North Warwickshire Borough Council

INVITATION TO TENDER (ITT) FOR Review of Leisure and Community Development Services and the Preparation of Supporting Strategies and Delivery Plans

REF: Generated by CSW-JETS

CONTRACT PERIOD: One-Off Consultancy

CONTENTS:

SECTION 1 - PREAMBLE 1SECTION 2 – CONDITIONS OF TENDER 3SECTION 3 – COMPANY INFORMATION 8SECTION 4 – SPECIFICATION 19SECTION 5 – PRICING SCHEDULE 26SECTION 6 – TENDER EVALUATION CRITERIA 27SECTION 7 – COLLUSIVE TENDERING CERTIFICATE29SECTION 8 – FORM OF TENDER 30

The information in this document will help you offer a quality

response to our Invitation to Tender.  Please read the notes

carefully as they address many of the frequently asked

questions.

 

Tenderers must submit all accompanying documents, fully

completed, using the CWS–JETS Portal (www.csw-jets.co.uk) to

reach the Council before the 29th April 2016 at 12 noon (A

countdown clock is provided for reference on the tender

submission page).

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SECTION 1 - PREAMBLE

1. INTRODUCTION

1.1. North Warwickshire Borough Council is one of five district councils within the county of Warwickshire. The district covers Atherstone, Coleshill and numerous villages. The population served is in excess of 58,000.

1.2. The Council has approximately 350 employees offering a wide variety of services to local communities and businesses, these include:-

Housing Sports & leisure Refuse & RecyclingPlanning Benefits paymentsEnvironmental Health

Community development

Council tax & NNDR collection

1.3. The Council is primarily funded through taxation which is supplemented by income from some of our services. As such, our expenditure has to be closely monitored and controlled to ensure that best value is achieved in all our activities.

1.4. The Council is seeking experienced and established suppliers. The successful supplier will be responsible for providing Consultancy Services for the Review of Leisure and Community Development Services and the Preparation of Supporting Strategies and Delivery Plans. Bids will be considered from single suppliers or from consortia.

2. PRICING

2.1. The rates shall allow for all general risks liabilities and obligations as set out in the Conditions of Contract.

3. FREEDOM OF INFORMATION ACT & EIR

3.1. Information in relation to this tender may be made available on request in accordance with the requirements of the Freedom of Information Act 2000 and The Environmental Information Regulations 2004 (“EIR”).

3.2. If Tenderers consider that any of the information provided in their Tender is confidential or commercially sensitive (meaning it could reasonably cause prejudice to the organisation if disclosed to a third party) then it should be clearly marked as "Not for disclosure to third parties” together with valid reasons in support of the information being exempt from disclosure under the Act and the EIR.

3.3. This will not guarantee that the information will not be disclosed but will be examined in light of the exemptions provided in the Act.

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SECTION 2 – CONDITIONS OF TENDER

1. GENERAL REQUIREMENTS

1.1. Tenders are invited for the supply of Consultancy Services for the Review of Leisure and Community Development Services and the Preparation of Supporting Strategies and Delivery Plans. Bids will be accepted from single suppliers or from consortia. The Council’s detailed requirements are defined in the Specification Document.

1.2. Tenders must be submitted in accordance with the following instructions and within the constraints laid down in the specific Form of Tender, any not complying may be rejected.

1.3. If the information requested is not available or applicable to your organisation please indicate on the questionnaire. If a question is left blank the Council will not be able to assess your response.

2. FORM OF TENDER AND ACCOMPANYING PAPERS

2.1. Tenders must be submitted on the Form of Tender, which must be duly completed and accompanied by completed:

The Conditions of Contract, Any Supporting Information provided in response to Tender requirements or

Specification. Pricing Schedule,

2.2. The Tenderers written response to any Supporting Information required by the Council will be taken into account in the evaluation of competing tenders and which, if approved, will be binding but will not detract from the Specification or Conditions of Contract.

3. SIGNATURE OF FORM OF TENDER

3.1. The Form of Tender must be signed:

where the Tenderer is an individual, by that individual; where the Tenderer is a partnership, by two duly authorised partners; where the Tenderer is a limited company, by a director duly authorised for such

purposes.

4. REJECTION OF FORM OF TENDER

4.1. The Council shall reject any Form of Tender submitted by a Tenderer in respect of which the Tenderer has acted to fix or adjust prices, colluded with any other Tenderer, has offered or accepted a bribe, has canvased a member or officer of the Council to obtain information or influence any decision; or has acted illegally in any way with regard to preparation of the Tender, the evaluation of Tenders or the award of Contract.

4.2. Provided always that such non-acceptance or rejection shall be without prejudice to any other civil remedies available to the Council or any criminal liability which such conduct by a Tenderer may attract. The Council reserve the right not to award the Tender in full or in part at any stage.

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5. NON-CONSIDERATION OF FORM OF TENDER

5.1. The Council may in its absolute discretion refrain from considering any Form of Tender if either:

It is not prepared and submitted in accordance with the Form and Conditions of Tender.

The Tenderer makes or attempts to make any variation or alteration to the terms Tender, the Conditions or the Specification except where a variation or alteration is invited or permitted by the Tender.

The Tender is incomplete and/or the Tenderer does not provide all the information required by the Council.

6. RESEARCH, INFORMATION, COSTS AND EXPENSES

6.1. The Tenderer is responsible for ensuring it has carried out all research, investigations and enquiries which can reasonably be carried out and to have satisfied itself as to the nature, extent, and character of the requirements of the Contract and for obtaining all information necessary for the preparation of its Form of Tender.

