Official UK procurement notice
Football Hub Operator - King George V Playing Fields Redevelopment - Portsmouth
Authority: Portsmouth City Council (Local council)
What is being bought2 lots · detail below
Published requirement descriptionPortsmouth City Council - 'the Council' - is inviting applications from suitably qualified and experienced operators for the operation of a football hub at King George V Playing Fields, Portsmouth.
The Council is seeking to secure a strategic partner who will work with the Council to develop the game in the city and address a number of key local outcomes, including:
- Increasing levels of physical activity, leading to reductions in obesity and costs of inactivity due to preventable illness
- Increasing participation in football by under-represented groups or groups with barriers to access
- Sustaining male youth and adult football
- Increasing the women and girls' game in the city
- Growing opportunities for pan-disability football
The Council is in the process of bidding for grant funding from the Premier League, The FA and the Government's Football Foundation. Once secured this funding will be used to fund the redevelopment of the site which will encompass replacement of the existing pavilion building, updating the current landscaping & parking provisions and installation of two new Artificial Grass Pitches (AGP's).
To achieve funding from the Football Foundation, the Council must have a deliverable scheme, with planning consent, ready for the April 2022 funding window.
The site will also retain a number of grass pitches which operators may also include for within optional Lot 2 additional proposals.
There may also be further opportunities over the term of the contract for the successful operator to expand delivery of operations to other existing or newly developed Council owned football facilities, without limitation in respect of relevant Council sites or potential revenue estimates.
The initial term of the contract will be for approx. 10 years, dependent upon the final service commencement date. The contract may be extended at the option of the Council to a maximum total term of 15 years, in increments to be agreed.
The Council is targeting operational commencement from September 2023, however the exact operational commencement date may be brought forwards or put back in relation to some or all of the services, dependent upon funding status, securing of approvals and completion of the required redevelopment works.
The first year of operations under the contract will run for approx. 7 months to completion of the Council's financial year in April 2024. All subsequent years will be in line with the Council's financial year definition and will run from April to April.
The Council's revenue turnover projection for the site, at maturity of the business model and with inclusion of grass pitches, is approx. £320K a year. This figure is a non-binding estimate which may be subject to significant above and below fluctuations dependent upon the commercial performance of the facility / operator and / or addition of any further facilities to the scope of the arrangements over the term of the contract.
The Council is aiming to have secured the successful operator partner by March 2022 to allow for operator input into the funding application, redevelopment works specifications and overall project delivery strategy.
It is the Council's view that the contractual arrangements which will be established via this procurement process are classified as a service concession contract under the Public Concessions Regulations (2016) and furthermore fall under the scope of the Light Touch Regime services listed under Schedule 3 of the regulations.
In the interests of transparency, fairness, equality of opportunity, best value and future development flexibility, the Council has opted to undertake an FTS advertised procurement process in broad non-binding accordance with the Competitive Dialogue Procedure, as set out within the Public Contracts Regulations (2015).
A summary of the procurement process and timescales is included within Section 'VI.3. Additional information' of this notice.
CPV: Accounting services · Advertising campaign services · Advertising management services · Beverage-serving services · Building and facilities management services · Cafeteria services · Canteen and other restricted-clientele cafeteria services · Car park management services · Commercial property management services · Customer satisfaction survey · Customer services · Customer survey services · +22 more
Lots and requirements (2)Procurement structure
2 lots · all with a published value (£9,300,000 together)Lot #1Operation of Facilities EXCLUDING incorporation of existing grass pitchesPlannedPublished value£4,500,000
A summary outline scope of the requirements which fall within Lot 1 are set out below, however applicants are referred to the procurement documents for full details.
The Council is seeking a strategic partner to operate the site, and work with the Council to develop football activities in the city.
SITE BACKGROUND INFORMATION & PARTNERIG APPROACH
The site is part of the open space portfolio for the Council and acts as an important venue for events. There will be expectation that the Council will require use of the wider site for events at specific parts of the year (for example, annual fireworks display around the 5th November). The expectation is that the operator will not be expected to contribute to these events, but it is accepted that there may be an impact upon operations.
