Decision

URL: https://democratic.bracknell-forest.gov.uk/ieDecisionDetails.aspx?ID=4018

Decision Maker: Executive Director: Communities

Outcome:

Is Key Decision?: Yes

Is Callable In?: Yes

Purpose: The purpose of this report is to seek approval to award the preconstruction services contract for design and build of the Warfield Community Hub in line with the procurement plan. A procurement plan tailored to the specific requirements of this project was approved by the Cabinet in October 2024.

Content: RESOLVED that the contract for the pre-construction services for Warfield Community Hub development be awarded to Tenderer A.     A Partnership Agreement is in place between Warfield Parish Council (WPC) and the borough council for the development of the Warfield Community Hub. The Cabinet agreed on 15 October 2024 to approve the Strategic Procurement Plan for the building design and works (including early/enabling works).Subsequently, the Council approved the capital budget for the hub in line with the Cabinet’s recommendation.On this basis, the Council has undertaken procurement activity to appoint a preferred contractor for progressing the project for planning application and detailed design.   The Cabinet on 15 October 2024 resolved to delegate the contract award for the Phase 1 Pre-Construction Services (RIBA Stage 3 design / Planning Permission and RIBA Stage 4) to the Executive Director: Communities in consultation with the Cabinet Member for Leisure, Culture, Public Protection and Democracy.    The recommended tender for design under pre-construction services is affordable within the budget previously approved. Awarding of the Pre-Construction Services Agreement (PCSA) contract will provide the Council with services, which include:  ·             RIBA Stage 3 Design  ·             Site Logistics Strategy  ·             Planning Application  ·             Consultation  ·             RIBA Stage 4 Design  ·             Works Contract Price.    As per the recommendation in this report (paragraph 2.1), an approval of the award of a contract for pre-construction services for Warfield Community Hub to Tenderer A would commit the Council and Warfield Parish Council (WPC) to the fee for the pre-construction services as set out in Annex A. The fee will be at risk to the Council in case the scheme does not materialise beyond the next stage.     The PCSA outputs noted above will be developed into the Contractor’s Proposals (Jan/Feb 2026)prior to an award of the main works contract.    Warfield Community Hub development will consist of:  ·       Demolition of the existing carpark.  ·       The new build is proposed as a two-storey building.  ·       Construction of a new sports hall, café/multiuse space, dance studio, mid-size hall, parish office and meeting rooms, landscaping and parking.  ·       The design continues to be based on operational net zero principles with a target to achieve a BREEAM Excellent sustainability rating.    The design will be further developed and refined during the PCSA Stage.     A decision to not award could be made. However, this option is not recommended as the current procurement exercise is providing a route to successfully procure a contractor to deliver the schemein accordance with the Council’s planning policy obligation i.e. the council would need to provide a hub.    An award of the Pre Construction Services could be made to an alternative tenderer. However, the procurement process has been duly followed and a comprehensive evaluation was undertaken. Award to a different contractor may mean that the Council deviates from the procurement process.  None.

Date of Decision: August 4, 2025