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26. 11. 97
PROJECTS AND PROPERTY COMMITTEE
23 OCTOBER 1997
A meeting of the Projects and Property Committee
was held on Thursday 23 October 1997 at 4.00 pm
| PRESENT: | Councillor Ron Wright (Chairman), The Mayor, Councillors Oscar Alpers, Carole Anderton, Morgan Fahey, Ishwar Ganda, Ian Howell, Alister James and Denis O'Rourke. |
| APOLOGIES: | An apology for absence was received and accepted from Councillor Gail Sheriff. |
| An apology for lateness was received and accepted from Councillor Oscar Alpers who arrived 4.15 pm and was present for part of clause 1 and clause 2. | |
| Councillor Howell declared a pecuniary interest in clause 2 and retired from the meeting at 4.25 pm and was present for clause 1 only. |
The Committee reports that:
PART A - MATTERS REQUIRING A COUNCIL DECISION
1. CENTENNIAL POOL REDEVELOPMENT REVISED PROGRAMME RR 6389
| Officer responsible | Author |
| Major Projects Co-ordinator | Mark Noonan |
| Corporate Plan Output: Corporate Plan, Volume 2, Capital Output 8.4.55 | |
The purpose of this report is to seek approval for a revised building programme for the Centennial Pool Project.
BACKGROUND
The monthly progress report to the 10 October Projects and Property Committee meeting advised that tenders would be reported to the 17 December Council meeting. This was based on the drawings being complete by 20 October to allow work to begin on the preparation of the schedule of quantities.
The Project Team recognised at an early date that the original programme for the development of the drawings and specifications was tight. However until recently it was felt that the target date was achievable to allow reporting to the last Council meeting for 1997.
CURRENT SITUATION
The consultants have now advised that although the architectural drawings will be complete by 20 October, the mechanical and structural drawings will not be completed until 30 October.
The consultants then have to co-ordinate the plans. This involves each consultant checking and reviewing the other consultants' plans to ensure that there are no discrepancies or errors. This coordination involves consultants in four offices - both in Christchurch and Canada, and will take about a week.
The quantity surveyor has advised that because of their experience with Pioneer Pool, they do not want to start measuring the schedule of quantities until they receive the co-ordinated drawings. (On Pioneer Pool the quantity surveyor started measuring before receiving the co-ordinated drawings and was involved in a considerable amount of remeasure.)
The Project Manager and quantity surveyor have both advised that they do not consider there is sufficient time available to allow an accurate Schedule of Quantities to be prepared and to have tenders called, evaluated, and reported to the 17 December Council meeting.
The quantity surveyor further advises that they consider that the Council will obtain a more competitive tender if tenders are called in January 1998 rather than December. A January tender means that the main contractors and sub-contractors will have more time to price the schedule of quantities and will not be caught-up in the "Christmas rush" of trying to get work completed before closing down over the Christmas break.
REVISED PROGRAMME
The revised programme, copy attached, shows tenders closing on 30 January 1998, followed by evaluation and any necessary Value Management to ensure that the project is within budget.
The tender evaluation/recommendation report would be reported to the first Projects and Property Committee and Council meetings for the year on 13 February and 25 February respectively.
The revised completion date would be 24 January 1999 compared with the current 12 December 1998 opening date.
The Leisure and Community Services Unit has advised that the opening of the pool in early 1999 will not have a major impact on the operation of the facility for that financial year ie 1998/1999.
While the programme indicated a revised completion date of 24 January 1999 the Major Projects Co-ordinator indicated his intention for the contract documents to be drafted containing the options of completion in November 1998, or if tenderers do not consider this realistic, at a later date which they could nominate.
In addition the possibility of advancing some of the planed siteworks to improve the appearance of the site would be examined on the proviso that no additional costs would be incurred by this.
Members also requested that the time scale in respect to acceptance of tenders in January 1998 be reconsidered with a view to advancing construction by either arranging a special Council meeting to consider tenders or providing delegated authority for the Recess Committee to do so.
Recommendation: That the revised building programme attached for the Centennial Pool project be approved.
PART B - REPORTS FOR INFORMATION
2. SALE OF SURPLUS LAND CENTENNIAL POOL REDEVELOPMENT RR 6380
The Committee received a report from the Property Projects Manager on the sale of the potentially surplus portion of the Centennial Pool site.
The Committee deferred the report until such time as tenders had been received for the pool redevelopment.
(Note: This clause was considered by the Committee with the public excluded.)
PART C - REPORT ON DELEGATED DECISIONS TAKEN BY THE COMMITTEE
3. RESOLUTION TO EXCLUDE THE PUBLIC
The Committee resolved that the draft resolution to exclude the public set out on page 4 of the agenda be adopted.
The Committee further resolved that Mr Malcolm Timms from Ryder Hunt & Co should remain at the meeting following the exclusion of the public because of his special knowledge of and involvement in the subject matter under discussion.
The meeting concluded at 4.35 pm.
CONSIDERED THIS 26TH DAY OF NOVEMBER 1997
MAYOR