The site is an important part of the local footballing offer, and pricing policy will need to reflect the local community needs, where it is known that the city has lower incomes than surrounding areas.
The Council works closely with partners in the city to progress objectives relating to sport development, physical activity and healthy lifestyles - as part of the operating requirement, the Operator will be expected to play a full and active part in this partnership working, in some cases leading collaborative working in support of the shared objectives.
LEGAL TERMS & CONDITIONS
The successful Operator will be required to enter into co-terminus service concession contract and lease agreement terms. The Council has included a copy of the proposed service concession contractual terms within the procurement documentation.
Lease Heads of Terms will be issued to shortlisted applicants, however outline responsibilities are included below in summary and in detail within the procurement documentation.
The Council is open to dialogue with applicants in respect of the legal terms but will have the sole option on whether to adopt alterations suggested by applicants.
FINANCING MODEL
It is not expected that the Operator will make any capital investment in the initial phase of site development (AGP, pavilion and associated infrastructure), beyond loose FF&E. It is expected that the operating partner will operate the site without revenue subsidy from the local authority.
The Council will provide the initial installation of AGP as part of the offer, whilst the Operator will be expected to maintain the pitches over the course of their expected design life.
The Operator will be required to ensure provision is made within their proposals for replacement of the AGP's at the end of their operational life and provide the Council with a maintenance fund to undertake the necessary capital replacement works at the pavilion, car park and associated structures.
REDEVELOPMENT WORKS PROCUREMENT
The Council intend to undertake separate procurement processes to let contracts for:
- The new build Pavillion works and associated landscaping / parking works.
- The AGP supply and installation works.
Further information in respect of the envisaged procurement processes, sourcing routes and timescales for letting the above works packages is included within Section 'II.2.14. Additional information' below.
RESPONSIBILITIES
The Operator will be invited to input into the funding application, redevelopment works specifications and overall project delivery strategy, however responsibility for these activities will in general remain with the Council.
The Council is proposing that a turnkey solution will be provided for the sites except for loose FF&E. Loose FF&E generally comprises of catering equipment, health and fitness equipment and loose furniture, which will be provided by the Operator.
The Operator will be required to replace all equipment, fixtures and fittings when they come to the end of their economic life including the initial FF&E and initial loose FF&E in accordance with the lifecycle responsibility.
At the expiry of the contract, all equipment provided by the Council (with the exception of operator Equipment) must be made available and be fully serviceable and then transferred to the Council at no additional cost. The Operator will be expected to remove all Operator equipment from the facilities, though the Council may negotiate with the operator regarding retention of certain equipment should this be of interest to both parties.
The Council will undertake the following responsibilities:
- Structure: build and development of the AGP and associated infrastructure (fences and floodlighting), build of pavilion and establishment of car parking, pathways and landscaping
- Insurance: to organise and fund buildings insurance against insurable risks
The headline responsibilities of the Operator will include:
- Opening and closing the facility
- Caretaking and security
- Responsibility for all income generation and collection tasks including programming, pricing, marketing etc. (although will be subject to programming and pricing restrictions at certain times)
- Repairs: all facilities management tasks including planned and reactive maintenance, lifecycle maintenance, refurbishment and replacement (excluding building structure, plant and some other defined council lifecycle responsibilities) and cleaning
- AGPs: all management tasks including planned and reactive maintenance and lifecycle maintenance
- Grounds: to maintain the grounds and communal areas (Lot 1), that may also include the grassed pitches and wider site (Lot 2)
- Structure: to report to the Council in a timely way the impending requirement for capital investment in structural elements of the building
- Outgoings: to organise the payment of all rates, taxes and utility costs and the like which are attributable to the property, to record and properly account for all payments made
- Insurance: to organise as appropriate for communal areas and Service Provider fixtures and fittings (to include public liability insurance, employers liability and professional indem…
Lot #2Operation of Facilities INCLUDING incorporation of existing grass pitchesPlannedPublished value£4,800,000
As per Lot 1 except for the addition of the operation and associated maintenance of the existing grass pitches at the King George V Playing Fields site.
