities achieved, with IT Services in occupation from Monday,15 June. The remainder of the moves of approximately 650 staff is on programme for overall completion in early August.

1.1.3

The Corporate facilities within the Podium including the Auditorium, meeting rooms, catering and reception, will be brought into use during July.

1.1.4

This update provides:

· A summary of the final phase of completion works

· The detailed handover and re-occupation arrangements for the period June to August

· An overview of the financial plan

1.2

Completion Works

1.2.1

The final completion works are programmed for overall completion on 5 October 2009. Detailed phasing and logistics have been established and will continue to be monitored. The work comprises a new goods lift and lay-by off Sussex Street, the upgrading of the link to Elizabeth II and completion works generally around the loading bay. This work could not be done during the main contract period for operational reasons including the safe access for Children's Services into East Block.

1.2.2

The migration programme for the new Data Centre which is being managed by IT Services has commenced. It should be noted that this work is outside of the main construction contract.

1.2.3

The repair works to the public car park funded by Winchester City Council were completed during the major construction phase.

1.3

Client Management Arrangements/Re-occupation

1.3.1

The ensure the success of the re-occupation, organisational arrangements will continue over the critical period.

1.3.2

The headline dates for the sectional completion/handover arrangements during June to August 2009 can be summarised:

· Substantial completion - sectional completion of North and West Blocks and Podium accommodation - June

· Temporary access and evacuation arrangements during the final completion works require the link bridge to be closed from the beginning of July until early September

· Staff moves:

- IT Services commences - 12 June

- Adult Services commences - 3 July

- Environment commences - 24 July

· Operational arrangements:

- Initial catering services from end June

- Podium facilities (Auditorium and meeting rooms) - bookable from mid July

- All staff moved to Ashburton Court -10 August

1.4

Financial Plan

1.4.1

The overall financial position is monitored monthly to respect the approved project cost; and to ensure that all approved works (e.g. the Data Centre) carried out at the time of the contract to avoid future costs and for operational efficiency are separately funded.

1.4.2

The main construction project final account has been agreed with the contractor, BAM Construction, within the approved sum. This reflects well on the collaborative working and response by one of our Major Framework Contractors, on this large, complex and high risk project.

1.4.3

The County Council also plans to change the name of Ashburton Court to Elizabeth II Court. Official confirmation of permission for this name change is expected imminently from central government, via the Lord Lieutenant's office. This name change would mean that the existing Elizabeth II Court building becomes Elizabeth II Court South, and the Ashburton Court buildings become Elizabeth II Court North, West and East.

2.1

At its meeting on 13 January 2009 the Panel advised the Executive Member for Policy and Resources to reject the remaining "live" financial offers for various phases of the development on Merton Rise, as these were considered too low and also financially unsustainable. In so doing, it was acknowledged that the existing outline planning consent for the site, which expired in June 2009, would lapse before the remainder of the site could be re-marketed and sold. Therefore, approval was also obtained to prepare a revised Planning and Disposal strategy to secure an appropriate planning arrangement to support the future marketing of the site. The report also reviewed the expenditure of the Merton Rise Infrastructure Budget, and approval was secured for a revised expenditure profile to support the implementation of site infrastructure, an appropriate interim site management strategy and to cover the costs of obtaining revised planning approvals.

2.2

It is anticipated that the revised Planning Strategy will be considered by the Panel in October. Implementation of the Planning Strategy will be subject to the seasonality of relevant habitat surveys to support a revised Environmental Impact Assessment (if required), and could mean that a new Outline Planning Consent may not be secured before Summer 2010. However, based on the latest economic recovery predictions, this would allow re-marketing of the site to be undertaken late 2010, and could support the delivery of future capital receipts from 2011/12 onwards. As the on-site infrastructure/servicing works are coming to a close with Contract 3 having reached practical completion in April 2009, this will ensure that a fully serviced site is available for purchase when marketing resumes.

2.3

Ongoing site management is proving to be a significant challenge, with 3 unauthorised Gypsy encampments occurring since the end of September 2008. The County Council's Gypsy Liaison Team have made the appropriate interventions. In order to protect the site, a phased work programme of boundary protection measures, including fencing and bunding is about to commence on Phase 2 and will then progress to Phases 3-5 when this part of the site is vacated by the contractor upon completion of the joint Contract 3/A340 highway works. Appropriate and regular liaison with the local Member, residents, and nearby Everest Community College is being undertaken to ensure there is an awareness of the proposed arrangements.

Hampshire safer and more secure for all:

Yes

Corporate Business plan link number (if appropriate):

Maximising well-being:

Yes

Corporate Business plan link number (if appropriate):

Enhancing our quality of place:

Yes

Corporate Business plan link number (if appropriate):

Section 100 D - Local Government Act 1972 - background documents

The following documents disclose facts or matters on which this report, or an important part of it, is based and have been relied upon to a material extent in the preparation of this report. (NB: the list excludes published works and any documents which disclose exempt or confidential information as defined in the Act.)

Document

Location

None