Decision details

Proposed decision –

The Deputy Leader to agree to:

1)    The establishment of a condition survey programme to ascertain the current condition status of property assets within the Council’s education and corporate estate and inform future decision taking; and

2)    Delegate authority to the Director of Infrastructure to take necessary actions, including but not limited to, entering into contracts and other legal agreements as required to deliver the programme in line with approved budgets.

Reason for the decision

An up to date understanding of the condition of the Council’s estate Schools (circ 350) and Corporate (circ 360) is essential to:

·inform capital and revenue investment prioritisation, resource and risk allocation

·provide assurance in respect of compliance and health and safety risks

· to identify maintenance issues before they become major, expensive repairs supporting a proactive approach rather than a reactive approach – therefore reducing the risk of building closures.

·inform depreciation and insurance assumptions

·ensure that current condition assessments are available to inform budgeting returns to central government (such as the Department for Education for schools)

· ensure that Kent is in the best possible place to respond to any funding programmes that may be available

Current condition data will also support wider asset management objectives by enabling maintenance backlog to be factored into business cases for better outcomes.

In addition, robust condition information will strengthen the Council’s ability to seek external funding by clearly evidencing the scale and nature of the maintenance backlog.

Total expenditure over the life of the programme with individual contractors may exceed £1m and therefore a key decision is being sought in line with the Council’s constitution. Any expenditure will come from existing approved budgets.

Background

The Council’s most recent condition surveys were undertaken in 2021/22. While these surveys informed previous decision making and helped quantify elements of the maintenance backlog, the data is now outdated to support effective analysis, returns to central government and securing funding that may be available.

The proposed surveys will be delivered in accordance with a detailed Council defined specification, aligned to central government best practice. This will allow for greater efficiency when preparing reports, and lead to better decision-making capabilities and inform resource allocation.

The specification will also enable direct integration with the Council’s asset management system, ensuring information is readily accessible and usable.

Options (other options considered but discarded)

Option 1:Do nothing

The Council would continue to rely on outdated information, contrary to estate management best practice and the expectations of the DFE in relation to schools This would increase the risk of inefficient capital prioritisation, the risk associated with failure to identify building deterioration through the condition programme  ( including compliance, defects and health and safety risks arising from this)  which can lead to unplanned building closures within short term– not recommended.

Option 2: Ad hoc or tender for single supplier

This would risk inconsistent data formats, increased administrative burden for system uploads, and reduced comparability of results. Given the size and geographic spread of the estate, a single supplier is unlikely to have sufficient capacity to deliver the programme within required timescales - not recommended.

Option 3:Procure condition survey’s via multiple contractor’s via PA23 / PCR compliant routes

Allows efficient compliant route to market via tested frameworks and existing contractual arrangements. This approach enables the Council to define a consistent specification and reporting format, ensures data comparability and system integration. By working with multiple pre-qualified contractors, the Council is able to ensure value for money, consistency of return and enable delivery at pace – recommended option.

How the proposed decision supports the Council’s Strategic Statement

This decision directly supports the ambitions set out in the Reforming Kent 2025–2028 Strategic Statement by strengthening the Council’s ability to manage its property estate efficiently, reduce unnecessary financial pressures, and improve the resilience of services relied upon by Kent residents.

A structured condition survey programme will provide accurate and up to date asset data, enabling evidence-based decisions that reduce the risk of costly unplanned closures, support early intervention and prevention, and secure best value for money.

The proposal aligns with the administration’s focus on efficiency, improved infrastructure, and ensuring visible services are properly maintained through planned rather than reactive investment, whilst allowing greater integration of information within the Council’s asset management systems. The proposal supports the strategic aim of reforming the Council to operate with stronger financial control, better productivity, and a renewed focus on delivering reliable, high-quality services for the residents of Kent.

The Deputy Leader to agree to:

1)      The establishment of a condition survey programme to ascertain the current condition status of property assets within the Council’s education and corporate estate and inform future decision taking; and

2)      Delegate authority to the Director of Infrastructure, to take necessary actions, including but not limited to, entering into contracts and other legal agreements as required to deliver the programme in line with approved budgets.