Proposals submitted under Lot 2 are to include for the full management of the grass pitches, including provision of goals, nets, flags, any ancillaries and staffing required in attendance.
Applicants should be aware that King George V playing field is a popular public open space used for informal recreation activities and that this usage is expected to be permitted at all times when organised sporting activities are not taking place.
The site currently has provision of 7 adult pitches, 1 junior pitch and 1 mini pitch. These pitches form part of the council's citywide pitch provision and are booked for use by local league clubs.
Revision of the site layout to accommodate the new pavilion and AGPs would result in this provision being reduced to 6 adult pitches and 1 junior (7v7) pitch (in format currently shown).
Analysis of previous years usage data suggests that 6 adult grass pitches will accommodate 305 senior games and 60 junior games per season (365 games total) and the junior pitch will accommodate 50 games. Approximately 10% of these bookings may be lost to weather and the pitch being deemed unplayable.
These figures have been estimated based on usage levels pre-2017 (after which a number of events have affected usage levels such as pavilion fire, limited changing accommodation, COVID regulations) and may be used as forming the basis for usage projections.
The Council estimates that the turnover that could be generated for pitch bookings is approximately £18k - £20k per annum based upon current booking rates and an upper end but still realistic view of likely demand.
Bookings are currently administered by BH Live as part of their function operating the Mountbatten Centre. The future booking responsibility is open to negotiation, whether the pitches are maintained by PCC or the operator, since their function requires scheduled use of the changing facilities.
Currently, pitch booking may be made up to 10 days in advance, but no less than 48 hours before kick-off. Fixtures are accommodated on both Saturday and Sunday with kick off times of 10.00-10.30 and 14.00 for adult games and 10.00, 12.00 and 14.00 for junior (9v9) games.
The current pitch hire charges reflect meeting local community need and are set at a much lower level than the surrounding area. The hire charges are included within the procurement documents. Additional information: Applicants may submit proposals for both lots, however Lot 2 submissions will only be permitted where they accompany a compliant Lot 1 submission.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
- Shortlisting
- As stated in the procurement documents. Applicants who can demonstrate that they are able to meet the stated minimum requirements on a substantive basis are strongly encouraged to take up the option of partaking in 1-2-1 dialogue meetings with the Councils project team to discuss requirements and potential delivery options. The Council will only commit to partaking in dialogue meetings with applicants who can provide summary level evidence of meeting the stated minimum requirements. This evidence is to be provided by submission of a completed 'Application to Partake in Dialogue' document via InTend correspondence ideally by no later than 23/12/2021 14:00. The 1st stage dialogue meetings will be held remotely via Microsoft Teams between 05/01/2022 - 14/01/2022. In order to be considered for invitation to submit tendered proposals under the 2nd stage applicants must submit completed Supplier Requirements Questionnaire along with an optional, but encouraged, summary delivery proposal by 21/01/22 at 14:00 via formal InTend submission. Following the Council's assessment of the submitted 1st stage Supplier Requirements Questionnaires all applicants who have been able to evidence satisfaction of the stated minimum requirements will be invited to submit complete tendered proposals.
