AGENDA ITEM NO. 3(4)
CORPORATE OFFICE ACCOMMODATION COMMITTEE – 4TH NOVEMBER 2005
SUBJECT: CORPORATE OFFICE ACCOMMODATION – GENERAL PROGRESS
REPORT BY: CHIEF EXECUTIVE
1. PURPOSE OF REPORT
1.1 To inform Members of general progress and to advise on risks to the programme.
2. LINK TO STRATEGY
2.1 The development of the Tredomen Business Park to provide Council office accommodation is part of the rationalisation of office provision and is associated with facilitating the development of the hospital at Ystrad Fawr.
3. THE REPORT
3.1 Programme
3.1.1. The project remains on programme but the Design Team is under pressure to meet the milestone of inviting tenders by mid November. A separate agenda item deals with the Stage D Architects report and cost plan, which is the basis on which the project will be tendered.
3.2 Pre Qualification Questionnaire Evaluation and Tender Short List
3.2.1 The PQQ's were subject to a two-stage evaluation. The first stage is a straight pass/fail on the basis of the information submitted and the financial standing of the contractors. The second stage involved scoring experience and technical ability.
3.2.2 On the basis of the highest scores the tender shortlist, in alphabetical order, will comprise:
Alfred McAlpine Capital Projects Cowlin Construction HBG Construction Mowlem plc
3.2.3 All contractors responding to the PQQ have been informed of the outcome of the evaluation process and the shortlisted contractors advised that the invitation to tender will be issued mid to end of November 2005.
3.3 Building Regulations
3.3.1 A new Part L relating to energy efficiency is due to be introduced from April 2006. This will require an increase in performance over the current building regulations of between 25 and 30%. Given that the current Part L (2002) was a large increase over the previous standards, this further improvement is a challenge to the design. The new Part L will also change the method of calculating compliance and requires full thermal modelling of the building on a specific computer programme to assess carbon emissions of the building over a full year’s seasonal changes. Unfortunately the software has not yet been released by the Government, so the current design cannot be checked.
3.3.2 In relation to BREEAM there is an energy section where credits are available for improvements over the current building regulations. It will be exceptionally difficult with the new Part L to secure the necessary credits in this section and this raises doubts about whether the BREEAM excellent rating can be achieved.
3.3.3 Given the building design with large glazed atrium and extensive glazing to the office areas and that the software to model the building is not available it cannot be guaranteed that the building will pass the new Part L.
3.3.4 Due to unfortunate timing the design and tender process are taking place in a transition period when there is a lack of clarity from the Government. Contractors are likely to price a considerable risk due to the uncertainty or qualify their tenders.
3.3.5 The Design Team has been reviewing the currently available information to try and ensure the building design is capable of compliance with the new Part L but given the lack of the formal document and the modelling software it has been suggested that consideration be given to obtaining approval under the current building regulations. Meeting the demands of the new Part L insofar as this can be assessed, whilst being vetted under the existing Part L, will potentially gain a number of BREEAM credits.
3.3.6 However the position is more complicated. To benefit from an approval under the current building regulations construction work will have to be started before April 2006 based on current information relating to the transitional arrangements. There has to be evidence of a substantial start on site, which is considered to be:
- excavation for strip or trench foundations, or pad footings - digging out and preparation for raft foundation - vibrofloatation (stone columns) piling, boring or pile driving
The following does not constitute evidence of a construction start:
- removal of vegetation - removal of top soil - removal or treatment of contaminated soil - excavation of trial holes - dynamic compaction - general site services
3.3.7 The programme does not envisage an award of the main contract until April 2006. To proceed with an advance contract for the foundations will cut across the normal design build responsibilities. The Council’s Consultant Structural Engineer has raised a number of important concerns about the practical difficulties of proceeding with an advance contract ahead of the main scheme. The required foundation solution for the site is complex and does not have a unique solution. The question of design responsibility would have to be addressed and assigning the design to the successful contractor may prove to be difficult. There would also be long term risks for the Council should future problems arise with the building by having a separate contract related to part of the structure. It is therefore advocated that such a course of action is not pursued. However there are also risks to the project by not proceeding in respect of the tender pricing, and the possibility of redesign to achieve compliance with Part L, which could delay construction.
