Decision maker:
Director for
corporate
economy,
communities
and
Decision date:
22 September 2016
Title of report:
Permission for the procurement of supplier
for Bridge Street artificial playing surface
Report by:
Cultural services manager
Classification
Open
Key decision
This is not a key decision.
Wards affected
Leominster North and Rural
Purpose
To accept the Sport England grant for and agree the refurbishment of the artificial playing
surface and improve floodlighting at Bridge Street Sports Centre, Leominster.
Recommendation
THAT:
a) The Sport England grant offer of £248k to support the refurbishment of the
artificial playing surface and improve floodlighting at Bridge Street Sports
Centre, Leominster be accepted; and
b) Works to that value be undertaken by a supplier procured through the SCAPE
framework.
Further information on the subject of this report is available from
Mick Ligema, cultural services manager on Tel (01432) 260631
Alternative options
1
Not to accept the grant. This is not recommended as the funding will enable the
enhancement and sustainability of this facility and does not require additional
resource from the council to match fund the work.
2
The funding for the refurbishment of the playing surface is through Sport England
Exchequer funding. A condition of this funding is that it must be entirely spent within
the financial year 2016-17. The use of the SCAPE procurement framework will
support the very tight timescales available to procure a supplier, commence the work
and complete the project and satisfy the Sport England conditions.
3
That approval is not given to use the SCAPE framework and instead to run a council
tender process.
Reasons for recommendations
4
To enable the improvement of leisure facilities in Leominster in the most cost effective
way.
Key considerations
5
The condition of the artificial playing surface at Bridge Street Sports Centre has been
deteriorating and is badly in need of replacement.
6
The facility is well used with high demand by from hockey clubs in the north of the
county for matches, training and development and is also used for recreational
football and five a side football leagues.
7
Herefordshire Council were invited to bid by Sport England for a funding stream to
replace the playing surface and were successful in being awarded £248,000 to
replace the surface and improve the floodlighting at the facility.
8
An assessment of the works required has been carried out so the requirements of the
project are well informed.
9
The terms and conditions of the award require that the project must be completed
and the grant spent within the current financial year of 2016-17.
10
This means that the procurement and delivery of the project must proceed with
immediate affect given the need to procure a contractor with availability in the
timescale required and the possible impact of poor weather affecting the programme
during the winter months.
11
The national SCAPE procurement framework which has contractors approved by
Sport England and England Hockey would prove to be the quickest route to appoint a
contractor to proceed with the works to enable them to be completed within the
required timescale.
12
The SCAPE framework would run a mini-competition to select a supplier. The aim
would be to appoint a supplier within two weeks of engaging with SCAPE.
Further information on the subject of this report is available from
Mick Ligema, cultural services manager on Tel (01432) 260631
13
SCAPE is a public sector environmental specialist framework offering OJEU
compliant procurement, design and project delivery services to local government
organisations.
14
SCAPE will be engaged with to procure a suitable from the contractors within their
framework. Herefordshire council Property Services would be involved in the
selection process to ensure best value is gained by the client.
Community impact
15
The artificial playing surface at Bridge Street Sports Centre is a hub for hockey teams
in the north of the county used for training, development and matches all the year
round.
16
The facility is also used extensively for recreational football and fulfils a significant
role in providing for the recreational, health and well-being needs for a significant
number of people.
17
The current use of the playing surface is approximately 12,000 visits per annum.
18
The continued provision of this surface therefore serves a wide community of
interests.
19
The rest of the Broad Street Sports Centre is widely used for tennis, netball, football,
indoor bowls, a public health initiative and a local playgroup. The viability of the facility
which supports these other activities is supported by the provision of the artificial
playing surface.
Equality duty
20
The recommendations and actions if implemented will have a significant positive
effect on disabled people. These improvements will enable disabled people greater
choice and control over local services and provision, and;
a) advance equality of opportunity between persons who share a relevant
protected characteristic and persons who do not share it;
b) foster good relations between persons who share a relevant protected
characteristic and persons who do not share it.
21
The Sports Development plan required by Sport England to support the funding bid
identifies a number of provisions to support and develop the use of the facility by
disabled people .These include allocating time slots for disability groups and
individuals to access the facility, supporting clubs to attract disabled people and
linking to national disability awareness initiatives and working with Special Needs
schools to encourage participation.
Financial implications
22
The £248k award from Sport England is not dependent on the Herefordshire Council
providing any match funding.
Further information on the subject of this report is available from
Mick Ligema, cultural services manager on Tel (01432) 260631
23
One of the conditions of the award is that the project must be completed and the
funding must be entirely spent with the 2016-17 financial year. See appendix 1
24
All costs of works and fees will be contained within the grant funding allocated.
25
Halo as tenants will be responsible for the ongoing maintenance of the facility and will
set aside provision for any future replacement
Legal implications
26
The award of the grant funding by Sport England is made subject to the conditions set
out in the Award Offer Letter dated 1 September 2016, the Award Agreement and the
Standard Terms and Conditions (together the Terms). If the council wishes to accept
the award of the grant funding on the Terms then it must notify Sport England, by
signing and returning the Acceptance Form by 1 October 2016.
27
The Terms set out a number of obligations with which the council is required to
comply for a period of up to 10 years after the award.
28
In the procurement of supplies, services and works the Council as a public body is
required to comply with its contract procedure rules as set out in the council’s
Constitution, the EU Directives and where appropriate the Public Contracts
Regulations 2015 (2015 Regulations).
29
The value of the contract for the refurbishment of the pitch amounts to approximately
£250k (that is the supplies and works together). The works are deemed to be the
larger element of the contract accounting for around £180-200k of the total £250k.
On that basis this contract falls below the threshold which would otherwise require the
council to carry out a procurement in accordance with the 2015 Regulations.
30
Notwithstanding the 2015 Regulations do not apply to this procurement, the council is
required to comply with paragraph 4.6.13.2d of the council’s contract procedure rules
which requires that a formal tendering exercise to be carried out in accordance with
paragraphs 4.6.13.12 to 4.6.13.71 of the contract procedure rules.
31
As permitted by paragraph 4.6.15 of the contract procedure rules, the council may
make use of a framework whether it deems it appropriate and the framework has
been established in accordance with relevant English and/or European law. In this
case the council intends to procure a suitable contractor through the SCAPE
framework for Building and Construction work and either carry out a mini competition
for the supplies/works required or, if relevant, make a direct award.
32
The terms and conditions under which the appointed contractor/supplier will deliver
the supplies and works detailed in this report are the terms and conditions put in
place when the framework was procured.
Risk management
33
The major risk to the project is any delay to the procurement and implementation
process which would mean that the project is not completed and paid for in the
timescales required by Sport England.
Further information on the subject of this report is available from
Mick Ligema, cultural services manager on Tel (01432) 260631
34
The only mitigation of this risk is the quick and efficient procurement of a contractor.
Consultees
The local members and cabinet member are supportive of the proposal.
Appendices
Appendix 1 - Sport England Grant Award Conditions
Background papers
None identified.
Further information on the subject of this report is available from
Mick Ligema, cultural services manager on Tel (01432) 260631