Agenda item

Report of the Executive Director, Community and Children’s Services.

The Committee received a report in respect of a proposal to engage with ILECS, an industry leading lift consultant, to provide an improved value for money in both contract management and capital project management.

During the discussion the following points were raised:

·       The Assistant Director reaffirmed his intention to partner with ILECS who would oversee all lift management on the Barbican Estate and made the Committee aware of the various technical problems concerning lifts across the estate.

·       A Member raised a question regarding the figure of £26,000 to be spent on the initial asset overview, commenting on the position that the BEO already possess some details. The Assistant Director advised that the critical part of the overview would be the inspection criteria; the condition of lifts and the mechanical components themselves. An initial asset overview was deemed necessary since the former lift replacement programme had taken place many years ago and whilst there was some information which could be used it was necessary for an updated review to determine the full extent of necessary works ILECS needed to carry out.

·       In respect of charges related to project management, Members wanted to know of the comparison between the previous contractor (Butler and Young) and whether under ILECS if it would be a completely new arrangement or similar method to previous contractor. The Assistant Director advised that Butler and Young’s method was to charge on an hourly ad-hoc basis and it was proposed that with ILECS each project would be reviewed and if the figure of 10% was deemed to be excessive it would ultimately be challenged as there would be more commercial negotiations that could be held, with involvement from Programme Board and Service Charge Working Party where appropriate. Any commitment would be channelled via the standard consultation process under section 20. and with the Programme Board.

·       A Member asked when a plan would be available for the RCC to view in detailing lift replacements and improvements. Whilst the Assistant Director could not give a definitive date he did strongly suggest that this could be made available at the first meeting of 2025 for the RCC. It was confirmed that ILECS would have access to all data relating to the lifts situated on the Estate and they will effectively manage lift contracts and the associated project(s) delivery, granting more opportunities as leading expert in the industry to obtain necessary requirements for projects such as machine parts and other industry experts.

·       The Assistant Director advised the Committee that it was their intention to successfully target lifts, and their components, which need replacing instead of operating a wholesale change of all lifts on the estate.

·       A question was raised regarding any potential recourse for cost recovery from Butler and Young, the Assistant Director advised the Committee that full transparency would be granted once a partnership with ILECS had been established and information had been reviewed and would engage with Members around these costs if they were to be discovered. The Chair highlighted the previous management problems which occurred in the BEO prior, which was confirmed in the Altair Report, and expressed that there may be a potential rebate on what was paid for service that was not delivered.

·       In respect of Contractor Guidelines, The Assistant Director confirmed that ILECS would be expected to carry out checks on lifts, as preventative measure, which was specified in the contract. However, overall ILECS were in place from more of a reactive sense and would engage fully when lifts were faulty.

RESOLVED, that – the report and its contents be noted.