(Officer Key Decision – 13 April 2015)
SOMERSET COUNTY COUNCIL
NOTIFICATION OF A PROPOSED KEY DECISION TO BE TAKEN BY THE
STRATEGIC MANAGER, PROPERTY CLIENT TEAM, BUSINESS DEVELOPMENT
Report title: Countess Gytha Primary School, Queen Camel - Acceptance of Tender
for New Replacement Primary School
Officer(s): Mike Lewis, Strategic Manager, Property Client Team, Business
Development
Author Contact Details: Carol Bond, Senior Client Lead Officer, Property Client Team,
Business Development. cbond@somerset.gov.uk 01823 355962
Date of Publication of proposed Key Decision: 31 March 2015
Date proposed Key Decision to be made: 13 April 2015
Date Decision comes into force: 17 April 2015
1.
Officer Decision
That the Strategic Manager, Property Client Team, Business Development:
1. Approves the tender received from BAM Construction Ltd for the
proposed replacement of Countess Gytha Primary School, Queen
Camel.
2. Agrees the case for Appendix B to be treated as exempt information
and to be treated in confidence, as the case for the public interest in
maintaining the exemption outweighs the public interest in
disclosing that information.
3. Notes that Somerset County Council Legal Services will execute
associated and relevant contract documentation in regard to the
appointment of BAM Construction Ltd.
2.
Reason for Decision(s)
As set out in the attached report.
3.
Reason(s) for Urgency (where applicable)
Not applicable.
4.
Details of any alternative options considered and rejected
As set out in the attached report.
5.
Any relevant Personal Interest that the decision maker may have under the
Gifts, Hospitality and Interests Protocols for Officers
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(Officer Key Decision – 13 April 2015)
6.
None declared.
Details of any conflict(s) of interest declared by a Cabinet Member
consulted about the proposals and any dispensation from Chief Executive
None declared.
7.
Other background information considered by the decision maker before
making this decision
As set out in the attached report.
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(Officer Key Decision – 13 April 2015)
Officer Report
- 5 January 2015
Countess Gytha Primary School, Queen Camel - Acceptance of Tender for
New Replacement Primary School
Cabinet Member(s): Frances Nicholson - Children and Families
Division and Local Member(s): Mike Lewis - Castle Cary
Lead Officer: Carol Bond, Senior Client Lead Officer, Property Client Team, Business
Development
Author: Carol Bond, Senior Client Lead Officer, Property Client Team, Business
Development
Contact Details: 01823 355962
Report Sign off
Seen by:
County Solicitor
Monitoring Officer
Corporate Finance
Human Resources
Property/
Procurement
Senior Manager
Cabinet Member
Name
Honor Clarke
Julian Gale
Sharon Campbell
Sari Brice
Marie Stretch
Natanya Nathan
Richard Williams
Frances Nicholson
Date
30.03.15
16.01.15
16.01.15
09.01.15
26.03.15
20.03.15
16.01.15
Forward Plan
Reference:
FP/14/12/09
Summary:
Following the decision taken by John Osman, Cabinet Member,
Children and Young People on 4 April 2011 to replace Countess
Gytha Primary School, Queen Camel, this report seeks the
approval of the tender submitted by BAM Construction for the
replacement school project and the authorisation of contract
documents in that regard.
That the Strategic Manager, Property Client Team:
1.
2.
Recommendations:
3.
Reasons for
Recommendations:
Approves the tender submission received from Futures
for Somerset for the proposed replacement of Countess
Gytha Primary School, Queen Camel. The detail of the
tender submission is attached as Appendix B.
Agrees the case for Appendix B to be treated as exempt
information and to be treated in confidence, as the case
for the public interest in maintaining the exemption
outweighs the public interest in disclosing that
information.
Notes that Somerset County Council Legal Services will
execute associated and relevant contract
documentation.
To allow the County Council to proceed with the replacement of
Countess Gytha Primary School, Queen Camel.
