Issue - meetings

It is recommended that the committee resolves to exclude the press and public during any discussion on the exempt appendix to the report by virtue of paragraph 3 of Part 1 of Schedule 12A of the Local Government Act 1972 as it contains commercially sensitive information.

Appendix circulated separately to public report.

Matter for Decision

The Executive Councillor was asked to approve a project to procure and award a contract, subject to budget approval, to replace the sprinkler systems located in the underground levels of the Grand Arcade annex and the basement of the Queen Anne Terrace car park.

Decision of Executive Councillor for Planning Policy and Transport

Approved carrying out the procurement and contract award for a project to replace the sprinkler systems in the underground parking levels at the Grand Arcade and Queen Anne Terrace car parks. Funding for these works as part of an overall capital bid of £1.4 million. So as to meet these and other proposed works at the multi storey car parks in 2017/18.

·       Subject to: If the quotation or tender sum exceeds the estimated contract value by more than 10% then the permission of the Executive Councillor and Strategic Director will be sought prior to proceeding.

Reason for the Decision

As set out in the Officer’s report.

Any Alternative Options Considered and Rejected

Not applicable.

Scrutiny Considerations

The Committee received a report from the Commercial Operations Manager.

The Commercial Operations Manager said the following in response to Members’ questions:

       i.          The sprinkler system needed to be replaced now for the car park to continue to be fully operational. If work was not undertaken the basement would have to be closed due to fire risk.

     ii.          There were frequent intermittent instances when different parts of the sprinkler system were inoperative. This increased costs, so investment funding was needed to protect the Council’s reputation and income stream.

   iii.          Car park usage would be reviewed after 2019 for maintenance planning reasons.

   iv.          The proposed replacement system would be ‘dry’, the old one was water based and so more affected by cold weather (freezing). A key contract requirement was to have a more freeze/thaw resistant system than the present one.

The Committee endorsed the recommendation by 3 votes to 0.

The Executive Councillor approved the recommendation.

Conflicts of Interest Declared by the Executive Councillor (and any Dispensations Granted)

No conflicts of interest were declared by the Executive Councillor.