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Btcart Procurement ODDR(V3) Gateway Three Officer Delegated Decision Report - Procurement For All Procurement Awards, Waivers, Contract Extensions & Variations Brixton Town Centre Public Art Work Administration and Contract Requisition Number Management Wards Ferndale, Coldharbour, Tulse Hill, Brixton Hill Report authorised by: Dorian Leatham, Interim Executive Director, Housing, Regeneration and Environment Report Prepared and Submitted by: Shola Davies, Project Manager – Physical Regeneration Room 213, Lambeth Town Hall Lead officer’s name title, Brixton Hill address and phone number: London SW2 1RW 0207926-2586 Is this report for a request to recommend approval for a waiver to procurement rules? Yes No PB Date: Thursday 29 th July 2010 SPB Date: N/A Department: Housing, Regeneration & Environment Gateway 1 date (if relevant) N/A Gateway 2 date N/A Business unit code 908.9998.C2270.C1101.C480810015.00000 Business unit: Physical Regeneration Name, phone and mobile Shola Davies 0207 926-2586 Mobile:07947-406-502 numbers of presenter: Executive Summary A waiver of contract standing orders is required for a contract variation and extension to complete the installation of permanent art pieces devised with local businesses and local artists. This project has evolved through wide-ranging engagement with local traders, artists and stakeholders; producing projects that they feel would enhance the commercial area and visitor experience for Brixton Town Centre. The permanent art projects have been through the Officer Delegated Decision Report - Procurement Corporate Procurement Team V7 – 23 May 2010 1 conception and consultation phases. Owing to the variety of partners, stakeholders and local business engaged in the project, more proposals and more preparatory work has significantly increased the scope of works. These art pieces are for external installation and they will become Lambeth assets. During 2009-2010 three of the more complex installations were subject to unforeseen delays in the determination of the respective planning applications. This had an impact on timelines for the fabrication and installation, and the budget. These need to be completed through this contract extension and variation. This variation and extension is required to proceed with manufacture, fabrication and installation of the art works. Summary of Financial Implications The cost of the project, £118,450 will be met from Physical Regeneration capital budget. This is made up of works costs of £112,219 for fabrication and installation and £6,231 management & administration. Reason for Exemption from Disclosure There is no part 2 to this report Recommendations 1. To grant a waiver to clause 8.1 of Contract Standing Orders which requires competition and in accordance with the provisions of 3.1.13 of the Procurement Guide. 2. That the contract awarded to Camilla Goddard for Brixton Town Centre Public Art Work Administration and Management be varied and extended for the term of 3 months at an additional cost of £118,450 (resulting in a total aggregate cost of £254,290). Approvals I have seen this report and approve it for onward submission to PB and or SPB: Signature ____________________________________ Date ________________ Alison Young, Head of Physical Regeneration I approve the above recommendations: Signature __ Signed off on August 13th, 2010 – signature is not included on this document for fraud prevention ___ Date ________________ Christina Thompson, Chair of the Procurement Board Delegated Authority I / We approve the above recommendations: Signature _____________________________________ Date ________________ Dorian Leatham, Interim Executive Director HRE Officer Delegated Decision Report - Procurement Corporate Procurement Team V7 – 23 May 2010 2 Scheme of Delegation Note: For total contract values within the thresholds listed below, the relevant signatories must sign this report. (For variations consider the total contract value including the variation amount.) Over £10 million Executive Director of Finance and Resources More than £1 million up to and including £10 million Executive Director and Divisional Director of Resources More than £100,000 up to and including £1 million Divisional Director and Divisional Director of Resources More than £50,000 up to and including £100,000 Head of Service or Assistant Director Up to and including £50,000 Business Unit Manager or other Manager Waiver Approval: Value of Waiver Authorising Officers More than £500,000 and greater • Departmental Executive Director • Strategic Procurement Board Approval • Procurement Board Approval • Business Unit Manager More than £25,000 up to and including £500,000 • Departmental Executive Director • Procurement Board Approval • Business Unit Manager Up to and including £25,000 • Divisional Director of Resources • Business Unit Manager Declarations of Interest (or exemptions granted): Yes None Interest or Exemption Declaring Officer’s Name * Add or subtract rows as needed. Consultation Date Report Department or Name of person consulted Date sent response section Organisation received reference Internal Marianne Downie Physical Regeneration 22/07/10 22/07/10 Throughout Steve Fowers Divisional Support 22/07/10 22/07/10 Throughout Martin Pulle Finance & Resources 22/07/10 26/07/10 3.0 Andrew Pavlou Legal Team 22/07/10 26/07/10 4.0 Report History Is this a Key Decision (£500k+), a Non-Key Key Decision Non-Key Decision Decision or For Information? For Information If a Key Decision (£500k+), enter the date it was (Enter date here) first entered into the Forward Plan: If the answer to the above is ‘No’, state the reason at right: Officer Delegated Decision Report - Procurement Corporate Procurement Team V7 – 23 May 2010 3 Background Documents Brixton Masterplan Tender & contract documents for – Brixton Town Centre Public Art Works Administration & Management (ODD part 1 & part 2 for – Brixton Town Centre Public Art Works Administration & Management) Brixton Visioning Framework Appendices Appendix 1 - Brixton Town Centre Public Art Programme Appendix 2 – Oracle Transition Report July 2010 Officer Delegated Decision Report - Procurement Corporate Procurement Team V7 – 23 May 2010 4 1.0 Context 1.1 The business case (and approval to commence procurement report) was presented to DCB in March 2008. A mid value procurement exercise was carried out during July – September 2008. Gateway 3 papers were presented to Procurement Board on 11 th September 2008 for this project. A contract variation and extension are required to complete the fabrication and installation of the permanent art pieces devised with local businesses and local artists. 1.2 Future Brixton is a strategic regeneration initiative led by the Physical Regeneration team. A key aim of the Future Brixton programme is to attract inward investment for the physical regeneration of Brixton Town Centre, driving the sustainable development of Brixton’s economy, and addressing wider issues around the physical environment, community safety and crime. 1.3 Lambeth Council has been investing in a Public Arts Scheme in Brixton Town Centre to develop representative and innovative public art schemes to improve problem areas within the town centre. Extensive engagement and partnership work with local businesses and local artist has already led to the implementation of several projects at an installed value of £1,000 - £10,000 each. With the implementation of more complex projects pending. 2.0 Proposals & Reasons 2.1 Approval is sought for a waiver of contract standing orders to agree a contract variation and extension to complete the fabrication, installation and management of permanent art pieces devised with local businesses and local artists. Installation was always scheduled to roll into 2010 with funding available within the Physical Regeneration capital budget. 2.2 Additional funds and in-kind contributions have been achieved from premises owners to offset the costs of some site specific proposals. A contract variation is required to deliver the remaining project tasks and ensure our commitments to the artists, premises owners and manufacturers. 2.3 In partnership with Lambeth’s Consultation Officer there has been wide-ranging engagement with local retailers, artists and stakeholders. The project has grown as the result of cooperative working and produced more proposals that they feel would enhance the commercial area and visitor experience in Brixton Town Centre. Several art pieces are mid way through completion and additional resources are required to complete the works. 2.4 Additionally where significant delays were incurred gaining planning permission on the larger and complicated art pieces, the community support, momentum and expectation for project delivery was and remains very high. Consequently additional proposals were designed, fabricated and installed in partnership with Coldharbour Lane retailers, Brixton Town Centre Director and the project team. 2.5 These art pieces are for external installation and they will become Lambeth assets. Agreements have been made between property owners, local artists and Lambeth to deliver and host these projects, with full ownership of the pieces to be retained by London Borough of Lambeth 2.6 Management of public art and commissioning is highly specialised, consultancy services for this procurement were awarded to Camilla Goddard, who has performed well and dealt with political sensitivities in the community, she has gained the trust and support of local business to promote proactive engagement and cooperative working
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