Agenda, decisions and minutes

The Chairman will read the following announcement:

“This meeting is to be webcast.

I would like to remind everyone present that this meeting will be broadcast live to the Internet and will be capable of subsequent repeated viewing, with copies of the recording being made available for those that request it.

By being present at this meeting, it is likely that the recording cameras will capture your image and this will result in your image becoming part of the broadcast.

You should be aware that this may infringe your human and data protection rights. If you have any concerns then please speak to the Webcasting Officer.

Please could I also remind Members to activate their microphones before speaking.”

The Chairman reminded everyone present that the meeting would be broadcast live to the internet and that the Council had adopted a protocol for the webcasting of its meetings.

To report the appointment of any substitute members for the meeting.

The Cabinet Committee noted there were no substitute members.

To declare interests in any item on the agenda.

There were no declarations of interest pursuant to the Council’s Code of Member Conduct.

To confirm the minutes of the last meeting of the Cabinet Committee held on 18 June 2019.

Resolved:

That the minutes of the meeting held on 18 June 2019 be taken as read and signed by the Chairman as a correct record.

To consider the attached report (CHB-005-2019/20).

(1)             That, TSG Building Services PLC be awarded the contract to undertake the construction of 5 properties, Chequers Road and Bushfields, Loughton in the sum of £1,365,481 together with the proposed construction period of 48 weeks.

(2)             That, TSG Building Services PLC be awarded the contract to undertake the construction of 3 properties, Chester Road, Loughton in the sum of £747,395 together with the proposed construction period of 34 weeks.

(3)             That TSG Building service PLC therefore recommend acceptance of the tender submitted by TSG Building Services PLC be awarded the contract to undertake the construction of 6 properties, Queensway, Ongar & Millfield, Higher Ongar in the sum of £1,372,925.

Deborah Fenton, Service Manager, Housing Management and Home Ownership presented a report to the Cabinet Committee advising that the report sought approval for the recommendations for Phase 4 as stated in the report.

The Council’s house building programme was due to enter phase 4 of 6, to undertake the next phase of the council house building programme, it was necessary to undertake a tender exercise taking cost and quality into account to satisfy the Council’s Procurement Rules.

Package 1, Phase 4 – Chequers Road (Site A) and Bushfields, Loughton

As Part of the Epping Forest District Council’s Housebuilding Programme, Airey Miller Limited undertook a competitive tender process. The Tenders were received on the 27 September 2019 and opened on the 10 October 2019. Four companies were invited to tender with three accepting and one declining. All tenderers submitted a list of clarifications with the tender returns.

TSG Building Services PLC were the most competitive tenderer, based on cost and their clarifications were reviewed in detail. The clarifications have been deemed as low to medium risk.

Package 2, Phase 4 – Chester Road, Loughton

As Part of the Epping Forest District Council’s Housebuilding Programme, Airey Miller Limited undertook a competitive tender process. The Tenders were received on the 27 September 2019 and opened on the 10 October 2019. Four companies were invited to tender with three accepting and one declining. All tenderers submitted a list of clarifications with the tender returns.

TSG Building Services PLC were the most competitive tenderer, based on cost and their clarifications were reviewed in detail. The clarifications have been deemed as low to medium risk.

Package 3, Phase 4 – Queensway, Ongar and Millfield, High Ongar

As Part of the Epping Forest District Council’s Housebuilding Programme, Airey Miller Limited undertook a competitive tender process. The Tenders were received on the 4 October 2019 and opened on the 10 October 2019. Four companies were invited to tender with three accepting and one declining. All tenderers submitted a list of clarifications with the tender returns.

TSG Building Services PLC were the most competitive tenderer, based on cost and their clarifications were reviewed in detail. The clarifications have been deemed as low to medium risk.

Councillor A Patel asked if penalties had been put in place for late completion.

Mr J Cosgrave, Interim Housing Development Manager advised that there were liquidated damages which were limited to any anticipated housing income rental that would be lost if any of the units were delayed.

Councillor A Patel asked in terms of the build specification were the Council asking for an NHBC level specification, as noted in the report, the building control requirement was not tied in with the Council’s in-house building control.

The Interim Housing Development Manager stated that in terms of the build quality specification it was in accordance with the building regulations so whether it was the Local Authority or NHBC Standards they would be at the same level of building control standards.

Councillor A Patel stated that  ...  view the full minutes text for item 15.

To consider the attached report (CHB-006-2019/20).

