Agenda item

A report by the Head of Special Projects (Leisure)

The Portfolio Holder presented the report supported by the Assistant Director Leisure and Culture and the Scrutiny Officer.

Committee were advised that the Partnership Scrutiny Task & Finish Group were asked “to review the scope and proposed arrangements for a Sub-Regional Leisure Facilities Operator Contract.” Scrutiny Committees at all 3 Councils wanted to be reassured that any reports to committees contained enough information for Councillors to be able to make an informed decision at future meetings. The S&ELCP Alignment and Delivery Plan for 2024/25 included the action to ‘develop a sub-regional leisure and culture offer’ by the end of Quarter 3. In considering the most appropriate scope and approach to a sub-regional leisure and culture offer, separate solutions for the delivery of leisure and cultural services are being pursued. All leisure venue operations were currently outsourced through various contracts. Most of the culture offer was delivered in-house through various mechanisms, in order to optimise cultural development opportunities.

It was proposed that the new contract would be a single operator selected for the sub-region with three contracts – one with each sovereign Council, using a Sport England standard form of specification & contract with bespoke adjustments.

All contracts would be prepared the same for consistency and effective contract management with contract drafting assuming contract payment in favour of Council.

All current arrangements would be protected with minimum opening hours etc. Flexibility for ‘additional commissions’ e.g. fixed term community sport/physical activity/health intervention projects etc. should the Councils wish to commission them.

Venue Repair & Maintenance responsibility with new/redeveloped venues - Operator being responsible on full Repair and Insuring basis.  Older venues the Operator to be responsible for Planned Preventative Maintenance and Re-decorations for life of contract and the Council to be responsible for end-of-life replacement items.

Key points discussed by the Task Group had included the feasibility of a ‘one size fits all’ approach: the benefits of an aligned contract and the expectations for operators, for example maintenance, particularly with regard to some of the older buildings.

Further information had been required on who would be involved in the process (internal and external) and also clarification on how the ‘Active Communities’ agenda will be encouraged by any new operator chosen.

It was agreed that background research on companies expected to bid for the contract would be sourced and that further details on how the contract(s) would work in practice, having a common core contact, with specific bolt-ons’ for each sovereign Council.

The group discussed comparative costs between current contract(s) and potential future costs and also sought explanation of the 3 Stages of the procurement process, including evaluations, negotiations and cool off period. They agreed to ensure that a clear, open, and transparent procurement process took place and sought assurance that the procurement process had been carefully designed to ensure that the bids matched what had been asked for. 

The group further discussed the need for confirmation that the recommended supplier would be named in committee reports with the involvement of the Portfolio Holder throughout the process.

A legal point of clarification was made in respect of the possible involvement of Full Council, in that lawfully it was an executive decision, and the Council could not make executive decisions.  Should the executive/cabinet wish to consult all Councillors before taking its’ decision that was an option open to them.

No discussion took place, but a member of the working group noted that they felt very reassured that Councillors would be kept well informed as the project moved forward and stated they felt the work to be a good example of how the democratic process should work.

RECOMMENDATION:

That the Environment and Committee agree the recommendations within the report.