Bradv. !-awrence

DHR_11

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Brown, DavidThursday, January 24, 2008 2:11 PMFriend, PaulHorton, Robert; Brady, LawrenceRE: Assignment of lease - 3rd Floor 129 l&W Buildingimage001 .jpg.html

Pac.Ëßthe ftÆi*Êster will be signing, and Cabinet's consent will not be sought. The minister sees nÐ reaÊcn to break withA'adst¡** tfu*t in the past the rninister has signed leases without Celrinets approval. Perhaps ynu would be kind enough toWWØ {?te documents accordingly. The documents refer tCI certa¡n users but you w¡l¡ $ee ûÐrn iTr,e request below thãt thisnraycfia*ge"

D'És€tissa*rls ane cenfinuing about an alternative user for the accommodation. This wíll not atter ßove¡"nr*ente wish to havethe pernÊees [f net acceptable to the landlord but may put an alternative occupier in there if aÐçepfed bythe landlord. Weare &Ër'kËrç about using part for the commercial courts. This is obviousty for prívate and civi!disprutes ánd not criminal ofc$ErFs.e" Etrectivety they need meeting rooms, of varying sizes, only.

Can ycu sæ if the land{ord would be prepared to accept this atternative use for {ihe largefipart of the floor please?

T8¡anks

Ðavüd

. F*om; Friend, Faul

"nll: Thursday, January 24,20081:44 PM

; Brown, Davidsubþe,tt RE: Assignment of lease - 3rd Floor 129 I&W BuildÌng

tlavki.

Are çe proæeding? Shsuld I agree to receive engrossments?

fËrar-rks

Fron'¡: Friend, Paul

Serlt: Wednesday, January 23,2008 3:30 PM

To: Brown, DavidSÉje€ti FW: Assignment of lease - 3rd Floor 129 I&W Building

Ttsnlcs

FacI

*äft/&il"

F¡easê see helew ãnd rny draft memo in anticipation of receMng th6 ongrosemânts, I awa¡g your instuctions to proceed.Pkase aIs* oonflrm whether the Minister or PS will bê sþning

,. ;ini Símon Davis fmailtplEdavisômjm,bml'-rê¡yft Wednesday, January 23, 2008 3:24 Pfr4- To: Friend, Paul

Cc: ssÞSs'Le,Ë?Exelli@bçb.hsbc.com; i.d.mas.seeÞob.hsþc.ffin"Srúject: Assignment of lease - 3rd Floor 129 i&W Buildinf il

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DHR-1-2

Dear Paul,

rave just left you a voicemail but in case you get this first, are you able to approve the B¡l¡ of Sale and amendedAssignment? I am keen to engross and circulate for execution.

Look forward to hearing from you

Kind regards,

Simon

Simon DavisÅssociateDlir447.294.3632FaxM7.296.4172sdavistâmim.bmwww.mim.bm

Thistle House4 Bunaby StreetHamiltonHM 11

PO Box HM 1564HaoiltonHMFXBetmuda

Thís e-maíl contains information from the law frrm Mello Jones & Martin which may be ænfidential and prfuileged. The ínformation contained ln this e+nail and anyattachments ¡s ¡ntended only for the person(s) or entity named in the message. Any disclosure, copying, dlstrlbution or use of the contents of this email and anyattachments, wlthout the consent of such person(s) or entity, ls prohlbìted. If you are not the lntended recÍpient, please immedlately notify Metto Jones & Martin byreply e-mail or by telephone, de/efe fñis messa ge and any attachments and destroy any copies.

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Dill, KennethThursday, March 06, 2008 B:28 AMHorton, RobertBrady, LawrenceACcommodation

lmportance: High

Good morn¡ng Robert ond Brady,

Followíng our s¡te visíf of 129 Front Street,I set out below the occommodation requírements for theCabínet Oftíce.

Please note thqt cll posts or¿ estqblished.

HeodguortersHead of the Civil ServiceAssístqnt Cabínet Secretary (Civíl Service)Sofety qnd Heolth OfficerAdministrqtíon Assistqnt

rord Room

Deportm¿nt óf /lÂonogemènt Services i

Dírector? x Senior Monagement Services Officers4 x Management Servíces Offícers1 Assístont /\Âonogement Services officer (physically challenged)t Traìnee Management Services Off icer1 Admínístrotive Assistant

rnternql Áudít Deportment (currently locqted within the Accountont oenerql's Deportment hqs beenmoved to the Cobinet Office)Executíve Directorfnternol Audít MonogerInternql Áudit OffícerInternal Áudit Assistqnt (Cubicle)2 xTnternal Audít Inspectors (Cubícles)IT Speciolíst (Cubiclø)Administrotíve Assistontrnqínih9 Room

thonks for your qssisTonce ond qdvice in this regord.

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DHR-14Erady, Lawrence

qr@m1:

¡r'¡t:l'o:Gc:Sa.rb.!ect:

Chung, LucyFriday, June 13, 2008 4:11 PMBassett, Eugene; Neverson, EdwinBrady, Lawrence129 Front Street

Eugene & Eddie,

Please note that the Department of Human Resources is now going to move to 129 Front Street

The plan is as follows:r Move them into approximately 213 of the space on the Front Street side

' çfr"åré'lrr¡lFbe ng nþlfaXtñCüuc.tþrìr We will reuse the Accountant General's previous furniture from the GABr Cabling will be required - to be funded by ITOr Phones will be required - to be funded by phone budgetr Another department will be moving to the other 1/3 - this is not confirmed yet¡ This is to take place as soon as possibler I am scheduled to meet with the Client, Carlita O'Brien, & Lawrence Brady to discuss the projectr We should meet after my initiaf meeting with the Client

Regards,Lucy

Lucy Chung, iArchitect'&E, Bermuda Govemmentel 441-297-7679

Fax:44I-295-4675Email: lchuns@gov.bm

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Bradv.

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þm:nt:

to:Cc:Subject:

Telemaque, MarcMonday, June 23, 200810:58 AMHorton, RobertBrady, Lawrence; Brown, DavidRe: lnternalAudit - Office Space Status

Many thanlcs. The sooner Intemal Audit can be moved in the better. The physical co-location with the Tax Çsmmi5sfsasr's ofñce isbecoming unworkable as the tasks of the Section increase. If it helps, I understand from Mrs. Jacobs-Matthews that the section has thefirnds required to move.

MT

----- Original Message ----- 'From: Horton, RobertTo: Telemaque, MarcCc: Brady, Lawrence; Brown, DavidSent Mon Jw 23 10255.,22 2008Subjecü RE: Internal Audit - OfEce Space Status

Marc:

'ru will know that arra:rgements with respect to 129 Front Street [still vacant!] experienced a tremendous set back after we were,tructed to accotmodate the Attomey-General's Chambers in lieu of the Deparhnent of Human Resources in that space. Upon the

realization that there was no ñrnding available to aooommodate the AG's Chambers's relocation to 129 Front Street, we reverted to theoriginal proposal to looate the Human Reqources Department [and the new Intemal Audit section!] there. Now, I iave ü;d;;;d

.that Human Resources is requesting far more of the spaoe at 129 Front Street than was originally the case! However, u, fu*"o*

-

Brady writes, we should see clarity in tlis area in a week or so.

Heather writes of other rental spaces. She should know, however, that we are loathe to consider other private rental areas at this time,especially as consideration is being gi¡ren to the purchase of signifisanl properties ourrentþ ovmed by ihe Bank of tsermurla Ltd.

RKH

From: Telemaque, MarcSent Friday, fune 20,2008 6:19 PMTo: Horton, RobertSubjeot FW: Intemal Audit - Office Space Statusúnportance: High

. PKH, this is a little disoonoerting. Can you assist. Is 129 Front street still vacant?

\*,".'

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From: Matthews, Heatherrnf Friday, June 20, 20082:57 PM

rb: Telemaque, MarcCc: Hall-Bean, JudithSubjeoü FW: Intemal Audit - Offrce Spaoe Status

Good afternoon Mr. Secretary,

From: Brady, LawrenoeSent Friday, June 20, 2008 l:43 PMTo: Matthèws, HeatherCc: Hayward, JoyceSubjecfi RE: Internal Audit - Offrce Space Status

Hello Heathe.r,

,fe are ûrying to sort out DHR requirenents which could be as early as next weeþ onoe we have that agreed, that will determine howmuch space.we have available to accommodate other needs.

I shall keep you posted on the developments.

LB

From: Matthews, HeatherSenf Friday, June 20, 2008 1:38 PMTo: Brady, LawrenceCa: Hayward, JoyceSubjecfi Internal Audit - Ofñce Space Status

Hi Lawrenoe,

\¡st following up on my email below. The Accountant General is anxious to have the Intemal Audit section relogated as she requir,,*þ space for new hires. In addition, I must vaoate my offioe at the Tax Csmmissisas¡'s Dept. to accommodate new staffthat have

,been hired this week and are currently housed in the boardroom"

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FYI

T:i'ffå'åff::iä:""i #]îiïå*tË"f,: "'*u'- Building on the coÍrer orReid and King Street. A tenant has 'ro,u,3JIFüå

I look forward to hearing from you at your earliest convenience.