That the contents of this Progress Report on Phases 4 to 6 of the Council House Building Programme be noted and presented to the Cabinet in line with the Terms of Reference of the Council Housebuilding Cabinet Committee.

Deborah Fenton, Service Manager, Housing Management and Home Ownership presented a report to the Cabinet Committee which gave an update of the progress that had been made across Phase 4 of the Council housebuilding programme that had either completed, were on-site or were currently being procured. Since the programme began a total of 91 new homes for affordable rent had been completed. There were 16 units still in progress from phases 1-3. There were a further 72 units still expected to be delivered under phase 4. An update on the Council’s approach to phases 5 and 6 are provided in the report (CHB-006) on the agenda.

She advised that lessons had been learned regarding Phases 1-3 and the Council had undertaken some methodology re-engineering. Following the Audit (Feb 19), a decision was made that it would be prudent to re-evaluate the Council’s approach to the programme. Several changes were made to improve the delivery of the programme. These changes have now been implemented and embedded. This will drive efficiencies and improve delivery times.

a.       Internal resources – A development manager had been employed to take the lead and hold responsibility for delivery.

b.       Procurement and Contracting - A new Employers Agent had been appointed together with a Principal Architect to procure the Contracted Works with the aim of reducing cost and delivery variation. 

c.        Programme packages – Sites were now costed individually; this will drive an improved delivery time.  The previous way of packaging sites (multiple sites in each phase) led to the whole Phase being delayed if an issue was found on one specific site.

d.       Internal processes – The Council have reviewed the financial reporting and have implemented an updated reporting system to support the budget process further.  This would enable site-specific reports as appose to phase reporting in addition to a rolling 13-month cash flow.

e.       Executive and management reporting – The Council’s Employers Agent has been instructed to supply an Executive Summary and Management Report.  This will provide an overview for the Strategic Leadership Team and Members. In addition, the Management Report focuses upon the site by site issues to assist the development team’s management of the programme.

Phase 4

Having implemented the changes to our methodology, the first group of sites had now been tendered.  This forms the first group of 5 sites, to deliver 14 properties, within the 4^th phase which will be capable of a start on site early in the New Year following completion of the contract, and subject to approval by the Cabinet Committee. There were a number of other packages which were currently being prepared.

Phases 5 & 6

Following a change in the methodology, the Council were commencing a review of other potential EFDC controlled sites. This exercise aimed to either build-out or sell to raise capital to purchase larger sites. Approximately 40 sites have already been identified following a review several years ago. Once these potential sites have been assessed progress will be reported to the Cabinet Committee.  ...  view the full minutes text for item 16.

Section 100B(4)(b) of the Local Government Act 1972, together with paragraphs 6 and 25 of the Council Procedure Rules contained in the Constitution require that the permission of the Chairman be obtained, after prior notice to the Chief Executive, before urgent business not specified in the agenda (including a supplementary agenda of which the statutory period of notice has been given) may be transacted.

In accordance with Operational Standing Order 6 (non-executive bodies), any item raised by a non-member shall require the support of a member of the Committee concerned and the Chairman of that Committee. Two weeks’ notice of non-urgent items is required.

The Cabinet Committee noted that there was no other urgent business for consideration.

Exclusion

To consider whether, under Section 100(A)(4) of the Local Government Act 1972, the public and press should be excluded from the meeting for the items of business set out below on grounds that they will involve the likely disclosure of exempt information as defined in the following paragraph(s) of Part 1 of Schedule 12A of the Act (as amended) or are confidential under Section 100(A)(2):

The Local Government (Access to Information) (Variation) Order 2006, which came into effect on 1 March 2006, requires the Council to consider whether maintaining the exemption listed above outweighs the potential public interest in disclosing the information. Any member who considers that this test should be applied to any currently exempted matter on this agenda should contact the proper officer at least 24 hours prior to the meeting.

Background Papers

Article 17 - Access to Information, Procedure Rules of the Constitution define background papers as being documents relating to the subject matter of the report which in the Proper Officer's opinion:

(a)        disclose any facts or matters on which the report or an important part of the report is based;  and

(b)        have been relied on to a material extent in preparing the report and does not include published works or those which disclose exempt or confidential information and in respect of executive reports, the advice of any political advisor.

The Council will make available for public inspection one copy of each of the documents on the list of background papers for four years after the date of the meeting. Inspection of background papers can be arranged by contacting either the Responsible Officer or the Democratic Services Officer for the particular item.

The Cabinet Committee noted that there were no items of business on the agenda that necessitated the exclusion of the public and press from the meeting.