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(Officer Key Decision – 13 April 2015)
The proposal meets the County Plan priorities as follows:
Links to Priorities
and Impact on
Service Plans:
Somerset is a safer and healthier place where:
Our children feel protected and safe
Somerset is a place where everyone has an equal
opportunity to learn, work and enjoy where they live:
Improve our schools and drive up results for our children at all
ages.
The proposal meets the County Plan targets as follows:
Better schools producing better results for our children
Consult with and listen to our residents, businesses,
communities and visitors.
The Headteacher of Countess Gytha Primary School, Queen
Camel, the school’s Governing Body, the Authority’s Property
Client Team and Client Lead Officer, Futures for Somerset and
their building and architectural sub contractors have been
closely involved in the concept, feasibility and detailed design of
the proposed replacement primary school.
Consultations
undertaken:
A public information session took place on Thursday 9 October
2014 from 3pm to 7pm at Countess Gytha Primary School,
Queen Camel. The session was attended by project team
representatives from Somerset County Council, Futures for
Somerset, BAM Construction, NVB Architects, Alliance Planning
and Countess Gytha Primary School. The session was
developed as an opportunity for members of the community to
review the proposed scheme, ask questions and leave
feedback. A number of display boards were provided presenting
information on the draft internal and external layout of the
replacement school/school site, external elevations and
indicative visualisations. Over 150 people attended the
information session and a large number of feedback
questionnaires were completed. This feedback has been used
to inform the planning statement and design solution (where
possible). The feedback will continue to be used in ongoing
dialogue with planning consultants in order to help try and
secure the best possible solution for Queen Camel and the local
area within statutory, regulatory, policy and funding constraints.
The local County Councillor has been closely involved in the
process to acquire the land for the new school and will be kept
informed of progress throughout the project.
The Queen Camel Parish Council, neighbouring parish councils
and the local medical centre have also been consulted and kept
informed of developments/progress.
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(Officer Key Decision – 13 April 2015)
SCC is procuring the various elements of the Queen Camel
replacement school project from Futures for Somerset (the Local
Education Partnership) through the provisions of the Somerset
BSF Strategic Partnering Agreement dated 23 September 2010
between Somerset County Council and Somerset LEP Limited.
This agreement sets out that the Authority may from time to time
(at its absolute discretion) request that the LEP (with or without a
competition with others) carry out any major capital project with
becomes an Approved Project. Therefore multiple tenders have
not been invited for this project as the competitive tendering
process was completed during the OJEU competitive dialogue
process undertaken by the Authority in 2008-2010.
Capital:
The final contractor’s proposals were received on 16 January
2015. The Authority, via Futures for Somerset, has worked
closely with the contractor (BAM Construction Ltd) through the
feasibility, bidding, tender and value engineering stages of the
project to ensure that the final tender figure is affordable and
offers value for money.
Financial
Implications:
At feasibility stage however it became clear that the original
2011 allocation of £2.75 million was insufficient. This is largely
as a result of the added complexities of developing a Greenfield
site solution - the project has encountered a number of
unexpected infrastructure and site abnormal costs. A request
for additional funding as a result of a) abnormals associated with
the site location; b) inflation since budget agreed in February
2011 and c) late inclusion of a production kitchen was made to
and approved by the Asset Strategy Group on 15 September
2014.
The tender report confirms that the overall total cost of the
project to replace Countess Gytha Primary School can be
afforded from within the £4 million budget and that the scheme
offers Somerset County Council good value for money overall.
If the approval to accept the submitted tender is delayed, the
value for money of the project will reduce as a result of
construction industry inflation. There is also the risk that the
school could experience another flooding incident, in the
meantime, which would have implications both financially and
educationally.
Revenue:
Any impact on revenue costs will be met by the individual school
budget.
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(Officer Key Decision – 13 April 2015)
Legal Implications:
The Authority’s Legal Services have successfully agreed terms
and on behalf of the Authority have entered into Option and
Transfer Agreements and have completed the sale for the
purchase of the land for the proposed replacement school.
Legal Services will also be involved in the signing, sealing and
novation of the contract documents between the Authority and
BAM Construction Ltd.
