DD1295 Refurbishment of City Hall Tea Points

1.1 As a result of their age and usage over the last 13 years, the tea points serving each floor of City Hall have become tired and in a poor state of repair and they do carry the potential of becoming a health risk.

1.2 The incumbent Infrastructure contractor Norland Managed Services Ltd were asked to put forward a proposal for the phased upgrade and refurbishment of eight Tea point areas. It is envisaged that this work will be phased over two financial years.

1.3 Phase 1 will take place in financial year 2014 -2015 and involve the upgrade and refurbishment of four Tea points on levels 2, 4, 5 & 6.

1.4 Phase 2 will take place in financial year 2015 -2016 and involve the upgrade and refurbishment of four Tea points on levels 3 and 7 and two on the lower ground floor.

1.5 The cost for the tea points when broken down to individual units is £9,032.38; this figure includes contractual obligations and project management time.

1.6 There is an additional contingency of 8.5% added to the overall project costs to manage any unforeseen works.

1.7 This investment will include:

• Re-Decorate any areas which are needed
• Bespoke tea points tailored to the needs of the office spaces within City Hall
• It gives us an opportunity to reposition the microwaves to the designed location and to build the food waste containers within the units to reduce smells in the area.
• Additional fridges will be installed on floors 3 & 4.

1.8 The zip taps will also be relocated to the lower basin levels so that they are more accessible for wheelchair users.

1.9 The refurbishment will be procured through the incumbent M&E contractor, Norland Managed Services Ltd, in accordance with provisions which are included in their contract. The contract was competitively sourced through the OJEU process, in accordance with applicable EU procurement law and the GLA’s Contracts and Funding Code. The contract allows for the purchase and commissioning of such additional equipment and the cost contained in this Decision is based on prices submitted by Norland Managed Services.

1.10 Norland Managed Services seek competitive prices from all of their suppliers to ensure they remain competitive and they offer this support to the GLA as a part of their service delivery and pricing.

2.1 To refurbish eight of the tea points within City Hall to a level that meets the needs of staff and reflects positively on the Greater London Authority.

3.1 We will be lowering the height of the ZIP Taps so that they are more suitable for use by a wheel chair user.

Risk

4.1 The risk of not upgrading the tea points will mean they are no longer fit for purpose and may become a health risk. Areas of the woodwork are beyond repair and this can give a negative impression of the GLA for visitors to the building.

4.2 Additionally there is an increased risk of front panelling falling away from the Tea point units and causing injury to staff.

4.3 The review has also highlighted that the Tea point zip taps could be located in a far more accessible area for wheelchair users.

Impact Assessment & Consultation

4.4 It is not necessary to consult within the meaning of Section 32 of the Greater London Authority Act 1999.

Links to Strategies & Priorities

4.5 Facilities Management supports the operation of the Greater London Authority, as an organisation, and therefore support Mayoral strategies and operations.

5.1 Approval is sought for revenue expenditure of up to £81,600 for the upgrade and refurbishment of eight tea points at City Hall. The expenditure will be funded from the Estates Reserve and all appropriate budget adjustments will be made.

6.1 The foregoing sections of this report indicate that:

6.1.1 the decisions requested of the Director relate to expenditure for the commissioning of services which fall within the Authority’s statutory powers to do things facilitative of and conducive to the discharge of its general functions; and

6.1.2 in formulating the proposals in respect of which a decision is sought officers have complied with the Authority’s related statutory duties to:

(a) pay due regard to the principle that there should be equality of opportunity for all people;

(b) consider how the proposals will promote the improvement of health of persons, health inequalities between persons and to contribute towards the achievement of sustainable development in the United Kingdom; and

(c) consult with appropriate bodies

6.2 Officers have indicated in the main body of this report that the Authority’s current contract with Norland Managed Services was competitively procured in accordance with the requirements of EU procurement law and the Authority’s Contracts and Funding Code and contains express provisions enabling the commissioning of the services in question. Therefore, the Director may approve the proposed expenditure.

6.3 Officers must ensure that appropriate documentation is prepared and executed by the Authority and Norland Managed Services expressly recording the commissioning of the required services before committing to the same.