6.2. All costs, expenses and liabilities incurred by the Tenderer in connection with the preparation and submission of the Form of Tender shall be borne by the Tenderer. The Council shall not make any payments to the Tenderer save as expressly provided for in the Contract.

6.3. Tenderers should satisfy themselves of the accuracy of all fees, rates and prices quoted be them as they will be required to hold these or withdraw their Tender in the event of errors being identified after the submission of Tenders.

7. SUBMISSION OF FORM OF TENDER

7.1. The information in this document will help you offer a quality response to our Invitation to Tender. Please read the notes carefully as they address many of the frequently asked questions.

Tenderers must submit all accompanying documents, fully completed, using the CWS–JETS Portal (www.csw-jets.co.uk) to reach the Council before the 29th April 2016 at 12 noon. (A countdown clock is provided for reference on the tender submission page).

7.2. Tendering documentation may vary in detail, but we will:

avoid over specifying a requirement, invite a sufficient number of tenderers to ensure fair competition, but remove

barriers to participation by small suppliers without discriminating against larger suppliers,

provide clear documentation, give all tenderers equal opportunity, provide feedback to unsuccessful bidders,

7.3. Tenderers should seek to clarify any point of doubt or difficulty with the Council before submitting a Tender. Clarification requests concerning any matters of principal or remaining doubt or difficulty which Tenderers consider are not adequately covered in the Invitation to Tender documents should be made through CSW-JETS Joint e-Tendering System (www.csw-jets.co.uk). All requests for

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clarification must be received in sufficient time to enable the Council to supply the information at least 6 days before the date specified for the receipt of tenders.

7.4. When returning the Tender please ensure that:

Ensure that sufficient time is allowed. The size of electronic files should be kept to a minimum and compressed or

‘zipped’ if required. All documentation is properly completed, authorised and enclosed with your

tender.

7.5. Tenderers shall keep their respective Forms of Tender valid and open for acceptance by the Council until the expiry of 90 days from the last date for the receipt of tenders or until a date agreed prior to Tender submission.

7.6. Timetable

Close 12:00 noon 29th April 2016 Confirmation of shortlisted candidates 9th May 2016 Presentations to the Client w/b 23rd May 2016* Notifications and start of standstill period 27th May 2016 ** Award 6th June 2016**

*date to be confirmed**may be subject to change

8. QUERIES

8.1. In the event that the Tenderer has difficulty in complying with any specific provision or wishes to propose any amendment it should provide all information and evidence concerning such difficulty or amendment as the Council may require.

8.2. The Council may at its discretion consider the difficulty or amendment and may issue general guidance or waive or amend the relevant provision but in any case without prejudice to all or any other provisions of the Form of Tender, the Conditions or the Specification or any rights or powers of the Council hereunder.

9. EVALUATION OF TENDERS & VARIANT BIDS

9.1. If a Tenderer fails to provide fully for the requirements of the Specification the Council may reject the Tender or if it is accepted the Tenderer must either:

(i) absorb the costs of meeting the full requirements of the Specification within its tendered price; or

(ii) withdraw its Tender.

9.2. Where it is in the best interest of North Warwickshire Borough Council, variant bids may be accepted.

9.3. The Council can accept the lowest Tender or that which it judges to be the most economically advantageous. The method, criteria and weightings used for selection and award are provided in Section 6 of this document.

9.4. The Council reserves the right not to award the Contract to the lowest or any Tenderer, reserving also the right to accept the same in whole or in part.

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9.5. Any acceptance of a Tender by the Council shall be in writing and shall be communicated to the Tenderer following a standstill period (from the date of the notification of proposal to award is sent to all tenderers) of not less than 10 days.

9.6. After the acceptance of the Tender and a Contract shall be drawn up using either the Council’s Standard Contract, nationally agreed and accepted Contracts conditions or the Tenderer shall, upon request of the Council, forthwith execute a formal contract in the form of the Articles of Agreement. Thereby, once formally agreed, a Contract shall be constituted and become binding on both parties.

10. TRANSPARENCY AND CONFIDENTIALITY

10.1. The Form of Tender, the Conditions of Contract and the Specification and all other documentation or information issued by the Council relating to the Tender shall be treated by the Tenderer as private and confidential for use only in connection with the Tender and any resulting contract and shall not be disclosed in whole or in part to any third party without the prior written consent of the Council.

10.2. The Council is subject to the Governments requirement for Transparency and openness in its dealings.

11. TENDERER’S WARRANTIES

11.1. In submitting a Tender the Tenderer warrants and represents that:

11.2. it has not done any of the acts or matters referred to in Condition 4 above and has complied in all respects with these Conditions of Tender;

11.3. all information, representations and other matters of fact communicated (whether in writing or otherwise) to the Council by the Tenderer or its employees in connection with or arising out of the Form of Tender are true, complete and accurate in all respects;

11.4. it had made its own investigations and research, and has satisfied itself in respect of all matters relating to the Tender, the Specification and the Conditions of Contract and that it has not submitted the Tender and will not have entered into the Contract in reliance upon any information, representations or assumptions (whether made orally, in writing or otherwise) which may have been made by the Council;

11.5. it has full power and authority to enter into the Contract and will if requested produce evidence of such to the Council;

11.6. it is of sound financial standing and the Tenderer and its partners, officers and employees are not aware of any circumstances (other than such circumstances as may be disclosed in the accounts or other financial statements of the Tenderer) which may adversely affect such financial standing in the future;

12. TERMS AND CONDITIONS

This tender will be bound by the Councils’ own standard terms and conditions of purchase.

