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Cabinet Member Report
Date: 11 December 2009
Subject: P161 Revised Scheme & Estimate for Torridon House
(TMO) Asphalt balcony and Walkway renewal including
rainwater drainage.
Summary
This report sets out the details of a revised Scheme and Estimate for approval for the
works to the external asphalt walkways and the balconies of the tenanted properties.
The total cost of the scheme inclusive of the works and all professional fees is
estimated to be £266,163. A detailed breakdown of costs is attached at Appendix 1.
Recommendation
That for the purposes of Financial Regulation B.8 the Cabinet Member for Housing
approves of the expenditure totalling £ 266,163 for works and professional fees as
detailed in the report.
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Cabinet Member
City of Westminster Report
Cabinet Member: Cabinet Member for Housing
Date: 11 December 2009
Classification: For General Release
Title of Report: P161 Revised Scheme & Estimate for Torridon
House (TMO) Asphalt balcony and Walkway renewal
including rainwater drainage.
Report of: Chief Executive, CityWest Homes
Wards involved: Queens Park
Policy context: Housing Service Aim 1 – To deliver and maintain
Decent Homes, improve energy efficiency and invest
in ‘beyond Decent Homes’.
Financial summary: The cost of the proposed works to the block is
estimated to be £266,163 for the works and
professional fees and will be met from the 2009-10
Capital programme.
Report Author: Simon Girling
Contact details Tel: 020 7245 2268
Email: sgirling@cwh.org.uk
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1. Background Information
1.1 Torridon House is a purpose built nine storey block consisting of 98
properties with five communal walkways. Access to the upper floors is
served by a central lift and an adjacent staircase.
1.2 Works were identified from the stock condition survey and these
observations were validated by the Asset Strategy Team.
1.3 The Open Housing Management System (OHMS) database indicated that there
have been numerous reports of water ingress into the properties and these
findings were substantiated by the resident steering group.
1.4 A further series of water tests have been carried out along with a CCTV
drainage survey. With the new information mentioned above and the results
from the subsequent tests, the scope of works has increased substantially as
have the costs. Therefore, this revised Scheme and Estimate is being
submitted.
2. Detail
2.1 The aim is to carry out the works outlined below to resolve all of the identified
defects and to comply with the Decent Homes standard and the CityWest
Standard.
Break up and remove defective asphalt to the communal walkways and
tenanted balconies.
Fit a sealed joint to the subframe and sill detail of the lessees
window/combination unit on the balcony.
Overhaul the existing rainwater drainage re-lining where found defective.
Cut in new drainage provision where poorly serviced,
Renew defective rainwater gullies to the areas above.
Form bespoke upstands below the window and door combination units.
Lay new asphalt cut to new falls all areas mentioned
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2.2 The table below outlines target/milestone dates:
Description Target date
Scheme & Estimate Approval Contracts Board Nov-09
Section 20 Notice of Intent Nov-09
Scheme & Estimate Approval Cabinet Member Dec-09
Tender Acceptance /AMP report to Contracts Board Jan-10
Section 20 Notice of estimate Jan-10
Start on Site Feb-10
Practical Completion Jun-10
Final Account Aug-10
End of Defects Jun-11
3. Financial Implications
3.1 The works will be funded from the 2009/10 & 2010/11 Capital
Programmes. £129,874 will be funded from 2009/10 and £136,289 from
2010/11.
3.2 The funding for these works has been confirmed.
3.3 The risk/contingencies for this scheme are valued at 11% (£22,500). A value of
£10,000 is indicated for concrete repairs as this block has a history of structural
movement and cracking. It is suspected that some of the cracks in the defective
asphalt run as deep as the concrete sub base.
3.4 Maintenance to the asphalt finish will be required periodically in the
form of solar reflective covering. The gullies will also require purging and
washing through on a quarterly basis to ensure they are running freely. The life
expectancy of well maintained asphalt is circa 40 years.
3.5 Value for money will be established by carrying out a competitive
tender exercise via the CYNTRA framework.
4. Legal Implications
4.1 There are no legal implications arising from this report.
5. Outstanding Issues
5.1 There are no outstanding issues arising from this report.
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6. Lessee Implications
6.1 There are lessee implications arising from this report.
6.2 The Notice of Intention under schedule 4 part 2 as defined by Section 20 ZA of
the Landlord and Tenant Act 1985 (as amended by the Common-hold and
Leasehold Reform Act, 2002) was issued on 21/10/09 October 2009.
