URL: https://reigate-banstead.moderngov.co.uk/ieDecisionDetails.aspx?ID=1207

Decision Maker: Head of Community Partnerships

Outcome: Recommendations Approved

Is Key Decision?: No

Is Callable In?: No

Purpose: On 7 May 2025, the Council’s Executive agreed to progress the Horley Community Centre Modernisation project. A delegated decision was given to the Head of Community Partnerships in consultation with the Portfolio Holder for Community Partnerships, the Portfolio Holder for Finance, Assets and Governance and the Chief Finance Officer, to be authorised to “agree the procurement strategy for the project, undertaking the necessary consultancy, surveyor, and contractor appointments (including main contractor, inspectoral bodies or warranty providers) and to enter into contracts to allow the project to be delivered”. The Executive delegation requires consultation with the Portfolio Holders for Community Partnerships and Finance, Assets and Governance. Following agreement of the procurement strategy with Portfolio Holders in July 2025, officers proceeded to procure the professional team required to support the Horley Community Centre Modernisation project in-line with the procurement strategy, advising members of the selection process and award across a series of meetings between August and November 2025. Legal and procurement team consultation also took place in parallel via email regarding the form of procurement and contract documentation. The Chief Finance Officer, Lisa Nyon, confirmed her agreement on 25 November 2025. Employers Agent Project Manager & Cost Consultant A key appointment to the professional team is that of Project Manager Employer’s Agent and Quantity Surveyor, the role is employed throughout the project from conception to completion. The Employer’s Agent advises on contractor procurement, preparing and coordinating contractor tender documentation, instructing the contractor on behalf of the client, assessing contractor claims and variations, monitoring progress, monitoring compliance with contract terms, certifying interim payments, certifying completion/handover, and safeguarding the clients’ interests while ensuring fairness under the contract. The RBBC role is a combined Project Manager & Employer’s Agent (PMEA) and the consultant takes on some project management responsibilities alongside officers. This includes overseeing the project from start to finish, planning and monitoring the programme, communications between client, design team, and contractor, overseeing Health & Safety regulations and compliance, and managing risk, quality and costs. The Quantity Surveyor cost consultancy role is responsible for monitoring and controlling construction project expenditure and providing cost advice to support client decision-making. Including preparing cost estimates and plans, tracking costs against budget, costing variations and change orders, advising on feasibility, early value engineering and evaluating tenders. A restricted tender was undertaken with five companies that expressed an interest in the role. Two tenders were submitted. A comprehensive qualitative and quantitative assessment has been undertaken of the tenders received, as shown in Annex 1. After careful consideration, Huntley Cartright were selected as the preferred supplier for the project. Architect & Professional Design Team The multi-disciplinary design team develops, coordinates and delivers the design in line with the client’s requirements and ambitions translating the brief, developing technical documentation for construction and ensuring a buildable and compliant solution. The Architect will act as Lead Consultant, all other consultants including, but not limited to, mechanical and electrical engineers, civil and structural engineers and sustainability consultants will be subcontracted to the Architect. The Architect is responsible for managing the design team and provides the client with a single point of contact for design delivery. The multi-disciplinary team will be directly appointed to the client for RIBA Stage 0/1 – RIBA Stage 3, at the end of RIBA Stage 3 the multi-disciplinary team will be novated to the main contractor for the remainder of the project (RIBA Stage 4 – RIBA Stage 6). Companies on the NHS Sharded Business Services Architectural Services Lot were invited to tender for this role. Four tenders were received by the Council. A comprehensive qualitative and quantitative assessment has been undertaken of the tenders that were received, as shown in Annex 1, and Rivington Street Studio selected as the preferred supplier. The award is for RIBA stages 0 – 3. Pricing has been provided for RIBA stages 4 – 6 to inform the main contract together with indicative costs for client technical support services for the Council during the main contract, the latter will be awarded when the extent of services required are known and a fee proposal resubmitted. Fees A budget estimate of £166,318 was contained within the budget for professional fees that was set out in the July 2025 Executive. The combined value of these two awards falls below this allocation at £158,444, however, it is noted that additional budget provision may be required for the client technical team costs post RIBA stage three. It is anticipated that any additional requirement will be met by either the project contingency or reallocated from underspend elsewhere in the budget. Programme The Council has a defined programme for the delivery of the Horley Community Centre modernisation project. This includes the following key milestones: December 2025: two-stage procurement process (Pre-Construction Services Agreement and main contract) for building contractor commences; By June 2026: main contract is executed; Summer 2026: start on site; and Summer 2027: building works completed. Officers will work closely with the Employer’s Agent and multi-disciplinary design team to ensure that the project’s target programme is met and that appropriate clauses are incorporated within contract documentation between the Council and the building contractor to ensure that the main contractor is obligated to meet the Council’s programme. This will include provisions within both the Pre-Construction Services Agreement and main contract.

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Date of Decision: December 5, 2025