Kind regards,

Heather

297-7748 orBB 505-1748

From: Matthews, Heather<enü Monday, June 09,2008 5:18 PM

: Brad¡ Lar¡vrence.:ubject Look forwa¡d to hearing from you

Hi Lawrence,

Kindregards,

Heather

Ï will wait to hear from you. r can be contacted at735-7580. Please note that I will be on oversea¡¡ leave from 12 to lTth lune.Hopefully you will have some good news forus by then

(Just in case 129 FRoNT street doesn't work ou! there is space available on the waterfront at East Broadway inoluding pæking andon Wesley Street courtesy of Bermuda Realty - Coldu'ell Banker newspaper insert today)

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Bradv, Lawrence

-tom:)nt:

To:

Chung, LucyMonday, July21,2008 3:27 PMBrady, Lawrence129 Front StreetSubject:

Lawrence,

ln order to start activity at 129 Front Street - can we go ahead and get 3 prices for removing the carpet & the (smallamount) of remaining furniture from the site? We have 2 quotes right now from the carpet vendors they range from about$5,000. Do we have a cost code / cost centre for this yet? Should I just get Andrew to create one from the OfficeRelocatíon cost centre? Or do you have other plans for this?

Regards,Lucy

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DHR_19Lawrence

ron'!:.è!'Ìt:

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Horton, RobertSunday, Ju\y27,2008 g:52 pMBrown, David; Sherwood, Valerie; Brady, LawrenceFriend, PaulR Ë : Re I o c a t i o n øûT€hìÐill lo.ältit¡ãtiv 6:glflôå,

Colleagues:

The Head of the civil service, Assistant cabinet Secretary (Civil service) and their support staff wlLL move to 129 FrontStreet, but not immediately. As you correctly indicated, Lawrence has thé matter in hand_

RKH

From: Brown, DavidSent; Sunday, July 27,2008 6:33 PMTo: Sherwood, Valerie; .Brady, Lawrence€c; Fríend, Paul; Horton, RobedSnbþct: RE: Relocation of Ken Díllto alternative office

val my understanding is that this has been agreed by Ken Dill and is to go to the rear of the 129 Front street offices.lnfact the'PS sister went to inspect as recently as Thursday or Friday I thiñk to finalíse. please speat witñ Lawrence whohas the details and this matter in hand as far as I am aware

,anks

David d

Fror¡: Sherwood, Valerieffi: Sun7127/2008 5:26 PMTo: Brown, David€c; Friend, Paul; Horton, RobeftSrÉþitl RE: Relocation of Ken Dill to alternative offíce

David,

-Q{ yu have a response to ü¡1$, and do you need me to do anythlng fr¡rther ât thiË tirne?

Val

Fo¡r: Brown, DavidSenrtr Tuesday, July 15, 2008 L1:36 AMTo: Horton, Robeft€c: Frlend, Paul; Sherwood, ValerieSubþct: Relocation of Ken Dill to alternative offíce

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Good day to you PS, and I have inspected ihe damage to the office of Ken Dill, and ii is indeed quite extensive. while this' r be repaired and may have been due to the storm clearly there is a fundamäntal problem for this location with water.JressandlrecommendthatweseektoWeadoftheCivilServicetoanalternativeoffice'

Do you agree to this request and if so might we consider tro where he might go please?

Many thanks

DHR-1-1_0

David

¡vid Brown, MBA', FRICS,

*hief Surveyor,Ðepartment of Lands, Buildín¡p and Surveys,

l-linistry of Works and Ëngineeringo.fftee +441-297-7766cefi +44t-538-3004

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DHR-].LlEradv, Lawrence

-OBTì:

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Chung, LucyTuesday, September 09, 2008 1:33 PMBrady, LawrenceFW:129 Front Street

?. I will advise HR of the change

3. I will advise H* re"garding fhe elimination of The troining room

.- =å. Fleosa rycçgg*yith &%pJi.sttng.g ç.s,s-t -rir¡jlh.q-conf.roctor cnd plecse odvise your ñÀinisterThst he wouldl be best þläced i'o foke up the tiuilding Ferrni+ matter wífh his counterport.

Regards,

K¿n Þill

Lawrence,

For your information.

Please could you bring up ihe maiter regarding the Building Permit with the P$ and/or Minister?

Regards,

Lucy

Fronn: Dill, KennethSent: Tuesday, September Ôg, ZOO8 11:44 AMTo; Chung, LuryCc: Squire, Stephen; Kokosky, ChristinaSubject: RE: l-29 Front Street

Lucy,

r. You cre ta røduee thø scopa of HR's section as well ûs we darft anticipata remaining atthat locafion aï the expírstion of fhe laase

From: Chung, LucyScnt¡ 09 September 2008 !L:L4-r: Dill, Kenneth

; Squire, Stephen; Kokosky, ChristinasubJec* 129 Front Street

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Mr. Dill,

DHR-].Further to your meeting with Stephen Squire & Christina Kokosky from our office last week can you provide clarificationlctrthe following please?

Are we to apply the "reduced scope" to DHR's section as well?lf so, should we advise them of this change or would you be doing that?

3. Should we advise them that we will be eliminating one of their training rooms or should we?4. There was mention that it may be possible to eliminate the Building Permit process and the Tender Period. Thelatter is straightforward in that, with your permission, we will negotiate a cost with a Contractor who we are confident canwork very quickly. As for the Building Permit - would you or our Minister take this up at a higher level?

Regards,

Lucy

Lucy Chung, Architect

W&8, Bermuda Goven¡ment

Tel:441-297-7679

Fax: 441-2ç5-4675

.Email: lchung(âgov.bm

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Bradv. Lawrence

DHR-]-L3

-@rn:

.nt:[-o:Subject:

Below are the numbers for ihe þelow projects:

Morille, AndrewThursday, October 09, 2008 1 :18 PM

Qrady, Lawrence; Chung, Lucy; Squire, StephenFW: Request for cost codes from Major Buitdings Upgrade

1. Coffeeshop, GAB2. Fire service doors3. 129 Front Street project

^ 80112.73359- 8CI112.73360- 80112.73361

Fronr: Chung, LucySent: Wednesday, October 08, 2008 12:37 pM

To: Brady, LawrenceSubJeet: Request for cost codes from Major Buildings Upgrade

Lawrence,

". discussed, please arrange with Accounts to create cost codes for the followin g projects under the cost centre g0112:jor buildings upgrade).

4: ücffeeshop, GAB -CcstcsdeTSSS95. Fire service doorç - Cost c*de 733$t6. 129 Frçlnt, Street project - Çsst Code 2336.7

We will continue to use 80112, 84110 even though we have opened up an 80099 account for the 12g Front Street project

Regards,Lucy

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Brady, !-awrence

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ent!To:Ca:Subject:

Dill, KennethFriday, October 10, 2008 4:A7 PMChung, LucySquire, Stephen; Brady, Lawrence; Horton, Ellen-Kate; Tyrrell, RosemaryRE: 129 Front Street - proposed additional closed offices

Hello Lucy,

I qm contenT wilh my sqce ßnd thø space for the Admin AssisTont. Ms Horton ond ûls Tyrrøllwill revert shortly wifh minor observstions.

Thanks very much for expedrttnq this

Regords

K5D

Frsnu Chung, LurySent: 10 October 2008 15:42To: Dill, Kenneth^c: Squire, Stephen; Brady,' Lawrence.rbþct: 129 Front Street - proposed additional closed oftices

Mr. Dill,

Per our meeting this morning attached please find a proposed floor plan that allows for the additional closed officesrequested. As you know ihe site superintendent thought we may be able to do this work without an impact on theschedule; however, until we look at all the details we cannot conf,irm ihis to be a fact. I think we can find a way of makingit work but you should be prepared for any unknown condiiions (for example, we may find that many light fixtures have tobe moved, or they can't find enough metal studs for another week - there could be a myriad of reasons that will affeci theschedule).

You will notice that I maintained 10 spaces for Management Services even though you had advised ihat only B arepresently filled. The reason is that the space is there and no compromise is required so we may as well allocate its futureUSE.

Please review with your team as well as Brenda Dale of Management Services and advise as quickly as possible.

