Decisions

A procurement exercise has been carried out with Gary Durrant, Environmental Protection Lead.
A direct award was made under Procurement Procedure Rule 10.1

Reference
DAR_GD_290224

Approval of Proposed Asset Disposal Strategy

MINI-COMPETITION USING FRAMEWORK AGREEMENT

Quotes for Castle MSCP Timber Turrets – Scaffold Design

Contract Award to Pennington Choices to undertake FRAEW in accordance with the PAS 9980 methodology and all regulatory guidance.

To approve the renewal of the lease of Guildford Auction Rooms to Wellers Fine Art Limited from 11th May 2024 in line with the following terms and conditions:

For the grant of a new lease the rent will be £23,500 per annum compared with the rent under the previous lease of £15,000 per annum, which in accordance with the Council’s General Disposal Consent powers, provides the ‘best consideration reasonably obtainable’ where the proposed term exceeds seven (7) years.

The fire insurance premium is chargeable to the tenant.

The agreed term is 10 years with a mid-term mutual option to break.

The rent will be payable quarterly in advance and subject to an uplift with reference to the Retail Prices Index with effect from the 5th year of the term.

The lease will be granted on similar terms to the existing lease with minor modifications. The tenant is to be responsible for keeping the premises wind and watertight, and internal decoration.

Appointment of ITD to provide services engineering, SAP, overheating and energy at the HRA Small Site at 33 Station Road East.

Initial contract value of £19,300

To appoint Perega to undertake consultancy work linked to the Sopwith Close development in Ash.

Quotes for Bedford Rd MSCP - Window repairs to Friary Walkway

That the Electoral Services Manager, Mr Terry Stanley, be appointed as Deputy Electoral Registration Officer with immediate effect.

In order to provide temporary cover for Facilities management at Waverley Borough Council, the proposal is to arrange staff sharing arrangements with Guildford Borough Council.
This is for the Facilities Team Leader postholder at Guildford Brough Council to provide cover for Facilities at Waverley Borough Council.
This authority also provides for the Joint Executive Head of Legal and Democratic Services to be authorised to enter into an agreement between Guildford Borough Council and Waverley Borough Council for the sharing of their staff on a temporary basis.
If you have any queries, then please contact Marieke van der Reijden who will be happy to provide further information.

Appointment of Fairhurst to provide civil and structural engineering services at the HRA Small Site at 33 Station Road East. Initial contract value of £11,750.

Variation of existing ERMC appointment to include the principal designer role under the Building Safety Act and produce NBS specifications on the following HRA Small Sites at:
- Land adjacent to 21-23 Dunmore
- Land adjacent to 27 Broomfield
- 17 Wharf Lane
- 108 Georgelands

Initial contract value of £27,925

Entering into a deed of variation with Bellway Homes Limited which will extend the Option Period in the existing Land and Works Agreement between Bellway Homes Limited and the Council in relation to the Wildflower Meadows site.

Yvonne Arnaud Theatre Management Ltd. (YATM) held a lease of this property which expired on 24th July 2021. Since that date they have occupied the property under a tenancy at will while the lease renewal conveyancing process takes place.

During the Lease Renewal process YATM decided to not renew its lease, and instead allow their sub-tenant Bower Wood to contract a lease directly with the Council.

It is therefore proposed that the Tenancy at Will dated 5th October 2021 with YATM will be terminated.

A Tenancy at Will shall then be put in place to Bower Wood, and then terms finalised for a new lease.

YATM has paid its rent up to the 24th March. Bower Wood will pick up rent payment from the 25th March onwards.

If you have any queries, then please contact George Musgrave, who can provide further information

Yvonne Arnaud Theatre Management Ltd. (YATM) held a lease of this property which expired on 24th July 2021. Since that date they have occupied the property under a tenancy at will while the lease renewal process takes place.

Their set design department had previously occupied the property, but this was incorporated as a separate Ltd. Company in May 2021, Bower Wood Production Services Ltd.

Bower Wood occupied the property without a sub-lease agreement in place with Yvonne Arnaud. Terms could not be agreed for this sub-lease and so YATM chose to not to renew its lease and allow the Council to grant a lease directly to Bower Wood.

Therefore it is proposed that Bower Wood Production Services is granted a Tenancy at Will for 5 The Billings.

Terms will then be negotiated to contract a new lease of the property to Bower Wood (to be authorised under a separate DA).

This Tenancy at Will shall contract a rent of £21,000 p.a. (the same rent as being received currently from YATM). The change over in rent payment will be on the 25th March 2024 (the March quarter date) for ease of invoicing and administration.

