Agenda item

Better Queensway: Process to appoint a preferred project partner

Minute 892 (Cabinet Agenda Item No. 5)

Referred Direct by Cabinet

Minutes:

The Committee considered Minute 892 of the meeting of Cabinet held on 28th March 2017, which had been referred direct to Scrutiny by Cabinet, together with the report of the Deputy Chief Executive (Place) which sought approval to progress the Better Queensway project to procurement stage to identify a preferred partner(s) and set out a series of processes that need to be undertaken in order to meet the proposed procurement timetable.  The Committee also received a Powerpoint presentation which summarised the traffic modelling for the scheme and the preferred option for the road transport layout.

 

Resolved:-

 

1.  That the following recommendations of Cabinet be noted:

 

“1.  That the following key elements be included in the procurement documentation to set out the Council’s ambitions, parameters and expectations of Better Queensway and to enable the procurement process:

 

Finance

 

(i) That the intention for the Council to act as senior lender be approved and included in the procurement documentation while clearly stating that the Council will assess the position at the time to ensure that this meets the Council’s best interests.

 

Procurement

 

(i) That Competitive Dialogue be approved as the procurement approach to securing a preferred project partner(s).

 

(ii) That commencement of the competitive dialogue process, based on the timetable set out in paragraph 5.4 of the submitted report, be approved.

 

(iii) That the term “Partnership Approach” be used in defining the approach to be developed by tenderers in response to the Council’s objectives and that this be used throughout the procurement documentation.

 

(iv) That the proposed Better Queensway objectives/requirements be approved, in principle, as an appropriate and comprehensive set of underpinning statements to be included in procurement documentation and to form the basis for evaluation questions and that the Deputy Chief Executive (Place) and the Deputy Chief Executive (People) shall each be individually authorised, in consultation with the Portfolio Holder for Culture, Tourism and the Economy, to refine and confirm the final objectives and requirements.

 

(v) That the outline evaluation criteria and weightings be approved, in principle, and that the Deputy Chief Executive (Place) and the Deputy Chief Executive (People) shall each be individually authorised, in consultation with the Portfolio Holder for Culture, Tourism and the Economy, to refine and confirm the final evaluation criteria.

 

Governance

 

(i) That a sponsoring group be established within the project structure including the Leader of the Council, Portfolio Holder for Culture, Tourism and the Economy, Chief Executive, Deputy Chief Executive (Place) and Deputy Chief Executive (People).

 

(ii) That the Deputy Chief Executive (Place) and the Deputy Chief Executive (People)  each be individually authorised, in consultation with the Portfolio Holder for Culture, Tourism and the Economy, in the context of the sponsoring group, to take decisions during the procurement process to ensure agile and timely decision making keeping the procurement to timetable and protecting the Council’s position.

 

(iii) That the Deputy Chief Executive (Place) and the Deputy Chief Executive (People) each be individually authorised, in consultation with the Portfolio Holder for Culture, Tourism and the Economy, and the Director of Finance and Resources to negotiate to purchase residential and commercial properties which become available within the ‘Better Queensway’ site if this offers value for money and proves to be advantageous to the project.

 

Planning

 

(i) That the draft site boundary, as per the plan set out in Appendix 1 to the report, be approved as the preferred regeneration area for which a partner(s) is sought but in order that adjustments, which may be required to optimise the final scheme, can be made the Deputy Chief Executive (Place) and the Deputy Chief Executive (People) shall each be individually authorised, in consultation with the Portfolio Holder for Culture, Tourism and the Economy, to approve the final site.

 

(ii) That a preference for buildings of no more than 12 storeys is reflected in the procurement documentation.

 

(iii) That a preference for a minimum of 1:1 residential parking is reflected in the procurement documentation.

 

(iv) That the outline for the Design Code be approved and authority delegated to the Deputy Chief Executive (Place), in consultation with the Portfolio Holder for Housing, Planning and Public Protection Services to approve the final document.