Regards,

Lucy

<< File: Froposed plan w new offices.pdf >>

r'ucy Chung, Architect

\V&8, Bsrmuda Government

Tel: 441-297 -7 679256LB

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Êax:44t-2954675

qmail lchung@gov.bm

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DHR

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DHR-I.t_6

Brady, Lawrence

Subiect:

Horton, Robert' Tuesday, October 21,2008 8:20 AMBurgess, DenickHorton, Ellen-Kate; Brown, David; Chung, Lucy; Dill, Kenneth;Telemaque, Marc; Brady,LawrenceRe: 129 Front Street

Good Monning Ministen:

You will necall that you gave the ok fon the lease for t29 Fnont Stneet to be signed onlyaften assurances had been neceived fnom potential usens [Departments] that they had the fundsrequÍred to cover the nent and design, fit-out and funnishÍngs of the new pnemises. [At thisjunctune, it was believed that the bank, the fonmen tenant, would leave most of its furnÍturethene. l

Ffna1ly, the lease was signed and pnepanations wene Ín train fon the The Department of Human

Resources to move to L29 Fnont Stneet. Then, during a Cabinet Meeting [you will nememben thatI waq summoned to Cabinetl, w9 wene instnucted that the Attonney-Genenal's Chambers was to'move to 129 Front Stneet instead of the Depantment of l-luman Resounces. THe design team ulascalled upon to change course to accommodate the move of the AG's Chambers.

A couple of months laten, we learned that Chambens had no money to cover the move. So wetunned to Human Resounces again, along with Management Senvices and the Office of the Head ofthe Civíl SenvÍce. At this time, the Depantment of Human Resounces advised that it no longenhad the money that it thought it had to'coven the move! ! ey now, it was also leanned that ilank had nemoved al1 of its funnishings from the location.

In orden to assist client Depantments, the Ministry of Wonks and Engineeníng agreed tocontríbute towands nent, telephone and IT ínstallation costs for 1,29 Fnont Stneet until theend of the cunrent fiscal yean -- with the expectation that the vanious Department wÍII havesecuned required funding duning the next fiscal tean. hlonks and EngineenÍng also agreed tocontrib,ute to janitorÍal senvices untíl the end of the fiscal, yean.

The cunnent status? The Depantment of Human Resounces, the Department of Management SenvÍcesand the Office of the Head of the CÍvi1 Senvice are scheduled to be at 129 Fnont Stneetduring eanly December, with the accommodation provisions less than ideal Ín many ways becauseof cost constraints.

Hene's anothen twíst, howeven. Now that thene is the possibility that the lease for t29Fnont Street will not be nenewed next year followÍng the [pnoposed] punchase of the two HSBC

Bank of Bermuda BuÍldings, the DÍnecton of Human Resounces has wnitten saying that henDepantment would prefen to nemain in its current location until the 'bank' pnemises, penhaps,ane neady to accommodate hen Ðepantment! ! 0f counse, the Department of Human Resounces move

to t29 Fnont Stneet MUST take place! If not, there goes the plan to expand the Attonney-Genenal's Chambers to the Third Floon of Globa1 House! And funthen confusíon.

In summany, Ministen, vanious Depantments' lack of funding and shifting decÍsions contnibutedsignífÍcantly to the delays at 129 Fnont Street!

'1.--./ou ask why the lease fon the nental of t29 Fnont Stneet was not submitted fon Cabinet

appnoval. I shall let David pnovide the defÍnÍtive nesponse hene. Howeven, I do not believethat curnent polícy nequires that nental Iêases be appnoved by Cabinet. I belÍeve that thatauthoníty nests with the Mínísten o'F Wonks aryf$ngÍneening.

l'P

-roment:

lo:Gc:

DHR.l-L7

\'__,

I trust that these nesponses suffÍce.

rbby

Sent from my BlackBerny lrtíreless Handheld

Oniginal MessageFnom: Bungess, DernickTo: Honton, Robert; Honton, Ellen-KateSent: Mon Oct 2ø t8:52:t8 2ØØB

Subject:

Bobby, question fnom CabÍnet last Tuesday.-why was thene a nental agneement sign in lan Øgand some 1Ø months later still empty?.Also why was ít not submitted fon cabinet' appnovar and who signed it?

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Bradv. Lawrence

ìrom:.,gnt:lo:Subiect:Attachments

Chung, Lucyweonäsiài October 29, 2oo8 1:3G pMBrady, Lawrence1 29 Front Street - funding13.254.52 Project Budget-2008-1 0-29.pdf html

Lawrence,

Attached please find the budget for works at 129 Front Street. At a previous meeting PS Horton has advised that hewould speak to DHR and Management Services about funding their own construction - he only agreed to fund the rent,cleaning, utilities for the remainder of the financial year as well as moving costs. He had instructed me to fund it out of ourOffice Relocation Vote and that we would seek reimbursement from the Client Departments. You will note that I haveshifted Management Services' moving cost to their account since they seem prepared to pay for it now (per theirinstruction to Stephen).

Regards,

Luqy

Lucy Chung, Arohitect

S/&8, Bermuda Govemment

rel: 441-297-7679

Fax:441-295-4675

Email lchung@eov.bm

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LawrenceDHR-1-

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we have a meeting this morning with carlita o'Brien regarding Human Resources' move to 12g Front street. Did youhave a chance to advise her that our Minister is not allowing ui to pror".á ritn-ãñyroo¡t¡onal works?

-rom:ant:

fozGc:Subject:

PS Horton,

Regards,

Lucy Chung, ArchitectW&E, Bermuda GovernmentTel:441-297-7679Fax:441-295-4675Email lchung@sov.bm

Chung, LucyWednesda¡ December Og, 20Og g:41 AMHorton, RobertBrady, Lawrence129 Front Street

26L

Lucy

rP

DHR-I..20

=rom:,gnt;to:Gc:Subject:

Horton, RobertThursda¡ December 04, 2008 5:37 PMO'Brien, Carlita; Tyrrell, Rosemary; Dill, Kenneth; Brady, Lawrence; Squire, StephenChung, Lucy; Burgess, DerrickRE: 129 Front Street - Department of Human Resources & Management Services

Colleagues:

f wísh to emphasize that the instructions set out in Ms. Chung's e-maÍl below have the fullauthority of the Hon. Dennick V. Burgess, lP, MP, MÍnisten of ürlorks and Engineening.

Please communicate wíth me dinectly should you have any enquinies in this negard.

Thank you.

Robent K. HontonPenmanent SecretanyMinistny of t¡Jonks and Engineeníng

Fnom: Chung, LucySent: Thursday, Decemben ø4, 2øø8 4:59 PM

To: 0'Bnien, Carlíta; Tynnell, Rosemany; 0i11, Kenneth; Brady, Lawrence; Squine, Stephen;Honton, Robentsubject: 129 Front Stneet - Depantment of Human Resources & Management Senvices

Good day all,

Fon the avoidance of doubt we would líke to provide the following summany:

1. We have been instnucted by our PS to not undertake any additional wonk funthen to theoníginaI neduced scope of wonk. As such the following wonk wíIl not take place:a. ÐHR : no demountable pantitÍons. 4' high fneestanding panels only. We will- advisetomorrow on when these panels ane expected.b. DHR - no additÍonal inteníon windows into the 2 offÍces unden discussion.-'c. DHR - no nenovation to the washnooms.d. Management Services - no additional sínk next to the handicap washnoom.e. Management Senvices - no additional drywall partition next to the board room to cneatecoffee apea. lrle will pnovide freestandÍng panels per the oniginal neduced scope of work.f. Management Senvices - no addÍtional dnywall pantition near the boandroom to cneatestonage noom.2. The Contnaçton is advising that they will ."t.h Substantial Completion on TuesdayDecember 9th.3. The glass doons will not annive on the island until December 19th. Thene wÍ]I be atemporany doon installed.4. l^le have met wÍth the Benmuda Fine ServÍces and oun electrical engineen ís making somerequested changes. lrlhen the changes are made we will annange fon a Fine Senvice inspectionpen standard procedune.5. W&E have not onganized movens for DHR. hle can asslst if this is nequined. Given thepcomíng holidays - with people on leave and pnognamme obligatíons - it ís our understanding

'-Chat the move will have to take place 5.n Januany.

RegardS,Lucy 262

LBI

DHR-].2LLucy Chung, Architect

W&E, Benmuda Government¿lz 44t-297-7679axz 441,-295-4675

Email: lchuns@sov.bm

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Bradv. Lawrence

çrom:¡ênt!lo:Gc:Subject:

Chung, LucyWednesday, December 10, 2008 9:45 PMHorton, RobertBrady, Lawrence; Squire, StephenRE: HR Move to 129 Front Street

PS Honton,

Yes, I can walk through wíth you & Mn. DÍ11.betten positioned to comment on specífics.

I'11 ask Stephen to come along since he,s

Regands,Lucy

From: Honton, RobentSent: wed L2/LØ/71øø8 7:23 pM

To: Chung, LucyCc: Brady, LawnenceSubject: Ft¡J: HR Move to L29 Front Stneet

Lucy:

.Í11 you be fnee to join the l-lead of the Civil ServÍce and me duning a walk thnough of L29Fnont Stneet at 1L:ØØ a.m. tomonrow, Thunsday? I am aware that you must leave at 11:3Ø p.m.in orden to attend to the needs of youn child.

