Decisions

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 (SCC) will be working in partnership with the Environment Agency (EA) via a collaborative working arrangement to deliver the River Thames Scheme.

With an investment of £40m to date, the further £61m of funding approved via the OBC is to undertake the following:

-          Plan for all statutory consenting for the Scheme, secure a Development Consent Order; and where necessary other consents and permits,

-          Undertake further design development, investigations and enabling works,

-          Prepare and commence land acquisitions,

-          Select a construction partner via an open market tender process and

-          Produce and submit the FBC.

In order to deliver the above, the scheme will need to be supported by a number of subject matter experts from outside EA/SCC, including Project Executive.

Following a compliant procurement exercise, it is proposed to award the contract to WSP UK Limited under Crown Commercial Services Framework. The Contract value is up to £800,000.

Decision made:

To award a contract for the River Thames Scheme Project Executive to WSP UK Limited.

SCC is awarding the design and construction element (Stage 2) of the contract to construct a new two storey teaching block, new single storey hydrotherapy pool, and new staff car parking at Philip Southcote School.

Pellings LLP have been working alongside Morgan Sindall to review the designs and final costs for the project. Full cost analysis is provided in the Tender Report.

Decision made:

It was AGREED that:

1. Morgan Sindall is awarded the contract for the Philip Southcote Extension with a Stage Two tender sum of £8,379,394.03(Refer to section 4.9 of the Tender Report).

The Leader of the Council:

1.    Approved the changes in the governance model of the Basingstoke Canal Authority (BCA) as detailed in the report.

2.    Approved the removal of the BCA’s Joint management Committee from Surrey County Council’s constitution.

3.    Delegated authority to the Executive Director of Environment, Infrastructure and Growth, in consultation with the Cabinet Member for Environment and the Head of Legal Services, to agree and enter into the necessary Memorandums of Understanding, Memorandums of Agreement, Agreements and arrangements with partners to deliver the updated governance.

4.    Delegated authority, subject to the usual limits on officer decision making authority, to the Executive Director of Environment, Infrastructure and Growth in consultation with the Cabinet Member for Environment to exercise all functions in relation to the management and maintenance of the Basingstoke Canal as an environmental navigational asset and the balancing of the interests of all users of the Basingstoke Canal and the conservation of the natural environment

This decision is made in the context of Surrey County Council’s role as one of two landowning authorities for the Basingstoke Canal  (alongside Hampshire County Council) and following the approval of a parallel decision by the Executive Member of Hampshire County Council these changes shall come into effect from 1st April 2024.

It was agreed that:

1.    The Cabinet Member for Customer and Communities fund the full amount requested of £370,100, comprised of:

·         £370,100 of capital funding towards fitting-out a new waterborne training centre to be paid in staged payments, on evidence of spend.

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

It was agreed that:

1.    The Cabinet Member for Customer and Communities fund the full amount requested of £114,500, comprised of:

·         £114,500 of capital funding towards extending and developing Peaslake Village Hall to be paid in staged payments, on evidence of spend.

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

RESOLVED:

1.    That Cabinet approves capital funding of [E-03-24] allocated  within the School Capital Maintenance Budget for the Minor Capital Works (MCW) Programme of FY2024/25 to replace roof coverings and water tanks, remove asbestos, undertake structural repairs, and carry out any other associated work for essential condition improvement works to Chennestone Primary School, Sunbury-on-Thames.

2.    See Minute 49/24.

3.    See Minute 49/24.

4.    See Minute 49/24.

Reasons for Decisions:

Approving the recommendations in this report will enable the Council to:

• Provide a dry, warm and safe learning and working environment for the school’s pupils and staff.
• Support the school’s operational activities and the children’s education.
• Improve the building’s energy efficiency and contribute to the Council’s NZC target.
• Maintain and protect the building, providing a fit for purpose building for future years.
• Reduce the maintenance burden for the Council and school.

(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 Decision:

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

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

RESOLVED:

1.    That Cabinet agree the implementation of the Surrey Infrastructure Plan Phase 5 projects identified in this report and set out in Appendix 1, within the approved budget envelope, subject to the final business case for each scheme being approved by the Capital Programme Panel.

