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Title |
Refurbishment of the Lammas play area |
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Purpose of the report |
To make a Key Decision |
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Report Author |
Jackie Taylor Group Head Neighbourhood Services |
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Ward(s) Affected |
Staines |
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Exempt |
No |
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Exemption Reason |
Not applicable |
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Corporate Priority |
Community Services |
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Recommendations
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Committee is asked to: 1) Authorise the Group Head of Neighbourhood Services to commence a tender for the procurement of play area equipment 2) Delegate authority to the Group Head Neighbourhood Services to appoint the chosen supplier/s 3) Authorise the Group Head of Corporate Governance to enter the contract with the selected supplier |
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Reason for Recommendation |
The formal planning approval for the development of the Jewson’s site on Moor Lane Staines and the Masonic lodge in Elmsleigh Road Staines provided S106 funding for the older children’s play area at the Lammas to be refurbished. The funding for this refurbishment has been received by the Council prior to the commencement of procurement of the new play equipment. |
1. Summary of the report
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What is the situation |
Why we want to do something |
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• S106 money has been provided by two developers for the refurbishment of play facilities within Lammas Recreation Ground |
• S106 money is already available and allocated for spend on play facilities at the Lammas. |
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This is what we want to do about it |
These are the next steps |
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• The play facilities for the older age group of children need refurbishment and we need to carry out a procurement exercise to get this underway. These two developers have allocated this money to be spent on facilities at the Lammas being the play area closest to these new developments in the town centre. |
• A specification has been drawn up detailing the requirements for refurbishing the play area. Working with the legal and procurement team a tender exercise needs to be completed to ensure we get best value from this S106 money provided by two developers in Staines Town. |
1.1 This report seeks to authorise the Group Head Neighbourhood Services to commence a procurement exercise to refurbish the play area at the Lammas Recreation ground in Staines.
1.2 Once the tender exercise has been evaluated by officers including the Group Head Neighbourhood Services, members are asked to authorise the Head of Corporate Governance to enter a contract with the chosen supplier.
2. Key issues
2.1 Developers at the sites in Moor Lane & Elmsleigh Road have advised the Council that they wish their S106 funding allocation for housing development on these two sites be used to upgrade play facilities at the Lammas which is a primary park in Spelthorne.
2.2 The total amount of £110,000 has already been paid directly to Spelthorne and has been set aside solely for use within this play area.
2.3 The Allotments and Parks Strategy officer will engage with Staines ward councillors to seek their views on the type of play equipment which may be needed within this area.
3. Options analysis and proposal
3.1 As the local Planning Authority have specified via a legally binding S106 Agreement that the funding was to be allocated in full to this play areas there are no options to spend the funding elsewhere in the borough. It should be noted that in accordance with the agreement this money must be spent on this project by December 2027.
4. Financial management comments
4.1 This funding has already been made available and there are no additional financial implications for the borough.
4.2 This play area is already in existence and is therefore already budgeted for in terms of insurance, on-going maintenance, and repairs.
5. Risk management comments.
5.1 The procurement exercise will ensure that the proposals for each area come in within the budget parameters.
5.2 The funding has already been received and there are no financial risk issues.
5.3 Following the correct procedure will ensure that we get best value from the potential suppliers.
6. Procurement comments
6.1 The procurement team will support the project and the tendering exercise for a suitable contractor to meet the project requirements and ensure value for money is achieved from a compliant tender process.
6.2 The value of the works is well below the threshold at which the Public Contracts Regulations 2015 apply. For this value of works a tender with a minimum of three contractors is required in accordance with Contract Standing orders
7. Legal comments
7.1 Appropriate legal documentation will be drawn up by Legal Services, as required by Contract Standing Orders.
8. Other considerations
8.1 The refurbishment of this play facility will provide equipment that is interest to the older age group of children.
9. Equality and Diversity
9.1 The equipment within the play areas is freely accessible to all members of the community falling within the desired age group, consideration for inclusive play and the Disability Discrimination Act (DDA) regulations will be considered during the tender evaluation stages.
10. Sustainability/Climate Change Implications
10.1 Environmentally sustainable procurement is the commissioning, purchase, and management of goods, works and services in a way that reduces or negates negative environmental impacts within the supply chain. The evaluation of tenders received will consider four interconnected focus areas of environmentally sustainable procurement being: -
§ Climate Change mitigation and adaptation.
§ Prevention of pollution.
§ Sustainable resource use and consumption; and protection and restoration of biodiversity.
11. Timetable for implementation
11.1 It is anticipated that the tender exercise will commence in October 2024 with installation in late 2024 or early 2025.
12. Contact
12.1 Jackie Taylor Group Head Neighbourhood Services
Background papers: There are none.
Appendices: There are none