Meetings

Commissioners received an update of the progress of the procurement phase of the Bay 32 project and noted that an Outline Business Case (OBC) would be presented to the meeting on 18 December for ratification. The OBC would set out the preferred solution. A Pre-Development Agreement, to be entered into with the supplier of the preferred solution, would be presented alongside the OBC for consideration and approval.

Commissioners noted the work being undertaken to deliver improvements to ease in-person access to Commission services by Members for the Seventh Senedd, through the provision of a dedicated space.

Commissioners reviewed the options proposed for the acoustic panels and seating in the newly refurbished Senedd Siambr, and confirmed the preferred option to purchase 110 Humanscale Freedom task chairs for Members’ seating.

The acoustic panels would require urgent additional testing and the proposed final option would be presented to Commissioners out of meeting.

Commissioners received an update on the three major Ways of Working projects: Cardiff Bay 32, Siambr 2026 and Tŷ Hywel 2026

Commissioners gave in-principle approval (subject to consideration of a detailed paper later in the year) to the plan to enter into a Pre-Development Agreement with the supplier of the preferred future accommodation solution as part of the Bay 32 project.

They further considered the updated Bay 32 requirements catalogue and the changes made since the catalogue was last considered, and the rationale for these refinements. The requirements would be provided to the bidders in the Bay 32 competitive dialogue process, to inform the submission of their final proposals in October.

Commissioners approved the updated requirements catalogue for the Bay 32 procurement process, including the refinements as set out, for issue to bidders ahead of their final submissions.

Commission received an update on the progress of the Bay 32 project, and the stages leading to approval by the Commission in December of the successful bidder.

Commissioners noted a new Commission staff policy on Hybrid Working as well as the background context leading to the need for the introduction of this policy. The policy will be published on the staff intranet.

As part of the expansion of the Senedd Siambr, the artwork known as ‘The Heart of Wales’ must be removed to enable the structural and foundation works required to expand the Siambr to accommodate 96 Members.  It was noted that the artist who produced the piece would be consulted following any decision.

Commissioners reviewed the options considered for the Heart of Wales following its removal and:

·         approved the recommended option 1, to remove the artwork in its entirety and make good the flooring; and

·         to carefully place the artwork into storage (unless damaged in the removal process) and further discuss next steps once its condition upon removal has been assessed.

Commissioners received an update on the progress of the contract pre-qualification process for the Bay 32 project, and the indicative timetable for the competitive dialogue process.

Hefin David noted that the Finance Committee was undertaking public and private scrutiny sessions on the Bay 32 project on 27 March.

Commissioners discussed the timetable for the project and were reminded that, should a new build prove to be the preferred option, it would need to be completed by 2030 for occupation in 2032. It was also noted that the current timeline projected that a decision on the preferred solution would be taken by the Commission by the end of the 2025 calendar year; the timetable for next steps following that decision, leading up to the award of a contract, was not yet able to be constructed, as it would depend on the nature of, and context for, the preferred solution decision, which was not yet able to be predicted.

Commissioners noted the progress on the project.

Commissioners considered the final plans for expanding the Senedd Siambr in preparation for accommodating 96 Members following the 2026 Elections. They received an update on the detailed design works undertaken by Rogers Stirk Harbour & Partners to date on the Siambr 26 project. It was noted that extensive engagement had taken place with Members on an individual and collective basis.

Commissioners agreed that proposals for replacing the Heart of Wales will be developed and shared with Commissioners and Members more widely in due course.

Commissioners also noted that further detail on the proposed design for the new acoustic back wall will be presented to the Commission in the New Year. They authorised the project to proceed to tender stage for the building works.

Commissioners discussed the Bay 2032 accommodation project in two parts, the Outline Business Case and Procurement. Saurabh Das from Avison Young attended the meeting to present the Outline Business Case (OBC).

Outline Business Case

Commissioners were assured that the Treasury / Welsh Government Green Book process was being followed whilst developing the Bay 2032 project to ensure robust governance.

Three options were presented as part of the OBC – A. Retrofit of Tŷ Hywel, B. New build single site facility, and C. Part-new build and part-existing building.

