Executive Decisions by Individuals Minutes

Date:
Thursday, 31st October, 2013
Time:
12 noon
Place:
Executive Meeting Room, Town Hall, Reigate
 
Min NoDescriptionResolution
Part I
8 MINUTES
 
9 APOLOGIES FOR ABSENCE
Councillor M. Selby
10 DECLARATIONS OF INTEREST
None
11 APPOINTMENT OF CONSTRUCTION CONTRACTOR IN RELATION TO TOWN HALL ACCOMMODATION WORKS
RESOLVED that:
(i) the strategic procurement process undertaken to date be endorsed and that the results of the tender exercise that proposes to procure a contractor to carry out the construction works related to the Town Hall accommodation works be noted;

(ii) the tender submitted by Buildwise Group for the building and air handling works be accepted; and

(iii) following consultation with the Chairman of Overview & Scrutiny Committee it was noted that the Mayor had agreed to dis-apply the Call In procedure in respect of recommendation (ii).
Reasons for decision:
To authorise this is a Strategic Procurement under the Council's Contract Procedure Rules (CPRs). To deliver the accommodation strategy and realise revenue savings for 2014/15.
Alternative Options:
To rerun the tender exercise.
To reduce the extent of the proposed works.
12 ANY OTHER URGENT BUSINESS
None

Minute

Min NoMinute
11The Leader referred to the significant changes to the Town Hall buildings which had been agreed by the Executive in February 2013 as part of a Better Ways of Working programme.

In addition to the operational improvements resulting from this activity substantial savings of 260,000 per year were anticipated. Phase 1 savings of 146,000 had already been delivered already and it was envisaged that phase 2 of the project would deliver the remaining savings for the 2014/15 financial year.

Originally it had been planned to undertake a high value tender process for this work in line with the Contract Procedure Rules. This approach would have authorised by the relevant Head of Service in consultation with the relevant Executive Members. However the need to bring forward air conditioning and heating systems works in the middle block building had been identified and to ensure that best value was achieved these additional works had been incorporated into the tender. This had resulted in the project becoming a strategic procurement which required Executive level approval.

It was noted that to meet the project timetable and achieve the savings arising from this project that the Mayor had agreed, following consultation with the Chairman of Overview and Scrutiny, to disapply the Call In procedure in relation to this report.
The Leader indicated that she had agreed to take these decisions, outside of the normal Executive governance arrangements, so that the project could remain on track to achieve the savings for the budget in 2014/15.