Procedure terms & legal framework
From the official record · publisher note attached- Legal basis
- CELEX · 32014L0023 Concession Contracts Regulations 2016 (Directive 2014/23/EU)
- Procurement category
- Services
- Notice status
- Past planning notice
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 15 Dec 2021, 16:23 GMT
- Last source update
- 15 Dec 2021, 16:23 GMT
- FTS notice number
2021/S 000-031285- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-0301acFind a Tender
Publisher note: PROCUREMENT PROCEDURE & PROGRAMME The project specific bespoke procurement process that has been developed by the Council will follow a two-stage procedure akin to a significantly streamlined competitive dialogue process as set out within the Public Contract Regulations (2015). The Council's procurement process can be summarised as follows - STAGE 1 - CALL FOR APPLICATIONS & INVITATION TO PARTICIPATE IN DIALOGUE The first stage will require applicants to demonstrate substantive satisfaction of stated minimum requirements in respect of financial & legal standing, insurance, health & safety and vitally, experience in operating similar schemes. Applicants also have the option of submitting summary outline proposals for delivery of the service as part of their 1st stage application. Applicants are encouraged to submit outline proposals which the Council will commit to providing feedback against before the invitation of tendered proposals under Stage 2 of the procurement process. Feedback may be provided via a 1-1 Teams meeting, backed up with a recording of the meeting (subject to permission of applicant to record) and summary minutes issued via InTend correspondence to the applicant. Alternatively the feedback may also be provided in writing only via InTend should the applicant prefer this. Applicants who can demonstrate that they are able to meet the stated minimum requirements on a substantive basis are strongly encouraged to take up the option of partaking in 1-2-1 dialogue meetings with the Councils project team to discuss requirements and potential delivery options. The Council will only commit to partaking in dialogue meetings with applicants who can provide summary level evidence of meeting the stated minimum requirements. This evidence is to be provided by submission of a completed 'Application to Partake in Dialogue' document via InTend correspondence ideally by 23/12/2021 14:00. The 1st stage dialogue meetings will be held remotely via Microsoft Teams between 05/01/2022 - 14/01/2022. Applicants are able to set the agenda for the 1-2-1 meetings, which should be shared in advance of the dialogue meetings and ideally within the relevant section of the completed 'Application to Partake in Dialogue' document. The Council would foresee the following key topic points as being potentially useful areas for 1st stage dialogue: • Key objectives, outputs and delivery of activities • Mobilisation and first year expectations • Partnership model and reporting requirements • Pavilion & AGP design, fit out and delivery programme • Finance and business model • Contractual Terms and structure • Operational responsibilities, facilities management, compliance and maintenance • Bidding process and social value In advance of the dialogue meetings, and again ideally within the relevant section of the completed 'Application to Partake in Dialogue' document, applicants are to provide details of the delegates that will represent their organisation at the dialogue meetings including for names, positions, telephone numbers and email addresses. Applicants are to identify which of their delegates will attend particular topic area dialogue meetings and provide available time slots for each topic area dialogue meeting requested. With the permission of applicants the Council will record the Teams meetings and following the meeting provide files of the recordings and summary minutes to the relevant applicant via InTend correspondence. Where over the course or subsequent to a dialogue meeting the Council significantly refines or alters any aspect of the requirements, bidding process or provides further information / documentation / direction this will be divulged to all potential applicants via inclusion within the clarification log issued via InTend and / or issue of revised or further documentation via update of the procurement document pack issued via InTend. All discussions pertaining to applicant specific solutions will be treated in commercial confidence and not made available to other applicants beyond any alterations to requirements and / or issue of further information required to maintain the fairness and integrity of the procurement process. In order to be considered for invitation to submit tendered proposals under the 2nd stage applicants must submit completed Supplier Requirements Questionnaire along with an optional, but encouraged, summary delivery proposal by 21/01/22 at 14:00 via formal InTend submission. STAGE 2 - INVITATION TO PARTAKE IN FURTHER DIALOGUE & SUBMIT TENDERED PROPOSALS Following the Council's assessment of the submitted 1st stage Supplier Requirements