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SECTION 3 – COMPANY INFORMATION

A. COMPANY PROFILEA.1 Organisation / Company

nameA.2 Main Address for

Correspondence

A.3 Registered Officea) Addressb) Postcodec) Telephone numberd) Fax number

A.4 Point of Contacta) Nameb) Designationc) Telephone numberd) Emaile) Fax numberf) Out of hours

telephone numberA.5 Are you a Sole Trader,

Partnership, Private Limited Company, Public Limited Company, Local Authority Organisation? (state which)

A.6 a) Names of Directors /Partners/Proprietors /Associates (please identify which)

b) Name of organisation /Company secretary

A.7 Has or is any Director, Partner, Proprietor or Associate (been) employed by this Council?

YES / NO. If YES please give details as Appendix.

A.8 Please state if any Director, Partner, Proprietor or Associate has a relative(s) who is/are employed by the Council at a senior level or is a Councillor.

YES / NO. If YES please give details as Appendix.

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A.9 Please state names of Directors, Partners, Proprietor or Associates of your Company/Firm who have any involvement in any other Companies/Firms who provide Services to the Council.

Where the Candidate is a Limited Company, please complete questions A.10 – A13.A.10 Registration date and

number under Companies Act 1985.

A.11 Is the Company a Member or Associate of a Company or group of Companies?

YES/NO If YES, please give the names and addresses of Parent Company and all other subsidiaries as an Appendix.

A.12 Would the Parent Company guarantee in writing the contract performance of its Subsidiary?

YES/NO

A.13 Please list any Trade, or Professional Associations that the Company belong to, with names and registration numbers

B. GROUNDS FOR EXCLUSION Provide confirmation that there are no grounds applicable to the Relevant Organisation pursuant to which a Bidder may be rejected under the Public Contracts Regulations 2006, Regulation 23, namely:

That the economic operator or its directors or any other person who has powers of representation, decision or control of the economic operator has been convicted of any of the following offences:

1. conspiracy within the meaning of section 1 of the Criminal Law Act 1977[26] where that conspiracy relates to participation in a criminal organisation as defined in Article 2(1) of Council Joint Action 98/733/JHA[27]

2. corruption within the meaning of section 1 of the Public Bodies Corrupt Practices Act 1889[28] or section 1 of the Prevention of Corruption Act 1906[29]

3. the offence of bribery

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4. fraud, where the offence relates to fraud affecting the financial interests of the European Communities as defined by Article 1 of the Convention relating to the protection of the financial interests of the European Union, within the meaning of— 1. the offence of cheating the Revenue; 2. the offence of conspiracy to defraud; 3. fraud or theft within the meaning of the Theft Act 1968[30] and the Theft Act

1978[31]; 4. fraudulent trading within the meaning of section 458 of the Companies Act

1985[32]; 5. defrauding the Customs within the meaning of the Customs and Excise

Management Act 1979[33] and the Value Added Tax Act 1994[34]; 6. an offence in connection with taxation in the European Community within the

meaning of section 71 of the Criminal Justice Act 1993[35]; or 7. destroying, defacing or concealing of documents or procuring the extension

of a valuable security within the meaning of section 20 of the Theft Act 1968;5. money laundering within the meaning of the Money Laundering Regulations

2003[36]; or 6. any other offence within the meaning of Article 45(1) of the Public Sector

Directive as defined by the national law of any relevant State.

Grounds for exclusion YES/NO

North Warwickshire Borough Council may seek evidence at a later date, in confirmation of your answer.

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C. ECONOMIC & FINANCIAL STANDINGC.1 Who is the person in your

Company/Firm responsible for financial matters?

C.2 Please enclose a copy of the Certificate of Incorporation of the Company under the Companies Act 1985 (if applicable) and any Certificate of Change of Name.

Enclosed? YES/NO

C.3 Please enclose copies of audited accounts and annual reports for the last three years, to include:(a) Balance Sheet

(b) Profit and Loss Account

(c) Full Notes to Account

(d) Directors Report /Auditors Report

NB. For new organisations where there are not accounts for 3 years some form of financial information should be submitted. A current balance sheet is acceptable.

Enclosed? YES/NO

C.4 Please enclose statement of the annual turnover of the relevant services for the current trading period.

Enclosed? YES/NO

C.5 If the accounts you are submitting are for a year ended more than 10 months ago, can you confirm that the Company/Firm described in those accounts is still trading?

YES/NO If YES, please attach details and evidence.

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C.6 Are there currently any outstanding claims or litigation against the Company/Firm?

YES/NO

C.7 Please give the name and address of your Bankers from whom references may be taken up.

C.8 VAT Registration Number.

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D. TECHNICAL CAPACITY D.1

Firm's CapacityState the number of employees in your Company/Firm Engaged in the type of work for which you are applying.(If you are a national or regional organisation, please also provide in D.2 those figures for the part of the organisation that would deal with this Contract).

Management

Professional/Technical

Admin/Clerical

Supervisors

Operatives

OthersD.2

Local Organisation Capacity

State the number of employees in your Company/Firm engaged in the type of work for which you are applying.

