DRAFT VERSION 2
THREE RIVERS DISTRICT COUNCIL
LEISURE FACILITIES
OUTPUT SPECIFICATION OF REQUIREMENTS
Specification of Requirements – Draft version 2 17/03/2005 Page 37 of 1
1 INTRODUCTION 2
1.1 Overall Purpose of the Project 2
1.2 Content 2
2 GENERAL REQUIREMENTS 3
2.1 Scope of Services 3
2.2 The Corporate Mission 3
2.2.1 Corporate Policy Objectives: 3
2.2.2 Role of the Contractor 4
2.3 William Penn Leisure Centre – Development Works 4
3 SERVICE SPECIFICATION 5
3.1 Facilities and Services 5
3.2 Opening Hours 7
3.2.1 Usage of Facilities for Emergency Circumstances and Elections 8
3.3 Programming and Participation Targets 8
3.4 Facility Operations 10
3.4.1 Quality Management 10
3.4.2 Cleanliness 10
3.4.3 Maintenance of Buildings, Plant and Equipment 12
3.4.4 Health & Safety Management 16
3.5 Customer Care and Communication 17
3.5.1 Administration 19
3.5.2 Staffing 20
3.5.3 Pricing 20
4 DEFAULT MECHANISM 22
4.1 Introduction 22
4.2 Monthly Contract Payable by the Council 22
4.3 Fees and charges payable by the Public 22
4.4 Default Performance 22
4.5 Performance 23
4.5.1 Annual Performance 23
5 PERFORMANCE MONITORING 23
5.1 Reporting Requirements 24
5.3 Annual Monitoring Requirements 25
5.4 Annual Participation Targets 25
5.4.4 Annual Customer Satisfaction Targets 26
APPENDICES
A1 Minimum Programming Requirements
A2 Maintenance Responsibilities
A3 Default Schedule
A4 Maximum Pricing 2006/07
1 INTRODUCTION
1.1 Overall Purpose of the Project
The purpose of the project is to secure a long term partnership with a management contractor (the Contractor) to ensure that the residents of Three Rivers receive high quality, cost effective leisure services meeting user needs at an affordable price. The Council wishes to work with a partner who will provide the service in a way that helps it to deliver its corporate and service policy objectives and will co-operate with the many schools, clubs and voluntary organisations active in sport across the district.
The Council recognises that the relationship with the Contractor will be a partnership. Within this relationship the Council’s role is to specify the services to be provided and monitor service delivery. The Council’s specification reflects its policies and objectives for its Leisure Facilities, focusing on increasing participation, particularly among target groups, and ensuring that residents receive a high quality service.
Against this background, the Council does not seek to be prescriptive about the programmes and methods of service delivery employed by the Contractor. Indeed, the Council recognises the need for flexibility by both parties. Bidders should view this as an opportunity to work in partnership for the benefit of all parties with the focus on the community.
1.2 Content
This document sets out the Council’s specification of its requirements for its Leisure Facilities that it wishes to procure in a long-term partnership with the Contractor. The volume sets out:
· the Council’s strategic corporate and service policies, both of which set the requirements for delivery of leisure services in context
· the details of the services to be provided, including requirements for programming, participation targets, service standards and pricing
· the approach to the default mechanism and monitoring arrangement
2 GENERAL REQUIREMENTS
2.1 Scope of Services
In accordance with the Council’s key aims for leisure services, the scope of service requirements of this project is:
From 1 January 2006 to manage:
· William Penn Leisure Centre
From Summer 2008 [date tbc], subject to competent performance to date [to be further specified], to manage any or all of the following:
· The Centre, South Oxhey
· Sir James Altham Pool
· Rickmansworth Public Golf Course
2.2 The Corporate Mission
The Council has developed policy to set the overall context within which leisure in Three Rivers will be delivered. The policy has key policy objectives:
2.2.1 Corporate Policy Objectives:
The Council’s vision is that:
Three Rivers should be a prosperous, safe and healthy place where people want and are able to live and work.
