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Feasiblity Business Case Outline Business Case Date: 7 January 2021 Appendix E PROJECT DOCUMENTATION OUTLINE BUSINESS CASE Estate Building Improvement Programme Release: Second Issue Date: 12.11.20 Author: Document Number: v.3 Page 1 Outline Business Case Date: 7 January 2021 Document History Document Location This document is only valid on the day it was printed. Revision History Revision Summary of Changes Changes marked date 10/11/20 First issue – v1 12/11/20 Second issue – v2 12/11/20 Third issue – v3 07/12/20 Fourth issue – v4 Approvals This document requires the following approval. Name Signature Title Date of Issue Version Strategic Property Services Manager Assistant Director for Technical Services Distribution This document has been distributed to Name Title Date of Issue Version Strategic Property 12/11/20 V4 Services Manager Special Projects Officer 12/11/20 V4 Head of Programme 07/12/20 V4 Management Office Strategic Capital Finance 07/12/20 V4 Manager Page 2 Outline Business Case Date: 7 January 2021 Table of Contents 1. Purpose of document ............................................................................................................................ 17 2. Project aims and objectives ..................................................................................................................... 4 3. Background ............................................................................................................................................ 17 3.1. Project Drivers and High Level Issues ............................................................................................. 18 3.2. High Level Metrics .......................................................................................................................... 18 4. Scope ..................................................................................................................................................... 19 4.1. Included in Scope ........................................................................................................................... 19 4.2. Out of scope ................................................................................................................................... 19 5. Stakeholders .......................................................................................................................................... 19 6. Constraints and dependencies ................................................................................................................ 6 6.1. Initiatives which depend on this project are: ................................................................................. 20 6.2. This project depends on: ................................................................................................................ 20 7. Budget provision ...................................................................................................................................... 6 8. Estimated costs and assumptions ........................................................................................................... 7 9. Benefits .................................................................................................................................................. 20 9.1. Cashable benefits ............................................................................................................................. 7 9.2. Non-cashable benefits ...................................................................................................................... 7 10. High level timeline ................................................................................................................................ 7 11. Risks .................................................................................................................................................... 21 11.1. The key risks of not doing the project are: ................................................................................. 22 11.2. The key project risks are:............................................................................................................ 22 12. Appendices ......................................................................................................................................... 45 13. Environmental Impact ............................................................................................................................. 6 Page 3 Outline Business Case Date: 7 January 2021 1. Purpose of Document The outline business case (Business Case) contains information that describes the justification for continuing the development of a detailed business case for the Estate Building Improvement Programme project. The Business Case is to be submitted to the Capital Strategy Project Board and if accepted, a full business case will be developed. 2. Project aims and objectives If the Business Case is approved then the programme can move into the implementation phase and deliver the following: Ensure that the Council’s estate is safe and fit for purpose Address identified risks Reduce revenue expenditure by investing in buildings and reducing reactive maintenance Extend the lifecycle of Council assets and protect/enhance value Secure better services, quality of life and value for money Support the growth of our economy Support reduction of carbon footprint To support the delivery of the County Plan The Business Case sets out supplemental improvement works to the three year 2019/2022 capital Estate Building Improvement Programme approved at council budget meeting of 15 February 2019. 3. Background Herefordshire Councils’ estate is split into two categories: Operational and Investment. Schools effectively form part of the operational estate but are subject to a separate capital programme and are therefore not included within this business case. The Council’s estate includes circa. 1080 assets of varying degrees of legal interest and use. Whilst optimisation of the estate is an ongoing processes based upon review and pro-active engagement with services, investment in key property assets is required for the four key reasons set out in the Project Aims and Objectives described above. A programme of updating condition surveys on 37 key council establishments was carried out during 2019. The purpose of which was to address identified risks at an early stage to reduce reactive maintenance and therefore revenue expenditure, ensure that the Council’s estate is maintained safe and fit for purpose and generally protect and enhance the value of our Corporate assets within a four year cycle. Subsequently a capital bid was made to support the implementation of those improvement works identified in the surveys but the capital bid was not successful. This business case is being submitted to cover in part those same schemes that failed to obtain funding, resulting in a backlog of improvement Page 4 Outline Business Case Date: 7 January 2021 works, and additional works identified from the same condition surveys for subsequent years of the four- year cycle of recommended improvement works. Further projects have materialised since the three-year capital Estate Building Improvement Programme initiated and these have been included for capital funding on a project by project basis. However not all improvement works have been included in this business case at this time due to prioritisation. Nevertheless, those that have not been included are not less important as only those that it is felt can be delivered in the current time frame given the resources available, have been included, and the others will be subject to future capital bids. Completing work identified through the condition surveys will enable the strategic objective of reducing the reactive maintenance through planned and targeted investment. The estates building improvement programme, including the rationale and/or benefits for each proposed project, is provided at section 8 Estimated costs and assumptions. 3.1. Project Drivers and High Level Issues These building improvement works are supplemental projects to the three year 2019/22 programme which have been prioritised through the assessment of criteria primarily focussed on (1) identified risk, (2) health, safety or welfare of the building users (3) delivery of the aims within the council’s corporate plan, (4) service continuity, through the delivery of property specific projects and (5) the Estate strategy. Cost appraisal is high level estimated i.e. detailed evaluation has not been undertaken in respect of each project. The estate building improvement programme will, with regard to the Council’s objectives, aim to: To secure better services, quality of life and value for money Support improvement in the quality of the natural and built environment Improve the council’s energy efficiency and reduce its carbon footprint Provide cost savings by reducing reactive repair works Through minimising property costs and reducing the risk of service failure 3.2. High Level Metrics Revenue cost savings per annum Rent income Reduced maintenance cost per annum 4. Scope 4.1. Included in Scope All properties identified within the proposed estate building improvement programme as shown in Appendices A and B. 4.2. Out of Scope All other properties not identified within Appendices A and B. Page 5 Outline Business Case Date: 7 January 2021 5. Stakeholders The key stakeholders in the project are listed below and will be engaged and their views sought as part of the
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