Ashburton former Convent/Library Tender Opportunity – FAQs
General
Q.1 What is the Council is looking for?
A.1The council is looking for an operator(s) who can manage the building, be sustainable and fulfil the key criteria as set out in the tender document (page 3).
Q.2Is there a preference for whole building to be occupied by one operator or to have parts of the building let?
A.2Our preference at this stage is to attract an operator capable of managing the whole building and one who shares our aspiration to ensure the building is fully utilised and let where appropriate. In this respect we are also welcoming bids from those who are interested in subcontracting part of the building as we see this as an opportunity to assess those organisations who can add benefit to the overall community offer and feel of the building.
Q.3How much is the rent?
A.3We require groups to make a reasonable offer of rent to the council based on the business plan they present. The priority is to see good quality community services that can be sustained.
Q.4What are the rates payable on the building?
A.4The building has been empty for 10 plus years and the rateable value will need to be assessed in due course.
Q.5How much input would we have on the final detail of the building renovations?
A.5We would expect the operator to work alongside the construction team where appropriate in order to complete their fit out works. Remedial works have already begun and we expect the renovation works to start December 16/January 17. The operator will be appointed in March 17 and will need to be in a strong position to complete any fit out works in time for opening Summer 17.
Q.6Are there any restrictions on faith-based organisations hiring the hall?
A.6No, we would welcome bookings from all sectors of the community.
Q.7Are there any restrictions on political organisations hiring the hall?
A.7It is the council’s policy not to fund political organisations or to allow political organisationsto hold their meetings or rally’s within council buildings.
Planning
Q.8What does 'planning permission for controlled vehicular access and parking facilities within the Ashburton Convent/Library foot print' mean?
A.8The foot print of the building relates to the Ashburton Convent/Library itself; it does not include the current cark park provision in Ashburton Park. If parking is required by a future operator, this would be subject to planning permission to be applied for by the operator. The existing park car park can be utilised by visitors to the Ashburton Convent/Library but is not for the sole use of the convent/library users.
If required, the council’s regeneration & partnerships teamcan support the selected operator(s) to establish possible options for the redesign of existing car parking, however, this will be entirely separate and independent to advice that will need to be sought from the Local Planning Authority.
Operational relationship and management
Q.9What is the process for hiring out several rooms?
A.9At this stage we are requesting that all potential users need to complete the tender application and required documentation. If you are hiring out a room, the detail required will be less than that required if you are seeking to manage the whole building.
Q.10Is the large hall available for hiring out to 1 sole user?
A.10In principle yes. It is anticipated that there would be flexible use of all spaces in the building. For example if a crèche service is operated in the hall from 7am to 6pm it would be expected that all equipment used will be put in storage after the activity. Then, a fitness club or a public meeting could be run from 7pm to 9pm. We want to be flexible and maximise the use of all spaces. We want the building to be a multiuse community hub. It is anticipated that the building could operate from 7am to 11pm daily.
Q.11Will the other rooms hired out be solely for the hirers' usage?
A.11In principle yes. This will also depend on supply and demand and what the operator has proposed. As mentioned above (Q.10) the council is looking for a flexible and multi-use community hub.
Q.12Who will have overall responsibility for the rooms hired out?
A.12The operator(s) will be responsible for advertising rooms available, taking the bookings and collecting rental charges, as well as repair and maintenance and cleaning of the building
Q.13Will the rent be based on the rooms hired out?
A.13The operator, through their business plan, will have to set out costs associated with the hire of rooms in the building. Room rental charges will need to be appropriate, affordable and approved by the council before being published. In other Croydon Council buildings, rooms are hired out to the community and voluntary sector on an hourly rate.
Q.14Will the hire agreement cover all associated costs with hiring out the rooms (e.g. rent, rates, lighting, utilities, etc.) as one charge?
A.14Yes. This will be stated in the license agreement between the operator and the hirer.
Q.15How often will rent reviews take place?
