Decisions

RESOLVED:

1. That Cabinet agree to fund the full amount requested of £1,000,000 comprised of:  

·      £1,000,000 of capital funding towards transforming the Haslemere Link Community Hub, to be paid in staged payments, on evidence of spend. 

·      Including 5% to be held by SCC (Surrey County Council) until final evidence of income, expenditure, and final completion such as building control sign-off.

Reasons for Decisions:

This application has been the subject of a rigorous assessment process by officers, as set out in the body of this report. Officers consider the project to meet the aims and published criteria of the fund and to satisfy the requirements to award funding. 

The project aims to transform an existing community building (the Link) in the East of Haslemere into a larger, more useable space and, in addition, to create smaller meeting areas to meet increasing demand.

(The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee)

RESOLVED:

1.      That Cabinet agree to fund project CF235 the full amount requested of £1,000,000 comprised of:

·         £1,000,000 of capital funding towards the development of the pavilion to be paid in staged payments, on evidence of spend.

·         Including 5% to be held by SCC until final evidence is provided of income and expenditure, evaluation and completion (such as building control sign-off).

Reasons for Decisions:

This application has been the subject of a rigorous assessment process by officers, as set out in the body of this report. Officers consider the project to meet the aims and published criteria of the fund and to satisfy the requirements to award funding.

Epsom Sports Club’s (ESC) proposed pavilion at Old School’s Lane will provide a home for community sports and offer long term sustainability for football, hockey, cricket and other sports for all ages. This will address a deficiency in current provision and benefit the local community.

The proposed pavilion facilities will also be used by other community clubs and organisations, ensuring the space is a vibrant hub in the heart of the local community, adjacent to an identified SCC Key Neighbourhood.

(The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee)

RESOLVED:

1.    That Cabinet agrees to fund project CF259 for the full amount requested of £606,443 comprised of:

·            £606,443 of capital funding towards the development of the new building, outside area and bicycle storage to be paid in staged payments, on evidence of spend

·            Including 5% to be held by SCC until final evidence is provided of income and expenditure, evaluation and completion (such as building control sign-off).

Reasons for Decisions:

This application has been the subject of a rigorous assessment process by officers, as set out in the body of this report. Officers consider the project to meet the aims and published criteria of the fund and to satisfy the requirements to award funding.

The project aims to turn an existing end-of-life scout hut, currently not fit for purpose, into a modern and accessible community hub adjacent to an identified SCC Key Neighbourhood. Existing nearby community buildings are at capacity during the day so the new hub would provide much-needed extra capacity for community groups.

(The decisions on this item can be called-in by the Communities, Environment and Highways Select Committee)

RESOLVED:

1.    Formally declares the asset surplus to operational requirements.

2.    See Exempt Minute E-06-24.

3.    See Exempt Minute E-06-24.

4.    See Exempt Minute E-06-24.

Reasons for Decisions:

See Minute 64/24.

(The decisions on this item can be called in by the Resources and Performance Select Committee)

RESOLVED:

1. Approves capital funding of [E-05-24] to renew 15 utility blocks and undertake associated drainage and civil works at the Kalima GRT Camp, Woking.

2. See Minute 64/24.

3. See Minute 64/24.

4. See Minute 64/24.

Reasons for Decisions:

See Minute 64/24.

(The decisions on this item can be called in by the Resources and Performance Select Committee)

RESOLVED:

1.    That Cabinet approves capital funding to renew 15 utility blocks and undertake associated drainage and civil works at the Kalima GRT Camp, Woking. The capital funding required to develop the new facilities is commercially sensitive at this time and is set out in the Part 2 report.

2.    That Cabinet approves procurement of appropriate supply chain partners to deliver the design, build and fit out of the new structures in accordance with the Council’s Procurement and Contract Standing Orders.

3.    That Cabinet notes that, regarding the procurement of supply chain partners, the Executive Director for Environment, Infrastructure and Growth and the Director of Land and Property are authorised to award such contracts, up to +/-10% of the budgetary tolerance level and any other legal documentation required to facilitate the approvals within this report.

4.    That Cabinet  authorises Legal Services to seal any awarded contracts where required.

Reasons for Decisions:

The decisions recommended in this report will contribute to enabling the Council to:

• Provide much-needed, safe and suitable utility blocks for the circa one hundred adults and children who are tenants and residents on site.

• Make an essential contribution towards the Council’s strategic objective to tackle health inequality, in line with the 2030 Community Vision to ensure no-one is left behind.

• Support the partnership between the Council and District and Borough Councils to improve and provide accommodation and facilities for the permanent GRT community.

• Under the Race Relations Act 2000 and The Equality Act 2010, the GRT community is entitled to the same services as those in the housed community, including the right to occupy premises that are fit for use. This includes accessible and suitable utility blocks.

(The decisions on this item can be called in by the Resources and Performance Select Committee)

RESOLVED:

1.    That Cabinet notes the Council’s forecast revenue budget (after the application of the full contingency budget) and capital budget positions for the year.

Reasons for Decisions:

This report is to comply with the agreed policy of providing a monthly budget monitoring report to Cabinet for information and for approval of any necessary actions.

(The decisions on this item can be called in by the Resources and Performance Select Committee)

RESOLVED:

That the Cabinet Member of the Month update be noted.

RESOLVED:

That the decisions taken since the last Cabinet meeting be noted.

These were agreed as a correct record of the meeting.

The Council is seeking to award a Framework with multiple suppliers in nine lots for the delivery of Fabric & MEP projects. The duration of the Framework is 4 years plus a 1 year optional extension, at the Council’s discretion.

The details of the nine Framework lots are:

The tender for the Framework was assessed on price and quality in these proportions: 40% Price, 60% Quality. The Framework tender can be regarded as a prequalification to tender for future projects via the call off process under the Framework - mini-competition or direct award process (direct awards are to be used for Emergency Works only and will be on a clearly defined rotational basis for each Lot).

Once the Council decides the annual scope of projects, packages of work of over £25k will be tendered to the appropriately qualified suppliers in each lot of the Framework. Bidders will bid based on a detailed specification (as prepared by the Hard FM Services supplier in their capacity as the Council’s Managing Agent), and submissions will be evaluated on a weighting of 0-100% for price/quality depending on the nature and value of each individual project. The Managing Agent will then manage the awarded contractor in terms of budget, timing, quality to ensure delivery of the works as specified.

The recommended route to market to procure the Framework was to run a restricted tender process under the Public Contract Regulations 2015.

It was AGREED that:

The following successful bidders be awarded a place on the Framework for each Lot:

Lot 1 - General Building Works

Lot 2 - Doors & Windows

Lot 3 – Roofing

Lot 4 - Asbestos Removal

Lot 5 - Groundworks & Civils

Lot 6 - Fit-out Works

Lot 7 – Mechanical

Lot 8 – Electrical

Lot 9 – Plumbing

Surrey County Council is a member of the Central Buying Consortium. Along with 56 other local authorities, led by West Sussex they have run a procurement for a Framework for the provision of Library Book and Audio Visual (AV) Materials.

As a result of the exercise, a single supplier Askews and Holt Library Services has been appointed to supply the Books and AV materials. The Council can call down against this Frameworkto purchase their requirements at agreed rates.

The spend per annum on these products is approximately £700,000.

The Framework is valid for an initial 2 years and is capable of extension up to a further 2 years. The total value over the 4 year period is £2.8 million.

Decision made:

It was AGREED to award a call down contract to Askews and Holt Library Services at a maximum value of £2.8 million.