Alteration and improvement works to Dagenham Police Station

Report: 16
Date: 27 September 2002
By: Commissioner

Summary

This report considers the accommodation requirements for the Borough of Barking and Dagenham Operational Command Unit (OCU) and seeks approval to the medium term borough accommodation strategy through alteration, extension and refurbishment works to Dagenham police station. 

This will bring the Dagenham custody suite, front office, locker rooms and other parts of the building up to current standards and address the urgent need for repair and maintenance works to the building fabric.

The MPS Resource Allocation Committee meeting on 20 August approved the proposals for alteration, extension and refurbishment works to Dagenham Police Station, as detailed in the Investment Appraisal. The committee agreed that the proposals should go forward to the MPA Finance Committee for its consideration and approval for both tendering and award of contract so that the project can proceed rapidly, particularly because of the unsatisfactory condition of the roof and kitchen.

A. Recommendations

Members are asked to:

1. note the business case to improve accommodation at Dagenham,
2. endorse the recommendation in support of the only viable option in the Investment Appraisal,
3. support the medium term accommodation requirement to undertake alteration, extension and refurbishment works to the existing Dagenham Police Station,
4. give approval to proceed with tender action and award of a contract within the approved budget cost allowance detailed in this report, subject to the award being reported, or if the tender exceeds the approved budget cost allowance a further paper will be submitted.

B. Supporting information

1. This paper summarises the business case and investment appraisal for the medium term accommodation requirements of the Barking and Dagenham Borough OCU by undertaking alteration, extension and refurbishment works at Dagenham police station.

2. The user’s business case produced by the borough OCU (available for members in the members room, at appendix A of the investment appraisal) details deficiencies in their accommodation and resulting operational inefficiencies. In summary these relate to:

• Extension and upgrade of custody suite;
• New toilet and shower accommodation (incl. disability provision);
• Upgraded front office;
• Create a new briefing room;
• Enlarged and improved locker rooms.
• Minor alterations to other parts of the building, including property store. 
• Improved environmental conditions.

3. The selected option has been endorsed by the Borough OCU and is considered a high priority by the Territorial Policing Borough Group and is included in the building programme.

4. The investment appraisal (available in full for members in the Members Room) explains the long-term strategy for the Barking and Dagenham Borough OCU Headquarters, which is to construct a new headquarters building in Barking. However capital funds are not available and although this might be included in a future Private Finance Initiative project for north east London, it is not considered likely to materialise during the next decade. The appraisal therefore considers a 15-year period covering the short and medium term needs of the Borough OCU. It concludes that the best value option is to undertake alteration, extension and refurbishment works to the existing Dagenham police station.

5. Six options are considered in the investment appraisal (which follows Home Office guidelines), which for reasons explained in the appraisal are reduced to the only viable medium term option, which is:

"Alteration, extension and refurbishment works to the existing Dagenham police station to provide an improved custody suite, with improvements to the front office, locker rooms and other parts of the building, together with essential maintenance works."

6. The recommended option was based upon the following factors:

• It is the only viable option that satisfied the medium-term accommodation requirements in anticipation of the long-term strategy to provide a new building for the Borough OCU at Barking.
• The other options considered are impracticable, more expensive, require a long time period, split the custody suite into separate buildings and are inconsistent with the operational building strategy.
• It represents the “Do Minimum” option and provides the best value.
• A relatively small amount of capital expenditure is required.
• It would be convenient to include various items of essential repair and refurbishment works to the existing Dagenham building within the construction contract, to be funded from capital and revenue expenditure (see item 7 below).
• The improved and refurbished accommodation can be provided quickly and is currently programmed for completion in early 2004.
• If the long-term plan for a new Borough OCU is not achieved, then the two buildings at Barking and Dagenham could be capable of providing suitable accommodation for a further period (subject to any necessary alteration and refurbishment works).
• This option would only require a small increase in annual revenue expenditure.

7. There is an urgent need to undertake essential repair and refurbishment works to the existing Dagenham building if it is to continue in occupation and these works are necessary irrespective of the proposed alteration and improvement works. This includes:

• Re-roofing and various repair works resulting from the leaking roof.
• Replacement of windows, which have reached the end of their life.
• Refurbishment of the canteen since it cannot meet current hygiene standards that could force its closure.
• Various mechanical and electrical works.
• Other minor works.

C. Equality and diversity implications

The proposed works to Dagenham Police Station will have positive equality and diversity implications, for the following reasons:

• Improved facilities for disabled people to comply with the Disability Discrimination Act, including ramped access to the front office, low level counters in the front office and ramped access to the custody suite. 
• An improved public front office to comply with current design standards will provide a greater level of privacy, security and comfort for all groups or communities visiting the police station, due to the provision of two interview rooms, two enquiries counters and an enlarged waiting area with more seating.
• Enlarged and improved locker rooms and showers for the police will provide all groups or communities with greater privacy and dignity. 

D. Financial implications

1. MPS Director of Finance confirms that the capital and revenue budgets for 2002/03 and future years includes funding for this project.

2. The Territorial Policing Borough Group has confirmed that the project remains of high priority. The costs have been included in future years budget bids with necessary adjustments to the overall programme agreed in principle with the user. The project was included in the Finance Planning & Best Value Committee (FP BV) approved capital programme for 2002-2006 and the MPS Director of Finance presented the Medium Term Capital Programme to the FPBV Committee on 18 April 2002. However, timing is such that works and expenditure can now not start until the beginning of financial year 2003/2004.

3. The latest design proposals include additional works requested by the borough and to satisfy the recommendations of Operation Cleansweep. This resulted in an increase in the estimated cost of the project, but value engineering cost reduction exercises and additional funding from Operation Cleansweep have brought the estimated cost within the updated budget allocation. Further details are given in the exempt paper.

4. The total estimated cost (including allowances for fees, furniture and Directorate of Information infrastructure works) for alteration, extension and refurbishment works to the existing Dagenham police station and the cost of associated temporary accommodation to maintain service delivery during the construction works, is detailed in the investment appraisal and further details are given in the exempt paper at agenda item 24.

5. The enlarged building would result in a small increase in annual building running costs and further details are given in the exempt paper. These will be contained within existing estimates.

E. Background papers

• Single Stage Investment Appraisal, (in the Members Room)
• User’s Business Case – at appendix A of the appraisal.
• Operational Building Strategy (OBS) – 1990
• OBS Annual Review and Update – 2001/02

F. Contact details

Report author: Director of Property Services.

For more information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

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