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abcdefghij Financial Partnerships Unit Lessons learned from Aberdeenshire’s schools projects STEPHEN SHAW Senior Education & Recreation Officer, Aberdeenshire Council

Aberdeenshire Council A Tale of Two Projects

Aberdeenshire Council Lessons Learned Background Council Preparatory Work Bid Development ITN to Preferred Bidder Preferred Bidder to Financial Close Operational Phase Issues Outwith Our Control

Aberdeenshire Council Background (1) 1998 Bidding Round New Academy for 940 at Oldmeldrum –To relieve pressure at Ellon & Inverurie Extension and Refurbishment of Meldrum Primary School –To meet demand from new housing Almost total replacement of Banff Primary School –Unsatisfactory buildings replaced and Grade A listed building retained

Aberdeenshire Council Background (2) Circular 3/2000 Bidding Round Extension and Refurbishment of Portlethen Academy to cope with a rising roll Six Primary Schools –1 new and 5 replacements –Rising Rolls –Replacement of Unsatisfactory Facilities –Appropriate Rationalisation

Aberdeenshire Council Background (3) Inclusion of Community Facilities Community Learning & Development Joint School & Community Libraries Recreation Facilities Social Work Family Centres Dental Surgeries Community Police Office

Aberdeenshire Council Council Preparatory Work Estate Management Strategy Planning Issues and Site Acquisition Hot Potatoes and Sacred Cows

Aberdeenshire Council Bid Development Management of Expectations Local Consultation – Timing and Scope Level of Detail in ITN

Aberdeenshire Council Management of Expectations Community Use Hours Facilities – needs or aspirations Affordability of Unitary Charge Other Revenue Budgets

Aberdeenshire Council Local Consultation – Timing and Scope Clarity on Purpose of Consultation Statutory Consultation when funding allocated Value of Preliminary Consultation before submission of OBC Widening the Consultation “A Rose by any other name…”

Aberdeenshire Council Level of Detail in ITN Detail and Exemplars Pure Output Specification –scope for innovation Avoid Mandatory Variants –If needed, as few as possible Allow bidders to propose variants –but warn them not to!

Aberdeenshire Council ITN to Preferred Bidder Outline Planning Permission Commercial Confidentiality Communication with Bidders –Swift Response –Same Information to All –Avoidance of Blind Alleys

Aberdeenshire Council Preferred Bidder to Financial Close Bidder’s perception of urgency Need to scrutinise costings in detail –Redundancy costs for transferred staff –Energy consumption calculations –Additional Usage Rate Variations to Standard Contract

Aberdeenshire Council Operational Phase Schools’ Use of the Helpdesk Checking of Invoices

Aberdeenshire Council Issues Outwith Our Control Evolution of the Standard Contract Changes in National Policy Changes in Key Personnel Sub Contracts and Construction Extras