 

(v) That the demolition of the towers, as per the decision taken at Cabinet in September 2016 (Minute 261, item 4 refers), be approved as a minimum criterion in the procurement documentation.

 

Housing

 

(i) That a minimum of 441 affordable homes is included in the specification and that the composition of tenancy type for the remaining housing units (private sale and private rented) is finalised through competitive dialogue.

 

(ii) That the overall total number of housing units to be provided on the scheme, subject to compliance with Council planning policies, will be finalised through competitive dialogue.

 

(iii) That a viable mix of 1, 2 and 3 bed residences will be developed as part of the overall Better Queensway scheme and finalised through competitive dialogue.

 

(iv) That Assured Tenancies, containing the same terms and conditions as current Secure Tenancies, must be offered to returning current Council tenants.

 

(v) That the option of offering a ‘Right To Buy’ clause for returning Council tenants should be retained.

 

(vi) That the partnership approach procured should entail the whole funding, development and management approach for all elements of the Better Queensway scheme (affordable, private, commercial and community).

 

(vii) That the Council’s tender documentation encourages tenderers to consult with South Essex Homes (SEH) as the Council’s existing Arm’s Length Management Organisation (ALMO) and managers of the Council’s existing housing stock with regards to their approach to the scheme.

 

Transport

 

(i) That the plan, as set out in Appendix 2 to the report, be approved as the preferred road transport layout for the regeneration area but in order that adjustments can be made, which may be required to optimise the road layout, authority be delegated to the Deputy Chief Executive (Place), in consultation with the Portfolio Holder for Transport and Waste, to approve the final layout.

 

Land

 

(i) That land and premises outside the Council’s ownership, but which may be of strategic significance for the project, are identified and considered on a case by case basis for acquisition.

 

Communication

 

(i) That the communication and engagement activity includes the wider resident base, business community and stakeholders.

 

(ii) That a general public awareness event be held prior to the submission of an outline planning application.

 

Quality of Place

 

(i) That a sustainable energy and environment approach is taken in the design and development of Queensway, to be determined by the market.

 

(ii) That a Smart Cities approach is taken in regards to Queensway, designing in current and future-proofed capability to ensure that the site benefits from cutting-edge technology for the benefit of residents, businesses and in its management.

 

(iii) That local skills and employment benefits be sought where possible from the design, development and delivery of Queensway.

 

(iv) That external funding be sought for as many elements of the project as possible noting that external funding often requires match funding which may be able to be found in the partnership, but which may need to come back to Cabinet for approval as part of future budget rounds.

 

(v) That the principle of a community fund, to maximise participative community development and integration, be included in the procurement documentation for development through competitive dialogue.

 

(vi) That roads surrounding the regeneration site (excluding primary highway roads) are considered for ‘home zone’ or equivalent treatment.

 

2. That, on the basis of the objectives, expectations and processes set out in 1 above, commencement of the procurement process in accordance with the timetable set out, be approved.

 

3. That a further £1.25m financial support to the project, as set out in paragraph 15.2 of the report, be approved.

 

4. That in agreeing the additional financing for the project there is approval for an addition to the capital programme of £1m and an adjustment to reserves of £0.25m to fund these costs.

 

5. That it be noted that the costs of any Sustainable Urban Drainage System (SUDS) interventions and relevant highways works beyond those directly related to the project be considered as part of the review of the Capital Programme in the 2018/19 budget setting.

 

6. That it be noted that there may be additional funding requests for the Capital Programme in respect of commercial and residential acquisitions during 2017/18.

 

7. That the status of the financial viability of the project as, set out in paragraphs 4.1 to 4.3 of the report, be noted.”

 

2.  That, in accordance with Council Procedure Rule 39, the matter be referred to full Council for decision.

 

Note: This is a Council function

Executive Councillor:- Holland

Supporting documents:

 

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