6.3 On the basis of the total estimated costs of £266,163 inclusive of fees, but
excluding non-contract specific administrative on-costs, the estimated costs
recoverable from lessees are £136,110.10.
6.4 Details of lessee breakdowns can be found in Appendix 3.
6.5 LESSEE PAYMENT OPTIONS
The City Council is able to offer a range of options for paying major works bills.
Lessees can pay an estimated bill by regular instalments over 1 or 2 years with
no interest or administration costs. Owner-occupiers (i.e. excluding landlords)
with bills over £5,000 can be repaid over 5 years with interest at 1% over the
base rate in years’ 3 to 5. Lessees who are unable to pay their account in full
from their income or savings can apply for a loan from the Council if they are
unable to obtain a loan privately. Lessees who can demonstrate financial
hardship can apply to defer payment of a Council loan. Interest may be waived
on the loan where the charge is over £10,000 and the lessee meets certain
qualifying criteria.
7. Consultation
7.1 Resident Consultation to date is outlined in the table below:
Date Type Issues Actions
Works to be
27th tendered on site
October 09 Steering group meeting Discussed scope & design feb 10
22nd Sep Steering group meeting Discussed defects found and Jetting & CCTV
09 & walkabout actions of drainage.
invitation to
9th October Newsletter Update on progress meetings
7.2 These properties fall within the Queens Park Ward and the Ward Councillors
have been advised of the proposed works.
7.3 Full copies of correspondence are detailed in Appendix 2.
8. Health and Safety Issues
8.1 The following hazards have been identified:
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Working at heights & scaffolding
Working with hot materials
Demolition
Unstable structure
Lifting and moving of heavy materials
8.2 These will be highlighted in the Pre-Construction Health and Safety Plan. The
Construction (Design and Management) Regulations 2007 will apply to this
contract. A CDM Coordinator will prepare the Pre- contract information.
8.3 The main contractor will develop detailed method statements that will be
reviewed by the CDM Coordinator and the City of Westminster’s approved
Asbestos Consultant
8.4 The Constructor will complete the City of Westminster ‘Working with Residents
in Occupation’ Charter and include all possible scenarios which will affect the
progress of the works when working with residents in their own homes.
9. Risk Appraisals & Management
9.1 OHMS will be interrogated to identify potentially violent residents as well as
residents with special needs such as language or disability before works start on
site.
9.2 Risks identified in the planning stages leading up to the signing of the contract
will be scheduled in the Risk Assessments and actions will be devised to
eliminate or control identified risks.
9.3 Initial risks identified include access during works, working with hot materials,
scaffolding and working at heights. All risks will be reviewed and an allowance
will be made in the risk register and Health and Safety File.
10. Crime and Disorder Act 1998 Implications
10.1 There are no Crime and Disorder implications arising from this report.
11. Disability Discrimination Act (DDA) 2005 Considerations
11.1 There are no DDA considerations arising from this report.
12. Environmental Matters
12.1 A site waste management plan is not required but to ensure best practice the
scheme will conform to the requirements to
Minimise waste
Ensure all operative are fully aware of the scheme
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Ensure that there are measures in place to prevent illegal waste disposal.
13. Reason for Decision
13.1 This scheme is part of the Capital Programme for 2009/10 and the works will
support the CityWest Homes’ Technical Standard for its Housing stock.
