Leisure Management Services Oxfordshire

Leisure Management Services Oxfordshire

South Oxfordshire and Vale of White Horse district councils are looking to procure a joint leisure management contract for their facilities from 1 September 2014.

UK-Wallingford: Sports facilities operation services

2013/S 099-169844

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

South Oxfordshire District Council
Benson Lane, Crowmarsh Gifford
For the attention of: Gemma Thynne
OX10 8ED Wallingford
UNITED KINGDOM
Telephone: +44 1235540444
E-mail: gemma.thynne@southandvale.gov.uk

Internet address(es):

General address of the contracting authority: www.southoxon.gov.uk and www.whitehorsedc.gov.uk
Address of the buyer profile: http://www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA10121

Further information can be obtained from: South Oxfordshire District Council
Benson Lane, Crowmarsh Gifford
For the attention of: Gemma Thynne
OX10 8ED Wallingford
UNITED KINGDOM
Telephone: +44 1235540444
E-mail: gemma.thynne@southandvale.gov.uk
Internet address: www.businessportal.southeastiep.gov.uk/

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: South Oxfordshire District Council
Benson Lane, Crowmarsh Gifford
For the attention of: Gemma Thynne
OX10 8ED Wallingford
UNITED KINGDOM
Telephone: +44 1235540444
E-mail: gemma.thynne@southandvale.gov.uk
Internet address: www.businessportal.southeastiep.gov.uk/

Tenders or requests to participate must be sent to: South Oxfordshire District Council
Benson Lane, Crowmarsh Gifford
For the attention of: Gemma Thynne
OX10 8ED Wallingford
UNITED KINGDOM
Telephone: +44 1235540444
Internet address: www.businessportal.southeastiep.gov.uk/

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Vale of White Horse District Council

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Leisure Management Services
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 26: Recreational, cultural and sporting services
Main site or location of works, place of delivery or of performance: Oxfordshire
NUTS code UKJ14

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

South Oxfordshire and Vale of White Horse district councils are looking to procure a joint leisure management contract for their facilities from 1 September 2014. The councils have a completely shared management and staffing structure whilst remaining two separate legal entities. There is already a good, six year track record of the two councils working together on shared contracts e.g. for finance, waste, recycling and street cleaning and grounds maintenance.
The aim of the 2014 procurement process is to agree a joint contract that increases participation in sport and active recreation in the two districts and, as a result, increase usage of the centres. The contract will enable the councils to offer residents the opportunity to participate in sport and physical activity in a safe and attractive environment in order to enhance their health and well-being.
This will be a contract for the operation, management and maintenance of both Councils’ leisure, sporting and community facilities. There is likely to be a transfer to the successful bidder of the staff currently working on these contracts.
The Councils currently have twelve sites throughout both districts with a mixture of both wet and dry facilities. The number of sites is subject to review, addition or removal throughout the lifetime of the contract. During the contract period management, operation and maintenance of community facilities may also be included.
A new leisure facility in Didcot is currently planned which will comprise of the design and construction of a new leisure centre to cater for the requirements of Didcot’s increasing population and address some of the deficits that have been identified as a result of this. A feasibility study is currently being undertaken to identify the market supply and demand for different leisure and recreation activities. Once complete the new Didcot leisure facility is anticipated to be one of the facilities managed and operated as part of the overall contract. It is highly desirable for the eventual leisure operator to offer input into the design and elements of the final facility mix in order to maximise the commercial elements of the centre. This will be undertaken through the dialogue process with short-listed bidders.
II.1.6)Common procurement vocabulary (CPV)

92610000, 92620000, 45212100, 77320000, 45212200

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

a parent company guarantee may be required if the contractor is part of a group
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

payment shall be made in accordance with the payment provisions in the Contract
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Members of any consortium shall be jointly and severally liable. A Single legal body should be identified.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: are as set out in the PQQ
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: are as set out in the PQQ
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
are as set out in the PQQ
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

competitive dialogue
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 10
Objective criteria for choosing the limited number of candidates: As per PQQ documentation
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 1.7.2013
IV.3.4)Time limit for receipt of tenders or requests to participate

1.7.2013 – 13:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

23.7.2013
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

Regarding contract term: The contract shall be required to be fully operational by 1 September 2014. It is envisaged that the Contract shall be for ten years with the option for the Councils to extend for a further five years at their sole discretion. The Councils are prepared to consider alternatives during the process. Any extension of the Contract shall be on the Terms and Conditions agreed in the initial period of Services provision, subject to any modifications that may be required. This will be confirmed during the competitive dialogue process.
PQQ documentation will be available to download from the South East Business Portal (www.businessportal.southeastiep.gov.uk) from close of business on Tuesday 28th May 2013. Whilst the procurement is being led by South Oxfordshire and Vale of White Horse District Councils, the documents will be listed under Oxford City. From the South East Business Portal, please go to ‘opportunities’ then select ‘Oxfordshire’ and ‘Oxford City’ from the drop down lists provided.

This is for electronic tendering purposes.
Contact details provided as part of this notice are for information. All expressions of interest, questions regarding the documentation and process, and responses to questions will be raised and managed via the portal.
(MT Ref:104918)

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court of England and Wales
Royal Courts of Justice Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Proceedings must be brought within 30 days of the date on which the economic operator knew or ought to have known of the breach of duty owed to it by the contracting authority unless the court considers there is good reason for extending the period within which proceedings can be brought.
VI.4.3)Service from which information about the lodging of appeals may be obtained

High Court of England and Wales
Royal Courts of Justice, Strand
WC2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

VI.5)Date of dispatch of this notice:22.5.2013