Thank you fon youn consideratíon in thÍs negand.

6tat I11¡\11

From: DÍ11, KennethSent: trlednesday, December 1Ø, 2øø8 5:10 PM

To: Honton, RobentSubject: HR Move to t29 Fnont Stneet

Bobby,

Since the Govennment Intnanet network was out of commission this monnÍng in this buildinguntil 15 minutes ago, r left an urgent message fon you to contact me.

í

.'r thínk it would be advísable fon you and me to conduct a walk thr"ough tomonnow anoundtt:3Ø/L2 to satisfy ounselves that the space Ís ready fon occupancy by HR.

264LB

I

DHR-]-23

Please nevert ASAP.

Ken

265rÐ

DHR-1-24

Bradv. Lawrence

.rom:ênt:

To:Cc:Subject:

Horton, RobertTuesday, December 16, 2008 5:44 PMChung, LucyBrady, LawrenceRE: 129 Front Street

Sent:

Lucy:

The Minister was dismayed upon reading the e-mail. He recalls our recent meeting when we were advised that only thedoors would not be here in order to accommodate a pre-Christmas move.

He will wish to meet with us tomorrow to discuss 129 Front Street. Stand by for g:30 a.m.

RKH

Frorn Chung, LucyTuesday, December 16, 2008 4:58 pM

Horton, RobeftBradç Lawrence; Squirq Stephen129 Front StreetSubject:

PS Horton,

Did you lave a chance to¡eview this plan to move tf:e Department of Human Resource out of Global House as quickly aspossible? We vr¡ould need to proceed alrnost immediately if we want a chance at meeting the datesouüined belo''

)gErds,

-ucy

From: Chung, LucySent: Tuesday, December 16,2008 L0:47AMTo: Horton, RobertCc: Brady, Lawrence; Squire, StephenSubject:

PS Horton,

With the aim of getting the Department of Human Resources out of Global House as quickly as possible please note thefollowing:

To:Cc:

1 Until receiving direction from the Minister recently we were proceeding with a January move date in mind -primarily due to a lot of.DHR's s'taff being on leave around the holidays and their training schedule. With this inmind this is what was discussed with lTO. ITO does not have any availability to assist b-efore January 13t6. Thisitem is on our critical path.Due to the to and fro concerning freestanding panels versus demountable partitions and short-term versus long-ierm move we are now unabie to get the panels here in time to meet the schedule based on the critical path item(lTO's availability).The only way we can get DHR out as quickly as possible is to use drywall partitions. lf we start immediately wecan get it completed to an acceptable level by Friday January 9'n to allow for furniture set up. Scheduling thefurniture installer is the second item on our critical path - we have booked them for our required dates.Packing is to be completed by January 5thFurniture at Global House Ís to be dismantled from Tuesday January 6th until Thursdav Januarv BthFurnih¡re to be set up at 129 Front $treet from Friday January gth until Tuesday Januiry teth lttris murst becompleted before ITO can set up computers).lro will pack up and move computers from Global Hsuse on Tuesday January 13th.ITO will unpack and set up computers at 129 Fron2$6et from Wednesday January 14h until Friday January 16ü

Ï,B1

2.

3.

4.5.6.

7I

9. The office should be operationalon MondayJanuary 1gh.

Please advise as quickly as possible if we may proceed with this ptan.

;gards,Lucy

Lucy Chung, ArchitectW&8, Bermupa ClovernmentTel: Ml-297-7679Fax:441-2954675Email: lchune(Asov.bm

267LB

z

DHR-I.25

DHR_126

Bradv. Lawrence

Erogxl:

,ent:To:Ca:Subject:

Proceed as stated!

RKH

Horton, RobertFriday, December 19, 2008 4:20 PMChung, LucyBrady, Lawrence; Squire, StephenRE: 129 Front Street

Fro¡q'rSent:To:

Chung, LuryFriday, December 19, 2008 3:00 PM

Horton, RobeftBrady, Lawrence; Squire, Stephen129 Front StreetSubject:

FS fiortor¡,

For ftie ãvoidançe of doubt we wish tc nete that we are proceedíng wíür ihis plan þased on your åpproval af Ðecembertf . We hwe þeen working closely with Carlita in ordei to coordinste the nrâny vendors tfrät are iisvolved. Wiih plansfalling ínúo place she seems less unhappyfor now.

Regards,Lucy

rom: chung, LucyScmt: Tuesday, December 16, 2008 10:47 AMTo: Holton, RobertCc; Brady, Lawrence; Squire, StephenSubJect:

PS Horton,

With the aim of getting the Department of. Human Resources out of Global House as quickly as possible please note thefollowing:

1. Until receiving direction from ihe Minister recently we were proceeding with a January move date in mind -primarily due to a lot of DHR's staff being on leave around the holidays and their training schedule. With this inmind this is what was discussed with lTO. ITO does not have any availability to assist before January 13th. Thisitem is on our critical path.

2. Due to the to and fro concerning freestanding panels versus dernountable partitions and short-term versus long-term move we are now unable to get the panels here in time to meet the schedule based on the critical path item(lTO's availability).

3. The only way we can get DI-IR out as quickly as possible is to uie drywall partitions. lf we start immediately wecan get ii completed to an acceptable level by Friday January g"'to allow for furniture set up. Scheduling thefurniture installer is ihe seconci item on our critical path - we have bookeci them tor our required dates.

4. Packing is to be completed by January 5'n5. Furniture at Global House is to be dismantled from Tuesday January 6th until Thursday January Bth

6. Furniture to be set up at 129 Froni Street from Friday January g'n r"¡ntil Tuesday -lanuary t Sth 1tÉris must becompleted before ITO can set up compuiers)

7. ITO will pack up and move computers from Global House on Tuesday January 13ih.8. ITO will unpack and set up computers at 129 Front Street from Wednesday January 14th until Frlday January 16.9. The office should be operationaion Monday January 1dh.

Please advise as quickly as possible if we may proceed with this plan270LB

I

Regards,Lucy

rcy Chung Architect, &8, Bermuda Giovernmont

Tel:441-297-7679Fax: Ml-295-4675Email: lchung@gov.bm

DHR-127

\,-/'

27LLB

?

DHR-1-28

çrom:ient;

To:Gc:Subject:

Gilkes, DeborahTuesday, December 30, 2008 10:32 AMBrady, LawrenceO'Brien, Carlita; Chung, Lucy; Squire, StephenRE: Move 129 Front Street

lmportance: Hish

Good Morning Lawnence:

ust sent the email ?9foy to Lucy and Stephen and received notices that they ane on leave.ngently nequine feedback on my queny below as it impacts oun moving plans ãnd the movens.

Thanks so veny'much,

Debbie

nom: Gilkes, DebonahSent: Tuesday, Decemben 3Ø, 2ØØB tØ:29 AllTo: Chung, Lucy; Squire, StephenCc: O'Brien, CanlitaSubject: Move 129 Fnont StneetImpontance: High

Good Morning Lucy and Stephen:

f know you may be on holÍday this week; however I need confinmation on what is the tnue stateof affains nelating to 129 Fnont Stneet. Membens of staff went on a site vísit today ínpnepanation of the move beginning next week. t¡Jhile thene the one constnuction wonker on thejob ovenheard them talking about the move next week and he told them that he was giveninstnuction that the wonk had to be completed by Januany t5, Zøøg and that is the date he Íswonking toward. He only commenced wonk on Decemben 25, 2øø8. He alss said the J.ights haveto be configured fon each offíce and that the date of ]anuany 15, 2Ø0g includes that work aswelI. He also saíd that the wonk wÍ1l genenate dust. This ifrange in the completion datewill ímpact the timefname fon the move.

'-"='look fonwand to receíving clanity on the matten as the movens have been contacted.

272LB

1

rjIu

Kind Regands,

aebbíe

-eborah Thomas-GiLkes

Senfon Traíning Managen

Department of Human Resounces

Global House

43 Church Street, Hamilton HM-12

Benmuda

Tel. (44L) 294-eØ17; Fax: (44L) zss_z}Sg

email: dmsilkes@eov.bm

DHR-1-29

273LB.'

DHR-30

DRAFT CABINET MINUTES 38(08)14

NOVEMBER 4 2008

Brady.

DHR-]-31

Chung, LucyTuesday, March 10, 2009 11 :20 AMSquire, StephenBrady, LawrenceFW:129 Front Street - Additional Works

Stephen,

The PS has been advised that we will be going fonwand with the additional wonks as soon asJenny gives you the.go ahead.

Please stay on top of this pnoject Ín terms of budget and mone impontantly, schedule.

