Agenda and minutes

(Director of Governance) To note the current Terms of Reference for the Group:

(i)         To assist in ensuring that the Council is in the best position to obtain a competitive and effective tender to deliver the desired outcomes of the Leisure and Cultural Strategy.

(ii)        To review the current services provided under the Leisure Management Contract and consider any changes to the programme of activity offered, how the contract may be packaged and the length of any contract period.

(iii)       To critically review the 4 Sports and Leisure Centres owned by the Council, giving consideration to their location, age, condition, costs/subsidy, and make recommendations on future provision/investment.

(iv)       To advise the Council’s Client Officer Team as they undertake the competitive dialogue process, considering options that may emerge as part of any bidders’ proposals.

(v)        To provide input into the appointment process for any potential contractor, and in particular, to participate in a Member Presentation and Interview Panel.

(vi)       To support the Portfolio Holder in recommending any successful Leisure Management Tender to the Cabinet, taking into consideration the Service and   Financial implications for the Council.

The Group noted its Terms of Reference.

(Director of Governance) To agree the notes of the last meeting of the Portfolio Holder Advisory Group on Leisure Management, held on 16 June 2015 (attached).

Resolved:

(1)        That the notes of the last meeting of the Portfolio Advisory Group on Leisure Management, held on 16 June 2015, be taken as read and agreed as a correct record.

(Director of Neighbourhoods) To consider the attached report (LMC-003-2015/16).

R Thompson from RPT Consulting gave a presentation to the Group on the Business Case and Procurement Strategy for the new Leisure Management Contract.

The presentation considered the following issues:

·                      The key outcomes for facility investment;

·                      Existing costs for the current contract;

·                      Development options for the current facilities;

·                      The financial implications of the development options;

·                      A summary of the development options;

·                      Procurement routes available to the Council;

·                      Procurement options;

·                      The typical stages of a Competitive Dialogue process;

·                      Specification and contract;

·                      Evaluation model structure;

·                      Evaluation criteria – 2/3 tier scoring;

·                      Bid requirements – mandatory and variant; and

·                      Recommendations, including the use of the Competitive Dialogue process for the new contract.

R Thompson added that the Procurement Strategy was based on the Leisure and Culture Strategy agreed by the Council in 2014, which included the continued provision of Leisure Facilities and the background data gathered therefor. The offer of a 20-year Contract, and the use of Competitive Dialogue during the procurement process, would permit greater flexibility than in the past. The tendering of the new contract would be advertised through the Official Journal of the European Union (OJEU) and the Leisure Industry press. The Pre-Qualification Questionnaire (PQQ) process was outlined for the benefit of the Group.

D Macnab informed the Group that a new Leisure Centre at North Weald was one option which had emerged from the Masterplanning exercise undertaken in 2014, which had been added to the Evidence Base for the new Local Plan. The Examination in Public for the Local Plan was expected to happen in 2018, and the provision of a new Centre in North Weald had only been included as a variant bid at the current time. The assumption for the new contract was that the Council would be providing Leisure Centres in both Ongar and Epping until such time as a decision was taken as to whether to build a new Centre in North Weald. The Competitive Dialogue process would allow a decision on a new centre at North Weald to be taken, after full consideration of all the issues and factors – financial or otherwise. It was reiterated that no decision had been taken as of now to build a new Centre at North Weald, and it was simply an option under consideration.

The possible development of housing at North Weald as part of the new Local Plan made it a good location for a new centre, as well as being equidistant between Epping and Ongar; the possible co-location of health and leisure facilities at North Weald would also be considered. It was expected that a Learner Pool and Wet Play Area would be provided at any new centre in North Weald as part of the wet facilities. The existing provision at Epping and Ongar would be maintained until the new facility was ready to open, and it was expected that the existing staff would be retained and transferred to the new facility.

R Thompson reaffirmed that if a new facility was built at North Weald,  ...  view the full minutes text for item 7.

Future meetings of the Portfolio Holder Advisory Group in 2015/16 are currently scheduled for:

·         9 November 2015;

·         8 February 2016; and

·         11 April 2016.

The Group noted that its next meeting was scheduled for Monday 9 November 2015 at 7.00pm.