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Title Copley Close –procurement of capital works
Responsible Officer(s) Pat Hayes, Executive Director of Regeneration and Housing
Author(s) Phil Boxhall, Head of Asset Management
Portfolio(s) Cllr Tailor
For Consideration By Cabinet
Date to be Considered 24th January 2012
Implementation Date if 6th February 2012
Not Called In
Affected Wards Cleveland
Keywords/Index Copley Close, housing, improvement s, works
Purpose of Report:
To seek authority to procure and award a capital works contract for Copley Close in
order to improve the condition of homes on the estate.
1. Cabinet is recommended to:
i) Authorise the Executive Director of Regeneration and Housing, following
consultation with the Portfolio Holder, to invite and evaluate tenders for the
renewal of windows and doors at Copley Close estate from either the
Council’s approved list or a suitable current public sector framework; and
ii) Delegate authority to the Executive Director of Regeneration and Housing,
following consultation with the Portfolio Holder, to award the contract.
2. Reason for Decision and Options Considered
Following a report earlier this year Cabinet decided not to proceed with development
proposals for the whole of Copley Close estate as part of the estate regeneration
Officers have examined options for the future of the estate and following a series of
residents meetings a mixed refurbishment and regeneration approach is now being
developed for different parts of Copley Close. Although there is definite scope for
some redevelopment, the majority of the estate will not be redeveloped and so
therefore much needed capital improvement works are necessary to provide improved
living conditions for residents.
Some of these works have already commenced using existing contracts. Priority this
financial year has been given to commencing refurbishment of the 62 sheltered
housing flats on the estate. However, given the extent of work now being planned for
Copley Close as part of the updated HRA Capital Programme (and reported
elsewhere on this agenda) additional contracts will be needed to carry out works in the
next financial year.
3. Key Implications
The focus of capital works across most of the estate in 2012/13 will be flat roof
renewals and new windows and front doors. Current contracts do not have sufficient
financial capacity for all of this work so it is necessary to procure an additional contract
for window and door renewals.
The proposed contract has an estimated value of £2.75 million and, being below the
EU works threshold, can be procured either from the Council’s approved list or from a
suitable public sector procurement framework. At the time of writing this report both
options are being examined for the best value for money and other relevant factors
prior to selection of the best procurement method. The Council’s CPRs will be
followed in full during the procurement process.
In view of the need to maintain progress with this important works programme and to
bring improved housing conditions to residents as soon as possible it is recommended
that authority be delegated to the Executive Director of Housing and Regeneration to
award the contract for these works.
a) Financial impact on the budget
The HRA capital budget (subject to approval at this meeting) includes £2,750,000 in
2012/13 for these works at Copley Close.
b) Financial background
The updated 3 year HRA Capital Programme being considered at this meeting
contains financial provision for the full refurbishment of Copley Close estate.
The contract for the works described in this report will be let in accordance with
the Council’s Contract Procedure Rules and the Public Contracts Regulations
2006 (as amended).
6. Value For Money
Obtaining value for money will primarily be through the procurement process and
the competition involved in this. However, close scrutiny of the successful
contractor’s pricing documents and good contract management are also essential
to achieve actual value for money at the end of the project.
7. Sustainability Impact Appraisal
Tenderers will be required to demonstrate the sustainability of their project plans
in terms of product certification, waste management and other relevant aspects.
The planned external works, which these proposals form an essential part of, will
significantly improve the insulation of homes. Outcomes will include greater home
comfort, fewer carbon emissions and reduced heating costs.
8. Risk Management
Adhering to the Council’s CPRs will minimise any procurement risks. The main
risks are likely arise during project delivery but these will be identified and
managed through a regularly reviewed Risk Register.
9. Community Safety
The new windows and front doors for homes on the estate will contribute to
Community Safety as all products will conform to ‘Secured by Design’ standards.
10. Links to the 5 Priorities for the Borough
Securing Jobs and Homes- these proposals will significantly improve the
housing conditions in several hundred homes.
11. Equalities, Human Rights and Community Cohesion
An initial equalities impact assessment has been completed and there are no
implications pertaining to this report. A full Equality Impact Assessment (EIA) of
the contract will be completed prior to the delivery of works.
12. Staffing/Workforce and Accommodation implications:
13. Property and Assets
This report refers to an estate that is part of the HRA Council Housing portfolio.
Capital investment on Copley Close is now necessary, supports the Asset
Management Strategy and will enhance the value and life of the Council’s assets.
14. Any other implications:
Several public meetings have been held on the estate to discuss the way forward for
Copley Close and the type of works necessary. Residents are being informed through
further meetings and newsletters. Sheltered housing tenants have had meetings in
their common room about the improvement works and all have received home visits
and OT assessments for future kitchen and bathroom renewals.
Statutory consultation with leaseholders- where applicable- will take place both prior to
tendering and prior to works commencing.
16. Timetable for Implementation
It will be possible to complete all planned window renewal during the 2012/13
18. Background Information
Copley Close Cabinet Report - January 2011
Name of Post held Date Date Comments
consultee sent to response appear in
consultee received paragraph:
Pat Hayes Executive Director 21/12/11 21/12/11 N/A
Catherine Taylor Legal Services 20/12/11 5
David Ewart Director, Finance 21/12/11 4
Kate Graefe Head of Procurement 21/12/11
Key decision YES
Report no.: Phil Boxhall: Head of Asset Management