Decision Maker: Cabinet Procurement and Insourcing Committee

Outcome: Implemented

Is Key Decision?: Yes

Is Callable In?: Yes

Date of Decision: April 29, 2025

Purpose:

Content: RESOLVED:   To approve the appointment of Supplier A (as shown in Exempt Appendix A) to deliver the contract for the Stoke Newington Library External Remedial Works Project, which includes repair and improvement works to the roof, windows, brickwork and masonry of the library building.     Reasons For Decision   This report seeks the approval of CPIC to award the contract to deliver the external remedial works to Stoke Newington Library.   Stoke Newington Library is a Grade 2 Listed building therefore the Council has a responsibility to repair and maintain the historic fabric of the building to preserve it for future generations. A lack of historical maintenance has resulted in the fabric of the library building being in urgent need of repair. The roof has collapsed in places and the historic facade has deteriorated so much that it is detaching from the building. If the external remedial works do not take place the damage to the historic fabric could be irreversible. The  longer the building is left in disrepair the higher the costs will be to repair it.   The decision was made to procure a contractor to deliver the remedial works because the library building was no longer safe or in a suitable condition for staff or the public to use. The library closed to the public in March 2024 and the staff, Community Library Service and stock have had to be relocated to other library branches.   The repair of the external fabric of the library will not only restore and preserve the historic fabric of the library, it will also create the opportunity to refurbish the interior which will protect the future use of the library. The spaces within the library have huge potential for a variety of different uses and income generation. The library could serve as a community hub with spaces available for hire to local businesses for meetings or office space, for events and meetings and cultural events and community activities.   Spend approval of the budget sum in the Capital programme for the repairs was granted by Cabinet 24th October 2022. The overall cost and budget is summarised in Exempt Appendix C of this report. The external remedial works project does not require additional funding.   The procurement has been carried out in accordance with the process detailed in the HPB Business Case Report (dated 9th April 2024) apart from a slight change to the procurement strategy due to the reasons stated in Section 9 of this report.   The Business Case agreed a traditional procurement route to allow the Council to remain in control of the design and to increase cost certainty. The decision was made to undertake a Restricted (Procedure) below threshold tender due to the historical significance and complexity of the library building. It was essential that the contractors invited to bid had extensive experience of conservation work on Listed buildings. The project tender value is below Public Contract Regulations 2015 threshold for works contracts.   The contract deliverables were enshrined within the tender documents and specifications that will form the contract. The contract will include the pre-construction information that will form the basis of the Construction Phase Plan (CPP) for the works. The CPP must satisfactorily address considerations of environmental protection and health and safety.     Alternative Options Considered and Rejected   Do nothing:  Not progressing with the appointment of a contractor to deliver the Stoke Newington Library External Remedial Works Project would mean that the Council would fail to meet its obligations to maintain a Listed building, the library building would fall into irreversible disrepair, the library would not be able to re-open to the public and the future potential of the library as a community hub and for income generation would be lost.   Procurement via Framework: There are no heritage and conservation works frameworks available. The only framework of this nature the project team could find was the Haringey council framework, which has expired.   Open Competition: This route was discounted due to the additional time and resources it would require, in comparison to a competition undertaken between a selected group of providers that have specific skills that we require, and due to the project requirements.   Insourcing: The council does not have all the required specialists in-house in order to deliver the scheme.