ManagementProfessional/TechnicalAdmin/ClericalSupervisorsOperatives

Others

D.3 Has your Company/Firm ever suffered any financial deduction for defective performance of any Contract within the last three years?

YES/NO If YES, please attach details.

D.4 Has your Company/Firm ever had a contract terminated or your employment determined under the terms of any contract?

YES/NO If YES, please attach details.

D.5 To the best of your knowledge has your Company/Firm ever not had a Contract renewed for failure to perform to the terms of the contract?

YES/NO If YES, please attach details.

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D.6 CURRENT CONTRACTSPlease list 3 major Contracts currently and recently held in public and private sectors for services of a similar type provided in the last three years from whom references may be solicited to testify to your technical capacity, standards and quality of service.

NAME & ADDRESSOF CLIENT

POINT OF CONTACT (including fax, phone and email details)

VALUE OF CONTRACT

DATE & PERIOD OF CONTRACT

D.7 QUALITY ISSUESa) Is your Company/Firm certified or has it applied for

certification to IS09001/2000 or another standard conforming to European EN29000 Series?

YES/NO

b) If not, do you operate equivalent systems based on the principles of IS09001/2000 and its equivalents? Demonstrations may be required.

YES/NO

c) What training facilities do you have?

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E. HEALTH & SAFETYE.1 Do you have a Health and Safety Policy? YES/NO. If

YES, please attach details and evidence.

E.2 Has your company been served with any prohibition and/or notices for improvement in the past 10 years?

YES/NO If YES, please attach details.

E.3 Do you keep records including deaths, major injuries, dangerous occurrences, 3 day injuries, near misses as defined in the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations, RIDDOR?

YES/NO. If YES, please attach details for the past 10 years.

F. BUSINESS CONTINUITYNorth Warwickshire Borough Council has a continual process of self and external assessment to minimise the impact of any disrupting incident on its ability to provide key services to the public. It is important for us to gauge the ability of third party suppliers to minimise the impact on North Warwickshire Borough Council and the public, in the event of an incident that affects the supply of goods or services. North Warwickshire may seek evidence of a current Business Continuity Plan.F.1 Do you have a Business Continuity Plan? YES/NO If

YES, please attach details.

G. ENVIRONMENTAL ISSUES

As part of the Councils' efforts towards encouraging sustainable development of the environment, you are asked to provide the following information.G.1 Do you have an environmental policy

and/or an environmental purchasing policy?

YES/NO. If YES, please attach details and evidence.

G.2 What environmental management systems do you have in place e.g. ISO 14001(or similar accreditation)? Please detail.

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H. EQUAL OPPORTUNITIES & EMPLOYMENT POLICIES

Suppliers are required to return this document completed together with all supporting documentation where applicable and when requested. Your organisation will be evaluated for equality in employment on the basis of your answers to these questions. Please ensure that you answer every question. You are encouraged to provide full and detailed responses. Failure to provide the information requested may result in your firm being rejected.

To assist the evaluation process you are requested to identify where the appropriate evidence is located for each question, e.g. if found in your Equal Opportunities Policy, please state the page number and paragraph details and index all appendices.

H.1 The Organisation has an equal opportunities policy?

YES/NO. If YES, please attach details and evidence.

H.2 It is the organisations policy as an employer to comply with the Equality Act 2010 legislation and developments that encompass, but not limited to the following:- • The Race Relations Act 1976; • The Race Relations (Amendment) Act 2000;• The Rehabilitation of Offenders Act 1974; • The Local Government Act 1988 and 1999; • Disability Discrimination Act 1995; • Sex Discrimination Act 1975;• The Equal Pay Act 1970; • Gender Reassignment 1999;• Employment Equality (Religion or Belief) Regulations 2003 • The Employment Equality (Sexual Orientation)

Regulations 2003.• Age Regulations 2006 Ensuring not to treat one group less favourably than others because of their protected characteristic – e.g gender, race, nationality, ethnic origin, religion, sexuality or age in relation to decisions to recruit or promote employees.

YES/NO

H.3 Can you give examples of where you have made reasonable adjustment to comply with the Disability Discrimination Act 1995?

YES/NO. If YES, please attach details and evidence.

H.4 The Organisations’ policy on gender, race and disability are set out in:a) in instructions to those concerned with recruitment,

training and promotion;YES/NO

b) in documents available to employees, recognised trade unions or representative groups of employees; and

YES/NO

c) in recruitment advertisements and other literature YES/NO

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H.5 In order to comply with legislation, equality monitoring records are undertaken of existing workforce by ethnic group, disability, gender and secondly, applicants for jobs, promotion and training. Grievances, disciplinary action, performance appraisals and dismissals are also monitored and can be supplied to the Council.

YES/NO. If YES, please attach details and evidence.

H.6 Is your organisation currently working towards any national equality standards e.g. “Racial Equality means Business”, Equality Standard for Local Government; West Midlands Forum for Race Equality or any other equivalent standard?

YES/NO. If YES, please attach details and evidence.

H.7 In the last three (3) years has your organisation been the subject of a formal investigation by the CRE, the Equal Opportunities Commission or Disability Rights Commission on the grounds of alleged unlawful discrimination?

YES/NO. If YES, please attach details and evidence.

H.8 In the last three (3) years has your organisation had a finding of unlawful discrimination on the grounds of gender, race or disability made against it by any court or industrial tribunal of competent jurisdiction?

YES/NO. If YES, please attach details and evidence.