A.15Reviews are normally to 'market value' and 'upwards only' every three, four or five years. There are other forms of review based upon business turnover and pedestrian footfall. We have asked operators to specify the projected value of rent reviews in their business plan.
Q.16What is the remedial process should there be any disputes between the operator and user?
A.16This will need to be made clear within the hire agreement between the operator and user.
Q.17How will the council ensure that the operator is carrying out their duties to all hirers?
A.17Normally the council will implement a 6 monthly review with the operator and this will be outlined in the lease agreement. The review may also include an online council monitoring questionnaire sent to users under license or lease with the operator to determine their level of satisfaction with the operator. Then based on this information the council will help to determine any remedial action required.
Q.18Will the hirers have to reapply to the Operator to renew their lease of the building after say 5 years?
A.18Letting agreements between the operator and the hirer is normally by a License Agreement. License agreements are usually 12 months and will include a review period that may include an extension or termination by either side. In some cases, the operator after discussions with the hirer may also agree to enter into a lease arrangement.
Q.19Have the council any anticipated ideas on daily opening times?
Q.19Yes, the aspiration is to ensure the building is fully functional and utilised as far as it is reasonable to do so, seven days a week, and that the building could be open between 7am and 11pm daily.
The building
Q.20Does D1 usage - cover soft play/parties?
A.20The D1 use class refers toD1 Non-residential institutions - Clinics, health centres, crèches, day nurseries, day centres, schools, art galleries (other than for sale or hire), museums, libraries, halls, places of worship, church halls, law court. Non-residential education and training centres.
Any other uses would require the submission of a change of use application to the Local Planning Authority. For further information see: D1 use class
Q.21How will the central boiler costs be shared amongst all Operators of the premises?
A.21This depends on the reasonable rental charges which will be agreed between the council and the Operator(s) as part of the Hire Agreement. For example, there could be a service charge element included within the rental charge for the use of a room to meet the repair and maintenance costs of the building.
Q.22Is it possible to have separate kitchen and toilet facilities for safeguarding purposes?
A.22The proposed ground floor plan of the building shows rooms that have been ear marked askitchen and toilets facilities. If required it is possible for an Operator(s) to sympathetically adapt the layout to comply with safeguarding rules. However, the council will expect that such spaces will be utilised by other users when not in use.
The spaces that are communal would be accessed by other users of the building.
Q.23Is it possible to change the layout of the building before work commences?
A.23The building has been designed to be flexible for a number of uses and it is possible to make reasonable changeswhich an organisation(s)may require as part of the provision of their service. However, we will need to consider how the installation and location of these proposed changes will affect the overall layout and flow of the building and how this may impact on the general accessibility of the facility to the wider public.
Q.24What is the main vehicular entrance to the park and are there plans to enhance one of the other entrances to accommodate vehicular traffic?
A.24Tenterden Road is currently the main vehicular entrance to the park. The council is looking at proposals to extend the vehicle gate entrance at Lower Addiscombe Road. The extension of the gates is to primarily allow fairground vehicles to access the site without using Tenterden Road. It will be controlled access by lock and key. Management arrangements to any new vehicular access point are to be confirmed. In the meantime, Tenterden Road will continue to be the main access point to the car park in the park and business and service plans should be based on the use of the Tenterden Road entrance.
Q.25Is there on-site parking available to hirers and their customers?
A.25Yes. There is parking available on site. Where this is not sufficient for their purposes, the tender specification requires the Operator to seek planning approval for designated parking for the building
The council’s regeneration & partnerships teamcan work with the selected Operator(s) to establish the best option for any redesign of existing car parking, however, this will be entirely independent to any advice or processes involving the Local Planning Authority.
Q.26Would a security system be installed by the Council?
A.26Yes, a security system will be installed.
Q.27Is the renovation of the “kiosk” included within the plans?
A.27The kiosk building is not included within the plans to redevelop the former Convent/Library building. The council will be undertaking a masterplan in the near future which will review the wider park regeneration opportunities and the kiosk building will be included in this review.