Let me know as soon as you know if things stant slipping. lnle had a lot of damage control todo duning the oniginal pnoject due to us not gettÍng things done in a timely rrñn". (r stillhave to provide an official nesponse to canlita's angny email) and we must ãvoid a repeat ofthat.

hJe had discussed some of the details concenning electnic openatons on too many doons etc. Tobe on a safe síde please could you pnint out a copy of the dnawing fon *y ."ui"r.Thanks,Lucy

.'om: Honton, RobentSent: Tuesday, Manch tø, Zøø9 1Ø:31 Avl .

To: Chung, LucySubject: RE: 129 Front Stneet - Additíonal htonks

Gneat.

RKH

Fnom: Chung, LucySent: Tuesday, Manch 1Ø, 2øø9 9:3Ø AvlTo: Horton, RobentSubject: RE: !29 Front Stneet - Additional Wonks

Yes, r think it would be safe fon the Ministen to neport so.

Fnom: Honton, RobentSent: Tuesday, March tø, 2øøg 1Ø:26 AlvtTo: Chung, LucySubJect: RE: 129 Front Stneet - Addítíonal htorks

l'ceIlent! Then it's all systems go!

r-lhank you!

275LB

1

þm¿nt:

To:Cc:Subject:

RKH

DHR-]-32

From: Chung, LucySent: Tuesday, March Lø, 2øø9 9:06 Avl.o: Honton, Robentr-c: Bnady, Lahlnence; Squire, Stephen; Burnham, Jenemy p.Subject: REz t29 Front Street - Addítional Wonks

PS,

lnle shall ask Mn. DiII fon the change codes then.

hle just received news fnom Greymane thls monning as forlows:t. Estimate is close of trl&E's. We wíll ask Jenny to neview and negotiate, if nequined, asa matter on ungency.2. They can complete it by end of month if given the go ahead Ímmediate, which we will doin the coming days followíng completion of item j.

Regands,Lucy

Fnom: Honton, RobertSent: Tuesday, Manch tø, 2øø9 3:17 Alvl

To: Chung, LucyCc: Brady, LabJrenceSubject: RE: 129 Fnont Stneet - Additional t¡Jonks

-onfínmed! !

r am hopíng. that Greymane. wÍll be able !o stant as soon as possible.

RKH

From: Chung, LucySent: Monday, Manch ø9, 2øø9 2:56 pM

To: Hontonr' RobertCc: Bnady, Lawnence; Squine, StephenSubject: 129 Fnont Street - Additional trlonks

PS Honton,

Following youn meeting with Lawrence concenning L29 Fnont Stneet we would 1ike to confirm ounundenstandíng as follows:

1. Mn. DÍII has secuned funding fon the additional wonks at 129 Fnont Stneet.2. The estÍmate of $189, ø23.25 v,ras pnepaned by trl&E.3. t¡le have appnoval fnom Mn. DiIl to negotiate with a single Contracton, Gneymane - sincethey have completed the wonk to date and ane famÍIÍan with the pnoject4. Gneymane Ís cunrently pnicing this additionat wonk and pnepaning a schedule fon thewonk.5. trle wÍll pness Gneymane, again, in the monning fon an update so that the MínÍsten coul

,ovide an update to Cabinet tomonnow.*",

- .'Regands,Lucy

276LB

2

Lucy Chung, Anchitectl^l&E, Bermuda Govennmentrel: 441-297-7679

axz 441-295-4675Émail: lchuns@sov.bm

DHR-]-33

277LB

DHR-134

f

Fnom: Squine, StephenSent: Tuesday, March tø, 2øø9 2:35 PM

To: Chung, LucyCc: Brady, LawrenceSubject: RE: 129 Front Street - AdditÍona1 t¡lonks

Lucy,

I am waíting fon Greymane Contnacting. to. confÍnm u¡hether on not they can attend a meetÍngtomornow with mê and fenemy to discuss their Estimate, and a start/completÍon date.

Aften further review, there wil.l only be one electnic door openator supplied and installed at129 Fnont Street and that sr¡iL1 be fon the double glassed doors to the entnance of DHR.TneeCon Linited is cunrently lookÍng into whethen they can suppJ.y and install an electricoperator fon those doons.

f believe WeE dld there best in addressing the clíents needs/demands unden suchcincumstances.

Regands

Stephen Squine

Fnom: Chung, LucySent: Tuesday, Manch !ø, 2øø9 11:26 AvlTo: Squire, StephenCc: Brady, LabJrenceSubject: Fhl: 129 Front Stneet - Additional Works

Stephen,

The PS has been advísed that we wíII be going forward with the additionaL wonkj as soon asJenry gives you the go ahead.

278LB

!

DHR-].Please stay on top of this pnoJect in tenms of budget and more Ímportantry, schedule. 35

Let me know as soon as you know Íf things stant slipping. tnre had a lot of damage contnol torr during the'original pnoject due to ui not gettinþ'tnlngs ãonË-in a timely mannen (r still.'Qve to pnovide an officÍal nesponse to canlÍta's angry email) and we must ãvoiã a repeat ofthat.

hje had dÍscussed some of the detaíls concerning electnic. openators on too many doons etc. Tobe on a safe side please could you print out a copy of the dnawing foryy ,..ui"r.'Thanks,Lucy

From: Honton, RobêrtSent: Tuesday, March tø, 2øø9 1Ø:31 AlvlTo: Chung, LucySubject: RE: 129 Front Stneet - Additional trlorks

Great.

RKH

Fnom: Chung, LucySent: Tuesday, Manch 1Ø, Zøø9 g:3Ø AvlTo: Honton, Robent

'bject: RE: t29 Fnont Stneet - Additional htonks

Yes, r think it would be safe fon the Ministen to nepont so.

From: Honton, RobentSent: Tuesday, Manch 1ø, 2øø9 {Ø:26 A{To: Chung, LucySubject: RE: 129 Front Stneet - AddÍtÍonal hJonks

Excellentl Then it's all systems go!

Thank you!

RKH

From: Chung, LucySent: Tuesday, March 10, 2øøg 9:Ø6 AvlTo: Horton, RobentCc: Brady, Lawnence; SquÍne, Stephen; Bunnham, Jenemy p.Subject: REi 1.29 Front Stneet - AdditionaL tlonks

PS,

' .'shaIl ask Mn. DilI fon the charge codes then.\---.zt

"lrle just received news fnom Gneymane thÍs morníng as forlows:1' Estimate is close of l'rl&E's. lrle will ask Jenny to review and negotiate, if nequÍred, asa matten oF urgency. 279LB

2

DHR-1-40

3.1.5 Renovations - Department of l-N¡"¡nnan Resources - Fage 23

" Tai¡.Ðl'aÞri,n+¡!¡i1

What doFãnancia!

!nstruetisns/FFAsay?

"8.2.3 Goods and Services Ín Excess of $5,000(1) Goods and services with an estimated value in excess of $5,000 shall beobtained on the basis of at least 3 quotations.(2) The range of suppliers requested to provide quotations must be as wide aspracticable.(3) Accounting OfFrcers are responsible for ensuring that these procedures arefollowed and rnay be called upon to justifu the tendering process.(a) The employee initiating the request shall clearly state all the relevantinformation necessary to secure an accurate price.(5) Quotations must be submitted in writing and retained in accordance withFI Section 22.(6) A closing date/time for submission of quotations must be stated and strictlyobserved.(7) The lowest price must be accepted or reasons for not accepting the lowestprice must be documented.(8) Unsuccessful suppliers should not be allowed to re-submit a lowerquotation price - the first quotation must be accepted.(9) Successful and unsuccessful suppliers should be notified in writing.(10) Where possible, quotations for an annual supply should be sought toobtain quantity discounts.(11) When requesting quotations from foreign suppliers, ensure that totallanded cost is used to ¡)ornpare tr¡ local quotaiions. Lantlcd cost should includepurchase price, exchange, freigbt duty and all handting costs,'o

"8.3.1 DocumentationQuotations or tenders accepted for the supply of goods or services in excess

of $5O000 must be documented in a written agreement or contract. Once a

satisfactory contract is formatted, except for minor amendments, thecontract could be used for many other types of supply. contracts totallingover 550,000 {including those with muttiple payments) must be submitted tothe Cabinet for approval before acceptance."

PFA 2OO2

"6.3 Contract Services with an esti¡nated value over $50,000,006.3.1 The rneans of procurennent for Contract Services with an est¡matcd

value over $50,000.00 sfirall be by, Form of contract. Tri-partitecontracts {i.e. those that requ¡re a Contract Administrator to mediatebetween the Contractor and the Owner/Ernployer, e.g. AIA or FIDIC

for¡ns of contract) shall be signed by the pern¡anent secretary or

135OAG-1

Legal -1J997494t1

DHR.]-4T

What did weflnd?

Department Head on behalf of the Owner/Emptoyer.

6.3.2 The method of procurement shall generally be by open Tender (see6.3.3). When circumstances d¡ctate, such as the nature, size orcomplexity of a project, the method of procurement may be by pre-qualifíed Tender (See 6.3.4).