In pursuit of this vision, the Council has adopted four corporate themes, which are shared with other members of the Local Strategic Partnership. These form the core of the Community Strategy, and the 2005-08 Corporate Strategy which aims to advance these themes through the following aims:
SAFER COMMUNITIES
· We want to reduce the fear of crime
· We want to reduce the number of incidents of anti-social behaviour
· We want to reduce the number of incidents of violence
SUSTAINABLE COMMUNITIES
· We want to conserve resources
· We want to conserve Open Space
PROSPEROUS COMMUNITIES
· We want to reduce those pockets of deprivation across the District to an acceptable level.
· We want to work towards equalising opportunities for access to Transport across the district
· We want to improve economic vitality
· We want to ensure that the employee base is maintained across the District
HEALTHY COMMUNITIES
· We want to contribute to the years of good health and independent living enjoyed by older people
· We want young people to benefit from a healthy lifestyle
· We want adults to enjoy the benefits of healthy lifestyles
2.2.2 Role of the Contractor
The Contractor is required to play a key role as a proactive partner with the Council in the delivery of the Healthy Communities aims and to support the Council in its work in delivering other aims, particularly reducing incidents of anti-social behaviour.
The Contractor is required to provide support and all necessary management information to the Council in respect of any fundamental performance reviews undertaken during the term of the Contract.
2.3 William Penn Leisure Centre – Development Works
The Council is proposing the major refurbishment of William Penn Leisure Centre, commencing in Summer 2006, and valued at approximately £3.5m. Detailed designs will commence following the appointment of a design team. This will follow an EU-approved advertising process, and detailed design will commence in Summer 2005.
It is anticipated that works will require the closure of all wetside operations for twelve months, and the temporary closure or relocation of dryside operations for six months. Further information is available in the Tender Summary document. The Architectural Feasibility Study and outline Business Plan for the development are enclosed as appendices.
The Business Plan also outlines the likely impact of construction works (the development period’) on the venue’s operator. Bidders should take account of this proposed development period when submitting their bids.
3 SERVICE SPECIFICATION
The Council’s service specification is divided into four main areas, against which the Contractor’s performance will be assessed. The first section sets out the Council’s availability requirements in terms of opening hours. The second section provides details on programming requirements. The third section sets out specific participation targets. The fourth section sets out the performance targets, which relate to the day-to-day management of the new facilities.
The Council’s overriding requirement is that all facilities are made publicly available.
The Council will require clear lines of communication to be identified by the Contractor. For the term of the contract the Council will have an Authorised Officer to work directly with the Contractor. Bidders should identify how they will structure their organisation with regard to effective communication with the Council.
3.1 Facilities and Services
William Penn Leisure Centre
Before Refurbishment / After Refurbishment· 25m x 0.9m Main Pool / · 25m x 0.9m Main Pool with new plant
· 12.5m x 7m Learner Pool
· Wetside changing rooms / · Wetside changing village
· Wetside health suite (spa, steam, sauna) / · Wetside health suite (spa, steam, sauna)
· Fitness suite (split between two rooms) / · Consolidated and refurbished fitness suite
· Four court sports hall / · Four court sports hall
· Two squash courts / · Two squash courts
· Dance/aerobics studio / · Two dance/aerobics studios
· Dryside changing rooms / · Dryside changing rooms
· Health & beauty salon / · Extended health & beauty salon
· Café / · Vending café
· Crèche/party area / · Crèche/party area
· External multi-use games area / · External multi-use games area
The Centre, South Oxhey
· Two sports halls
· Dance studio
· Aerobics studio
· Fitness suite
· Crèche
· Sunbed
· Arts & crafts room
· Music practice & recording studio
· Youth activities area
The youth activities area (known as The Zone) is operated by Herts County Council Youth Service under a sub-lease. The Contractor will be required to provide building management services to this area (including cleaning and maintenance). The Contractor will also be required to support the Cardiac Rehabilitation Scheme operated in partnership with Watford & Three Rivers PCT.
Sir James Altham Pool
· 25m x 9m pool
· Wetside changing rooms
· Party room
· External multi-use games area & changing rooms
Rickmansworth Public Golf Course
· 18 hole course
· 9 hole course
· Training area (Golf Academy)
· Golf professional shop
· Changing rooms
· Clubhouse facilities (The Fairway Inn)
The Contractor will be responsible for the following services:
· Golf professional services, including tuition, equipment hire & pro shop.