These options were considered likely to meet the aspirations and space requirements identified in the Strategic Outline Case approved by the Commission in January 2024 and which had been refreshed and tested through the Outline Business Case process. No preferred option was identified in the OBC due to the complexity of the project and the need for a strong competitive process.

Commissioners noted advice from project partners CBRE and Avison Young that market engagement timescales were very tight, and that the end of January 2025 should be considered as the backstop if the project timelines identified in the OBC were to be followed. 

The Commission approved the Outline Business Case.

Procurement

Commissioners agreed to temporarily pause the decision to move to the procurement phase, which would not be made until further engagement has taken place with key stakeholders.

Commissioners noted that the Llywydd would consult with party group leaders and further Commission discussions would be arranged, if necessary.

Commissioners noted the legal advice received by Commission officials in relation to the Contract Notice.

Commissioners received a summary of the recent work on the Tŷ Hywel 26 project and considered final proposals for the creation of the 36 new Member offices within Tŷ Hywel building to enable procurement for the project and for works to commence in the current financial year.

Commissioners noted the work and engagement undertaken to date. They raised a number of points in support of the provision being sufficiently flexible to provide for needs such as physical accessibility, to support neurodiversity, and to provide a variety of offer to meet the needs of future Members. They agreed the recommended options for the creation of

• additional Member offices in an ‘open plan’ model on floor 3A (option 1); and
• ‘standard single offices’ on 2A within Tŷ Hywel (option 3).

The Commission received an update on the works undertaken to date following the appointment of the architectural services supplier, Rogers Stirk Harbour Partnership (RSHP), to work with the Senedd Commission on the Siambr 2026 project. 

This included the design for an increased Siambr to accommodate 96 Members and the next stages of the project, ICT options for the Siambr and security considerations.

Commissioners noted the work undertaken to date on the design for an increased Siambr to accommodate 96 Members and the next stages of the project.

They agreed to engage more widely with Members of their groups in relation to the public gallery glazing, noting the contents of the paper in relation to the associated security issues.

They approved the ICT working assumptions set out in the paper and that the Reference Group’s preference for Options 2 and 3 be reflected in worked-up detail ahead of future decision making, discounting Options 1 and 4 for further work.

Commissioners agreed that Siambr Hywel be used as a temporary Siambr to house Plenary whilst work to adapt the Senedd Siambr is undertaken, and that during the period concerned Siambr Hywel would not be used for any activities other than Plenary.

Commissioners received a summary of work completed on the Ty Hywel 26 project to provide parliamentary accommodation for 96 Members, and the next stages of plans over the coming months.

Commissioners noted the update, the ongoing dialogue with Welsh Government and media stakeholders, the intended changes to accommodation used by Commission services (including planned implementation activity) and the update on the plans and options for additional Member offices and next steps.

Further consultation would take place following Summer recess with final proposals for the new Member Offices being submitted to Commission during the early stages of the Autumn term for consideration and approval.

Having agreed the procurement strategy, Commissioners agreed a procurement process, under the public procurement regulations, that would meet the principles, and provide the means to achieve the objectives, of that procurement strategy. They were provided with the proposed scope of the contract, an initial risk assessment, the high-level procurement process for the project and an indicative timetable for the next steps.

Commissioners discussed the parameters of the timing necessary to deliver this project, which is driven by the ending of the current lease of Ty Hywel in 2032.

They agreed to action the first stage of the procurement process, to issue a Prior Information Notice (PIN) for the project, as soon as practicable (likely to be in mid-February 2024), which would guide and shape the overall procurement of the accommodation solution for 2032.

Commissioners noted the subsequent intended stages in the overall procurement process for the project, based on initial legal advice, which comprised the following main elements:

–          conducting a competitive procurement to deliver Bay 2032.

–          the competitive procurement would centre on an Output Based Specification, which will set out the needs and requirements of the Commission, rather than a particular solution.

–          The competitive procurement will be conducted in four stages.

Commissioners were updated on the progress of the project and noted the current indicative high-level critical path to delivery of the project as well as the level of uncertainty inherent in the next steps of a project of this kind.

They agreed the outline procurement strategy for the project which would guide and shape the overall procurement of the Bay 2032 accommodation solution including the specific procurement process and route utilised.

Commissioners noted the critical need to retain competitive tension between the new development and refit opportunities to ensure best value for public money.