HR Implications:
Improvement of the working environment for children and staff.
Risk Implications:
The Authority, via Futures for Somerset has worked hard to
mitigate any risks associated with this project by undertaking full
and thorough investigations of the site and by engaging early in
the design process with the school, the local member, the
community, contractor, service providers, statutory bodies etc.
Other Implications
(including due
regard
implications:
Scrutiny
comments/
recommendation (if
any):
Please see the attached Impact Assessment.
Not applicable.
1.
Background
1.1.
On 4 April 2011, John Osman, Cabinet Member, Children and Young People,
approved the Capital Investment Programme for 2011/12. In doing so he:
“Authorised the appropriate officers to undertake all necessary actions to deliver
named projects….., including the seeking of tenders and subsequent letting of
contracts within overall budgets.
Included in the above approval to seek tenders was
“Replacement for (Queen Camel) Countess Gytha Primary School”.
1.2.
Queen Camel Primary School caters for pupils between the ages of 4 to 11. The
existing school buildings are located towards the north end of the Queen Camel
village on a largely level site within a low lying basin which has been subject to
significant flooding in recent years; this has resulted in closure of the school as a
result of damage and refurbishment requirements. A flood impact report
completed in 2009 highlights that the existing school site has been affected by
four separate floods in the past 12 years with the last event in 2008 resulting in
the entire site and surrounding roads being submerged and inaccessible. The
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(Officer Key Decision – 13 April 2015)
Environment Agency flood risk map data confirms that the current school site is
split between flood zone 2 and 3, with zone 3 providing a severe risk of flood.
1.3.
As a result of the flood risk identified, it is proposed that a replacement school be
developed on a green field site to the south of Queen Camel village on the
corner of the A359 and West Camel Road. The proposed site is currently in
agricultural use and sits just beyond the development boundary of the village.
SCC have entered into an option agreement with the Landowner to secure the
site for a new 6 class primary school with pre-school facilities and all associated
external sports, play space and infrastructure.
1.4.
Conditional planning permission for the proposed replacement school was
granted by the Regulation Committee at its meeting on 8 January 2015. The
Option Notice, to complete the Option to purchase the land, was served on the
Landowner on 23 January 2015 and the purchase and transfer of the land to the
Authority completed on 18 February 2015. Some preparatory works (hedge
removal and installation of stock proof fencing to the proposed school boundary)
have already commenced on the site. It is anticipated that the main construction
works will start mid May 2015. Practical completion is scheduled to take place
April 2016.
2.
Options considered and reasons for rejecting them
2.1.
SCC is procuring the various elements of the Queen Camel replacement school
project from Futures for Somerset (the Local Education Partnership) through the
provisions of the Somerset BSF Strategic Partnering Agreement dated
23 September 2010 between Somerset County Council and Somerset LEP
Limited. This agreement sets out that the Authority may from time to time (at its
absolute discretion) request that the LEP (with or without a competition with
others) carry out any major capital project with becomes an Approved Project.
Therefore multiple tenders have not been invited for this project as the
competitive tendering process was completed during the OJEU competitive
dialogue process undertaken by the Authority in 2008-2010.
2.2.
Completion of an option appraisal on this project has identified four main options
that could be pursued. A high level commentary of these options is provided in
the attached Feasibility Study - Summary Report.
3.
Background papers
3.1.
4 April 2011 - Children and Young People Capital Investment Programme
2011/12 - Key Decision by the Cabinet Member for Children and Young People.
3.2.
Countess Gytha Primary School, Queen Camel - Feasibility Study - Summary
Report.
3.3.
Appendix A -Impact Assessment.
3.4.
Appendix B - Confidential Tender Report.
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(Officer Key Decision – 13 April 2015)
Appendix A
Impact Assessment Form and Action Table 2014 - 2016
(Expand the boxes as appropriate, please see guidance
(www.somerset.gov.uk/impactassessment) to assist with completion)
"I shall try to explain what "due regard" means and how the courts interpret it. The
courts have made it clear that having due regard is more than having a cursory
glance at a document before arriving at a preconceived conclusion. Due regard
requires public authorities, in formulating a policy, to give equality considerations the
weight which is proportionate in the circumstances, given the potential impact of
the policy on equality. It is not a question of box-ticking; it requires the equality impact
to be considered rigorously and with an open mind."
