LEISURE & COMMUNITY POLICY PANEL –6 MARCH 2007

EXECUTIVE COMMITTEE – 27 MARCH 2007

PART I –NOT DELEGATED

6.WILLIAM PENN LEISURE CENTRE REFURBISHMENT - MAIN CONTRACTOR PRESENTATION & PROGRESS REPORT

(DLE)

1.Summary

1.1To note progress on the refurbishment of William Penn Leisure Centre, and to receive a presentation from the main contractor, Gee Construction Ltd.

2.Details

Main Contractor

2.1The Executive Committee meeting on 8 January 2007 delegated authority to the Director of Leisure & Environment, in consultation with the Portfolio Holder for Leisure & Community and the Leader of the Council, to appoint Gee Construction as the main contractor for the refurbishment of William Penn Leisure Centre (EX131/06 refers).

2.2Gee Construction were appointed following an interview on 11 January 2007. They started on site on Monday 19 February, and are working to a 53 week programme.

2.3 At the request of Members, Gee Construction have been invited to make a presentation to the Panel meeting, to introduce their company and describe their approach to the contract.

Progress Report

2.4The enabling works contractor, Rok Ltd, are due to complete their works on the dry side of the building on programme and within budget, on Friday 23 February. Customer reception, utility supply and infrastructure such as data, alarms and telecoms have been transferred to new facilities on the dry side, so ensuring that the dry side can continue to operate with the minimum of disruption, while Gee have uninterrupted access to the wet side for the main contract.

2.5As part of their tender report recommending the appointment of Gee Construction, the design team have strongly advised the Council to employ a Clerk of Works for the whole duration of the main contract, in order to ensure effective site management, and so minimise the risk of cost or programme overruns. The design team further advise that such a service would be particularly effective during the early stages of the contract.

2.6An individual has been identified that has specialist experience of successfully acting as Clerk of Works for a leisure centre refurbishment, and is available during the required period. This individual is directly employed by one agency. It is therefore recommended that Panel should request that the Executive Committee gives permission to seek only one tender for the engagement of a Clerk of Works, in accordance with Contract Procedure Rule number 5 (b), and that a temporary appointment is made in the interim. There is adequate provision for such an appointment within the project budget.

2.7Following the awarding of the main construction contract, detailed planning can now begin on fitting out and equipment. Discussions have begun with Hertsmere Leisure over equipment requirements for the new fitness suite and other areas, within available resources.

3.Options/Reasons for Recommendation

3.1To note progress on the refurbishment of William Penn Leisure Centre.

4.Policy/Budget Implications

4.1The recommendations in this report are within the Council’s agreed policy, specifically the ‘Healthy Communities’ theme and ‘Providing a mix of leisure facilities for all ages’.

5.Financial Implications

5.1The project remains within its agreed budget, and no changes will be required as a result of this report.

5.2Re-phasing of the capital budget to take account of the detailed construction programme was approved by the Council meeting on 20 February 2007.

6.Equal Opportunities Implications

6.1Relevance Test

Has a relevance test been completed for Equality Impact? / No

A relevance test is not appropriate for this recommendation.

6.2Impact Assessment

The operation of the finished building will be covered by an Equalities Impact Assessment of the Leisure Facilities Management Contract to be conducted during 2007.

7.Risk Management Implications

7.1The Council has agreed its risk management strategy which can be found on the website at The risk management implications of this report are detailed below.

7.2The subject of this report is covered by the Leisure service plan. Any risks resulting from this report will be included in the risk register and, if necessary, managed within this plan.

7.3The following table gives the risks already identified for this project, together with a scored assessment of their impact and likelihood.

Description of Risk / Impact / Likelihood
1 / Project over-runs budget / IV / B
2 / Project is delivered late / IV / C
3 / Loss of key project personnel / III / D
4 / Project does not deliver the required outputs / III / D
5 / Contractor fails / III / E

7.4In the opinion of officers, the likelihood of the risks (1) and (2) listed above would be increased if recommendations 9.2& 9.3 were rejected, although not by enough to warrant their reclassification.

7.5All the risks detailed above are already managed within the Project Initiation Document for this project, and the Leisure service plan. These risks will be reviewed following the commencement of the main contract.

7.6The existing risks are plotted on the matrix below depending on the scored assessments of impact and likelihood, detailed definitions of which are included in the risk management strategy. The Council has determined its aversion to risk and is prepared to tolerate risks where the combination of impact and likelihood are plotted in the shaded area of the matrix. The remaining risks require a treatment plan.

Likelihood / A / Impact / Likelihood
B / 1 / V = Catastrophic / A = >98%
C / 2 / IV = Critical / B = 75% - 98%
D / 3,4 / III = Significant / C = 50% - 75%
E / 5 / II = Marginal / D = 25% - 50%
F / I = Negligible / E = 2% - 25%
I / II / III / IV / V / F = <2%
Impact

7.7In the officers’ opinion none of the risks above, were they to come about, would seriously prejudice the achievement of the Strategic Plan, and are therefore operational risks. The effectiveness of treatment plans are reviewed by the Audit Committee annually.

8.Legal, Equal Opportunities, Staffing, Environmental, Community Safety, Customer Services Centre and Website Implications

8.1None specific to this report.

9.Recommendation

9.1That the progress report is noted.

9.2That the Executive Committee is requested to give permission to seek only one tender for the engagement of a Clerk of Works, in accordance with Contract Procedure Rule number 5 (b), as described in paragraph 2.5 & 2.6 above.

9.3That a temporary appointment of a Clerk of Works is made, as described in 2.6 above.

Background Papers

WPLC Refurbishment files

Report prepared by:Patrick Martin

Leisure Performance & Contracts Manager

APPENDICES / ATTACHMENTS

None

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