The Commissioners were advised of the outcome of the tender exercise and evaluation process undertaken to appoint an architectural services supplier to work with the Senedd Commission on the Siambr 2026 project.

The Commission approved the evaluation panel’s recommendation to appoint Rogers Stirk Harbour Partnership (RSHP), formerly Richard Rogers Partnership, to develop the preferred option and design for an increased Siambr to accommodate 96 Members in response to Senedd Reform, subject to agreement of final terms and conditions with RSHP.

Commissioners also discussed the importance of information being available for them to share with their group members, and were informed of planned composition for a Member reference group which would invite participation of a member from each group alongside Commission members.

It was agreed that senior officials would attend meetings with any of the political groups if invited to do so, to update on the significant Ways of Working projects, and that Q&A style information would be prepared.

Commissioners considered draft planning assumptions proposed to shape provision for the needs that would result from an increased number of Members.

Senedd Reform proposals to increase the size of the Senedd to 96 Members would mean that Tŷ Hywel needs to be adapted to provide appropriate accommodation for the needs generated by an increase in Members, and their support staff, whilst also accommodating Commission staff appropriately and providing sufficient space for an increased number of Welsh Government Ministerial offices.

Commissioners approved the proposed planning assumptions for the Tŷ Hywel 2026 project and high-level timeline for adoption as a start point to enable the development of more detailed options and proposals. They specified that they would like to undertake more in depth consideration of the initial, detailed options and plans at a future meeting.

Commissioners received a paper and presentation setting out a Strategic Outline Case (SOC) for the Commission’s Bay estate future needs. The project is potentially the largest and most complex project undertaken by the Commission. It would secure the long-term office accommodation needs of the Senedd, Commission and Welsh Government in the Bay, adjacent to the Senedd building itself. The SOC had been prepared by the Commission’s professional property advisers (Avison Young).

The Commission had agreed to follow the HM Treasury / Welsh Government ‘Green Book’ process. Within that process, a Strategic Outline Case is the first stage of a three-stage business case methodology that is suitable for projects of this complexity and cost.

The Commission approved the Bay 2032 Strategic Outline Case, providing a mandate for Commission officials to progress the Bay 2032 project onto its next stage by developing an Outline Business Case and working-up the opening preferred way forward set out in the SOC of developing a new facility on the adjacent Assembly Square plot. Commissioners noted that the SOC does not seek or require any decision on any accommodation option from the Commission, and that such considerations would arise later in the process. They agreed that an information briefing note for Members should be prepared in due course.

Commissioners also noted that the development of the Outline Business Case would require the procurement of external professional services to draft and then to quality assure it, and that proposals in this regard would be considered by Executive Board in due course.

Commissioners were advised of the project and work underway to develop the preferred option and design for an increased Siambr for 96 Members for the Seventh Senedd.

They agreed the high level vision and scope for the project, to enable the procurement of design and architectural services to commence in October, on the basis that exploratory work should consider in a broad way possibilities within the boundaries of a circular parliament, and that accessibility requirements to be included in the specification and tenders for design and architectural services should go beyond physical accessibility issues.

Commissioners noted the planned work for the project and welcomed that a reference group of Members would be involved in what would be an iterative process which would return to the Commission for decisions, at the appropriate time.

Commissioners noted the update that the move to relocate the Senedd Commission facilities and services provided at the Colwyn Bay office to an office within the Welsh Government’s Sarn Mynach offices (Llandudno Junction) had been completed.

Commissioners received an update on work underway to progress the strategic options for appropriate future accommodation as part of the Bay 2032 project. They noted background information, which they had requested, in relation to previous estate opportunities considered by the Commission and its predecessors. 

Commissioners noted the update and future timelines for the project (as are currently known), including decisions that would be required in 2023-2024 and the need to engage with Members more widely.

Commissioners noted the update on the direction and progress of its ‘Ways of Working’ (WOW) major change programme, as the work moves beyond the Initial Action Plan phase into its strategic delivery phase.

Commissioners were updated on initial professional advice regarding viable options to secure accommodation that meets the long-term needs of the Senedd and Commission. Advice was based on the draft needs and requirements agreed in December 2022.

