Gosport Borough Council Community & Environment Board Meeting

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RESOLVED: That the minutes of the meeting held on 20 September 2023 were signed as a true and correct record.

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Consideration was given to a report by Coastal Partners updating Members on the progress with the Stokes Bay Seawall Replacement project since the last update in March 2023 and seeking approval for project procurement and delivery.

Members were advised that following the successful Local Levy bid securing an additional £759,317, the scheme was now fully funded and ready to start the procurement and tender process.

Members were advised that the season was determined by consideration for overwintering birds, though a watching brief could allow for working beyond September.

Following a Member’s question, officers advised that February was a realistic start point for the tender process. This would not be an open tender, but a mini framework of 3 contractors, experienced in the nature of the work required, who have been advised of the upcoming opportunity.

Members were advised that there was confidence that the funding in place will be sufficient to deliver the project, as officers had been monitoring prices and had the information from the Forton Scheme and other local projects as a guide. In the event of there being a shortfall then there were a couple of options available for the additional funding, including the GBC operational budget or Hampshire Highways. Should this occur, a report would be brought to Board.

The Chairman agreed to record the thanks of the Board to the members of the Southern Regional Flood and Coast Committee for granting the funding.

The Chief Executive clarified that the statement in the letter mentioned by a Member covered Hampshire County Council’s position on infrastructure, and that Gosport’s approach was to protect property, heritage and commercial assets such as the museum, the hotel and the mobile home park.

Officers explained how the inflation was factored into the project contingency, using a lower limit of 5 and an upper limit of 15%.

Members were concerned at the ongoing threat from storms, which could create extra damage before the work starts, and put pressure on the project budget.

Following questions from a Member, the Board was advised that the 17% contingency was considered an adequate figure on a relatively simple project. Officers agreed to provide the amount that has been spent on emergency repairs, but quoted an approximate figure of £730,000 over a ten year period.

Members were advised that the contractors would be working within a site not dissimilar to the current fenced off area, that would extend down to the tide line, and would be constrained as tightly as possible to have minimal impact on residents and visitors to the area. Working through summer months is unavoidable due to overwintering bird restriction and also comes at the decreased risk of weather downtime

Members were keen to see communications and engagement happen throughout the project in particular with those stakeholders in the area.

Officers explained that it was not unusual for the Marine License to take a long time to be granted based on previous projects, and despite the application being submitted some months previously, a case worker was yet to be allocated. The officers are continually requesting updates from the MMO and have been proactively chasing the license.

Members were advised that the funding for this project would be spent in the order of HCC, then Local Levy and finally GBC money, so that in the event of an underspend, money may be returned to the GBC budget.

Officers agreed to bring an update on the project to the next Board meeting.

RESOLVED: That the Board approved:

Authority is delegated to the Chief Executive:

(a)  to undertake the procurement of the construction works and theevaluation of bids received, and

(b)    in consultation with the Section 151 Officer, to award a contract for the construction works to the preferred bidder, subject to sufficient funding,and

(d) agree project financial tolerances with the delivery officer for the purpose of administering the construction contract, and

(c) to undertake the construction stage of the project.