3.3.8 Taking account of the risk factors the Design Team has concluded there is advantage in proceeding with a building regulations application in parallel with the planning application. In order to gain the benefit of an approval under the current building regulations it has been confirmed that starting the foundations of the Energy Centre would constitute a start on site. The Energy Centre is a freestanding single storey structure to the west of the main building and this will have no impact on the foundation design for the main building. This will incur a relatively small cost and even if this did prove abortive the risk is worth taking to the overall benefit of the project given the more substantial programme and cost risks at stake.
3.4 Construction Assessment
3.4.1 Given the design of the building is now well advanced the speed of construction will be assessed by a construction planner. The 18-month construction period is known to be very tight given the scale of the project. The advice will indicate whether measures need to be taken to reduce programme risk during the construction stage, which might require that consideration is given to buildability and/or other enabling works.
3.5 Planning Application
3.5.1 The planning application is due to be submitted week commencing 31st October 2005.
3.6 Flood Risk
3.6.1 The additional survey work has been completed and the modelling work has commenced. It is anticipated that dialogue will commence with the Environment Agency in the near future.
3.7 Geotechnical Report
3.7.1 Additional boreholes have been commissioned to investigate the potential shallow mine workings on the western periphery of the site, which might affect the proposed car park.
3.7.2 A test hole has been sunk to investigate the thermal capacity for the ground heat source.
3.8 Foul Drainage
3.8.1 Payment has been made to Welsh Water in respect of the hydraulic modelling of the foul drainage system. The results of this work are expected in around 8 weeks for the Tredomen site. This is a risk area due to unknown costs. Information will be passed to the contractors during the tender period to enable any off site infrastructure works to be incorporated within the pricing of the tenders.
3.9 Traffic Study
A presentation will be made at the Corporate Office Accommodation Committee on 4 November 2005 when the traffic model will be explained. Discussions are ongoing between CCBC, Gwent Healthcare Trust, and Welsh Assembly Government in respect of the proposed highway improvements and the required funding.
3.10 Travel Plan
3.10.1 A draft of the Travel Plan has been completed and is the subject of consideration.
3.11 Design Development
3.11.1 The design development has significantly advanced since the last meeting of the Committee. There have been some fundamental changes including the use of a steel frame (as opposed to concrete) with pitched aluminium standing seam roof. The site layout has been finalised and the elevation treatment has been detailed. (The latest plans will be available at the Committee meeting). The layout drawings have been coded and the room data sheets are being prepared. An internal space planning exercise is proposed which will involve further consultation with the Services. Three dimensional modelling has been commissioned to enable stakeholders to have a much better visual impression of the building.
3.12 Employers Requirements
The Employers Requirements are being assembled with the relevant performance specifications in readiness for tendering. It is anticipated that tenders will be invited week commencing 14 November 2005.
3.13 Agricultural Tenancy
Terms have been agreed for the surrender of the agricultural tenancy, which should be completed during week commencing 31 October 2005.
3.14 BREEAM
Following receipt of the final approved bespoke BREEAM assessment criteria an informal assessment will be carried out by the Design Team to check the rating of excellent is achievable by the contractor.
The assessment criteria will be included in the Employers Requirements together with a narrative on the process to date and the credits available as a result of compliance with the performance specification. The contractor will be able to carry out his own assessment early in the design process giving ample time to focus on the most cost effective route to achieving the excellent rating.
4. FINANCIAL IMPLICATIONS
4.1 The Stage D cost assessment for the Penallta House (new building) is dealt with in a separate report. The estimated cost of proceeding with an advanced foundation contract for the Energy Centre is £36,000. There should be a commensurate cost saving on the main contract. There will in addition be design and supervision fees for the advanced contract. The compensation payment for the surrender of the agricultural tenancy is £27,000.
5. PERSONNEL IMPLICATIONS
5.1 The space planning exercise will result in an internal layout with designated workstations for named postholders. The layouts will be discussed with the Heads of Service and once agreed the information can be made available to staff.
6. RECOMMENDATIONS
6.1 That general progress be noted, and matters raised in the report will be updated at the next meeting.
6.2 Having regard to the implications outlined in the report it is recommended to the Cabinet Sub Committee that an advanced contract for the foundations for the Energy Centre should proceed based on the cost estimate of £36,000 to be designed and supervised by the Council’s Consultant Structural Engineer.
7. REASON FOR RECOMMENDATIONS
7.1 To inform Members of matters affecting the project and the programme and take appropriate action. 8. STATUTORY POWER
8.1 Local Government Act 2000. This is a Cabinet Function.
Author: P.G. Davy, Head of Economic Development (on behalf of Project Team) [email protected]