Commissioners discussed the significance of sustainable development and equality of opportunity considerations alongside the importance of taking a long term perspective on value for the public purse.

The Commissioners unanimously agreed that officials should proceed and progress the short-list project options with the drafting of a first stage business case for the Bay 2032 project (the Strategic Outline Case) on the basis of the advice provided. 

Commissioners agreed to receive an update at the July meeting, regarding progress on exploring all options.

Commissioners noted progress with the project to relocate the Senedd Commission facilities and services provided at the Colwyn Bay office to an office within the Welsh Government’s Sarn Mynach (Llandudno Junction) office.

A - Presentation – Emerging themes from Ways of Working engagement exercise with Members

Commissioners were presented with information about emerging themes from the engagement exercise with Members, which had been undertaken in November and December as a joint exercise with the Remuneration Board.

The purpose of the exercise was to establish a better understanding of Members medium-to-long term ways of working needs. Members’ views were presented in five main themes:

·         Ways of Working -  Universal themes

·         Commission Services

·         Pay and Allowances

·         Hub Working

·         Senedd Reform

Commissioners discussed the strength of feeling expressed in relation to some areas, hubs as an office space shared between Members being an example where the Commission felt that Members’ views suggested this would not be a fruitful direction to pursue. They highlighted a distinction between the type of ‘Hub’ generally discussed by Members, and Commission provided locations, such as that in North Wales, which enable Commission staff to work in parts of Wales other than the estate in Cardiff Bay.

Commissioners reflected that the findings of the exercise were interesting, and recognised that some aspects of the presentation would be particularly useful for the Remuneration Board in light of its planned work programme. Commissioners expressed that the significance to the current cohort of Members of some matters which would appear to merit further interrogation, for example factors which may influence the ability of Members to retain staff.

Commissioners agreed that in addition to the audiences who would use the information gathered to shape future service and support provision, it would be useful to provide some wider feedback to Members. They requested a note be produced.

B - North Wales office relocation update

Commissioners noted that work is underway to finalise the Licence with Welsh Government and that the current lease will terminate on 30 June 2023. An update was provided about the discussions with Welsh Government to ensure the independence for the future space for the Senedd Commission through appropriate signage in Sarn Mynach.

As part of the Ways of Working Programme, Commissioners considered a business case for providing the facilities currently available to staff and Members at the Commission’s Colwyn Bay office through a co-location licence agreement with the Welsh Government at its Sarn Mynach (Llandudno Junction) office.

The business case set out the case for change; scope, objectives, business needs and deliverables; and shortlist options along with their costings and evaluation.

Commissioners discussed their desire to ensure staff are looked after, and implications for other users of the offices, including Members and the public. They also considered the importance of the Commission having offices outside Cardiff, and being able to offer Senedd jobs in other parts of Wales. They concluded that the independence of the office from the Welsh Government should be made clear, including through appropriate branding, and that there should be communication about the change, along with enhanced information about ways the spaces may be used. An update would be provided following more detailed negotiations.

Commissioners agreed to exercise the break clause in the North Wales Office (Prince’s Park) lease and move the Commission’s North Wales office. The new location would provide self-contained workspace and hybrid meeting room) with storeroom and a tea-point as well as access to a range of communal facilities.

Subject to legal and professional estate services advice it is expected the move would occur in June 2023.

Commissioners noted project progress, principal delivery risks and next step. They also discussed matters relating to long-term options for the Tŷ Hywel estate, beyond the lease expiry in 2032, and noted that professional advice would be sought, informed by the Commission discussions. They agreed that all options should be included for the purpose of seeking advice and that further discussions would be undertaken with Welsh Government officials in relation to the site adjacent to the Senedd.

Commissioners were provided with an update on progress in delivering the Ways of Working Interim Action Plan (IAP) and associated issues and risks.

Commissioners agreed that reasonable preparatory work and engagement activity, as set out in the report, be undertaken to inform decisions later in the year, and then for the medium-to-longer term, in relation to ways of working needs.

They supported that the wider engagement exercise be undertaken in coordination with the Independent Remuneration Board.

Commissioners also noted information about the outline model through which EB had agreed the Commission staff's return to the estate would be managed. This set out organising principles of activity based attendance and a hierarchy of business needs.