If you have any queries about this report or wish to inspect any of the
background papers, please contact Simon Girling on 0207 245 2268; email
address sgirling@cwh.org.uk; fax number 0207 245 2001
Background Papers
Stock Condition Surveys
Ohms data
CCTV Drainage Surveys
Appendices
Appendix 1 – Financial Breakdown Tables
Appendix 2 – Resident and Ward Member Consultation tables
Appendix 3 – Lessee Implications
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Appendix 1 – Financial Breakdown Tables
Description
Torridon P161 Summary
costs
Works Elements – Constructor only
Scaffolding/access for hoist. 5,000
Break up existing asphalt surface and renewal to walkways 112,000
Break up existing asphalt surface to balconies and renewal 48,000
Preventative repair to leaseholders balconies 2,600
Installation of new gullies to balconies 5,175
Installation of new gullies to walkways. 5,625
Renewal of expansion joints to walkways 15,000
CCTV Survey and drainage and associated repairs 3,500
Total Works Elements 196,900
Risk register
Concrete repairs to sub base of walkways 10,000
Repair/renewal subframe below window/door screens. 3,500
Lining to surface drainage pipework 9,000
Total Risk Register/Contingencies 11% 22,500
TOTAL WORKS ELEMENTS & CONTINGENCIES 219,400
Other Direct Contractors Costs
Constructor O/H – x% 6% 13,164
subtotal 13,164
Constructor Profit – x% 3% 6,582
Sub Total 19,746
Total Constructor Costs 239,146
Sub Total 239,146
Fees and Sundries -
CWH Project Fees (includes PM, QS, CoW, RCO) 6% 14,349
CWH Central On-cost 0.75% 1,749
LAPN Fee 1.50% 3,587
Legal fees 1,200
Final Account Audit Fees 1000
CDM Coordinator 3,587
Asbestos surveys 1,500
Provider Fees (covering Resident Consultation) - If required Nil
Total Fees & Sundary Costs 27,017
TOTAL S&E / AMP 266,163
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Spend Profile PO Amount Spent to
date
2009/10 Projected spend.
CWH Project Fees - PO not required
CWH Central on costs nil
Works elements & contingencies 120,000
CDM Coordinator - to be raised 3,587
Asbestos surveys 1,500
Legal fees 1,200
Audit fees nil
CYNTRA Fee 3,587
2009/10 Sub Total 129874
2010/11 Projected spend.
CWH Project Fees - PO not required 14,349
CWH Central on costs 1,794
Works elements & contingencies 119,146
Audit fees 1,000
Provider Fees nil
Total Scheme &Estimate Costs. 266,163 -
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Appendix 2 – Resident and Ward Member Consultation tables
Scheme: Contract Number: Date:
Torridon House P161 2nd November 2009
balconies
Area Team: Estate:
Church Street Torridon House
Fact Finding and Yes/No Target Actual Date Comments
Preparation Date
Identify Councillors. Yes January 20th January Councillors would
2009 2009 like their details to
be put on all
correspondence to
residents
Identify Key Residents. Yes January January 2009 Key residents were
2009 written to separately.
A follow-up letter
was sent to
residents in July
2009.
Is there an existing Yes n/a n/a This is a resident
Steering Group? committee set up
previous to these
major works.
Committee members
were written to again
in July 2009.
Are there any current No n/a n/a
issues? Briefing to
Surveyor.
Equality Impact Yes January January 2009
Assessment. 2009
Have you met with Yes February February This is a TMO – the
Estate Manager? 2009 2009 TMO Manager
manages the estate.
Have you undertaken Yes February February Walkabout
a walkabout of the 2009 2009 undertaken with
estate? TMO Manager and
Maintenance
Manager. Door
knocking exercise
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Resident Consultation Yes/No Target Actual Date Comments
Date
Send out Newsletter Yes February February 2009
inviting residents to 2009
form/join steering group.
Set up/attend steering Yes February September Residents were
group. 2009 2009 invited to contact us if
they wanted a
steering group set up
but they did not.
If there is no steering Yes Sep 09 Sep 09 Resident who
group did you set up a attended public
public meeting? meeting agreed to
form steering group.
Develop consultation Yes Sep/Oct 09 Sep/Oct 09 Residents signed
plan to include consultation plan in
minutes/letters/newslette September
rs. consultation will be
an ongoing process
with the plan being
developed as scheme
progresses.
Has agreed consultation Yes Sep 09 Sep 09
plan been signed by
residents?
Develop the success No Feb 2010 Feb 2010 This will be
criteria. implemented just
before scheme goes
on site
Public meeting set up. No January January 2010 A public meeting will
2010 be set up before
scheme goes on site.
Residents will have
the chance to meet
the contractor etc.
Newsletter at end of No Jan 2010 Jan 2010 To be sent out before
agreements with steering scheme goes on site.
group sent out to Update newsletters
residents. are being sent out
regularly to residents
informing them what
has been discussed
in steering group
meetings. Posters are
also being put up to
remind residents to
get in touch if they
would like to join the
steering group
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Ward Councillor Yes/No Target date Actual date Comments
Consultation
Send councillor letter at Yes January January 2009 Email also sent
start of scheme 2009
(template).