Baroness Thornton, March 2010
Why are you completing the Impact Assessment?
Proposed New
Policy or Service
Change to Policy or
Service
MTFP or Paper
X
What are you completing the Impact
Assessment on (which policy, service,
MTFP reference, cluster etc)?
Service Review or
SCC Change
Programme
Children and Young People Capital
Investment Programme 2011/12. Member
decision 4 April 2011
Section 1 - Description of what is being impact assessed
The proposed replacement of Countess Gytha Primary School, Queen Camel
Section 2A - People or communities that are targeted or could be affected (for
Equalities - taking particular note of the Protected Characteristic listed in action table)
Pupils and staff of Countess Gytha Primary School, parents, residents of Queen
Camel and the wider community.
Section 2B - People who are delivering the policy or service
Corporate Property and Futures for Somerset on behalf of the County Council.
Section 3 - Evidence and data used for the assessment (Attach documents where
appropriate)
Previous flooding incidents at the school; school population forecasts; net capacity
calculations.
Section 4 - Conclusions drawn about the impact of the proposed change or new
service/policy (Please use prompt sheet in the guidance for help with what to
consider):
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(Officer Key Decision – 13 April 2015)
Community Safety
The proposed new school site is located on a narrow lane that is becoming, with the
existing medical centre and housing developments, more intensively used (although it
is still significantly quieter than the A359). As a result the plans for the new school
includes the provision of a new pedestrian crossing facility on West Camel Road and a
car park within the school site designed to allow staff and visitor parking as well as
safe on site drop off and pick up for parents, school minibus/coach and deliveries. The
proposed car park is larger than that prescribed under the Somerset County Council
Parking Strategy following community concerns about highway safety in the event that
school traffic were to overspill onto adjacent roads due to a lack of onsite provision.
The proposed new crossing and car park will benefit the wider community, as well as
the school community, by enabling safe, controlled access across West Camel Road,
restricting the need for on road parking/drop off and generally alleviating pressure on
the existing infrastructure.
The proposed new school site is designed to be a safe and secure place for the pupils
and staff. The main part of the school will be secured with a 1.8m high fence. The car
park will be secured out of school hours with a 1.4m high fence to prevent unauthorised use; during the school day, unauthorised access will be prevented by an
automatic barrier.
The Police Crime Prevention Design Adviser comments that they are pleased that the
school perimeter is to be protected by a 1.8m welded mesh fence. They feel that the
height and design is appropriate for a village setting and offers excellent surveillance
opportunities as well as restricting unauthorised/anti-social activity on the site. The
adviser fully supports the need for access control to extend to the car park in order to
restrict access out of school hours and during the holidays.
Access to the main school building and pre-school will be controlled via secure internal
lobbies in order to safeguard staff and pupils from intruders. The new school building
will also be fitted with intruder, fire protection and detection systems.
The Flood Risk Assessment (FRA) for this project has concluded that the proposed
new school site is located entirely within Flood Risk Zone 1. Flood Risk Zone 1 is the
least risk flood zone and as such the site can be considered to be at no risk of
flooding. This is a huge improvement on the existing school site which has flooded on
6 occasions since 2000. The FRA has also demonstrated that provided the run-off
generated by the proposed new school is managed effectively, it will not increase flood
risk to the wider community.
In terms of Community Protection (Noise), the Acoustics Specialist is of the view that
the proposed new school is unlikely to present a risk of noise disturbance to existing
residential development and that there would be no justification to support a noise
objection to this proposal.
Equality
The proposed new school site has been designed to be fully accessible. Externally
the plans include the provision of disabled parking bays, close to the main entrance to
the school building. Internally the proposed plans include level access to all areas, a
dual height reception counter, a toilet for disabled staff and visitors, an accessible toilet
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(Officer Key Decision – 13 April 2015)
and therapy room for pupils with a disability, a hearing loop in the main entrance and
school hall and colour contrasting light switches, sockets and door frames.
