Agenda Item No
The Vale of Glamorgan Council
Cabinet Meeting: 17th December, 2012
Report of the Cabinet Member for the Environment and Visible
Gileston to Old Mill Highway Improvement Project
Purpose of the Report
1. To advise
Members of the Welsh Government's aspirations for progressing this
2. To seek Members'
approval for the proposed method of commissioning consultants to
complete the detailed design of the project, the preparation of
tender documents and the conclusion of the tendering process.
1. That Members
note the contents of the report.
2. That Members
approve the proposed method of commissioning consultants to
complete the detailed design, the preparation of tender documents
and the conclusion of the tendering process.
3. That the
Director of Visible Services and Housing, in consultation with the
Director of Resources and the Cabinet Member for the Environment
and Visible Services, be given delegated authority to appoint
Capita Symonds (consultants) to assist with the delivery of Stage 1
of the Gileston to Old Mill Highway Improvement project as
described in this report.
4. That a further
progress report be presented to Members in due course.
Reasons for the Recommendations
2. To allow the
Council to assist the Welsh Government to progress with the project
in the most efficient and cost-effective way.
3. To allow the
appointment of consultants to be progressed in the most efficient
and cost-effective way.
4. To ensure that
Members are kept up to date with this project.
3. The Council has
had aspirations to undertake highway improvements to the Gileston
to Old Mill section of the highway network for many years but has
not had sufficient funds to progress these works.
4. The proposed
highway improvement scheme between Gileston and Old Mill was
intended to be undertaken as part of the off-site works in relation
to the major development of the Defence Training College at St
Athan. Cabinet will be aware that this development will not
now be progressed.
5. Welsh Government
(WG) is keen for these highway improvement works to be progressed
as part of its ongoing development proposals at the St Athan
Enterprise Zone with a wish that the works are completed by the end
of financial year 2013/14.
6. At a meeting in
December 2011, WG proposed that they would provide the Council with
£3.5m to progress these works. The intention was that the
Council would act as Client for the project as WG could not
directly undertake works on the Council’s highway network.
7. In March 2012,
WG provided £100k to the Council to progress an Advanced Works
Contract to undertake an initial site clearance operation and to
install fencing. The Council commissioned Capita Symonds (CS)
to prepare the tender documents and to supervise the advanced
works. The Council’s in-house contractor was awarded the
contract and the works were completed by the end of March as
8. CS had
previously been commissioned by WG to progress the design of the
highway improvement scheme which had been brought to an advanced
stage sufficient to obtain a realistic cost estimate for the Main
Works. In November 2012, CS provided the Council with a
Project Proposal and cost estimate for the remaining tasks to be
undertaken to complete the design and to procure a contractor for
the Main Works. These tasks include the following:
Scheme Project Management
Assistance with Land and Public Rights of Way Matters
Assistance with Traffic Regulation Orders
Statutory Undertakers Liaison and Engagement (including DCWW)
Preparation of Tender Package
Tender Evaluation and Reporting
Relevant Issues and Options
9. WG has proposed
that a staged approach be adopted to progress the scheme with Stage
1 being the completion of the detailed design, the preparation of
the tender documents for the Main Works and the completion of the
receipt of the returned tenders, WG will be in a more confident
position to progress to Stage 2 of the project and to provide the
Council with funds to progress with the Main Works.
11. WG is
seeking a mechanism whereby the scheme can be brought to a
conclusion at the earliest opportunity with the construction phase
being completed by the end of March 2014. It has been agreed
with WG that to achieve this completion date, the project needs to
be progressed as soon as possible with spend being spread over
financial years 2012/13 and 2013/14.
programme to achieve the proposed completion date would be best
achieved by retaining CS to assist with bringing the project to a
conclusion as they have progressed the design to a very advanced
stage and are familiar with all aspects of the scheme including
land issues, ecological issues and Welsh Water requirements
regarding the pipe bridge.
Exemption from Financial
Council's Financial Regulations require that where the estimated
value of the supply of works, goods or services over £15k and up to
£100k shall only be issued if at least three written quotations
have been first invited. Due to the aspirations of WG for the
delivery of this project and their time constraints it is
considered inappropriate to seek quotations for the commissioning
of a consultant for Stage 1 of the project.
quotations to appoint a consultant to progress with Stage 1 of the
project would itself require additional staff time to prepare the
tenders, analyse the submissions and prepare a tender report and
therefore increase costs to the project and delay delivery.
To seek quotations for Stage 1 rather than retaining CS the
following issues would arise:
No other consultant is likely to want to develop a scheme that has
been so well advanced by CS and to take responsibility for it.
The appointment of a new consultant at this stage would lead to
increased risks in both time and cost with continuity being lost
and the possibility of important issues being overlooked or
Exemption from Financial Regulation 20.5 is therefore sought.
Welsh Government Funding
funding for the scheme will be provided by WG therefore there is no
financial risk to the Council.
Proposal to Progress with Stage
17. It is
proposed that the cost estimate submitted by CS to undertake Stage
1 of the project as indicated above will be benchmarked against
data held by the Council's Engineers and it is proposed that the
Director of Visible Services and Housing be given delegated
authority to approve the appointment of CS provided that the cost
estimate is considered to be economically advantageous and funding
approval is received from WG.
18. As soon
as Cabinet has confirmed that this process be employed to progress
with Stage 1 of the project in the manner described above, WG will
be in a position to provide the Council with appropriate
Proposal to Progress with Stage
19. It is
currently being proposed that the Main Works contract will be a
design and build contract with use being made of the South East
Wales Contractor Framework.
Resource Implications (Financial and Employment
total scheme cost estimate comprises the following approximate
Main Works Cost
Other Identified Costs
(including the completed Advanced Works
Contract, estimated VoG costs and project management and site
supervision of the construction phase)
Risk & Optimum Bias
costs for this project will be met by WG and funds will need to be
included in the Council's Capital Programme as funding approvals
for each project stage are received.
Council's interests in the project will be managed by the Council's
Highway Projects and Traffic Management Group, Highways and
Sustainability and Climate Change Implications
Improvements to the highway network will assist traffic movements
and in this case should improve highway safety and reduce fuel
consumption for vehicles using this section of the network in
Legal Implications (to Include Human Rights Implications)
Highways Act 1980 allows highway authorities to undertake
improvement works on the highway network.
are no Human Rights Implications with regard to this report.
Crime and Disorder Implications
Improvements to the highway network are likely to reduce the
incidents of public disorder.
Equal Opportunities Implications (to include Welsh Language
proposals will benefit all sections of the community by improving
highway safety and reducing congestion.
signage associated with this project will adhere to the
requirements of the Council's Welsh Language Scheme.
maintain and develop a safe and effective highway.
Policy Framework and Budget
30. This is
a matter for Executive Decision by Cabinet.
Consultation (including Ward Member Consultation)
consultation has taken place yet as the detailed design for the
highway improvement scheme has not been completed. As soon as
this information is available all necessary consultations will be
Relevant Scrutiny Committee
Paul Gay - Group Engineer (Highway Projects
and Traffic Management)
Tel: 02920 673 086
Operational Manager Legal Services
Accountant, Building and Visible Services
Miles Punter, Director of Visible Services and