1486 SUBJECT: Acceptance of Quotation from UK Power Networks to upgrade the electrical supply to QE Girls School Control sheet

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1 DELEGATED POWERS REPORT NO SUBJECT: Acceptance of Quotation from UK Power Networks to upgrade the electrical supply to QE Girls School Control sheet All of the following actions MUST be completed at each stage of the process and the signed and dated report MUST be passed to Governance Service for publishing All reports 1. Governance Services receive draft report 2. Governance Services cleared draft report as being constitutionally appropriate Date 25 October Finance clearance obtained (report author to complete) Name of Fin. Officer Kerry - Anne Smith 4. Staff and other resources issues clearance obtained (report author to complete) Name of Com. Officer Chris Booth Date 26 October Trade Union response received (Staffing issues only) 6. Legal clearance obtained from (report author to complete) Name of TU rep. Date Name of Legal officer N / A John Brown Date 27 October Policy & Partnerships clearance obtained (report author to complete) Name of P&P officer Andrew Nathan Date 26 October Equalities & Diversity clearance obtained (report author to complete) 9. The above process has been checked and verified by Director, Head of Service or Deputy (report author to complete) 10. Signed & dated report, scanned or hard copy received by Governance Services for publishing 11. Report published by Governance Services to website Officer reports: 12. Head of Service informed report is published and can be implemented. Name of officer Andrew Nathan Date 26 October 11 Name Mick Stokes Name of DSO Paul Frost Date 28 October 2011 Cabinet Member reports: 13. Expiry of call-in period Date N/A 14. Report circulated for call-in purposes to COSC members & copied to Cabinet & Head of Service Name of DSO Date Date N/A N/A

2 ACTION TAKEN UNDER DELEGATED POWERS BY OFFICER (EXECUTIVE FUNCTION) Subject Officer taking decision Acceptance of single quotation from UK Power Networks to increase the electrical supply to QE Girls School. Commercial Director Date of decision 28 October 2011 Summary Officer Contributors Status (public or exempt) Wards affected Enclosures Reason for exemption from callin (if appropriate) The acceptance of a quote from UK Power Networks to install a new sub station with associated infrastructure works to increase the electrical capacity at QE Girls School. Bernard Gallagher and Bruno De Souza, Building Services Team, Commercial Services Public High Barnet None Not applicable Contact for further information: Bernard Gallagher, Building Services team or Serial No. 1486

3 1. RELEVANT PREVIOUS DECISIONS 1.1 Cabinet Resources Committee 21 st April 2011, decision item 5 Provisional Outturn 2010/ 11 agreed the Children s Service Capital Programme for 2011/ Delegated Powers Report 1374 QE Girls School: conversion to Academy status. Within the Commercial Transfer Agreement the Council acknowledged the commitment to fund the electrical capacity upgrade to the school. 2. CORPORATE PRIORITIES AND POLICY CONSIDERATIONS 2.1 A Successful London Suburb: one of the strategic objectives of this corporate priority is to ensure every school is a good school for every child. The upgrade to the electrical supply to the school will ensure that the school can fully resource it s learning through the use of IT. 2.2 One Barnet Sustainable Community Strategy: one of the strategic objectives of the strategy is to invest in children and young people 3. RISK MANAGEMENT ISSUES 3.1 A risk assessment has been carried out and is summarised in the following table: Risk Insufficient funding to address unforeseen works Supplier liquidation / insolvency Health and Safety Working on a School site that is operational Disruption to school if project overruns Early Warning Mechanisms/ Hazards Experience based on carrying out similar projects, appointment of consultant electrical engineer Monitoring of progress and performance Regular site inspection / children and construction site Inspection report / site visits Residual Risk Consequences / Mitigating Actions Likelihood Impact low Medium/High Delay and additional cost. Adapt scheme/liaise with Children s Service Low Medium Delay and additional costs Statutory network manager so low risk of insolvency Low Medium Injury / Experienced Contractor, CDM Regulations and H&S plan agreed with Head-teacher and Business Manager. Low Medium/High Works are planned to ensure power will be switched over during time agreed with the school or during holiday time 3.2 I have considered whether the issues involved are likely to raise significant levels of public concern or give rise to policy considerations and they do not. 4. EQUALITIES AND DIVERSITY ISSUES

4 4.1 The proposed works will enhance Barnet s reputation as a good place to live and work and will assist in delivering a first class education to all pupils. 4.2 QE Girls School has a diverse pupil background serving the wider community which is reflective of the Boroughs population. 4.3 UK Power Networks have confirmed that they implement an equalities policy, Officers have requested a link to, or copy of the relevant policy from UK Power Networks. 5. USE OF RESOURCES IMPLICATIONS (Finance, Procurement, Performance & Value for Money, Staffing, IT, Property, Sustainability) 5.1 The funding for this scheme will be met by the Children s Service NDS Modernisation Capital Programme 2011 / Revised Project Cost Profile is as follows: UK Power Network Works 82,000 Connection to school from new sub station 25,000 Consultant Engineer fees (estimated on a 1,500 time charge) Commercial Services Project Management fees 3,210 Project Contingency 8,290 Total 120, LEGAL ISSUES 6.1 Procurement of supplies, works and services must be in accordance with Contract Procedure Rules and Procurement Code of Practice. 6.2 Corporate Directors and Heads of Service Directors and Heads of Service are responsible for all contracts tendered and let by their service areas. Their duties in relation to contract letting and management are: to ensure compliance with English Law, U.K. and EU legislation and Council policy; to ensure value for money and optimise risk allocation in all procurement matters; to ensure compliance with the Contract Procedure Rules and the Procurement Code of Practice 6.3 Value for money must be established and this is best achieved by obtaining more than one quotation as is indicated in the Contract Procedure Rules in the section of

5 Selecting Contractors. 6.4 In this case the Responsible Officer has informed legal that UK Power Networks have a monopoly on the services as the distribution network provider for the London region and therefore they are the sole licensed Contractor who can carry out the electrical upgrading works. 7. CONSTITUTIONAL POWERS 7.1 The Council s Contract Procedure Rules Part 4 Para 6.11 states: that where the Director/Head of Service is satisfied, following the making of suitable investigations, that there is only one supplier in the market for the required supplies/services or works, the competitive tendering provisions will not apply provided that: the Director/Head of Service and Commercial Director approve the entry into the contract with the single provider; and there is compliance with the Authorisation and Acceptance procedures 7.2 The Council s constitution in Part 3, Responsibility for Functions, paragraph 6.1 states that Chief Officers can take decisions to discharge functions allocated to them or dealt with by them or their staff in all matters where they have managerial or professional authority. Chief Officers can authorise and accept quotations for contracts to the limits placed on them by the Contract Procedure Rules for approved schemes with sufficient estimate provision. 8. BACKGROUND INFORMATION 8.1 The parts of the school that required rewiring to modernise the electrical systems were carried out on a like for like basis over a 4 year period completing in the summer of Since the completion of the rewire the school has experienced problems with the electrical loading resulting in the supply tripping out in a number of areas during periods of high usage such as cold weather. 8.3 A Planning application was made to UK Power Networks as the sole network manager in the Spring of 2011 to upgrade the schools electrical capacity and planning permission was received in the summer of As part of the school converting to Academy status, the Council, as part of the Commercial Transfer Agreement, agreed to fund the upgrading works. 9. LIST OF BACKGROUND PAPERS 9.1 None. 10. OFFICERS DECISION

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