6.7.3 For contract services between $51000 and s50,000, the projectManager shall submit an evaluation of the tenders received to theDeparfment Head. For contract services over $500000, this shall be inwriting, copied to thePermanent secretary and comptroiler and theirrecomrnendation forwarded to Cabinet for contract approval. Contractaward recommendations over $50,000 are prepared for review of thePermanent secretary and Minister prior to submission to cabinet forapproval.ln 2010, a contract for renovat¡ons.to the Department of HumanResources did not receive cabinet's prior approvat nor was it put out totender.

w&E confirmed that the project was not properly tendered and notedthat the Head of the civil service agreed to proceed with negotiating a

cost with a contractor (Greymane contracting). As such, there was nocabinet Award Recommendation document issued to cab¡net and nocabinet approval was obtained for the award of th¡s contract. The originalcontract sum of $257,000 was negotiated with the contractor. Howeveças a result of numerous change orders in the amount of $701,000, thefinal cost to the public was $959,000.

136oAc-1-

Legal- 10997494-L

DHR-1-42

ARISING FROM THE

AUDIT OF TT{E CONSOLIDATED FUND _ ACCOUNTANT GENERAL

FOR" THE YEAR ENDED MARCH 31, 2O1O

CONCERNS AND OBSERVATIONS ARISING FROMTHE AUDIT

REPLIES AND COMMENTS FROMMANAGEMENT_ W&E

3.I.5 OBSERVATION

Greymane Contracting was paid 5957,726 forrenovations relating to the Department of HumanResources. The original contract sum was for9256,927 with Change Orders amounting to$700,799. V/&E confirmed that the project was notproperly tendered and noted that the Head of CivilService agreed to proceed with negotiating a costwith a contractor. There was also no Cabinet AwardRecommendation document issued to Cabinet. Assuch there v/as no Cabinet approval for the awald ofthis contract

Furthermore, this contract did not meet the criteriato be considered under section 6.1L 'ExceptionalCircumstances' of P.F.A . 2002.

RECOMMEINDATION

P.F.4.2002 requires advertised open. tender forprojects over $50,000. V/ith regards to the contrabts

that were not tenderecl, they also did not meet the

criteria to be considçred under section 6.11

'Exceptioaal Cireumstances' oi F.F.A. 2002. TheDeparhnent of Works and Engineeriag must atlhere

to their required policies for the pro.curement ofgoods and services if govemmeut is to obtain value

for money on capital projocts. Furthermore, these

policies help to reduce the risk ofunderperforsrance, fraud and misappropriation.

137oAG-L

Staff have subsequently rpceived re -training.New procedures have been implemented and arebeing monitored.

Also, the esøblishment of the new ProcurementOffice should address issues.like this.

We are also working with the Internal AuditDepl to improve processes and procedures

Legal - 1,0997496.1.

DHR-].43

Contraots should not be entered into anil paymentcertificates should not be paid uutress all selevantprocurernent polieies have been followed andCabínet approval has been obtained. Thero shouldbe consequences ìu placo for those responsiblo fornot oomplying $'ith doauulented policies anóprocedures and these aorìsequonces should be octedqpon.

r-38ÔAG- 1

Legal - 10997496.1

( DHR-]-44Joel

From: Chung, LucyWedrresday .luli'21, 2010 5:14 PM¡.r¡q+et--...Morílfe, Andreu¡ Brady, Lswrencp; Sau¡re. SteohenFW: DHR - audltors {uøsllone/dnswérsSubJect:

Gavln, r zJ

Our comments ¡n led,

Fr€!t!¡ qulre, StephenSent: Wednesday, July 21, Z0l0 3:16 pM?o: Grung, LucySubject DHR - audibrs ques{ons/snswers

Lucy,

ldentlfìed below via the color red the answers to Joel Forbes.., questions.

L4LoAG-1_

$ont:!o:Cc:

-rwWlth rsgards to bullding_upgrade parentasset #g2gg "DHR 129 Froñt Stsset for 9267,283, lhe support ln the fitê undêrw1504 ¡Ê påyment certificaio 5lo'"Greyrnane Conbactlng" and tJcinìracih ãieo provlded.

(1) Was lhts project prop€rly têndêrêd? tf so is lnfo¡matíon on other tendêrs reçoived avallable for¡evlew? Thjs pro¡eclt¡r6s Íot Éro,¡erly tendered. Ihe Ftr:aci oÍ the Civri Service sllated "i"

t;i;¡t'fo tr;äed wíth nejotËtí,.,ì ã "á"i

óin "contractor, Preass n?fer to fíre lsrz\4tszroz, email dated septemuei s, ád0í";;0ì ;;l;à-éóiããt¡".,i. zooa.

jateo sep¡emÞer e' 2008 and '?lii:î,o)

rvllnutes of client Me€tíns

I:iùl,: (2) can you prov¡de thd cablnetconclu-slon approvlng the awarding of lhlc contract? Thare-*.¡as no cabirret A,.¡rar<,' ''

Reco¡nnrer,rt¿tior.¡ ctucrr¡nenl issued t; caltñii;i;hís-projact. - - - - --"- I

. (3) The orlglnal contract sum is for $255,927, the change ordero amount to $200,799 for lotsl.contract sum to date p€r¡u\ pa¡rmønt certificate 5 of $s52.726. wtry ir trr*iäãuãrr a r:,uge incrãasô rióüii,Ë'öi¡gina¡ *r,r.a"t "umiî;Jru'r*" , i,rr"incr'Èãsnfro,rì.theorrgllrdr oorìfrgútrur'becau.seof thefqrl-owii'.g,----

yiru{rq¡w¡¡gcu¡-u'¡ri rr!q'r:t?¡

' G¡eymane contracling provided a quote for bullders wórks and made allowances in their quote for their sub-conractors in Barticular the Mechanical and Electrical. ¡ecaus" orÛ'" s¡'t* bid perioäihe!-ñe-r"înäËi" to ,our".pricing from sub-conkactors,plior to issuing their quotà to. worr,rãnálîöin""ring in the amount of g2s6,927.00.l9!9r-to-c!9nge order #1: lhe sub-contraõtors qúotes wt'tot, lncrÈásed ihe conkact sum in the amount of

c ifli¡[Ji;ür,::i.j_?:,js. chanses aurins *ro cons*,,;"" ";;;,;;;;"'""o"","0'"*ì*,'0"",'"","0 ,,,'lhe space Management Serv¡ces was occufying. The client requesled Design Changes_during thå Construction period; ihal 7 new enclosed offices be geated inthe space the Department of Humãn Resouices was occupying. Tho client reque.qted Design Changes duríng the Cons-tructionÞer¡od; in order to meet the requlremenis of themerging of the Department of Humãn Resoürces wlth Managem€nis;;i"* the following design changes had tooccun 4 new offioes, â new slaff lounge, a new k¡tch€nelto,änà ãitãiãúons io existing oífices.

fa) w¡9 approved fha changø orders and do you have-coples of these approvals? Tt¡e 6l¡ange ordÊis wdrs ãnl'.uev chuns. ¡\tchilect anrÍ l-hu p.nn"'rö"rîui,iJraiî crr;¡'nse o;,i;Ë;;."d;Ëüil.1'iüîlrË'r.jrãääåääji,.ö-î,Ë:j::'ff/T

(6) The tolal noted as a wlF addltlon/camptelion and Building addflon lhlg yeaf is g267,783. Where has ttie fomatniÛgamountsn the conhâct of $68g,s4a boen'Þóoked? Gar,in Stninñil.;iwädi;çå,ar[s Bepalirne¡t.wi¡ provirte the answe¡tolhlsquery. t,,,,.t.,j *t*ìt.-,, ,+ ¡-,i 4 J tt4ls+ ,r,r; f-*,'*r,o* >f ¡*jr-{ 75ofi.taon qssL+e?n1Reqerds,

4.-t* ¡,r, 7t ^.,ß":u; ú..+: ÊL

y" ¡Jte4lÀ.?

V,rl/Ð

I 6â'to(rO

u +.1

DHR-1-45

L42oAG-L

DT{R-T46

REQUEST'ED BY: Ben Adamson

CONDUCT'EÐ BY; Mark Outerbridge

CûMFÁ.NY: GreymaneContraetíngtrtd.

ÐATE: June29,20l6

T'IME: Registrar of Companies:Ll,:20 a.mSupreme Court: 1.1:00 a.m

Memorandurn of .A.ssociation (MoA) :.

