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ITEM EX12

EXECUTIVE – 7 JANUARY 2003

EXTENSION OF WORKS CONTRACTS TO INCLUDE FURTHER WORK

 

DETAILED PROJECT APPRAISAL APPRAISAL NO. ED578/1

NAME OF SCHEME: Henry Box School, Witney – Demolition of HORSA Building and Provision of 6 Classroom Teaching Block and Internal Remodelling

START YEAR: 2002/03

BASIS OF ESTIMATE: Atkins cost estimate based on agreed sketch scheme

  1. DESCRIPTION OF PROJECT

In January 2002 the Executive approved an Outline Project Appraisal for a scheme to replace the 3-classroom HORSA block at Henry Box School. Since then further work has been included in the scheme to provide additional teaching and ancillary accommodation to cope with increased pupil numbers. The project will also address suitability problems within some of the existing accommodation.

The project will include:

    • 6 new general teaching classrooms (including 3 classrooms to replace the HORSA building)

    • Head of Year Office

    • Departmental Storage facilities

    • Staff WCs (including provision for people with disabilities)

    • Conversion of existing first floor laboratory to provide a new ICT facility and staff work area

    • Internal adaptations to provide a replacement Science laboratory on the ground floor.

The majority of the new accommodation will be provided in a 2-storey extension to the main school building, adjacent to the new science block which is currently under construction.

To enable this work to be carried out within the programmed timescale and minimise the level of disruption to the school, it is proposed that the contract should be let on the basis of a negotiated contract using the contractor currently on site constructing the new science block. These negotiations will be on the basis that the works are carried out at the current tendered rates for the new science block uplifted for inflation. Proceeding other than by a negotiated tender will mean that the project will not be completed for September 2003. This will cause severe accommodation problems for the school: the school will be unable to relocate pupils displaced by the delayed construction work to other accommodation for the duration of the project. This will result in temporary accommodation having to be brought on to site for the duration of the project, which will increase costs.

In contrast, proceeding with a negotiated tender will have the following advantages:

    • Any price risk and uncertainty will be removed by not tendering the project but applying the contractors existing tender rates (which were competitively tendered) with an open book agreement for any increases together with an overall cap of percentage inflation noted by BCIS. This will ensure that the scheme is more accurately cost planned to the budget.

    • The project can be accelerated i.e. an earlier completion will reduce price inflation. If the project is competitively tendered completion would be 3-4 months later. £700,000 at 5% inflation for 4 months could increase overall costs by £12,000.

    • The proposed extension to the existing building is directly adjacent to the new science block. The contractors knowledge and experience of working in this area of the school can be utilised. The existing contractors site facilities will remain in place thereby minimising disruption and cost.

    • The construction access for the project will be via the existing access for the new science block. This would mean that the external area around the new science block would be left as existing by the contractor and not made good. This would remove the current contractors defects liability for these areas and any subsequent damage to services around the new building.

    • There will be a continuation of the good working relationship that has been established between the school and the contractor during the successful construction of the new science block project.

  1. JUSTIFICATION AND ASSESSMENT OF NEED

    2. The justification for replacing the HORSA building remains unchanged. HORSA buildings were built as temporary accommodation after the Second World War with an intended life span of 15 years. Although some modernisation has taken place this does not compensate for the poor insulation, and generally unsuitable teaching environment. These classrooms were put forward as part of the LEA bid to the DfES for New Deal for Schools funding.

    The school has produced a curriculum analysis based on existing accommodation. A full site development plan has also been produced to assess the existing and future accommodation requirements, rather than look at individual teaching spaces in isolation. The development plan takes in to account current DfES guidance on faculty provision and curriculum delivery. The protected historic nature of some of the school buildings restricts the ability to easily adapt them to meet changing curriculum requirements.

    The Asset Management Plan Suitability Assessment in March 2000 identified problems with the movement of chemicals and materials to first floor science laboratories. The project will remodel some of the existing accommodation to allow a first floor laboratory to be relocated to the ground floor and closer to the science faculty. The existing laboratory will be remodelled to form and ICT room and staff work area.

    Combining the replacement of the HORSA building with the provision of additional teaching accommodation and internal remodelling at this stage will provide better value for money and reduce overall disruption on site

  2. OTHER OPTIONS

    3. The only other option available would be to continue to maintain the HORSA building with an increasing repairs and maintenance liability in continued unsuitable accommodation for teaching the modern curriculum.

    The provision of additional accommodation could be deferred or programmed separately. This would increase costs and disruption. The additional accommodation is regarded as critical for the school to be able to accommodate increasing projected pupil numbers in 2003/04.

  3. FINANCIAL IMPLICATIONS (see attached resource appraisal)

    1. Capital

It is proposed that funding from the government’s allocation for NDS Condition is used to replace the 3 HORSA classrooms. The budget allocated for this work is £364,000 including fees. The cost of additional accommodation and remodelling will be funded from the authorities ACG allocation. It is anticipated that this will cost £400,000, including fees. The total funding available for the project is therefore £764,000 inclusive of Atkins professional fees.

(ii) Revenue

The ongoing revenue costs will be borne by the school through the County Council’s Fair Funding mechanism. However it is anticipated that energy and repair and maintenance savings will be made by the removal of the HORSA building at the end of the project.

  1. STAFFING IMPLICATIONS

    2. There are none arising from this report.

  2. ENVIRONMENTAL IMPLICATIONS

Great care has been taken to ensure that the proposed new building will be in keeping with the historic nature of the school site. The new building would be constructed in accordance with the council’s environmental standards which will in turn minimise energy costs for the school. This scheme is particularly helpful as it will remove a large HORSA building which has poor insulation and high energy costs.

ROY SMITH
Acting Chief Education Officer

DAVID YOUNG
Director of Environmental Service

CHRIS GRAY
Director for Business Support & County Treasurer

Contact Officer: Kevin Griffin, Principal Project Officer, Education, Tel: (01865) 428164

Date: December 2002

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