Purpose

A Key Decision was taken on 20 July 2022 to approve the submission to the Department for
Levelling Up, Housing and Communities (DLUHC) of the Project Business Case Summary
Documents for the ten projects confirming the intention of Doncaster Council to secure a
combined £21.60m Town Deals funding for Stainforth. The Key Decision also included the
following delegation:

(i) Delegate authority to the Director of Economy and Environment, in consultation
with the Director of Corporate Resources and the portfolio holder for Housing and
Business, to procure and award Contracts, in compliance with the Council’s
Contract Procedure Rules (CPR’s), on the basis that decisions will not commit the
Council to additional costs beyond the scheme affordability envelope

Following this Key Decision, the Project Business Case Summary Documents were submitted
to DLUHC in August 2022. The New Community Hub was approved by DLUHC in November
2022.

The New Community Hub will be located on the Miners Welfare Grounds off Church Road,
which is a central location to Stainforth, and provides the opportunity to combine SMILE and
Family Hub services and the Library function offered in Stainforth into a new bespoke building
in a central location. It will serve as a vital resource, providing access to various services and
opportunities for residents, thereby enhancing their quality of life. Stainforth Town Council are
trustees of the Miners Welfare Grounds and have agreed to lease the section of land required
for the new community hub to the City of Doncaster Council (the council) and must seek formal
approval from the Charities Commission to have this agreed. To ensure the project progresses
while the land issue is resolved, the PCSA contract will be awarded.

To secure a suitable contractor to deliver the New Community Hub, the council competitively
tendered the project in compliance with the Councils Contract Procedure rules by conducting
an open tender exercise via the tendering portal YORtender. The maximum value of works was
identified and advertised at £3,000,000 (£3.0m) and two separate NEC4 contract documents
were provided for the Design and Build. were received based on the
schedule of work. Following the tender evaluation process and tender clarification meeting
have provided the cost element for delivery of the scheme within the
funding budget detailed in the tender documents, therefore is the preferred contractor to carry
out the works within the required scope and budget.

It is proposed to confirm as the councils ‘preferred contactor’ for the
design and build of the New Community Hub and enter into an NEC4 PCSA agreement for the
design stage, and NEC 4 ECC contract for the building works. This contract is for the capital
works to deliver the New Community Hub with a general allowance for fixed furniture and
equipment (kitchens, bathrooms etc) and the extra fittings and furnishings are to be provided by
the service areas locating into the new building.

Decision

In accordance with the approved delegation described in Box 3:
1. Approve the award of, and enter into contract with
to carry out Design and Build of as the
preferred contractor for the two stage Design and Build contract of the New Community Hub.
4. Approve the works identified in the ODR to be funded from the overall resources allocated to this project.
2. Enter into a PCSA agreement with a value of up to
with to enable the commencement of the Design and Enabling works, with the understanding that should the land issue not be resolved these costs may be incurred by the contractor as part of the PCSA contract.
3. Subject to the land issue being resolved, enter into the NEC4 ECC contract for the construction of the New Community Hub. The contract value is It is important to note that there is the expectation that construction costs may increase, and value
engineering will be applied where possible to ensure the funding allocation is not exceeded.

Alternative options considered

Option 1: Not Award Contract
Not awarding the contract until the land issue is resolved would lead to delays in the delivery of
the New Community Hub or not delivering the building and the loss of Town Deal Fund. The
outputs and outcomes of the Town Deal Fund for this project would not be achieved. The
community expectations of delivering a New Community Hub for Stainforth would not be realised
and there would be a negative public response for the loss of the Town Deal Fund.

Option 2: Retender when land issue resolved
Retendering the project when the land issue is resolved will extend the timescale for delivery of
the scheme and it is expected that the costs would increase, potentially outside the budget for
delivery. The delay in appointing a contractor through retendering will extend the delivery
timescale significantly, may not deliver the outputs and outcomes for the funding and result in a
loss of the funding.

Recommendation: Approval to Appoint
This report recommends the approval to appoint and enter into contract with
to carry out the PCSA works and subject to resolution of the land issue, enter into the
NEC4 ECC contract for construction. This will minimise the risk to the programme and meet Town
Deal Fund deadline.