Initiai Subscribers:

Consent granted:Certificate of Deposit of MoA:Unrestricted Obiects:

Resfrictions on Powers and/or additionai PowersExempted Compãny:Limited Liability Company:Limited Duration Company:Unlimited Liability Company:.Segregated Accounts Companies Act Company:

Altered MOA:

Frivate A.ct:

Certificate of Incorporation:

Change of Name:

R.egistered Office:Date filed (& by whom):Address:

Add.ress of Register of Members

File No to Charge: gSZf26

n{.egistration No: 21609

CÐ&P Connpany: No

15101,196 - scanned copy attachedTomas C. M. Snrith, ATlison M. Smith14 Old Road Southampton, SNOI. Bermuda31.10u96

3U0Ue6No -if lr,lo, see scanned copy MoA for Objects .

Yes -if Yes, see scanned. copy MoA for powersNO - LOCALYes

NoNoNo

1L/A6/e6

3UAUe6

A6106196 - From: Tomar Foods Ltd.To: Greymane Cont¡acting Ltd.

07101.110

L2 Bakery LanePembroke, HM 07

Eermuda

N/A

N/A

L7CDP-].

No

Eranch Register of Members:

Administration - 4321890 1

DHR-]-47

Share Capital:Minimum Share Capital (if applicable)

Initial Authorised Share Capital

Increase

Present Capital

Certificate of Itegistration'as an Xnsurer:

Other:t{etice of Warning to be Struck Off:

Striking Off È{otice:

Notice of Winding-up:

Re ceiver/Liquidator Appointed:

Frospectus filed:

us$US$

US$

US$

No

No

Nc

No

No

No

1.2,ûoCI.00

L¿000.00

L2,000.00

l{,esoI Filed

1996'1) The Percentage of all issued shares in the Company benefiôialty owned by Bermudiar;tsisllYo'2) The Percentagd of total voting rights in the.Company which can be exercised'by Bermudians is75o/a

3) The number of Bermudian directors expressed as a percentage of the total number of directors is 66.67%

1997

L) The Percentage of all issued shares in the Company beneficially owned by Bermudians is_75%

2) The Percentage of total voting righis in theCompany which can be exercised by Bermudians is 75%

3) The number of Bermudian'directors expressed as a percentage of the total number of directors is 50o/o

1999

1) The Percentage of all issued shares in the Company beneficially owned by Bermudians isJS%2) The Percentage of totai voting rights in the Company whidr can be exercised by Bermudians is 75%

3) The number of Bermudian dírectors expressed as a percentage of the total number of directors is 50o/o

2000

1) The Percentage of all issued shares in the Companybeneficially owned byBermudians is_75%

2) The Percentage of total voting rights in the Company which can be exercised by Bermudians is 75%

3) The number of Bermudian directors expressed as a percentage of the total number of directors is 66%

200L

) The Percentage of all issued shares in the Cornpany beneficially or¡¡ned by Bermudians isJ00%\".,2) The Percentage of total voting rights in the Cornpany whidr can be exercised by Bermudians is L00%

3) The number of tsermudian directors expressed as a percentage of the total number of directors is 100%

18cÐP-LAdministration - 4321,89Ð JL

DHR-]-48

20021) The Percentage of all issued shares in the Company beneficially owned by Bermudians is_100%2) The Percentage of total voting rights in the Company which can be e>ie¡cised by Bermudians is r.00%3) The number of Bermudian directors expressed as a percentage of the total number of directors is L00%2003

1) The Percentage of all issued shares in the Company benefiäally owned by Bermudians is_100%2) The Percentage of total voting rights in the company which can be exercísed by Bermudians is l00yo3) The number of Bermudian directors ocpressed as a percentage of the total number of directors is L00%

2004

1) The Percentage of all issued shares in the Company beneficially owned by Bermudians is_100%2) The Percentage of total voting rights in the Company which can be exercised by Bermudians is 100%3) The number of Bermudian directors expressed as a percentage of the total rr.r-b", of directors is L00%

200s

L) The Percentage of all issued shares in the Company beneficially owned by Bermudians is100%2) The Percentage of total voting rights in the Company which can be exercísed by Bermudians is L00e/o3) The number of Bermudian directors expressed as a percentage of the total.,.r*b", of directors is L00%

2006

1) The Percentage of all issued shares in the Company beneficially owned by Bermudians is_L00%2) The Percentage of total voting rights in the company which can be exercised by Bermudians is L00%3) The nqmber of Bermudian directors expressed as a percentage of the total number of directors is 100%

2007

1) The Percentage of all issued shares in the Company beneficially owned by Bermudiaru is_L00yo2) The Percentáge of total voting rights in the Company which can be exercised by Bermudians is 100yo3) The number of Bermudian directors expiessed as a percentage of thê total number of directors is 100%

2008

1) The Percentage of all issued shares in the Company beneficially owned by Bermudians is_100%2) The Perceniage of total voting rights in the Company which can be exercised by Bermudians is L00yo3) The number of Bermudian directors o<pressed as a percentage of the total number of 4irectors is 100%

2009

1) fhe Percentage of all issued shares in the Com¡lany beneficially owned by Bermudians is_100% .

2) The Percentage_of total voting rights in the Company which can be exercised by Bermudians is 100%3) The number of Berurudian directors exptéssed as a percentage of the total number of directors is 666/o

tnln-vLv

1) The Percerttage of all issued shares in the Company beneficially owned by Bermudians is-100yo2) The Percentage of total voting rights in the Company which can be exerciied by Berurudians is x00yo3) The number of Berrtudian directors e>cpressed as a percentage of the total number of directors is 66%

2071

1) The Percerrtage of all issued shares in the Company beneficially owned by Bennudians is-L00%

.t*. lì 3" Percentaç of total voting rights in the Company which can be exercised by Be¡:nudians is 100yo-- 3) The number of Bermudian directors e>qrressed as a percentage of the total number of directors is 66%

L9CDP-T-Administration - 4321890.1

DHR-t_49

\t12

/ The Percentage of a-11 issued ohares in the Company beneficiaily owned by Bermudians is_1"0û%

2) The Percentage of total voting rights in the Cornpany which can be exercised by Bermudians is L000/o

3) The nurnber of Bermudian directors expressed as a percentage of the total number of directors is 660/o

201.3

1) The Percentage of all issued shares in the Company beneficially owned by Bermudians is_L00%

2i The Percentage of total voting rights in the Company which can be exercised by Berrnudians is îAûYo

3) The number of Bermudian directors expressed as a percentage of the total number of directo¡s is 66%

See attached scanned docu:nent(s) for details of the following registered charge(s) which were {ound on the

Company's file:

Serial Number Ðatelfime Registered Satisfied: Yes/No

1.5436 02102103 @9:28 am No

21.811. 1.5/01/08 @ 1L:48 am No

2.ffiAA 02108111@1:L0 pm No

Search of t4e Çhargee Rçgister

(i¡ The Cliarges Register has been searehed: tX ] yee I i no

(iii Charges registered against this cotnparry were found: [X ì yes [ ] no

(iiii For each cha¡€e registered ageinst this coarpany, a cûerÊspenrüng Forra I{o. 9 =was found:lX I yee [ ] no" [ ] rrot a¡rplicable (i.e. nq,cfrArg€s havç bee$, reg¡st&x*d asåin$t tbþ cos$rånX]

No actions have been coûflnenced in the Suprenre Coart of Eer¡auda by or agsårut the Compiliy as at the date and

time of this senrch.

!t*

20cDP-L

I.=',DùK ¡lnüairt.

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Á z{-i-ic+ra+in¡ - l.?a-f RQfì 1

DHR_].50

.FOßIVÍNO.2

Te*$få$f;.*e sñtrIr,{

ÁLLTI'ÜNM,sS4TYH

tsEAMUDIT

THE COMPAT{IES ACT X9S1.

MEMORANDUM OF ASSOCIATTON OFCOMPAT{Y TIMITEI} BY SHARES

(Ëection 7(1) md (2))

MET4ORANDT.ÍM OF ASSOCTAT'TCT\IOF

rcí{a:m.FaOÐ$f,ÏD"{a¡at¡ò!aebòùbúÍú..r!råDoÈ.tôô¡!!rr¡att Á tt t. tra á.t ta

ÁJ]Ðß.ËSS

rbrr. !....r!rr.ôtô

X. Tl* {+ilft of the:ilembers of ths Conrpanyis }iloitêd to the asrount (if any) fo¡ the timebeíngurrpaid. on tåe pha{€s respcctivelyheidby thera

Z.- We, ftreunderrtgÍted,nætehy,

NAIdE

L.*OldSouthRed$outhamptorrshï 01

14 ûld Sou{h Road.SouthamptonsNrl

'DffiTd[JÐlAil[sÏf['[Js(Yes/No)

YES

2TCDP_1

}¡ÀTTOHÀT,XTY

Eernnrdian

Canadia¡l

I{TJi\{BER. OF'srÍ.lB.Ess[ïEscR[tsED

9,000

3,000NO

do hereby.æFgctrygly rgree-to taka_ such nu¡nber of shæe¡ of the Corypany rs lrrry be dXotted toua rec¡rectÍv*V b'y tte ¡rovÍsionetr dir¡ctors of, tlte Connpmy, not exceed-ins üre nuniber of shæesfor whích wc have recglectively subccríbed" *4 h satlsfy sr¡ct'r crtrtrs as.mr!,bn un¡áe by thedirectorr' PmvisíonâI Ãi¡ccæri cr prmroters of tlrc Comfany in reipect of åhe elr¡o"u ¡ii"ttø t* rurøcpectively.

