Purpose

To inform CM about the outcome
of the procurement exercise to identify a suitably qualified
contractor to carry out refurbishment works in Bootle
Strand. 
 
To seek permission to proceed
to issue a contract award to the successful applicant following the
completion of a satisfactory and compliant tender
process.
 

Decision

Decision(s):
 

(1) 
the existing approval to initiate a compliant procurement exercise
be noted;

(2) 
amended approval be granted in light of the project change and
increased costs;

(3) 
approval be granted to award the contract, to the successful
tenderer at the earliest opportunity.
 
Reasons for the
Decision(s):
 
Sefton @work has been operating from a high
street location on Stanley Road since opening in 2004 when it was
officially opened. The premises incurs rental from a private
landlord and has been secured on a fully repairing and insuring
lease which has been rolled forward. All overheads and property
related payments are included in Sefton@Work budget projections and
the Service runs entirely on external grants and contracts from
regional or national funding bodies.
 
Since the introduction of the DWP Restart
contract, the introduction of new working practices following
COVID-19 and the need for more and varied projects carried out by
the Sefton@Work team, overcrowding has become a pressing issue. The
team has already had to remove options for partner sessional
delivery and has been forced to discontinue using its
training/group session facility through lack of space.
 
The current Stanley Road premises is therefore
becoming increasingly unsuitable to meet the ongoing needs of
clients and their situations become more complex. The removal of
its staff and services to a location more capable of offering an
improved quality of environment for service users, staff and
partners is now an urgent priority.
 
A suitable unit has been identified within the
Strand shopping centre and the unit presents a unique opportunity
to enhance community engagement.  The
presence of Sefton@Work within the shopping centre is projected to
increase footfall, benefiting not only our service but also the
entire shopping centre.  This
community-centred approach aligns Sefton@Work mission and fosters a
sense of accessibility for the public.
 
The move into the retail unit also aligns with
the broader redevelopment plans Sefton Council has for Bootle
Strand Shopping Centre. By placing a key Council service at the
centre of this redevelopment initiative, Sefton Council is showing
its commitment to the local area, and its dedication to ongoing
service improvement for economically
disadvantaged people in our community.
 
However, the current state of the Unit is not
one in which the Service can immediately use and a level of
upgrading of the facility is required to ensure the health,
comfort, and wellbeing of all users.   In line with initial cost forecasts, Cabinet
Member will recall that permission was granted to enter into a
compliant procurement exercise. 
 
A compliant procurement exercise has now been
carried out and a contractor has been identified to undertake these
works on our behalf at the earliest opportunity.   However, the total costs for the project are
higher than anticipated and requires further permission from
Cabinet Member in consultation with Head of Service Economic Growth
& Housing in order to proceed in line with the financial
regulations and contract procedure rules of the
Council. 
 
Since the inception of the procurement
exercise, Sefton@Work has been given greater assurances about the
period of occupancy in the Unit which has enabled a greater
confidence in proceeding with additional elements of the project.
The submissions from suppliers also represent higher costs being
experienced across the construction sector, with cost inflation
related to supply chain, availability of materials etc.
 
All finances for the relocation project have
been identified within the cost-building methodology that underpins
the Restart contract. Therefore, all necessary costs are within
Employment & Learning budgets and there is no necessity to
request any additional finance from mainstream Council
budgets. 
 
Alternative Options
Considered and Rejected: (including any Risk Implications)
 
Option 1 – To
remain in the current premises on Stanley Road.
 
The current premises has limited space to
accommodate the current levels of staff and the growing demands of
Sefton@Work expanding its scope of services to the
public.  With new programmes and
increase in staffing numbers there is insufficient room to
accommodate which is comprising the quality and effectiveness of
the service offer to clients.
 
To maintain the quality of services, meet out
contractual obligations and facilitate future growth, remaining in
the premises would be unstainable in the longer term.
 
Option 2 –
Re-locating to larger premises within a private sector setting
 
Although a shop-front location on a busy high
street continues to be an appealing option, the steep rental costs
associated with such prime locations is a significant factor in
taking this option further as it would pose a financial strain on
Service resources over the medium to long term.  Rental costs from private landlords are high,
tenancy agreements lack guarantee of longevity and shorter lease
periods or uncertain rental terms this would have an impact on
stability and service continuity pitting the securing of future
project finance less likely. There is a wider argument that
retaining and circulating payments that would otherwise leach away
from the Council is always preferable as an indirect means of
contributing to improved management of Council
resources.