Decision Log 018/2021 – Building the Future Project – Progression to RIBA Stage 3

Police and Crime Commissioner for Surrey – Decision Making Record

Report Title: Building the Future Project – Progression to RIBA stage 3

Decision number: 018/2021

Author and Job Role: Kelvin Menon – OPCC Treasurer

Protective Marking: OFFICIAL

Executive Summary

Following completion of RIBA stage 2 to give authority to release £3m for the project to proceed to RIBA stage 3


The Building the Future Project consist of the construction of a new HQ in Leatherhead coupled with the disposal of a number of other sites.

At the Building the Future Board Meeting the PCC was informed that RIBA stage 2 had been completed successfully. RIBA stage 2 is related to Concept Design and consist of:

  • Preparing the architectural concept including requires to align with costs plans and spacial strategies
  • Preparation of a design program
  • Pre-application discussions with planners
  • Preparation of a detailed cost plan and proof of business case

RIBA Stage 3 consists of more detailed architectural and design work leading up to the submission of a planning application. It is estimated that the cost of this work will be approximately £3m and is in line with overall expectations.

The financial business case prepared at the end of RIBA stage 2 indicated that further work will be required in order to ensure that the project can deliver within its original parameters. In particular this will include close monitoring of risks, contingencies and variations to the project. A “Gateway Review” was carried out by the “Infrastructure and Projects Authority” (IPA) – part of the Treasury. One of the recommendations it made was that financial model be independently validated before proceeding to the next stage.


On the recommendation of the Building the Future Board held on the 19th March 2021 the PCC is requested to authorise the release of £3m of Capital to enable the project to proceed to RIBA stage 3. This is conditional on a validation being undertaken of the Financial Model as recommended by the IPA inspection

Police and Crime Commissioner Approval

I approve the recommendation(s):

Signature: David Munro (wet signature copy held in OPCC)

Date: 22/03/2021

All decisions must be added to the decision register.

Areas of consideration



Financial implications

This move to RIBA stage 3 could result in an increase in sunk costs of the project does not proceed. In addition delivery of the project within historical financial parameters may be challenging




There is a risk that the project cannot be delivered thereby incurring sunk costs as well as operational challenges

Equality and diversity


Risks to human rights