H.9 If the answer to H.7 or H.8 is yes, what steps were taken by your organisation in consequence of these findings?

Attach details.

H.10 The organisation’s workforce receives training on equalities complying with Equalities legislation relating to race, gender, disability etc as specified in 2 above?

YES/NO

H.11 The organisation has documented procedures in place for dealing fairly and promptly with Complaints about discrimination?

YES/NO. If YES, please attach details and evidence.

H.12 What is your organisation’s strategy for implementing the checks required by the contract through the Criminal Records Bureau?

Attach details.

H.13 Do you consider yourself to be an Ethnic Minority Business as defined in the following definition? An ethnic minority business would be defined as “for-profit” enterprises, which are 51% or more owned, operated and controlled by members of the one or more ethnic minority group. “Ethnic minority” includes anyone who defines him or herself as being in any of the census 2001 categories other than White British.

YES/NO

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I. INSURANCES

Please confirm that you have, or if you are successful you will purchase cover for:

EMPLOYERS LIABILITY

PROFESSIONAL INDEMNITY

PUBLIC LIABILITY

Current Cover YES/NO YES/NO YES/NOIf YES, please give details:a) Insurerb) Policy

Numberc) Extent of

coverd) Expiry date

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SECTION 4 – SPECIFICATION

1. AIM AND SCOPE OF THE COMMISSION

1.1 The aim of the commission is to carry out a review of leisure provision across North Warwickshire, together with a light-touch assessment of an internal review already undertaken of the community development service provided specifically by the Borough Council, in order to:

i) ensure that service delivery is focused to meet the current and future needs of residents of, and visitors to, the Borough, addresses priorities set out in North Warwickshire Borough Council’s Corporate Plan and the North Warwickshire Sustainable Community Strategy and takes account of potential future growth in the Borough

ii) provide a framework for the delivery of targeted services that contribute directly to the development of sustainable, cohesive communities, improved health and well-being and increased opportunities for participation in both sport and informal recreation

iii) ensure the appropriate provision of accessible, high quality green space, sports and recreational facilities

1.2 The review will comprise:

i) a review of open space, sport and recreation need and supply across the Borough

ii) a brief assessment and overview of the Borough Council’s Community Development service

iii) the development of an overarching Health, Well-being and Leisure Strategy for adoption by the Council

iv) the development of detailed, supporting Leisure Facilities, Green Space and Playing Pitch Strategies, with clear and deliverable action plans

v) the preparation of a supporting Community Development Policy Statement for adoption by the Council

2. INTRODUCTION TO NORTH WARWICKSHIRE

2.1 The Borough is the northernmost district in the county of Warwickshire. It has several large urban settlements on its doorstep, including Tamworth, Nuneaton, Coventry, Sutton Coldfield, Solihull and other settlements within the Birmingham conurbation.

2.2 North Warwickshire itself is overwhelmingly rural in nature with approximately two thirds of its area designated Green Belt. The population of the Borough is 62,124 (2011 Census), most of which is centred in the three main towns in the Borough: Atherstone, Coleshill and Polesworth. The rest of the population is dispersed throughout a number of smaller rural settlements. The dispersed nature of the Borough has particular implications for the provision of, and access to, services and facilities.

3. POLICY CONTEXT

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3.1 The Borough Council’s Corporate Plan1 identifies six key priorities, three of which have particular relevance to the Authority’s leisure provision:

Responsible Financial and Resource Management Improving Leisure and Well-being Opportunities Promoting Sustainable and Vibrant Communities

3.2 With regard to its commitment to ensure “responsible financial and resource management”, and as identified in its Medium Term Financial Strategy2, the Authority needs to make revenue savings of £1.7 million over the next four years from within an overall annual budget of £8.8 million. In order to make these savings, all services provided by the Borough Council, including its Leisure and Community Development service, will be subject to close scrutiny. It is inevitable that some of these services will be affected by this process.

3.3 North Warwickshire Borough Council commissioned an Open Spaces, Sport and Recreation Study3 in 2007, in accordance with the then current Planning Policy Guidance 17. The findings of the Study were used to inform the preparation of the North Warwickshire Green Space Strategy 2008 to 20184, which was formally adopted by the Council in December 2008. The Strategy set out a number of key service priorities and a range of area specific priorities, many of which related to outdoor sports provision.

3.4 An Outdoor Sports Assessment5 and the North Warwickshire Playing Pitch Strategy6 were subsequently developed in accordance with Sport England guidance at the time and this Strategy was formally adopted by the Council in October 2010.

3.5 Delivery of the Green Space Strategy is an objective of the Borough Council’s Corporate Plan and contributes to delivery of the North Warwickshire Sustainable Community Strategy7.

3.6 The Borough Council’s Community Development service is key to delivery against a range of priorities set out in both the Corporate Plan and the North Warwickshire Sustainable Community Strategy.

3.7 Current planning policies that guide development and the use of land are detailed in the Borough’s Core Strategy 2011 to 20298, adopted in October 2014. This embraces strategic planning policies to address development considerations and requirements, including provision of open space and recreation facilities and promotion of healthier lifestyles.

