Archived decisions
AT A MEETING of the BUILDINGS, LAND AND PROCUREMENT PANEL of the County Council held at The Castle, Winchester on 30 June 2009.
Councillors:
a T.K. Thornber C.B.E.
p A.P. Collett a D.A. Kirk
p B.D. Dash p K. Mans
p C.R.H. Davidovitz (in the Chair) p Mrs J. Porter
p A.D.G. Evans p J. Wall
a R. Ellis a A. Weeks
a K. House
1 APOLOGIES FOR ABSENCE
Apologies for absence were received from Councillors T.K. Thornber, R. Ellis, K. House, D.A. Kirk and A. Weeks.
2 DECLARATIONS OF INTEREST
Members were mindful that, where they believed they had a personal or personal prejudicial interest in any matter to be considered at the meeting, they should, normally at the time of the debate, declare their interest and, having regard to the circumstances described in paragraphs 9, 10, 11 and 12 of the County Council's Code of Conduct, consider whether to leave the meeting whilst the matter was discussed save for exercising any right to speak in accordance with paragraph 12 of the Code. Councillor Porter declared a personal interest as a governor of Kingsworthy Primary School, and as a Chairman of a Village Hall which procured catering services through HC3S.
3 MINUTES
The Minutes of the meeting of the Panel held on 31 March 2009 were confirmed as a correct record.
4 CHAIRMAN'S ANNOUNCEMENTS
The Chairman welcomed new Members of the Panel to the meeting.
The Chairman announced that Property, Business and Regulatory Services had recently won the following three awards:-
- Burnham Copse Primary School, Tadley, was honoured by the Royal Institute of British Architects (RIBA) in its 2009 awards.
- Warren Park School, Havant, was awarded a Countryside and Design Award for its outdoor classroom.
- HC3S (Catering) Business Unit - Hampshire Fare: Local Egg Partnership received a plaque from the Campaign to Protect Rural England acknowledging its efforts to promote the use of free-range eggs.
The Chairman also invited Members on a tour of the newly refurbished offices at Elizabeth II Court North, East and West on 24 July 2009.
5 PROCUREMENT INITIATIVES, PERFORMANCE ASSESSMENT, BUILDING COST TRENDS AND APPROVALS TO CAPITAL REPAIRS PROGRAMME AND OTHER MISCELLANEOUS APPROVALS
The Panel considered and approved the report of the Director of Property, Business and Regulatory Services (Item 5 in the Minute Book) detailing procurement initiatives and performance, building cost and efficiency information associated with major and minor building projects.
The Panel welcomed the expected benefits and future savings of the Computer Aided Design, Suitability, Sufficiency and Asset Management and Planning System outlined within section 3. of the report. The Director explained that the common platform for gathering data, from schools initially, would enable greater management of any change. It was expected that the programme would be rolled out to other services in future.
During the discussion on Performance Assessment, the Panel queried the data on projects completed on time and on cost. The Director explained that only 1 - 5% of projects were not completed on time and on cost as outlined within Appendix D of the report. The Panel requested that future reports include the number of days by which a project overruns and the associated reasons.
RESOLVED:
That the Panel advises the Executive Member for Policy and Resources that:
a) The following proposals in relation to the procurement of suitability and sufficiency survey work and a modular Asset Management System be approved, subject to confirmation of additional funding by the Executive Lead Member for Children's Services (Education):
b) Allocation of £500,000 of Policy and Resources Condition NDS funding and £200,000 of Capital Repairs funding for the procurement of Computer Aided Design (CAD), Suitability and Sufficiency survey work and a modular Asset Management System (AMS), with a third of this funding to be committed during 2009/10.
c) Procurement of a single supplier framework to undertake Computer Aided Design (CAD), Suitability and Sufficiency survey work across the school estate over a three year period, at a total estimated cost of £850,000.
d) Procurement of a modular Asset Management System (AMS) with a current estimated cost of £350,000 be approved.
e) Selection and appointment of an IESE framework contractor to provide pre-construction services up to a maximum of £100,000 in connection with the early years and childcare grant funded schemes in PVI settings be approved.
f) Selection and appointment of an IESE Tier 2 framework contractor to provide pre-construction services up to a maximum of £75,000 in connection with up to six generic design projects under phase 3 of the Children's Centres programme be approved.
g) Subject to confirmation of funding from Eastleigh Borough Council, the selection and appointment of a contractor under the IESE Tier 1 framework to provide pre-construction services up to a maximum value of £30,000 in connection with the proposed theatre at Wildern School be approved.
h) Selection and appointment of an IESE Tier 2 framework contractor to provide pre-construction services up to a maximum fee of £20,000 in connection with the improvements to Basingstoke Library be approved.
i) Selection and appointment of an IESE Tier 2 or Tier 3 framework contractor to provide pre-construction services up to a maximum fee of £20,000 in connection with the improvements to the swimming pool area at Brune Park Community School be approved.
j) That the proposal to negotiate Phase 2 of the works to replace air handling units and associated lighting and fire alarm works at Winchester Combined Courts with Raymond Brown Construction Limited be approved.
k) The various additional accelerated New Deal for Schools (NDS) and Corporate Risk Assessment schemes along with other miscellaneous approvals as set out in Appendix E of the report be approved.
6 CORPORATE PROCUREMENT AND COUNTY SUPPLIES CONTRACTING ACTIVITY 2009/10
The Panel considered and approved the report of the Director of Property, Business and Regulatory Services (Item 6 in the Minute Book), recommending approval of the planned programme of contracting activity to be undertaken by the Corporate Procurement Team and County Supplies Business Unit. Responding to questions, the Director confirmed that several District and Borough Councils took advantage of consortium buying and indicators were monitored to ensure that small and medium sized business were not excluded.
