Changing Rooms Refurbishment - Cornmill Lane, Tutbury

Works Specification & Tender Summary

Changing Rooms Refurbishment - Cornmill Lane, Tutbury

Location: Changing Rooms, Cornmill Lane, Tutbury, Staffs, DE13 9HA

Client: Tutbury Parish Council

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1. Project Objective

The project comprises of the refurbishment of the existing football changing room facilities to improve privacy, hygiene, accessibility, and energy efficiency. Works include replacing communal shower areas with individual cubicles, upgrading internal finishes, and renewing mechanical and electrical services.

The building structure (walls, foundations, and roof) has been inspected and is confirmed to be structurally sound. No structural alterations are included within this contract.

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2. Programme, Access & Constraints

Due to a scheduled event taking place between 19-21 June 2026, all site works must commence after this period.

The facilities are actively used by football teams, predominantly at weekends. Contractors must:

• Minimise disruption to matches and training
• Manage access to the car park carefully
• Where possible, programme works outside the main football season

A detailed programme showing sequencing and access management must be provided with the tender.

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3. Tender Submission & Assessment

Tenders must be submitted electronically by email within 30 days of publication of the tender notice.

Tenders will be evaluated by a panel comprising of Parish Councillors and the Parish Clerk. Where minor omissions are identified consistently across submissions, tenderers may be asked to provide clarification by a fixed deadline. No changes to price or material elements will be permitted.

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4. Conflicts of Interest

Tenderers must declare any actual or potential conflicts of interest, including:

• Financial interests relating to Tutbury Parish Council
• Personal or business relationships with serving councillors or officers

Failure to declare conflicts may result in exclusion.

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5. Contract Award & Payment Terms

All tenderers will be notified of the outcome by email. An award notice will be published within 30 days of contract award.

Payment terms are 30 days.

The Council will retain 5% of the contract value:

• 2.5% released at practical completion
• 2.5% released following completion of all snagging items

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6. Scope of Works (Refurbishment Only)

6.1 Demolition & Strip-Out

• Removal of existing fittings and finishes
• Removal of fluorescent lighting and redundant electrical items
• Removal of electric panel and fan heaters
• Removal of existing floor finishes (approx. 120 m²)
• Removal of communal shower partitions and fittings

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6.2 Internal Finishes & Flooring

Flooring (approx. 120 m²):

• Preparation of concrete substrates, including primer/moisture barrier
• Installation of slip-resistant sports-grade vinyl or resin flooring
• Hygienic coved skirting and wall upstands in wet areas

Decoration:

• Preparation of internal walls (approx. 350 m²) and ceilings (approx. 120 m²)
• Redecoration using moisture-resistant, anti-mould coatings

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6.3 Shower Facilities

• Formation of eight individual shower cubicles (four per changing room)
• Waterproof composite partition panels and cubicle doors with privacy locks
• Adaptation of existing hot and cold water feeds to minimise new pipework
• Installation of shower valves, heads, and accessories (8 in plus 1 referee)
• Inspection of shower gullies and channels for capacity and falls

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6.4 Mechanical & Electrical Services

Lighting:

• Removal of all fluorescent fittings
• Installation of approximately 20 LED battens or panels
• Full testing, commissioning, and certification

Ventilation:

• New mechanical extract system serving shower areas
• Sized to achieve adequate air changes and control condensation

Heating & Hot Water:

• Replacement of inefficient electric heaters with high-efficiency convectors or infrared panels (2 units)
• Replacement of the existing gas-fired water heater with a modern high-efficiency condensing unit, including new controls and insulation

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6.5 Optional Separate Quotation - Air Source Heat Pump (ASHP)

Tenderers may submit a standalone optional quotation for an Air Source Heat Pump under the Boiler Upgrade Scheme (BUS).

This must be entirely separate from refurbishment costs and include:

• Separate scope of works
• Separate programme
• Separate cost breakdown showing gross cost, £7,500 BUS grant deduction, and net cost to the Parish Council

The ASHP must be designed and installed by an MCS-certified installer. Contractors must support EPC requirements and BUS compliance. Full details are contained within a separate ASHP specification document.

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7. Mandatory Tender Submission Requirements

All tenders must clearly include:

• A detailed scope of works referencing this specification
• A schedule of materials and energy-efficient products
• A project programme with key milestones
• A fully itemised cost breakdown

A minimum 10% contingency allowance must be included.

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8. Tender Evaluation

Tenders will be assessed using a Most Advantageous Tender (MAT) approach:

• Price: 40%
• Quality: 60%

Quality will be evaluated against:

• Understanding of the specification
• Relevant experience
• Technical competence
• Programme and resources
• Risk management, Health & Safety, and warranties

Each criterion will be scored on a 1-5 performance scale. The contract will be awarded to the tender achieving the highest combined score.

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9. Information Sharing & Funding Compliance

Tender information relating to refurbishment works will be shared with Staffordshire FA as part of grant assessment and audit.

ASHP tender information (where submitted) will be shared with the BUS scheme administrator for grant compliance.

All information will be handled in accordance with public procurement and data protection requirements.