3.8 The Borough Council consulted on the pre-submission stage Site Allocations Plan9 in June 2014, which identified the main sites expected to deliver the housing, employment and other needs of the Borough. Consultation on a Development Management Plan10 took place in 2015, and included a detailed set of policies for the management of development that will contribute to achieving the Spatial Strategy and policies set out in the Core Strategy. Due to an increase in growth that North Warwickshire is likely to have to accommodate, it has been agreed to combine related documents to create a new Local Plan for the Borough. This may result in changes to, and additional sites being identified within, the Core Strategy. It is expected that it will be published for consultation in the summer (2016), following the consideration of potential growth scenarios by the Borough Council.

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3.9 A consultation for the Community Infrastructure Levy (CIL), Preliminary Draft Charging Schedule11 was undertaken in February 2015 and evidence on the level of charge proposed and viability is available on the Borough Council’s website. A consultation on the Draft Charging Schedule is expected later in the year.

3.10 All but Core Policies 4, 7 and 9 of the North Warwickshire Local Plan adopted on 4 July 2006 were saved under Direction from the Secretary of State13, and will be replaced as work progresses on the new Local Plan.

4. OBJECTIVES OF THE COMMISSION

4.1 The objectives of the commission are to:

i. Provide an up-to-date assessment of open space, sport and recreation need and supply (both indoor and outdoor) in North Warwickshire to 2031, in line with the emerging Local Plan. The assessment should build upon the 2007 Study whilst taking account of projected future growth in the Borough, particularly the increased housing requirement noted in the assessment of need for housing in the Coventry and Warwickshire Housing Market Area (HMA), set out in the Report to Local Development Framework Meeting, September 201514, which also indicated that Officers were asked to test growth of a further 3790 properties to deal with the dwelling shortfall from the Greater Birmingham HMA.

ii. Provide a brief assessment of an internal review already undertaken of the Borough Council’s Community Development service and proposed way of working to address inequalities across North Warwickshire.

iii. Prepare a high-level, overarching Health, Well-being and Leisure Strategy to 2031 for North Warwickshire.

iv. Prepare a detailed Green Space Strategy to 2031 that addresses the needs identified in the assessment in respect of outdoor provision, provides an evidence base for open space policies for the emerging Local Plan and informs future investment decisions.

v. Prepare a detailed Playing Pitch Strategy to 2031 to guide future provision and management of sports pitches in North Warwickshire in the context of national policy and local sports development needs.

vi. Prepare a detailed Leisure Facilities Strategy that addresses the needs identified in the assessment in respect of indoor provision, provides an evidence base for policies addressing facilities provision within the Local Development Framework adopted Core Strategy and informs future investment decisions.

vii. Formulate local standards for the protection and future provision of open space, sport and recreation facilities (both indoor and outdoor) within the Borough.

viii.Prepare Supplementary Planning Guidance to inform the planning process, guide the formation of planning agreements and set standards for onsite provision of open space, sport and recreation facilities as appropriate. The guidance should help to establish the required level of CIL necessary to address identified open space, sport or recreation needs offsite. It should also advise upon an appropriate, straightforward method of calculation for determining, at application stage, levels of contributions to be sought to

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address those needs generated by development proposals on sites exempted from CIL charges but subject to potential Section 106 agreements.

ix. Prepare a Community Development Policy Statement to guide future provision informed by a light-touch assessment of the Borough Council’s service.

x. Provide a critical assessment of the operational efficiency of the Borough Council’s leisure facilities service and, if appropriate, make recommendations for the improvement of such.

5. METHODOLOGY

5.1 The assessment of open space, sport and recreation need and supply that will underpin the preparation of the Strategies should be guided by:

i. Assessing Needs and Opportunities: A Companion Guide to Planning Policy Guidance 17 DCLG 200215 (it is understood that this guidance has been withdrawn from national planning guidance but it is felt to be valid in the context of this commission).

ii. Assessing Needs and Opportunities Guide for Indoor and Outdoor Sports Facilities Sport England 201416.

5.2 The Green Space Strategy should be developed in accordance with the guidance set out in Open Space Strategies: Best Practice Guidance CABE 200917.

5.3 The Playing Pitch Strategy must be developed in accordance with Playing Pitch Strategy Guidance: An Approach to Developing and Delivering a Playing Pitch Strategy Sport England 201318.

5.4 The Leisure Facilities Strategy should be developed in accordance with the guidance set out in Assessing Needs and Opportunities Guide for Indoor and Outdoor Sports Facilities Sport England 2014.

5.5 The brief assessment of the Community Development service should be undertaken through a light-touch critique of the methodology used within a recent internal review to determine priorities for future intervention and of the proposed approach to service delivery.

6. KEY TASKS AND OUTPUTS

6.1 The commission is to be completed in the following stages:

Stage Outputs

1: Scoping Scoping report to include:

i. Draft vision and initial aims and objectives for each - 21 -

ii.iii.iv.

strategy / policyProject management plan for the commissionWork programmeEngagement and communication strategy

2: Reviewing the context Report summarising local context

3: Understanding supply of open space, sport and recreation facilities

i.

ii.

Report assessing quantity, quality and accessibility of provisionRevised GIS database of open space, sport and recreation data and key information

4: Understanding need and demand for open space, sport and recreation facilities

Report assessing current and future need and demand

5: Understanding the need for community development intervention

Assessment of internal review of proposed Community Development service priorities and supporting evidential methodology

6: Analysing and identifying objectives

Key issues reports and recommendations including:

i.

ii.

iii.

iv.

Revised vision, aims and objectives for each strategy / policyDraft planning and management policies for open space, sport and recreation facilitiesLocal standards for quantity, quality and accessibility of open space, sport and recreation facilitiesIf appropriate, recommendations for improving the operational efficiency of the leisure facilities service

7: Drafting and consulting on the strategies / policy

i.

ii.

iii.

iv.v.