RESOLVED:
That the Panel advises the Executive Member for Policy and Resources that the schedule of forthcoming contracts for the period up to September 2010 as detailed in Appendix 1 of the report be approved.
7 BUSINESS SERVICES GROUP - REPORT AND ACCOUNTS 2008/09
The Panel considered and approved the report of the Director of Property, Business and Regulatory Services (Item 7 in the Minute Book) on the financial performance of the following self-funded business units within the department during 2008/09:
- Hampshire County Council Catering Services (HC3S),
Regarding turnover of school kitchen-based staff, it was noted that many of the staff were parents of children attending the school, who chose to leave at the same time as their child left the school.
- Hampshire Transport Management,
It was noted that the cost to departments had been reduced by 2.5% per year, bringing the cost to 5% lower than three years ago.
- Cleaning Services,
- Hampshire Printing Services, and
- County Supplies.
RESOLVED:
That the Panel advises the Executive Member for Policy and Resources that the 2008/09 report and final accounts for the Business Services Group by approved.
8 WILDERN SCHOOL, HEDGE END
The Panel considered and approved the report of the Director of Property, Business and Regulatory Services (Item 8 in the Minute Book) recommending approval of a project appraisal for a scheme to create a 308 seat theatre at Wildern School, Hedge End.
RESOLVED:
That the Panel advises the Executive Member for Policy and Resources that approval be given to the design proposal for a new theatre at Wildern School, Hedge End, at an estimated total cost of £3,800,000 (including fees of £495,000).
9 LOCATIONS AND DESIGN FOR PHASE III CHILDREN'S CENTRES (LESS EXEMPT APPENDIX)
The Panel considered and approved the report of the Director of Property, Business and Regulatory Services (Item 9 in the Minute Book) recommending approval of the proposed locations, building designs and procurement for approximately 25 projects within Phase III of the Children's Centres Strategy.
During discussion, the Director confirmed that County Council owned properties were considered first when investigating potential sites for new Children's Centres. However, all potentially available sites were investigated including non-Council owned sites to find the most suitable locations. The Panel also asked about car parking provision at children's centres and the Director confirmed that the project design would comply with legislative planning guidelines.
RESOLVED:
That the Panel advises the Executive Member for Policy and Resources that:
a) Approval be given to the building designs for the 25 projects within Phase III of the Children's Centres Strategy at an estimated total cost of £10,739,604 (including fees of £1,580,103);
b) The Director of Property, Business and Regulatory Services (Strategic Manager - Assets and Development) be authorised to enter into appropriate planning agreements, and legal agreements related to the establishment of centres sited on land either not owned by the County Council or affected by third party interests, and to settle terms relating to such agreements.
10 RE-CERTIFICATION OF SPRINKLER SYSTEMS IN RESIDENTIAL ACCOMMODATION
The Panel considered and approved a report of the Director of Property, Business and Regulatory Services (Item 10 in the Minute Book) recommending approval of a rolling programme to reclassify sprinkler systems in Nursing Care/Residential Care properties in line with the new British Standard for Residential Sprinkler Systems.
RESOLVED:
That the Panel advises the Executive Member for Policy and Resources that sprinkler systems designed and installed in Hampshire Nursing Care and Residential Older Persons Homes, be re-certified in accordance with British Standard BS9251 to reduce the future maintenance liability of such installations.
11 TRAFALGAR HOUSE, WINCHESTER
The Panel considered and approved a report of the Director of Property, Business and Regulatory Services (Item 11 in the Minute Book) recommending approval for the sale or letting of Trafalgar House, Winchester that will become surplus to requirements following the full reoccupation of Ashburton Court.
RESOLVED:
That the Panel advises the Executive Member for Policy and Resources that:
a) Trafalgar House, Winchester be declared surplus to requirements and sold on the open market on terms and conditions to be settled by the Director of Property Business and Regulatory Services (Strategic Manager - Assets and Development);
b) The strategy for the marketing and disposal of the property should initially focus on a freehold disposal for continued office use, but that consideration also be given to the grant of a lease of the building to a good quality office occupier; and
c) In the event that the marketing of the building for continued office use is unsuccessful, the option of a sale for an alternative use be progressed.
12 MAJOR PROJECTS UPDATE
The Panel received and noted the report of the Director of Property, Business and Regulatory Services (Item 12 in the Minute Book) concerning progress on the Ashburton Court and Merton Rise projects. The Director confirmed that the re-occupation of Ashburton Court, to be re-named Elizabeth II Court West, East and North, was on time and that re-occupation would be completed during August 2009.
13 EXCLUSION OF PRESS AND PUBLIC
RESOLVED:
That in relation to the following items the public be excluded from the meeting, as it is likely, in view of the nature of the business to be transacted or the nature of the proceedings, that if members of the public were present during the items there would be disclosure to them of exempt information within Paragraph 3 of Part 1 of Schedule 12A to the Local Government Act 1972, and further that in all the circumstances of the case, the public interest in maintaining the exemption outweighs the public interest in disclosing the information, for the reasons set out in the reports.
14 LOCATIONS AND DESIGNS FOR PHASE III CHILDREN'S CENTRES (EXEMPT APPENDIX)
The Panel received and noted the exempt report of the Director of Property, Business and Regulatory Services (Item 12 in the Minute Book) concerning locations for Children's Centres under Phase III of the Children's Centre Strategy.