Countess Gytha Primary School already has in place policies covering accessibility,
collective worship, equal opportunities and sex and relationship education. The details
of these policies are available on the school’s website.
Compass Disability were asked to comment on the proposed new school plans, as
part of the planning process, but no response was received.
Health and Safety
There may be health and safety risks during the implementation of the proposed
replacement school. These will be managed through the Construction Health and
Safety Plan required for all such projects as a partnership between SCC as Client and
the appointed contractor. When building or repair works are taking place, the
contractor will take reasonable steps to minimise the likelihood of theft or arson. This
will be detailed within the contractor’s project implementation plan. Following
completion, other implications include the need to review premises-related
assessments and maintenance schedules; however none should be significant enough
to affect the decision and will in any event be managed by Countess Gytha School.
Improvements to an existing public footpath and the provision of a controlled crossing
facility will provide a safe means for pedestrians to access the replacement school
site.
The proposed on site drop off facility will ensure that children brought to school by car
can be dropped off in a controlled and safe environment. The larger than usual car
park will reduce the need for on road parking.
Health and Wellbeing
The existing school site is located towards the north end of Queen Camel village on
the busy A359. The current building stock is largely late Victorian with further
additions in the 1920s and 1960s. The school currently has no on site playing field;
the nearest green space is the village recreation field which is approximately a
10 minute walk from the school. The existing school site has been subject to
significant flooding in recent years which has previously resulted in prolonged closure
of the school as a result of damage and refurbishment requirements.
This proposal will relocate the current school to a new site, adjacent to open fields, on
the south of the village off the quieter West Camel Road. This site is a large site,
outside of the flood zone, which, in addition to the proposed new six class school and
preschool, will accommodate an on-site playing field/football pitch, additional green
recreation/habitat areas and hard play space. In addition the proposal will include the
provision of on-site bike storage, to encourage cycling and improvements to an
existing public footpath to encourage walking.
The new school building and site will be available for community use by arrangement
with the school.
There has been some local concern about the relocation of the school particularly from
residents of a nearby housing development. Their concerns are in regard to visual
impact, noise and increased traffic. The design for the new school has been
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(Officer Key Decision – 13 April 2015)
sympathetic to those concerns. The proposed new school building is a low building
which sits into the landscape in a similar way to an agricultural complex. The
proposed pale wall finish, deep eaves, coloured window panels and proposed
landscaping scheme will also help achieve a calm exterior and mitigate the impact of
the new building. The Authority’s Acoustics Specialist has confirmed that the
proposed new school is unlikely to present a risk of noise disturbance to existing
residential development. In regard to traffic, in addition to the proposed provision of
cycle storage, improvements to the existing public footpath, the provision of a large car
park and safe on site drop off, the school are proposing their own measures to reduce
traffic. These include a walking bus from within the village, car share for staff and
staggered drop off and collection times.
Privacy
Deemed not to be relevant because the proposal is to replace an existing
establishment where Data Protection measures will already be in place. Schools are
separate Public Authorities and Data Controllers, as defined by the Act, and
consequently will be responsible for their own data protection
Sustainability
Positive impact - the proposals will provide increased pupil capacity to serve the local
community. A travel plan will assess the impact of additional transport needs for the
increased numbers on roll.
Construction will be in accordance with all current Building Regulations
Low carbon design will deliver efficiency savings across the school estate. A
sustainable school will have positive impacts on the school ethos, student learning and
wider.
Risk
Positive impact - the proposal will remove the risk of school closure due to flooding
and will improve the learning environment for staff and pupils and the wider
community.
The proposal meets the County Plan priorities as follows:
Somerset is a safer and healthier place where:
Our children feel protected and safe.
Somerset is a place where everyone has an equal opportunity to learn, work and
enjoy where they live:
Improve our schools and drive up results for our children at all ages.
