Purpose

On 7 May 2025, the Council’s Executive
agreed to progress the Horley Community Centre Modernisation
project. A delegated decision was given to the Head of Community
Partnerships in consultation with the Portfolio Holder for
Community Partnerships, the Portfolio Holder for Finance, Assets
and Governance and the Chief Finance Officer, to be authorised to
“agree the procurement strategy for the project, undertaking
the necessary consultancy, surveyor, and contractor appointments
(including main contractor, inspectoral bodies or warranty
providers) and to enter into contracts to allow the project to be
delivered”.

Explain the reason(s) for the decision.
In line with the procurement strategy agreed by the Portfolio
Holders for Community Partnerships and for Finance, Assets and
Governance, Officers have carried out the necessary procurement
activities to appoint a contractor. This has been undertaken
through a two stage design and build procurement route, enabling
early contractor involvement, collaborative development of the
design, and greater cost certainty prior to entering into the main
construction contract.
The contractor will be responsible for completing the design
development of the proposals post RIBA Stage 4 and delivering the
physical changes to the building.
During the Pre-Construction Services Agreement (PCSA) the
contractor services will include:
• Provision of pre construction, buildability, and planning
advice
• Cost planning and budgeting, including development of cost
plans, value engineering input, and agreement of the final Contract
Sum
• Programming and phasing support, including preparation of a
detailed construction programme
• Procurement and tendering assistance, with a focus on supply
chain engagement and management
• Coordination of design information in collaboration with the
design and planning teams
• Undertaking site investigations and surveys
• Health, safety, and environmental guidance throughout the
pre construction phase
• Delivery of social value initiatives and engagement with the
local community
• Logistics planning, including site access strategy and
sequencing
• Identification and assessment of project risks
Companies on the Pagabo Lot 3 (Surrey, East and West Sussex) of the
Pagabo Refit and Refurbishment Solutions Framework were invited to
tender for this role. Three tenders were received by the Council. A
comprehensive qualitative and quantitative assessment has been
undertaken of the tenders that were received, as shown in Annex 1,
and Logan Construction selected as the preferred supplier.
Fees: Indicative pricing for the cost of the works has been
included in the tender offers. Tenderers were provided with a
construction sum (estimated prime cost of works) for all of the
construction works, this differs from the Cost Plan which is the
Council’s actual estimate of the costs and is reflected in
the project budget. The fee proposal is assessed on the given
construction sum plus the estimated preliminaries, overheads and
profits and PCSA fee. These figures will be refined and finalised
during the PCSA stage and will remain subject to RBBC’s
approval prior to entering into the Main Contract, forming the
second stage of the two-stage design and build procurement
exercise.
Programme: The Council has a defined programme for the delivery of
the Horley Community Centre modernisation project. This includes
the following key milestones that the preferred supplier’s
tender submission programme achieves:
• December 2025: two-stage procurement process
(Pre-Construction Services Agreement and main contract) for
building contractor commenced;
• By June 2026: main contract is executed;
• Summer 2026: start on site; and
• Summer 2027: building works completed.
Officers will work closely with contractor to ensure that the
project’s target programme is met.

Decision

Following competitive procurement processes
in-line with the agreed procurement strategy:
• To enter into a contract with Logan Construction for the
provision of Pre-Construction Services Agreement (PCSA).
To note that officers will work closely with the contractor to
ensure that:
• Key milestones within the project’s target programme
are met, and
• The contractor works alongside the Council’s design
team and Employers Agent during RIBA Design Stage 4 to successfully
fulfil key conditions, including agreement of the final contract
sum and the final designs to proceed to enter into the Main
Contract.

Alternative options considered

1. To not enter into the appointments would
impact significantly on the Council’s ability to progress the
modernisation project. The Council is unable to provide these
services in-house therefore re-procurement of these services would
need to be undertaken. This is not recommended option as this would
delay the project placing risk on the later stages of the
timeline.