Stephen J Pratten MRICS

   East Devon District Council             Relocation Project  (2012 -2020)

EDDC's Relocation project involved the Council moving from their existing Head Office at Knowle, Sidmouth (which was expensive to maintain, run and would have cost significant sums to fully repair and renovate) to a split-site solution of a new purpose-built office at Heathpark, Honiton and refurbished offices at Exmouth Town Hall.

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The objective of the Office Relocation Project was to create modern, more modestly scaled, attractive, efficient, principally open-plan offices. The design of the buildings allows for collaborative and connected working,  improved accessibility with efficient and flexible use of space with functionality and flexibility for the future, and has enabled operating costs to be minimised. This has allowed the Council, tenants, and users to carry out their business in an efficient, economical, and practical manner. The new-build office at Honiton, Blackdown House, has achieved a reduction of Annual Running Costs of 32%, including a decrease in Utility costs of 44%. There has also been a 52% reduction in carbon emissions. Blackdown House has also achieved BREEAM Very Good accreditation.

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The new offices in association with the Council's Worksmart programme has enabled the maximised use of the latest technology and modern working practices.  

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Responsibilities and services provided include.

• Full Project management coordination services

• Investigation of differing locations for EDDC’s new HQ within the District, including instructing Red Book Valuations and formal advisory reports and confirming recommendations

• Managing procurement and the marketing exercises for the disposal of EDDC’s former HQ at Sidmouth and land elsewhere in the District.

• Liaison with potential developers for the Council’s new HQ.

• Reporting to Deputy CEO, Senior Officers, SMT, Elected Members, Project Boards and Council meetings on both a regular and ad hoc basis

• Making recommendations on relevant method of procurement and of appropriate forms of contract pertinent to the numerous differing project packages

• Procurement for Consultants, Contractors, and Suppliers using frameworks and open tendering. Preparation and submission of detailed tender reports, including recommendations.

• Supervising the design processes. Identifying project scopes and briefs, including matters of sustainability and making formal recommendations.

• Provision of reports to Senior Officers and Project Boards for approval and sign off.

• Chairing regular design team meetings, monitoring design progress, checking costs against budget and organising and approving value engineering. Provision of associated minutes.

• Responsibility of the Project Risk Register, including regular updating and chairing frequent Risk Workshops

• Providing monthly Project Reports advising on progress, costs, programme, quality, risks and potential matters of mitigation

• Preparation and maintaining project master programme from concept to completion, including recording principal activities and identification of critical dates

• Directing EDDC Facility Managers and other relevant Officers associated with the project, including during the client fit-out works

• Established the project change control process for the Council

• Coordinating with EDDC’s IT consultant in ensuring smooth integration of IT / AV systems into the project works

• Overseeing the construction process, including acting as the NEC 3 Contract Administrator. Chairing regular progress meetings and providing minutes

• Obtaining detailed programmes from the contractor for the works and monitoring actual vs planned progress

• Checking compliance of designs and specifications with agreed requirements. Monitoring of standards of workmanship and materials

• Site visits to inspect generally the progress of the works and to identify matters of non-compliance and risk, including programme risk

• Monitoring progress, responses, performance, etc., to ensure timely action and mitigate issues for the Council. Distribute information

• Coordination and assistance with the preparation of defects schedules. Formal issue of documents. Review and clearance of defects.

• Consideration of the validity of Contractor and Consultant claims both for extension of time and financial. Evaluate claims, including closing out of associated negotiations.

• Negotiation of Final Accounts

• Overseeing in-house Fit Out and FF&E procurement and installation, and decanting from existing office to new premises

• Liaison with other external consultants and legal advisors

• Assisting and providing input to formal Council Reports including those for Council, Cabinet, Committees and ad hoc.

• Provision of information and associated responses to FOIs and requests from the Press and Public

• Preparation, presentation and negotiation of Capital bids.

The Relocation project achieved the following key deliverables.

• BREEAM Very Good accreditation,

• A reduction of Annual Running Costs of 32%, including a decrease in Utility costs of 44%,

• 52% reduction in carbon emissions

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The project was completed within budget, of the required quality and programme.

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Following the successful conclusion of the EDDC Relocation Project, I have continued to provide Consultancy Services to EDDC's Property Estate and Facility Management Portfolio since June 2020.