The proposal meets the County Plan targets as follows:
Better schools producing better results for our children
Consult with and listen to our residents, businesses, communities and visitors
Likelihood
1
Impact
1
Risk Score
1
Section 5 - After consideration please state your final recommendations based on the
findings from the impact assessment. Also include any examples of good practice and
positive steps taken.
a)
Strategic Manager Recommended Decision
To proceed with the proposal as it will have a positive impact.
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(Officer Key Decision – 13 April 2015)
Section 6 - How will the assessment, consultation and outcomes be published and
communicated? E.g. reflected in final strategy, published. What steps are in place to
review the Impact Assessment
Somerset County Council website
Completed by:
Carol Bond
Date
05.01.15
Signed off by:
Date
Compliance sign off Date
To be reviewed by: (officer name)
Review date:
Version
Date
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(Officer Key Decision – 13 April 2015)
Equality Impact Assessment Issues and Action Table
Identified issue drawn
from your
conclusions
Actions needed - can you
mitigate the impacts? If
you can how will you
mitigate the impacts?
Who is responsible
for the actions?
When will the
action be
completed?
Age
Not required
Disability
Not required
Gender Reassignment
Not required
Marriage and Civil Partnership
Not required
Pregnancy and Maternity
Not required
Race (including ethnicity or national origin, colour, nationality and Gypsies and Travellers)
Religion and Belief
Not required
Sex
Not required
Sexual Orientation
Not required
Other (including caring responsibilities, rurality, low income, Military Status etc)
Not required
1
How will it be
monitored?
What is the
expected outcome
from the action?
(Officer Key Decision – 13 April 2015)
Health and Safety, Sustainability, Community Safety Impact Assessment Issues and Action Table
Areas of increased
risk drawn from your
conclusions
Actions needed - can you
mitigate the impacts/risk?
If you can how will you
mitigate the impacts?
Who is responsible
for the actions?
When will the
action be
completed?
How will it be
monitored?
What is the
expected outcome
from the action?
Health and Safety Issues and Action Table
On site safety during
construction phase
Creation and
implementation of Health
and Safety Plan
Futures for Somerset
procuring and
managing the project
on behalf of SCC and
the contractor
On completion
of the build and
vacation of the
site by the
contractor
Through Futures
for Somerset who
will oversee and
monitor the project
implementation
Safe implementation
of the proposal
Revise fire and
Legionella
assessments plus any
fixtures that require
maintenance must be
added to the asset
register
SCC - to inform when
commissioned
Corporate Property
Within 6 weeks
of the building
being occupied
Through CHSU
A safe environment
and ongoing
arrangements for
assessment
Via design
workshops/regular
meetings with the
architect and
contractor
A sustainable,
energy efficient
school
CHSU - Corporate Property
to take the action
Sustainability Issues and Action Table
Develop an integrated
low carbon design



In addition to ensuring
compliance with
Building Regulations,
energy modelling will
be conducted to predict
operational energy use
Integrate sustainable
energy
Include options for
improving water
efficiency
NVB Architects/BAM
Construction Ltd and
their sub contractors
2
On completion
of the build
(Officer Key Decision – 13 April 2015)
Develop a metering
and monitoring strategy
Post Construction

Promote adaptation to
climate change

To understand
breakdown of energy
use in the building and
to enable ongoing
energy management
BAM Construction
Ltd/ electrical sub
contractor
Plan for on-going
energy management of
the building
Train/educate building
occupants, premises
managers etc to ensure
that the building is
operated as designed
Post occupancy
evaluation to ensure
building/equipment is
running efficiently and
establish “lessons
learned” for future
developments
BAM Construction
Ltd and their
electrical and
mechanical sub
contractors



Following
completion of
the build and
thereafter
School to set up
process for regular
monitoring
Successful energy
management
Following
completion of
the build and
thereafter
Post occupancy
evaluation
School staff are fully
trained. School
building runs
efficiently and
effectively
Countess Gytha
Primary School
Countess Gytha
Primary School
Community Safety Issues and Action Table
Not required
Privacy Issues and Action Table
Not required
3