· Clubhouse catering
· Course maintenance
The Contractor will also be required to offer up to six free passes to any of the above facilities for use by elite athletes, as instructed by the Council.
3.2 Opening Hours
The Contractor is required to ensure that, as a minimum, the facilities are available for use by the public during the opening hours described in the table below:
MINIMUM OPENING HOURS
William Penn Leisure Centre / Sir James Altham Pool / The CentreMain Pool
Monday-Friday / 6.30am - 10.30pm / 6.30am - 10.00pm
Saturday / 7.30am - 6.00pm / 7.30am - 6.00pm
Sunday / 7.30am - 8.00pm / 9.00am - 6.00pm
Learner Pool / (After development period)
Monday-Friday / 9.00am - 8.00pm
Saturday / 9.00am - 6.00pm
Sunday / 9.00am - 6.00pm
Health & Fitness Suites
Monday-Sunday / To be determined by Contractor
Other Dryside
Monday-Friday / 9.00am-10.00pm / 7.00am-10.00pm
Saturday / 9.00am-8.00pm / 9.00am-7.00pm
Sunday / 9.00am-8.00pm / 9.00am-7.00pm
Rickmansworth Public Golf Course will be open to the public from dawn to dusk, every day except Christmas Day. The Contractor will ensure that staff are available at all times to collect course fees.
The Contractor is required to ensure that all other facilities are available for use by the public 365 days per year with the following exceptions:
Christmas Day Closed
Christmas Eve / New Year’s Eve Reduced hours to be agreed with the authorised officer.
Other Bank Holidays Hours to be agreed with the authorised officer.
3.2.1 Usage of Facilities for Emergency Circumstances and Elections
There may be a small number of occasions during the period of the contract when the Council will require the usage of all or some of the sports hall facilities for responding to emergency circumstances, for example as rest centres. The Council reserves the right to specify the time and length of such usage. In such circumstances, the Council will compensate the Contractor in respect of any relevant loss of income.
3.3 Programming and Participation Targets
The Contractor is required to provide a balanced programme of use by the public, schools, colleges, clubs, and special needs groups for instructed development courses and lessons. Current programmes are provided for information as an appendix. The Contractor should also ensure that the availability of programmes such as casual swimming at different facilities are complementary where possible.
The Council also requires that the Contractor honours a number of bookings taken prior to the Agreement Commencement Date for at least the first year. Details of such bookings are set out in Appendix A1.4.
· The Contractor should recognise the value of sports development within a balanced Leisure Facilities programme. This will include appropriate provision of coached sessions and links between facilities, clubs and schools, working in conjunction with the Council to deliver Corporate Objectives for Leisure. It should enable the local community to work through the Development Continuum from Foundation to Excellence and it should focus on under represented groups.
The Council is keen to develop a flexible partnership where the Contractor is able to maximise usage and income to the benefit of both parties, while ensuring that service and participation targets are met. The Council requires that access at appropriate times is protected for specific user groups.
The Contractor is required to submit proposed programmes of use for the main activity areas (Sports Halls and Pools) annually to the Council in October for agreement by both parties for the Council’s next financial year, April to March.
Within the first Contract Year, the Contractor must establish current usage levels of the facilities by the following target groups;
· Three Rivers residents
· women
· ethnic minorities
· young people
· the elderly
· disabled people
The Contractor is responsible, in general terms, for encouraging and increasing use of the facilities by these groups.
On or before the commencement of each subsequent Contract Year, the Contractor and the Council will agree target usage levels, and participation rates for each of these groups. Failure to achieve agreed targets may result in default points being awarded (see Section 4).
3.4 Facility Operations
3.4.1 Quality Management
The Contractor is responsible for the quality management of the delivery of the services required by this Contract.
The Contractor must continually seek to identify and develop new ideas to improve customer satisfaction and continue to ensure a quality leisure experience to the users of the facilities.
The Contractor must create, develop and implement a comprehensive and effective quality management system, comprising all appropriate policies and working procedures for all activities associated with the management of the delivery of the facilities and services required by this Contract.
The Contractor is required to maintain Quest accreditation for facility management for the William Penn Leisure Centre and Sir James Altham Pool throughout the contract term.
The Contractor should plan to submit The Centre for Quest accreditation by 2009 at the latest.