Purpose

The purpose of this report is to seek approval
to award the preconstruction services contract for design and build
of the Warfield Community Hub in line with the procurement plan. A
procurement plan tailored to the specific requirements of this
project was approved by the Cabinet in October 2024.

Decision

RESOLVED
that the contract for the
pre-construction services for Warfield
Community Hub development be awarded to Tenderer A.
 
 

Reasons for the decision

A Partnership Agreement
is in place between Warfield Parish Council (WPC)
and the borough council for the development of the
Warfield Community Hub. The
Cabinet agreed on
15 October 2024 to
approve the Strategic
Procurement Plan for the building design and
works (including early/enabling works).Subsequently, the Council approved the
capital budget for the hub in line with the Cabinet’s
recommendation.On this basis, the Council has
undertaken procurement activity to appoint a
preferred contractor for progressing the project for planning
application and detailed design.

 
The Cabinet on 15
October 2024 resolved to delegate the contract award for the Phase 1
Pre-Construction Services (RIBA Stage 3 design / Planning
Permission and RIBA Stage 4) to the Executive Director: Communities
in consultation with the Cabinet Member for Leisure, Culture,
Public Protection and Democracy. 

 
The recommended
tender for design under pre-construction services
is affordable within the budget previously
approved. Awarding of
the Pre-Construction Services Agreement (PCSA) contract
will provide the Council with services, which
include: 
·            
RIBA Stage 3
Design 
·            
Site Logistics
Strategy 
·            
Planning
Application 
·            
Consultation 
·            
RIBA Stage 4
Design 
·            
Works Contract
Price. 
 

As per the
recommendation in this report (paragraph 2.1), an approval of the
award of a contract for pre-construction services for
Warfield Community Hub to Tenderer A would
commit the Council and Warfield Parish
Council (WPC) to the fee for the pre-construction
services as set out
in Annex A.
The fee will be at risk
to the Council in case the scheme does
not materialise beyond
the next stage.  
 

The PCSA
outputs noted above
will be developed
into the Contractor’s Proposals
(Jan/Feb 2026)prior to an award
of the main works contract. 
 

Warfield Community
Hub development will
consist of: 
·      
Demolition of the
existing carpark. 
·      
The new build is
proposed as a two-storey building. 
·      
Construction
of a new sports hall, café/multiuse space,
dance studio, mid-size hall, parish office and meeting rooms, landscaping and parking. 
·      
The design continues to
be based on operational net zero
principles with a target to achieve a BREEAM
Excellent
sustainability
rating. 
 
The design will be
further developed and refined during the PCSA
Stage.  
 

Alternative options considered

A decision to not award could be
made. However, this option
is not recommended as the current procurement
exercise is providing a route to
successfully procure a
contractor to deliver the schemein accordance
with the Council’s planning policy obligation i.e.
the council would need to provide a
hub. 
 
An award of the Pre Construction
Services could be made to an alternative
tenderer. However, the
procurement process has been duly followed and a
comprehensive evaluation was undertaken. Award to a different contractor may mean that the Council
deviates from the procurement process.