Draft green space strategy and action plan for consultationDraft playing pitch strategy and action plan for consultationDraft leisure facilities strategy and action plan for consultationDraft Community Development Policy StatementConsultation reports

8: Finalising strategies / policy for adoption

i.ii.iii.iv.

Final green space strategy and action planFinal playing pitch strategy and action planFinal leisure facilities strategy and action planFinal Community Development Policy Statement

6.2 The consultant may in addition be asked to undertake Community, Health and Economic Development Impact Assessments of any recommendations that would significantly adjust the Borough Council’s service or facility portfolio. Any such requirement will be confirmed by the client during the course of the commission.

7. REFERENCES AND RESOURCES AVAILABLE1 North Warwickshire Borough Council Corporate Plan 2016-17

www.northwarks.gov.uk/downloads/download/2280/corporate_plan

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2 North Warwickshire Borough Council Medium Term Financial Strategywww.northwarks.gov.uk/downloads/file/6119/appendix_a_-_medium_term_financial_strategy

3 Open Spaces Sports and Recreation Study 2007www.northwarks.gov.uk/downloads/download/1602/green_space_strategy_spd_-_supporting_documents_downloads

4 North Warwickshire Green Space Strategy 2008-2018 www.northwarks.gov.uk/downloads/file/3608/north_warwickshire_green_space_strategy_2008-2018

5 Outdoor Sports Assessment 2010www.northwarks.gov.uk/downloads/file/3694/outdoor_sports_assessment_report_july_2010

6 North Warwickshire Playing Pitch Strategy 2010 www.northwarks.gov.uk/downloads/file/3693/north_warwickshire_playing_pitch_strategy_october_2010

7 North Warwickshire Sustainable Community Strategy 2009-2026 www.northwarks.gov.uk/downloads/download/2242/north_warwickshire_sustainable_community_strategy_2009-2026

8 North Warwickshire Local Plan Core Strategy October 2014www.northwarks.gov.uk/download/downloads/id/5892/core_strategy_adopted_2014.pdf

9 Site Allocations Pre Submission Plan June 2014www.northwarks.gov.uk/download/downloads/id/5852/draft_pre-submission_site_allocations_consultation_document.pdf

10 Development Management Plan 2015

www.northwarks.gov.uk/download/downloads/id/5996/draft_development_management_plan_consultation_2015.pdf

11 Community Infrastructure Levy (CIL) - Preliminary Draft Charging Schedule February 2015www.northwarks.gov.uk/download/downloads/id/5760/preliminary_draft_charging_schedule.doc

12 The North Warwickshire Local Plan 2006 Saved Policieshttp://northwarks.devplan.org.uk/document.aspx?document=24&display=contents

13 Report to Local Development Framework Meeting 28th September 2015

www.northwarks.gov.uk/download/meetings/id/1403/download_the_agenda_reports_and_appendices

14 Assessing Needs and Opportunities: A Companion Guide to Planning Policy Guidance 17 DCLG 2002www.gov.uk/government/publications/assessing-needs-and-opportunities-a-companion-guide-to-planning-policy-guidance-17

15 Assessing Needs and Opportunities Guide for Indoor and Outdoor Sports Facilities Sport England 2014www.sportengland.org/facilities-planning/planning-for-sport/planning-tools-and-guidance/assessing-needs-and-opportunities-guidance

16 Open Space Strategies: Best Practice Guidance CABE 2009webarchive.nationalarchives.gov.uk/20110118095356/http://www.cabe.org.uk/publications/open-space-trategies

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17 Playing Pitch Strategy Guidance: An Approach to Developing and Delivering a Playing Pitch Strategy Sport England 2013www.sportengland.org/facilities-planning/planning-for-sport/planning-tools-and-guidance/playing-pitch-strategy-guidance

8. MATERIALS, EQUIPMENT AND LABOUR

8.1 The consultant will be responsible for the supply of all materials, equipment and labour necessary to carry out the commission.

8.2 Access will be provided to the Council’s GIS mapping system, Cadcorp SIS 7.1.

9. COPYRIGHT

9.1 Copyright will remain within the ownership of the Council.

10. SELECTION PROCESS

10.1 The commission will be awarded following a two-stage process comprising a written submission with fee proposal followed by presentation to the client by up to four shortlisted candidates.

10.2 The written submission should include the following:

i. Details of the consultant’s staff to be employed on the commission, including curriculum vitae

ii. Method statement and timetable for the execution of the commission, including provisional items

iii. Examples of similar commissions completed by the consultancyiv. Indicative programme of project meetings with the client

10.3 Candidates invited to make a presentation will be allotted 30 minutes in which to present and elaborate upon their written submission, plus 15 minutes for questions. At this stage candidates should give particular, but not exclusive, attention to their proposals for:

i. Project managementii. Community and stakeholder engagementiii. Compliance with each of the recommended methodologies to achieve the

distinct but, complementary, final strategies and policy

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SECTION 5 – PRICING SCHEDULE

1. FEE PROPOSAL

1.1 The fee proposal should include:

i. Lump sum fee for the completion of the commissionii. Percentage breakdown and timetable for interim paymentsiii. Itemised sums for the completion of impact assessments (provisional

item)iv. Day rate for any additional work agreed with the client

1.2 The lump sum fee submitted will be deemed to include for the following:

i. Time spentii. Materialsiii. Mileageiv. Subsistencev. Meetings with the client, partner organisations and other stakeholdersvi. Final documents in electronic format compatible with the Borough

Council’s systemsvii. All other disbursements

SECTION 6 – TENDER EVALUATION CRITERIA

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The Council will evaluate tenders according to the criteria and weightings detailed below.

