Content

RESOLVED:
 
To retrospectively
approve the Contract Variation of £1,840,237.07 which covers
works that have already been completed which can be seen in section
4.4 below, and included replacing the failing terracotta corbel
elements of the main roof at Mandeville Primary School as mentioned
below in section 5.
 
 
Reasons For Decision
 
1. 
During the erection of the scaffold, which was being installed to
undertake the original façade project at the beginning of
the contract in May 2022, a corner terracotta stone corbel failed
and detached itself; it fortunately fell directly onto the scaffold
that was in-situ. This incident was recorded and the Health and
Safety Executive was notified and a full investigation was
conducted from this date by McBains
(project consultants) due to it being a near miss incident. It was
acknowledged that without the scaffolding being available the
fractured stone section could have fallen approximately 75 feet to
floor level.
2. 
Once the site had reopened in June 2022, an inspection was
undertaken by McBains and it was
determined that the majority of the terracotta stoneware exhibited
similar defects to the failed stone and that all the terracotta to
this roof level would require full replacement.  At this juncture
discussions were had with the Head of Education Property at
the time and the finance team to review the situation, to resolve
the immediate health and safety issue, and to resolve the long term
situation with the terracotta as well as obtaining best value for
the Council.
3. 
Between June 2022 and Jan 2023 while the façades project
continued (as the areas had been made safe), McBains commissioned two specialist companies to
provide advice on how the terracotta replacement could take place
and how this would be best managed. During this time the
Council’s conservation officer was also consulted as the
school is listed. This was in advance of a listed building
application.
4. 
A full summary of the variations and the design and access
statement for the works to the terracotta corbels are included as
appendices to this report.
5. 
Due to the nature, location and health & safety implications of
these works, it was deemed necessary to instruct these works within
the existing JCT contract, and in advance of this record of
contract variation going before CPIC. 
There was also a long lead in time of 25 weeks to measure, order
and manufacture the stonework, therefore if the instruction was not
given as part of the existing contract a further delay of a minimum
of 4 months would have been incurred, which would have further
increased the overall project cost and this variation, as well as
the impact on the school and its community.
6. 
The original completion of the contract was August 2022; through
the JCT contract via Extension of Time requests this was adjusted
to May 2024.
7. 
As part of this contract the council has a contract administrator
(McBains) as part of the team. This
role includes the day-to-day administration of the project,
scrutiny of costs provided by the contractor, all variations
submitted for this project and throughout the entire façades
programme up to director level.  The
contract administrator uses the prices for the works provided in
the tender returns as well as similar projects as a comparison.
Once this review has been done the contract administrator provides
a short summary advising on value for money.
8. 
With regards to value for money, there are several things that need
to be considered. As stated below, the only alternative to these
works taking place were to keep the school shrouded in scaffold
indefinitely and pay the ongoing hire costs and maintenance cost of
the scaffold.  At the time of
instructing the works there was a lead in time of around 25 weeks
for the manufacture and delivery of the terracotta, and a factory
slot had to be confirmed.  With this in
mind, it was felt that the sooner the works could be instructed the
sooner the scaffold could be struck.
 
 
Alternative Options
(Considered and Rejected)
 
The only other option for these works would
have been to leave the scaffold around the whole school
indefinitely with the ongoing hire costs being picked up by the
Authority. This would not have removed the risk, merely reduced it
as the façade would have continued to deteriorate. If it
would be helpful, Daniel Hall (Capital Project Manager) can
organise a site visit in advance of the meeting to see the
completed works and provide further clarification on the works
undertaken.