Questionnaires all applicants who have been able to evidence satisfaction of the stated minimum requirements will be invited to submit complete tendered proposals. To assist in the development of optimised final proposals shortlisted applicants will have the option of requesting further 1-2-1 dialogue meetings with the Council team. The Council will apply the protocol applied under the 1st stage to handle the request, conduct and recording of 2nd stage dialogue meetings. Subject to applicant interest, the Council will invite 2nd stage tender submissions under the following Lots/Delivery Models: • Lot 1 - The Operators proposals is to include for the full management, maintenance and associated running costs for the Pavilion and AGP's • Lot 2 - As per Lot 1 but the Operator is to allow for the inclusion of the full management and maintenance of all the grass pitches at King George V Playing Fields Irrespective of whether a proposal is received and subsequently awarded under Lot 2 the pavilion building will also be used to support grass pitch activities. Applicants may submit proposals for both lots, however Lot 2 submissions will only be permitted where they accompany a compliant Lot 1 submission. The Council will have full discretion in deciding upon which Lot option it chooses to award from. Should the Council award via Lot 1 it will still retain the option of bringing grass pitch operations into the scope of the arrangements over the term of the contract. The bidding requirements and evaluation model will be confirmed when stage 2 tenders are invited which is targeted for 28/01/2021 and will be clearly stated within the 'Invitation to Partake in Further Dialogue & Submit Tendered Proposals' document issued. The Council will develop the criteria for the detailed submissions, taking account of the key aspects from the initial collaboration 1-2-1 meetings with the interested applicants. It is expected applicants will be invited to submit complete tendered proposals which focus upon and include for the following key elements: • Deliveries of objectives, outputs and activities • Business & financial model • Marketing, communications, customer interface & support and business development • Partnership working, reporting and continuous improvement • Plan and rationale for mobilisation and 1st year development • Maintenance, compliance and facilities management • Core delivery team, sub-contractors & supply chain • Social value outcomes and measures • Proposed amendments to contractual terms Following submission of tenders on 18/02/2022 14:00, the Council will have the ability to undertake further 1-2-1 meetings to seek clarification and, where a preferred bidder has been clearly identified following assessment of tenders, undertake negotiation with the preferred bidder to further optimise the final proposals prior to notification of the award decision on 10/03/2022. PROCUREMENT TIMETABLE The Council will run the procurement process in line with the following timetable. Should any alteration be made to the timetable all applicants will be notified via InTend. • Issue of FTS Notice, SRQ and 1st Stage Call for Applications & Invitation to Participate in Dialogue - 15/12/2021 • Deadline for submission of application to partake in 1st stage dialogue - 23/12/2021 14:00 • 1st stage dialogue meetings - 05/01/2022 to 14/01/2022 • Request for clarification deadline - 14/01/2022 17:00 • Deadline for submission of 1st stage SSQ application and optional, but encouraged, summary delivery proposals - 21/01/22 14:00 • Issue of 2nd Stage Invitation to Partake in Further Dialogue & Submit Tendered Proposals - 28/01/2022 • 2nd stage dialogue meetings - from the 31/01/2022 to 11/02/2022 • Request for clarification deadline - 11/02/2022 17:00 • Deadline for submission of 2nd stage tendered proposals - 18/02/2022 14:00 • Evaluation of 2nd stage tendered proposals including for any post tender clarification & negotiation meetings - from 21/02/2022 to 04/03/2022 • Notification of award decision - 10/03/2022 • Standstill Period - 11/03/2022 to 21/03/2022 • Preferred bidder secured - 22/03/2022 INTEND E-SOURCING SOLUTION The procurement documentation is accessible via the Council's e-sourcing solution which will be used to administrate the procurement process and is accessible free of charge via the link below: https://in-tendhost.co.uk/portsmouthcc/aspx/home
How it was run
Official noticeTender documents are also served through a separate tool: https://in-tendhost.co.uk/portsmouthcc/aspx/home ↗
- Submission deadline
- 21 Jan 2022, 14:00 GMT
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
Timeline
15 Dec 2021 → 21 Jan 2022 · 2 dates- Notice published15 Dec 2021, 16:23 GMT
- Submission deadline21 Jan 2022, 14:00 GMT
Commercial outcome & contract awards
Pipeline notice- Awards (0)
- No award published
- Contracts (0)
- No contract published
- Bid statistics
- No aggregate bid statistics published
Contracting authority & participating public bodies
Dispute resolution & review bodies
- The High Court of JusticeReview body
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.