Overview
The Council’s incumbent Operator invoked the contract break clause, due to the impact of COVID lockdowns, increasing utility costs, which the meant the current contract was untenable. Therefore, the Council needed to re-procure the leisure services contract.
The Council commissioned Max Associates, to manage the end-to-end procurement and selection process including full project management of the tender (including portal administration). This included: providing advice and guidance on; the procurement strategy, market engagement, preparation of procurement documents including the services specification, evaluation criteria, evaluation of proposals, support in negotiation and project management.
- Becontree Leisure Centre
- Abbey Leisure Centre
- Jim Peters Stadium
It is a Leisure Services Contract for 10 years with an optional extension of 5 years, commencing September 2024.
Outcome
The tender attracted four national operators and resulted in the appointment of Sports and Leisure Management who commenced services September 2024.
Following the successful procurement, we were further commissioned to provide additional support to the contract team in setting up the contract monitoring systems, including a contract monitoring manual review of SLM’s initial annual service plans and reporting structures.
Testimonial
“The Authority have had the pleasure of working with Max Associates for over a year. The expert support of Max Associates has been, and continues to be, an exceptionally valuable resource for the Authority in procuring leisure services for the Borough and the on-going contract management support they are providing. Max Associates are thorough, highly competent, knowledgeable and professional in their approach. Their exceptionally proficient knowledge in the leisure industry has been invaluable and without any reservation or hesitation, I highly recommend appointing Max Associates.”
Sarah Ryan – Corporate Investment and Contract Management Manager
Summary of Project
Max Associates developed the Services Specification which set out the Council’s expectations in several areas including:
- Strategic objectives of the Council, Services requirements (for example, minimum opening hours, pricing, safeguarding, H&S etc.).
- Asset requirements (for example, building maintenance, environmental management, pool water quality etc).
- Performance management and reporting.
The procurement outcomes to be achieved included maximising the financial return, innovation and rejuvenation of Jim Peters Stadium and increasing participation, particularly for under-represented groups.
There was a comprehensive list of KPIs included, which were based on:
- Participation – based on gender, age, ethnicity, disability, deprivation.
- Strategic outcomes – customer satisfaction, financially and environmentally sustainable facilities, increases in activity levels from underrepresented groups and social value.
We advised the project team on the key contract risks, given the current market position including utility tariff risk, repairs and maintenance responsibilities, LGPS – employer contribution rates and pandemic clauses.
