The Vale of Glamorgan Council

Cabinet Meeting: 30 July, 2018

Report of the Cabinet Member for Learning and Culture

Multi-disciplinary consultancy service for the delivery of 21st Century Schools Band B Projects fee cap extension

Purpose of the Report

To seek Cabinet approval to extend the fee cap for the existing contracts of multi- disciplinary services for the new secondary school for Whitmore High School, refurbishment and upgrading of facilities at Pencoedtre High School, the refurbishment and expansion of Ysgol Bro Morgannwg and feasibility studies of other 21st Century schools Band B projects.
To request changes to the capital programme.

Recommendations

That Cabinet extends the cap to £2,000,000 to cover the three projects and feasibility studies of other Band B projects from the multi-disciplinary consultancy services framework.
That Cabinet approve the following changes to the Capital Programme:-

Rename 'Band B Barry Comprehensive and Bryn Hafren Comprehensive' scheme to 'Band B Whitmore High School and Pencoedtre High School'.
Bring forward £1.5m budget from the 2019/20 capital programme scheme 'Band B Whitmore High School and Pencoedtre High School' to the 2018/19 capital programme.
Bring forward £700k from the 2019/20 capital programme scheme 'Band B Ysgol Bro Morgannwg' to the 2018/19 capital programme.

Reasons for the Recommendations

To enable detailed design work to be undertaken to allow the delivery of the facilities to meet the time scales as required by the Learning and Skills directorate.
To allow schemes to proceed in the capital programme in the current and future financial year.

Background

The 21st Century Schools and Education Programme is a unique collaboration between the Welsh Government and Local Authorities. It is a major long term strategic capital investment programme with the aim of creating a generation of 21st Century Schools in Wales.
Band B is due to commence in 2019 and will run until 2024. The Council has been developing its new strategic investment programme to deliver this phase of the programme.
On 10 November 2017, the Education Secretary Kirsty Williams announced that the Council's proposals met Welsh Government's investment objectives and subject to approval of the individual business cases, Welsh Government is committed to supporting all of the projects presented. This was confirmed in writing on 6 December 2017.
The Council undertook a mini competition under the National Procurement Service (NPS) Framework to procure a multi-disciplinary consultancy service provider in November 2016. AECOM Ltd was the successful consultant. A report seeking Cabinet's approval to accept the competitive tender of AECOM Ltd was considered on 28 November 2016 (Cabinet Minute C3383 and C3384 refer). An initial fee cap of £400k was set to protect the Council as at that point in time the exact nature of the individual project requirements were unknown.
The contract also includes support for the Leisure Service. The value of work completed for the Leisure Service will be included within the cap.
On 18 December Cabinet approved the extension of the cap to £750,000 to cover initial feasibility work on the three priority schemes from the Band B programme, as outlined below (Cabinet Minute C182):-

The provision of a new secondary school - Whitmore High School on the Port Road site to replace the existing Barry Comprehensive School.
The refurbishment and upgrading of facilities at Pencoedtre High School, currently Bryn Hafren Comprehensive School.
The expansion of secondary welsh medium provision at Ysgol Gymraeg Bro Morgannwg.

The next phase of the 3 projects is to prepare detailed designs, procure 3 contractors and enabling works to ensure that the 3 projects can start on site in the summer of 2019, subject to receiving approval from Welsh Government through the business case process and feasibility studies of other Band B projects.

Relevant Issues and Options

The cap needs to be extended to allow the work to continue on the Band B projects, to ensure that they are delivered in a timely cost effective manner.

Resource Implications (Financial and Employment)

The award of the contract under the NPS Framework Agreement was in line with the allocated budgets.
A £2,000,000 cap is deemed suitable to cover the anticipated spend of the next stages of the Band B programme, as well as the anticipated costs for the Leisure Service.
The total Band B budget from 2018/19 to 2023/24 is £142.417m.
It is requested to bring forward £1.5m budget from the 2019/20 capital programme scheme 'Band B Barry Comprehensive and Bryn Hafren Comprehensive' to the 2018/19 capital programme, to carry out RIBA stage 3/4 design work, planning application and associated management costs for the projects. The funding being brought forward is from the school investment strategy reserve. An element of this spend will be on the above contract with AECOM Ltd. A contractor will also be appointed through the SEWSCAP framework during 2018/19.
It is requested to bring forward £700k from the 2019/20 capital programme scheme 'Band B Ysgol Bro Morgannwg' to the 2018/19 capital programme, to carry out RIBA stage 3/4 design work, planning application and associated management costs for the projects. The funding being brought forward is from the school investment strategy reserve. An element of this spend will be on the above contract with AECOM Ltd. A contractor will also be appointed through the SEWSCAP framework during 2018/19.

Sustainability and Climate Change Implications

New build elements of the scheme will meet BREEAM excellent rating, reducing the running costs and carbon emissions arising from the building. They will receive an Energy Performance Certificate (EPC) of A.

Legal Implications (to Include Human Rights Implications)

The Council entered into a contract under the terms and conditions of the NPS Framework Agreement which has been developed by NPS and agreed by Welsh Government. The call-off contract was entered into on 27th March 2018.
The NPS Framework Agreement is compliant with EU procurement law and the call-off process under the Framework Agreement was followed. Further, the procurement was in accordance with the Council's Contract Procedure Rules and Procurement Code of Practice.

Crime and Disorder Implications

There are no direct crime and disorder implications as a result of this report.

Equal Opportunities Implications (to include Welsh Language issues)

There are no Equal Opportunities implications for this report.

Corporate/Service Objectives

This report helps supports Council objectives, set out below by delivering the projects within Band B of the 21st Century schools programme.
The Council's Wellbeing Outcome 3: An Aspirational and Culturally Vibrant Vale, Corporate Objective 5 'Raising overall standards of achievement'

Policy Framework and Budget

This is a matter for Executive decision by the Cabinet.

Consultation (including Ward Member Consultation)

On 12 December 2016, Cabinet considered the feedback on the consultation to transform English medium secondary education in Barry. (Minute C3396)
On 26 September 2016, Cabinet considered the feedback on the consultation to transform welsh medium secondary education in Barry. (Minute C3303)

Relevant Scrutiny Committee

Learning and Culture.

Background Papers

None.

Contact Officer

Jane O'Leary, 21st Century Schools Programme Manager

Officers Consulted

Trevor Baker: Head of Strategy, Community Learning and Resources

Vicky Lloyd: Capital Accountant

Responsible Officer:

Paula Ham, Director of Learning and Skills