The Executive Decision meeting of Waltham Forest Council on Wednesday 24 July 2024 was scheduled to discuss the procurement of a main contractor for the revitalisation of Vestry House Museum. This project aims to transform the museum into a more accessible and commercially viable cultural asset for the borough.

Vestry House Museum Revitalisation Project - Main Contractor Procurement

The primary item scheduled for discussion was the procurement of a main contractor for the capital works associated with the Vestry House Museum Revitalisation Project. Vestry House Museum, a Grade II listed building dating back to 1730, is currently under-utilised and its offerings are not representative of the local population. The project has secured £3.68 million from the Levelling Up Fund (LUF), supplemented by £800,000 in match funding, creating a total budget of £4.48 million.

The revitalisation plans include making the building more accessible, with the Local Studies Library and Archives (LSLA) being relocated from the first floor to the ground floor of Chingford Assembly Hall. Museum exhibitions and displays are set to be updated to attract a more diverse audience. The project also proposes operational changes to generate income, such as rentable workspaces and a refurbished multi-use event space and café, which will maximise the use of the garden area.

The report indicated that the Strategic Director of Place, in consultation with the Leader of the Council and the Strategic Director of Resources, was recommended to approve the commencement of the procurement process for the main contractor. This would involve a traditional procurement route, with the tender expected to be issued in late July 2024. The contractor is anticipated to be appointed in mid-November 2024, with construction beginning in January 2025 and completion in November 2025, aiming for a re-opening in early 2026.

The report detailed various options and alternatives considered for the procurement route, including Traditional versus Design and Build, Single Stage versus Two Stage, and Framework versus Open Tender. Market testing suggested that a traditional route would yield the most competitive tenders for this heritage project.

The revitalisation is expected to contribute to the Destinations Business Plan, Mission Waltham Forest, the 15-minute cultural neighbourhood initiative, and the Waltham Forest Climate Action Plan, aiming for net-zero carbon emissions by 2030. Extensive community engagement has already taken place, involving local organisations, schools, heritage societies, and residents, including the formation of a Community Advisory Panel (CAP) and a Local History Group (LHG) to shape the project's future.

Financially, the project aims to deliver a greater return on investment and optimise income generation. The LSLA service's relocation costs will be managed within existing budgets. The LUF funding must be spent by December 2025, with efforts to secure match funding from external sources to avoid drawing on the Capital Contingency. The new business model is projected to be cost-neutral for the Council, generating significant social benefits alongside financial returns. Risks related to rising material and building costs are to be managed through detailed planning and contingency allocations.

Legally, the Council has the powers to undertake this project under various Acts, including the Public Libraries and Museums Act 1964 and the Localism Act 2011. The procurement will adhere to the Public Contracts Regulations 2015 and the Council's Contract Procedure Rules. The developed plans will comply with planning requirements, including those for the Walthamstow Village Conservation Area and the listed building status of Vestry House Museum.

An Equality Analysis Screening concluded that the revitalisation project is expected to have positive impacts on equality, particularly for people with disabilities, through improved accessibility. The relocation and digitisation of archives and collections are also intended to increase access for all. The project aims to ensure that the revitalised museum and its programmes are more representative of the diverse local community. The screening determined that a full Equality Analysis was not necessary, as no negative impacts were identified for any protected characteristics. The building will be closed to the public during the capital works.