2.    That Cabinet agree the implementation of the Surrey Flood Alleviation Programme 2024/25 to 2025/26 as identified in this report and set out in Appendix 4a, within the approved budget envelope, subject to the final business case for each scheme being approved by the Capital Programme Panel.

3.    That Cabinet agree the implementation of the Smallfield and Reigate Flood Alleviation scheme as identified in this report and set out in Appendix 4b, within the approved budget envelope, subject to the final business case for each scheme being approved by the Capital Programme Panel.

4.    That Cabinet agree to delegate the development and delivery of the schemes to the Executive Director for Environment, Infrastructure & Growth, in consultation with the Cabinet Member for Property, Waste and Infrastructure.

Reasons for Decisions:

The recommendations will enable the continued development and delivery of infrastructure schemes that meet a wide range of outcomes and demonstrate deliverability and affordability. They enable the implementation of the fifth phase of SIP schemes and the development of a continuous pipeline of projects that require further feasibility work. The process is intended to remain dynamic with new schemes added to the long list as they are identified. A continuous programme of schemes will be developed taking them from concept through to delivery identifying suitable funding opportunities as they progress.

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

These were agreed as a correct record of the meeting.

Cabinet is asked to approve capital funding of £2.1m from the Education Maintenance Budget to replace roof coverings, remove asbestos, undertake structural repairs, and carry out any other associated works at Chennestone Primary School in Spelthorne. Undertaking this work would provide a warm and dry learning and working environment, safeguard the health of pupils and staff, support the school’s operation and improve the overall condition and energy-efficiency of the building.

RESOLVED:

1. That Cabinet approves capital funding allocated within the School Capital Maintenance Budget for the Minor Capital Works (MCW) Programme of FY2024/25 to replace the roof coverings and water tanks, remove asbestos, undertake structural repairs, and carry out any other associated work for essential condition improvement works to Chennestone Primary School, Sunbury-on-Thames. The capital funding required is commercially sensitive at this time and is set out in the Part 2 report.

2. That Cabinet approves procurement of appropriate construction partners to carry out the works in accordance with the Council’s Procurement and Contract Standing Orders.

3. That Cabinet notes that, regarding the procurement of construction partners, the Executive Director for Environment, Infrastructure & Growth and the Director of Land and Property are authorised to award such contracts, up to +5% of the budgetary tolerance level.

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

Reasons for Decisions:

Approving the recommendations in this report will enable the Council to:

• Provide a dry, warm and safe learning and working environment for the school’s pupils and staff.
• Support the school’s operational activities and the children’s education.
• Improve the building’s energy efficiency and contribute to the Council’s NZC target.
• Maintain and protect the building, providing a fit for purpose building for future years.
• Reduce the maintenance burden for the Council and school.

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

This decision record sets out the key information for publication on the decision by the Executive Director for Customer, Digital and Transformation to approve expenditure for a Your Fund Surrey project located in Tandridge. The agreed recommendations are set out below and details of the project are set out in a decision report attached as an annex to this record.

Decision made:

It was AGREED to:

1. Fund project CF254 for the full £44,113 requested, composed of: 

·         £44,113 capital funding towards the development of a wellbeing garden. 

·         Including 5% to be held by SCC until final evidence of income and expenditure and building control sign-off is provided. 

Decision made:

It was AGREED to:

1.               Fund project CF221 for the full £95,000 requested, composed of:

·         £95,000 capital funding towards demolishing existing playground and replacing with new playground equipment.

·         Including 5% to be held by SCC until final evidence of income and expenditure and building control sign-off is provided.

Decision made:

It was AGREED to:

1.         Fund project CF348 for the full £69,935 requested, composed of:

•           £69,935 capital funding towards a garden building and outdoor equipment.

•           Including 5% to be held by SCC until final evidence of income and expenditure and building control sign-off is provided.

RESOLVED:

1.    See Exempt Minute E-04-24.

2.    See Exempt Minute E-04-24.

Reasons for Decisions:

See Exempt Minute E-04-24.

(The decisions on this item can be called-in by the Adults and Health Select Committee)

RESOLVED: That under Section 100(A) of the Local Government Act 1972,

the public be excluded from the meeting during consideration of the following

items of business on the grounds that they involve the likely disclosure of

exempt information under the relevant paragraphs of Part 1 of Schedule 12A

of the Act.

There were none.

There were none.

These were agreed as a correct record of the meeting.

There were none.