Follow up with phone Yes January January 2009 Email also sent.
call. 2009 Councillor request to
write to a key resident
regarding scheme.
Invite Councillors to Yes February February Councillors did not
attend walkabout with 2009 2009 attend but did request
councillors and residents for their details to be
if required. put on all newsletters
to residents. This has
been done.
Send copy of all Yes January Present day This is an ongoing
newsletters to 2009 procedure
councillors.
Send invite to steering Yes September Present day This is an ongoing
group meeting with good 2009 procedure
notice.
Inform the councillor Yes September September
when the consultation 2009 2009
plan has been agreed.
Inform the councillor No When scope is
when you have agreed agreed councillors will
the scope by letter. be written to.
Send details of the No Feb 2010 Feb 2010 This will be
success criteria when implemented just
completed. before scheme goes
on site and sent to
councillors.
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Appendix 3 – Lessee Implications
Scheme and Estimate: Torridon House - Re-Asphalting External Walkways
Breakdowns
added
TOTAL
CONTRACT:- P161 CHARGEABLE = 136056.76 Capital/Revenue KB
ESTATE OFFICE :-
42 Team - 2 Start Date Finish Date S&E
Oncost Cum
Certificate Oncost Total %'age %'age
Number of Blocks Date Payment %'age Oncosts Total
1
0 0 0 0
0
NOTES
Torridon House
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5.00% 0.00% 0.000%
Other costs
and
professional
Repairs Works Contingencies fee's Prelims Total
Re-asphalting external walkways 196,900.00 22,500.00 44,550.00 0.00 263,950.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
196,900.00 22,500.00 44,550.00 0.00 263,950.00
Maintenance
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
Improvements
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
Total Chargeable 196,900.00 22,500.00 44,550.00 0.00 263,950.00 263,950.00
Non-Chargeable
0.00 0.00 0.00 0.00 0.00
0.00 0.00 0.00 0.00 0.00
196,900.00 22,500.00 44,550.00 0.00 263,950.00
GL Reconciliation 196,900.00 22,500.00 44,550.00 0.00 263,950.00
Total 196,900.00 22,500.00 44,550.00 0.00 263,950.00 263950.00
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For completion by the Cabinet Member for Housing
Declaration of Interest
I have no interest to declare in respect of this report
Signed ……………………………. Date ………………………………
NAME: Cllr Philippa Roe, Cabinet Member for Housing
I have to declare an interest
State nature of interest ……..……………………………………………
………………………………………………………………………………..
Signed ……………………………. Date …………………………………
NAME: Cllr Philippa Roe, Cabinet Member for Housing
(N.B: If you have an interest you should seek advice as to whether it is appropriate to
make a decision in relation to this matter.)
For the reasons set out above, I agree the recommendations in the report entitled P161
Revised Scheme & Estimate for Torridon House (TMO) Asphalt balcony and
Walkway renewal including rainwater drainage and reject any alternative options
which are referred to but not recommended.
Signed ………………………………………………
Cabinet Member for Housing
Date …………………………………………………
For Ward Specific Reports Only (Delete if report affects more than one
Ward)
In reaching this decision I have given due regard to any representations made
by relevant Ward Members.
Signed ………………………………………………
Cabinet Member for Housing
Date …………………………………………………
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If you have any additional comment which you would want actioned in connection with
your decision you should discuss this with the report author and then set out your
comment below before the report and this pro-forma is returned to the Secretariat for
processing.
Additional comment: …………………………………………………………………
………………………………………………………………………………………….
………………………………………………………………………………………….
NOTE: If you do not wish to approve the recommendations, or wish to make an
alternative decision, it is important that you consult the report author, the Head of Legal
Services, the Director of Finance and, if there are staffing implications, the Director of
Human Resources (or their representatives) so that (1) you can be made aware of any
further relevant considerations that you should take into account before making the
decision and (2) your reasons for the decision can be properly identified and recorded,
as required by law.
Note to Cabinet Member: Your decision will now be published and copied to the
Members of the relevant Policy & Scrutiny Committee. If the decision falls within
the criteria for call-in, it will not be implemented until five working days have
elapsed for any call-in request to be received.
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