MAIDSTONE BOROUGH COUNCIL
COBTREE MANOR ESTATE CHARITY COMMITTEE
Minutes of the meeting held on Tuesday 18 December 2018
Councillor McLoughlin (Chairman), and
Councillors Cox, Daley, McLoughlin and Perry
Mr Roger Hext, Cobtree Charity Trust Ltd
It was noted that apologies were
received by Councillor Mrs Gooch.
There were no Substitute Members.
There were no urgent items.
There were no Visiting Members.
There were no disclosures by Members or Officers.
There were no disclosures of lobbying.
RESOLVED: That all items be taken in public
unless there is a need to disclose exempt information as detailed in the Exempt
RESOLVED: That the minutes of the Meeting held
on 7 November 2018 be agreed as an accurate record of the meeting and signed.
There were no petitions.
There were no questions from members of the public.
The Committee considered the report of Mr David Mounter, Projects Officer which detailed the procurement exercise to seek tenders from contractors to carry out car park improvement works at Cobtree Manor Park.
Mr Mounter advised that sixteen contractors had initially responded to the Pre-Qualification Questionnaire (PQQ) stage. Following that process four contractors were invited to tender.
In response to questions from the Committee, Mr Mounter advised that:-
The main and lower car parks would provide a total of 172 car
parking spaces including 10 disabled bays.
There was potential for more parking spaces in the lower car park
than there is at present as the spaces would be clearly marked.
The difference in price in the tender was due to the size of the
contractors submitting bids. The larger the contractor, the more they could
compete on price.
The quotes supplied include works to the lower car park. The
contractors who had supplied the quotes had confirmed that there would be no
price discount if the lower car park was not included in the works.
The proposed works to the lower car park provided 3 disabled
The Contractors would have factored into the quote provided the
risk of any delays due to adverse weather, particularly given that the likely
start time was January 2019.
An Employer’s Agent would be appointed to supervise the
contractor and ensure progress if there was inclement weather.
The work was due to be completed by Easter and carried out in
sections so at least 72 spaces would be available at any one time.
The contractor had built in time for night work to carry out
works to the entrance to minimise any disruption should this be necessary.
In response to a question about the funding for this project, Mr Paul Holland, Senior Finance Manager (Client) responded that the Council would charge interest on any money that the Trust borrowed so it may suit the Trust to borrow small amounts and pay back quickly. Mr Holland undertook to email around to the Committee some figures on what the initial borrowing would be.
1) The winning tender
price of £283,143.78 be accepted and the successful contractor be appointed, as
detailed in the Exempt Appendix, to carry out the works as agreed.
2) Delegated authority be
given to the Head of Regeneration and Economic Development to agree financial
variations in line with the proper management of the contract in consultation
with the Chairman of the Committee.
3) The Employer’s Agent
be asked to report to the Committee on an informal basis every three weeks once
the contract has commenced.
2.00 p.m. to 2.35 p.m.