1. QUALIFICATION

1.1 Tenders will be deemed to have qualified provided they are received on time as per instructions and that there are no reasons for exclusion as described in Section 3 B.

2. SELECTION FOR SHORTLISTING

2.3 The selection for shortlisting will be based upon the information submitted in Section 3 and in the Written Submission detailed in Section 4. The evaluation criteria will be as follows:

Inadequate Great concerns that the proposal does not meet the requirements

0

Concern Some concerns that the proposal does not meet the requirements

1

Potential Information in the proposal indicates potential to deliver the required outcomes

2

Capable Comprehensive information contained within the proposal, indicating that the proposer is capable of delivering the required outcomes

3

2.1 Scoring will be weighted as follows:

Section 3 %Company Profile 2Economic and Financial Standing 8Technical Capacity 10Health and Safety 2Business Continuity 2Environmental Issues 2Equal Opportunities and Employment Policies 2Insurances 2Total 30 Written Submission %Understanding of the various demands of the commission 10Understanding of the key issues for North Warwickshire 10Understanding of the required outputs 10Clarity of proposed project management and methodology 10Capacity to deliver; realistic commitment to meet the completion date – points will be added where a submission indicates that completion could be achieved sooner

10

Clear and focused engagement and communications strategy 10Evidence of successful delivery of similar commissions 10Total 70

2.2 A minimum score of 20% on Section 3 and a minimum of 50% on the Written Submission will be required to progress to shortlisting. Up to four candidates at or above this score will be invited to make a presentation to the client.

2.3 AWARD – The award will be based on price and an assessment of the quality of the shortlisted candidates’ presentations. Each presentation will be scored on a

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scale of 1 to 5 where 1 = poor and 5 = excellent. Scoring will be weighted as follows:

Presentation % Understanding of the demands and required outputs of the commission

25

Understanding of the local context and key issues for North Warwickshire

25

Clarity of proposed project management and methodology 25Clarity and focus of engagement and communications strategy 25Total 100

Award of contract will be subject to a satisfactory credit/risk report. The Council will request a credit check for the highest scoring bidder(s). In the event that the report from the highest scoring supplier is unsatisfactory the Council reserves the right to award the contract to the next highest scoring contractor with a satisfactory credit/risk report.

SECTION 7 – COLLUSIVE TENDERING CERTIFICATE

I/We declare that:

1. This is a bona fide tender, intended to be competitive, and that I/we have not fixed or adjusted the amount of the tender by or in accordance with any agreement or arrangement with any other person.

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2. I/We have not done and I/we undertake that I/we will not do at any time before the hour and date specified for the return of this tender any of the following acts:

a. communicating to a person other than the person calling for those tenders the amount or approximate amount of the proposed tender except where disclosure, in confidence, of the approximate amount of the tender was necessary to obtain premium quotations required for the preparation of the tender.

b. entering into any agreement or arrangement with any other persons that they shall refrain from tendering or as to the amount of any tender to be submitted.

c. offering or paying or giving or agreeing to pay or give any sum of money or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other tender or proposed tender for the said work any act or thing of the sort described above. We acknowledge that if we, or anyone who acts on our behalf behaves improperly or commits an offence under the Prevention of Corruption Acts 1889-1916, the Council may cancel the contract and recover all costs and losses.

In this certificate, the word ‘person’ includes any persons or any body or associated, corporate or unincorporated, and ‘any agreement or arrangement’ includes any such transaction, formal or informal, and whether legally binding or not.

Dated this ……………………………day of ……………………………..20…….

Signature …………………………………………………………………………..

For and on behalf of ………………………………………………………………(Name of firm or Company)

Status of signatory…………………………………………………………………(eg Partner or Director)

Note: Refusal to give this declaration and undertaking means that your tender will not be considered.

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SECTION 8 – FORM OF TENDER

To : North Warwickshire Borough Council

Having examined carefully and understood the, Conditions of Tender, Conditions of Contract, the Specification and all other documentation issued by the Council in connection with the Review of Leisure and Community Development Services and the Preparation of Supporting Strategies and Delivery Plans. I/We …

Of …

Hereby offer to supply the Services subject to the requirements, terms and conditions set out in such Conditions of Tender, Conditions of Contract, Specification and other documents (if any) at the prices and rates contained in the Pricing Schedule and at a total sum of:-

£……………………………………………………………………………………….

That is (in words)………………………………………………………………………………………………………………

We understand you are not bound to accept the lowest or any tender you may receive. I/we agree that this Tender shall remain to be accepted or not by the Council and shall not be withdrawn for a period of 90 days from Council’s date for return of tenders.

I/we agree if my/our Tender is accepted to execute or contribute to a form of Agreement, Contract or Order for the proper execution of the formal Contract and all agreements and documents which constitute this Tender.

Signature ………………………………………………………

Name ……………………………………………………..

Position held ………………………………………………………

For and on behalf of (Name and Address of Tenderer)

………………………………………………………

………………………………………………………

………………………………………………………

………………………………………………………

Dated ………………………………………………

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