GLRO16 20 Electrical Services at the Elections Count Centres

Type of decision: 
GLRO decision
Code: 
GLRO16 20
Date signed: 
29 April 2016
Decision by: 
Mark Roberts, Director, Secretariat

Executive summary

The Mayor of London and London Assembly Elections will take place on Thursday 5th May 2016.

There is a need to establish a budget for energy costs and to cover the cost of any works commissioned beyond Intellect’s demised count area within the three count centres to cover any possible recharge.
 

Decision

Under delegation from the GLRO, the Deputy GLRO to approve:

•    expenditure of up to £30,000 to cover any recharge costs arising from Intellect, where they have included final connections and energy costs in the subcontracted electrical works within each count centre.
 

Part 1: Non-confidential facts and advice

Introduction and background

1.1.    The elections for the Mayor of London and the London Assembly will take place in May 2016. The contract for the e-counting that was in place for the 2012 elections has been extended for these elections.

1.2.    The Election count will take place at three venues in London; Alexandra Palace, Excel and Olympia. Each venue is designated as an Election’s Count Centre where there is a need to cover the recharge cost elements of the final connections to the house systems. 

1.3.    To provide an adequate budget for energy consumption for each count centre venue this is based on an assessment of the installed load provided by DRS within their particular specifications, DRS are the technical partner within the election count organisation known as Intellect. Intellect was procured in 2012 to deliver two elections.
 

Objectives and expected outcomes

In consultation with DRS we have received a number of replies from the subcontractors where we have established requirements; the scope of works varies between venues

2.2 The count centres will charge for the electricity consumption within their hire rates for the electrical services as quoted, our aim is to have a sum of money available to meet these recharges in the budget we have set a figure of £5,000 for each of the three count centres.

2.3 The count centre sub-contractors have all provided inclusive costs to provide the necessary connections to supply the count including final connections which lay outside of the demised count areas; in anticipating a recharge for these final connections we have set a budget of £3,000 for each of the count centres

2.4  A sum of £30,000 (including a contingency of £6,000) to be set aside to cover any recharge costs arising from DRS, where they have included final connections and energy costs in the their subcontracted electrical works within each count centre.

Equality comments

There is no impact on equality from these arrangements

Other considerations

a) Key risks and issues,     

    By not providing a budget to cover DRS recharges for electrical supplies the GLA could be legally challenged.
                 
b) Impact assessments and consultations.    

    If insufficient funds are available to cover any charges arising out of the count centres for electrical installations the costs would need to be met from a general account.

Financial comments

5.1.    The expenditure of up to £30,000 (£24,000 explained in 2.2 & 2.3, plus a £6,000 contingency) will be contained within the 2016/17 Elections Budget.

5.2.    This budget is to cover; energy and final connection costs at all three count centres (as mentioned in 2.2 and 2.3) and any recharge costs submitted by DRS, for electrical services accrued during the Mayoral Election.
 

Planned delivery approach and next steps

Activity

Timeline

Delivery Start Date [if applicable]

08:00 Wednesday 4th May 2016

Setup of power requirements complete:

14:00 Wednesday 4th May 2016

Venue Clear by:

12 noon Saturday 7th May 2016