The Leader & Portfolio Holder for Finance has decided to enter a contract with Alliance Leisure for the completion of RIBA Stage 4 work at Manor Leisure Centre.

URL: https://www.fenland.gov.uk/localgov/ieDecisionDetails.aspx?ID=983

Decision Maker: Leader & Portfolio Holder for Finance, Portfolio Holder

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose:

Content: To approve entry into a contract with Alliance Leisure at a value of £481,735for completion of the RIBA Stage 4 work in relation to the proposed development of Manor Leisure Centre.   Decision: To enter a contract with Alliance Leisure to carry out RIBA Stage 4 final pre-construction works for the Manor Leisure Centre project at a value of £481,735. On 24th February 2025, Cabinet considered a Report in relation to Fenland District Council’s Leisure Centre Facility Strategy and were asked to consider and agree potential refurbishment and improvement projects all also then subject to the approval of the Budget by Full Council later that day.   One of the proposals considered and approved by Cabinet was redevelopment of Manor Leisure Centre in Whittlesey.  Specifically, Cabinet agreed to authorise the s.151 Officer to add additional funding into the capital programme for this purpose of enabling the pre-construction RIBA Stage works to be undertaken.  The s.151 Officer made provision for this additional funding within the Budget which was subsequently then approved by Full Council.    In accordance with these arrangements, this decision now seeks approval to enter a contract with Alliance Leisure to undertake the pre-contract RIBA assessments.  This information will then be used to inform future decisions as to enter into a construction contract for the final project proposal.   Alliance Leisure (AL) have been selected to undertake the RIBA assessments via the UK Leisure Framework.  The UK Leisure Framework was established by Denbighshire County Council, acting as a central purchasing body, in 2022. This is the third successive framework of this type procured by Denbighshire County Council. It is a single provider framework, and Alliance Leisure is the appointed contractor on the Framework.   The key documents for this initial procurement are the Access Agreement and the Pre-construction fee proposal.   The Access Agreement stage:   If approved, the Council will enter into the Access Agreement with AL to progress the project through Feasibility initially, and then if required, pre-construction services. There is no access fee for using the Framework at this stage.   RIBA Stage 4 is the Technical Design element of the 5 RIBA stages prior to handover of a completed building project. This stage includes the following core tasks: Develop architectural and engineering technical design Prepare and coordinate design team Building Systems information Prepare and integrate specialist subcontractor Building Systems information Prepare stage Design Programme   This work will result in: Submit Building Regulations Application Discharge pre-commencement Planning Conditions Prepare Construction Phase Plan Submit form F10 to HSE if applicable Preferred contractors full contractors proposals detailing how they intend to deliver the project requirements   AL states that this will give the Council the level of information required to make an informed decision on whether to progress to the construction gateway decision.   The Access Agreement states that there would be an invoice on instruction of 50% of all Fees for Stage 2 with the remaining balance spread equally over the period of delivery. However, AL clarified that this was 50% of £65,000 and this will be clarified in the Access Agreement.   Contractor costs are payable via a monthly drawdown through evaluation to identify and evidence progress from which appropriate certificates of payment will be issued for invoicing. This is more relevant for RIBA 3-4 and RIBA 5. In essence, there will be a QS assessment and monthly invoices. Payment is required 20 days from invoice, which is shorter than the 30-day usual period, so processes will have to be put in place to ensure payment is made on time.   The insurance levels and provisions in the Access Agreement are standard.   The Council will want to be able to use the reports etc provided by AL if it decides not to go ahead beyond RIBA Stage 2. The Council has clarified with ALS that the Council will have the rights to use and assign any work products for which it has paid, including that produced by AL’s subcontractors. This work will finalise all pre-construction work on the project. This is stated to give the Council all the information required to make an informed decision to progress the development into construction.   Once the agreed-upon schemes are ready to deliver, a Development Management Agreement (DMA) is entered into with the Council to deliver the project at the agreed sum. AL would then enter into the building contract directly with the building contractor and arrangements with identified specialist suppliers as required. At this point only would a Framework fee apply.   AL will assume project delivery risk, as identified, and agreed in the project Risk Register. The price would be set, with any cost overruns, other than instructed variations and apportioned risks being managed or borne by AL.   The building contract proposed will be a JCT Design and Build Contract.   Social value: AL states that it is committed to maximising the benefits of developments to communities, not only to enable more people to be physically active, but to ensure engagement where appropriate with local companies and supply chain to ensure the project contributes back into the local economy. As the project moves from concept to delivery, KPIs will again be agreed with clients to consider what local advantages are optimal with regard to local key objectives and the scope of the project.   While AL’s sub-contractors are already on the appointed list, AL has said that it will be very proactive in terms of social value, and their approach is comprehensive and should give us confidence that social value obligations will be handled effectively and give a transparent and effective approach.     1.    Not to proceed with the preconstruction RIBA Assessments.  This option would have been contrary to the decision taken by Cabinet on 24 February 2025 and the subsequent approval of the funding by Full Council. 2.    To undertake a procurement exercise to appoint a contractor to undertake the RIBA assessments rather than using the UK Leisure Framework.  

Date of Decision: July 9, 2025