The Council will have the ability to terminate this tenancy at will at any point and take back the property for re-marketing if necessary.

If you have any queries, then please contact George Musgrave, who can provide further information.

Yvonne Arnaud Theatre Management Ltd. (YATM) held a lease of this property which expired on 24th July 2021. Since that date they have occupied the property under a tenancy at will while the lease renewal process takes place.

Their set design department had previously occupied the property, but this was incorporated as a separate Ltd. Company in May 2021, Bower Wood Production Services Ltd.

Bower Wood occupied the property without a sub-lease agreement in place with Yvonne Arnaud. Terms could not be agreed for this sub-lease and so YATM chose to not to renew its lease and allow the Council to grant a lease directly to Bower Wood.

Therefore it is proposed that Bower Wood Production Services is granted a Tenancy at Will for 5 The Billings.

Terms will then be negotiated to contract a new lease of the property to Bower Wood (to be authorised under a separate DA).

This Tenancy at Will shall contract a rent of £21,000 p.a. (the same rent as being received currently from YATM). The change over in rent payment will be on the 25th March 2024 (the March quarter date) for ease of invoicing and administration.

The Council will have the ability to terminate this tenancy at will at any point and take back the property for re-marketing if necessary.

If you have any queries, then please contact George Musgrave, who can provide further information.

Annual Reportal Subscription (life-care plan) for FY 2024-2025

Bedford Road MSCP;
Castle MSCP;
Farnham Road MSCP;
Leapale Road MSCP;
York Road MSCP.

Car Park Specialist Refurbishment and Repair Works 2024
Castle MSCP – Front & rear Staircores (x2) including lift foyer re-coating including Sainsburys walkway re-coating.
York Road MSCP – Structural repairs to concrete corbels on Level 6.

To approve the grant of the lease of Unit 12 Slyfield Foundation Unit, Westfield Road to Evershine Detailing Limited in line with the following terms and conditions:

For grant of a new lease the rent will be £9,000 per annum and exclusive of business rates and service charge.

The agreed term is 3 years.

The rent will be payable monthly in advance.

The security deposit will be equivalent to 9 months rent totalling £6,750 + VAT.

If you have any queries, then please contact Chris Bedford who will be happy to provide further information.

GBC ran a competitive procedure with negotiation for the off-site highways improvement works associated with the WUV development, these comprise the following sub-packages of works:

• Moorfield Road
• Woodlands Road
• Slyfield Green
• Woking Road
• Bellfield Corridor
• Bellfields Junction
• Depot Access Road
• A3 Controlled Crossing
• A3 On Slip Road
• A3 Off Slip Road


Three compliant returns were received. Winvic were the winners of the bid across a combined technical, commercial and legal evaluation.

The tendered sum from Winvic is for £6,098,693.16. The delivery team would like the authority to reflect the Pre-tender estimate budget as this allows for contingency and inflation, the breakdown of costs as follows:

• Pre-tender estimate construction: £8,871,575
• Pre-tender estimate inflation cap: £443,579
• Pre-tender estimate contingency: £1,241,699

The total value for this contract is estimated as £10,556,853.

GBC ran an open market tender for the following works:

• Reconstruction of Westfield Road
• Reformation of the junction between Westfield and Moorfield Roads, the new Internal Estate Road and the new UKPN (Thames Water) substation access
• Formation of new Thames Water access off the Internal Estate Road
• Resurfacing of a portion of the already built Internal Estate Road

The works are designed to adoptable standards, and will be built to these standards with a view to offering the road for adoption once works and the statutory maintenance period are completed.

Three compliant returns were received. Winvic were the winners of the bid across a combined technical, commercial and legal evaluation.

The tendered sum is £1,363,804. The Pre-tender estimate cost for construction including contingency is £1,615,000. The resurfacing of a greater stretch of the existing IER was not previously allowed for and this is estimated at £183,700 including contingency. Therefore the estimated value of the contract is £1,798,700.

To approve the reviewed rent of the above property leased to CEMEX UK Operations.

In accordance with the second schedule of the lease, the annual passing rent of £76,230 has been reviewed as at 1st September 2023 and it is proposed to increase it to £92,750pa.

The rent review is based on a cleared site for the permitted use in the lease. After a period of negotiation, the tenant has offered to settle at a figure which our consultant has confirmed is in line with the available market evidence and takes into account the relevant factors.

A memorandum will be endorsed on the lease recording this review.

If you have any queries, then please contact Charles Wood who will be happy to provide further information.

To purchase two replacement scanners to make the council compliant with the new Electoral Registration Officer Portal (EROP) introduced by the Government in 2023 a cost of £6,178 plus VAT.