DHR.l-5l-

o.

+Detete as. åpB1icable.

4,,

Tlre Com¡my is to be a loq$ Company as deüned by the Companies .Act t98t-

IIre Cocrpany bas powø to hold l¡nil situated in Bennudr not orceerlinginduding the followittg pucels -

No power to hold lmd

(Ð

(iÐ

(íä)

íneI[

5. theauthodsedsharecapitaloftheCwrpanyie BDA$12,000.00 divÍdedinto 12,000 sh¡re¡ofBÐA$1.00 e¡r:h. ihe mirris-rrm e¡¡be€t'-.be{. shçqe ç$Êal oÉ flæ Ccarpany åe BDé*$32,000.00.

6. Ítie oblecbfor-whidrtheCom¡ranürisfonedandlncor¡rorateda¡s-

to engdge ln a.nd carry.on the'buslnessof orüflefg, operators ormanagers of restautaäts, sfiaekbáfÉ,'tävêmsrbar5, wíne ba¡s a¡tdahy oltrer places for lhe sale of food and þveragq.ar¡{ to câffyon business as catererg from ali theíi rêspectivè beiinchea;

æ early on bustness as.ärartrdecturets, bqy,essr"$ellers (bothwholesale and retail), íirop.öT ters arid $(porters and dísbibutingagentÉ of, and dealers in'food andbeverages of all descríptionqpd krtd;

The dbjecté set out in paragraphs þ) thtough (u) Ínelusíve ín theSecond Schedule to the Companies Act 1981.

22cÐP-L

DHR-1-52

Signed þ ei'adr subscriber Ín tlrc presence of at least one'witrcss attb#ing the sígnaüre thereof -

c.M.

ALTISOÑÀ{. SMffH

(Subscdbers) (Wihesses)

9IJBSCRIBED this 15th dayof fannary, L996.

23CDP-1

DIIR-1-53

RegÍstration No LC 21609

BANMUDA

CERTIF'ICATE OT' REGISTRATION OF'ATTERED MEMORAIYDUM OT' ASSOCIATION

TIIIS I.S TO CDRTIFY that a oopy,'oftlro Møpsrærdum of Associaticnof

altered in aooordairce rvitlt seotion 12 of the. Compøníes Act 198I ("tbe Acf) and thç

consenrt granted by tûe Miirister rmder seo.tion 6(1) as read -with seation 72@) of the Act"*:

were delivere{ to the Regisüar of Compmies ancl.registered on tlro IIrh day of June,

' 1996puriuant to sectÍoir -!ãQ$)ofthe.Act

Given undermyhand and&e SeaI of

thE REGISTRAR OF COTVÍPAT{IES

th dayofJune, 1996.

Regietrarof ComBanies

24cDP-1-

\. --,

DHR-]-54

Çovenment ofßernu[ø

Ministry of Public V/orlcsOFFICE OF TT{E PERI\4ANENÎ SÐCRETARY

(d I fr.-crrk{tua)^ÃÁC¿{i ['"1-]il.ü çà,*

8ü Jul¡ z016

Commission of InEriryAtfir: ChairmanBox 20Swan tsuitding26Yictona SheetHamiltonHM 12

Ref: Commission of Inquiry

Dear Chairma¡,

The following response is provided in reference to your letter tlate 16ü June 2016, in sequence

and bold italics below.

1. Commercial CourtûvÍinistry of Finance Renovations contact in 2009 (3.1.2, Report)a- Was tbe cabinet approval for these projects dated February 10, 2009?

To døte, f høve been anøbletofi.nd andhave notreceíved ø. copy ofthe cøbìnetøpprovøLi. If not what was the date of the cabinet approval?

Unlcnown øtthístímeb. 'What recommendation dicl U¡&E make in relation to the firót round of bids?

No W&E recommeniløtìonwøs m.ø.de.

c. Did W&E make recommendation"s in relation to the second round of bids?i. If so, whatwas therecommendation?

Ð eCo stø ConstrucÍíon wøs recornwended",

Do cr¡ments specifi cally sougþt:

(Ð oopy of cabinet approval;To døte, f.have been unøble tofind ønil hne notreceived ø copy of the cø.bíneta.pprovøL

(ü) recommendations in relation to the bids; andContrøct øwørd reconzrnendøtíon enclosed.

Government Administration Building l0 Parliament Street Hamilton HM 12 Ö TelePhone: (4+l):95 5t 5l ex¿ 1558 O Fax:(441¡ 2e5 0t7A

(üi) docr¡mentation relating to the selection of strccessûÍ bidder.Contract mpøri| recorn nendatíon enclosed- .,

2. Maintenance and stores building contract in 2010. (3.1-3, Report)

a- \Mas the cabinet approval obtained?

To d.øte, f hø,e been unøble to Jî,nil ønil have not receíved ø copy of the cøbínet

approvøLb. 'What recommendation did \M&E make inrelation to the bids?

GEM Construetíon was recornmenileilc. '!Vbo chose the successfulbidder?

Unlcnou¡n øtthís tìme.

d. 'When was this decision made?

Anknown øtthís tíme.

Documents speciûcally sougþt:

DHR-]-55

1.

iü.

u.

copy of cabinet approval;To døte, I høve.been unøble to Jínd ønd have notreceìved u copy of thq cøbínet

approvaLrecommendations in relation to the bids; and

Conlrøct øward recorn nenihøtíon enclosed,.

documentation relating.to the selectiou of successful bidder.

Contrøct øward recoÍnnßniløtíon enclo sed-

3. Purchase of Sand and Rock in 2010 (3.1.4' Re'port)

a. 'Was the cabinet approval obtained?To døte, I høve been unøble to línd ønd høve notreceíved a. copy of the cøbínet

øpprovøLi. If so, q¡hat was the date of the cabinet approval?

Unknown øtthístímeb. Was a formal contract entered into for the purchase or only a pruchase order?

Høvíng revíewed the documentøtíon onfile, I wn anable to confim.c. 'Where pa5anents made prior to the receipt of goods?

A pre-pøyment depo sít wøs ruøde.

d. Where the goods actually received.Yei

Doq.¡ments specifi cally sougþ:

i. copy of cabinet approval;To døte, f høe been unøble to find ønd hwe not receiveil ø copy of the eøbínet

øpprovøLü. copy of contractr¡al doq¡mentation.

To døte, f hø,e been unøbÍe tofind contrøetu.øl iloc.wnentøtíon

üi. documentation proving sand and rock ph¡æically received by departnent.

D o cann entøtíon en eúo s e d.

4- Renovation ofDepartment of HR (3.1.5, Report)ù 'W'as the cabinet approval obtained?

i. If so, what was the date of the cabinet approval?Anknown atthßtfune

b. Was the contact put out to tender?No.

c. Who chose the successfi¡l bialder?

Ð o cann e ntatío n en clo s e d.

Documents specifi cally sougþt:

(rv) copy of cabinet approval;To d.øte, I hnte been unøble to JíniI ønil hø,e not receíved a co¡ty of the cøbínet

øpprova.L(v) rocommqtdationsinrelationtothebids; and

To iløte, I have been unable to ft'nil and hø've not receíved ø co¡ty of. recornmendøtíons reløtedto the bíd.

(vÐ docr¡mentation relating to the selection of successfi¡l bidder.To date, f høve been una.ble to tínil ønd ha've not receíved ø copy ofrecolnmendøti.ons reløted to the bíil.

5. Central Laboratory contract (3.1.6, Report)a. \Mas the cabinetapproval obtained?

To date, I høve been anøble toftnd and have notveceíved. a, copy of the cøbínet

øpprovøLi. If so, whatwas the date ofthe cabinet approval?

Anknown øtthístínieb. Was the confract put out to tender?

Yes.

i. ' If so, what is the date of tenderprocess?D o cum ent øtí on enclo s e d-

c. Who chose the.successfirlbidder?D o cam entøtíon enclo s e d-

Doq¡ments specifi cally sougþt:

i. copy of cabinet approval;To døte, f høve been unøble to fr.nil ønil have not rceeíved Ø copy of the cøbinet

øpprovøLü. recommendations inrelationto thebids; and

D o c um entøtío n en elo s ed-

iü. documentation relating to the selection of successfrrl bidder.

D o cum entøtío n enclo s e tL

Ple¿ise notq I have zubmitted a request to the Cabinet Office for the decisions and if they æe

located I will forward them in early course.

Sincerely,

C. RichardsonPermanent SecretaryMinistry of Public'Works

DHR_1-56

I

¡