the hounslow experience: a case study mark steward max associates 28 th april 2009
TRANSCRIPT
THE HOUNSLOW EXPERIENCE:A CASE STUDY
Mark Steward
MAX Associates
28th April 2009
Operational and financial Operational and financial imperativesimperatives
Ten year contract ended 30th June 2008 Ageing facilities Failure to meet changing needs and
customer expectations Weak performance management Underdeveloped strategic planning
Member requirementsMember requirements
Explore future for all leisure and cultural services – spans Libraries, arts, sport, parks, heritage, museums
Consider full range of management models
Member requirementsMember requirements
Review current provision One size fits all ? Assess community needs and future demand Consider funding options – prudential
borrowing, market finance Develop integrated service provision through
co-location
Strong project management, led by Executive Steering Group
Project team established consisting of:– Procurement, Legal, Financial, Technical, Property
Clarity of purpose and vision – what are we trying to achieve ?
Preparation for the Preparation for the procurement processprocurement process
Evaluation criteria: – Capacity to deliver the service– Innovation– Quality– Management and appreciation of risk– Financial and legal considerations – Partnership working with stakeholders– Contribution to The Community Plan
Preparation for the Preparation for the procurement processprocurement process
Seven Lots advertised
Going out to the market: Going out to the market: the processthe process
Sport, Leisure and Community
Parks Management
Gunnersbury Park Estate
Heritage and Museums
Children’s Play
Arts and Events
Libraries
PHASE 1:– Procurement Strategy: to test each element,
encouraging small organisations to bid– Bidders across a range of backgrounds,
bidding for a variety of Lots– PQQ evaluation – reduce bidder no’s– Issue Instructions to bidders (Phase 2)
A summary of the processA summary of the process
PHASE 2:– Thematic dialogue with bidders
Initial site visits Vision for the services Financial imperatives Structural issues Service led issues
A summary of the processA summary of the process
PHASE 2 cont.... Added value – from merging specific Lots
together Draft service specifications and contractual
heads of terms drafted– Further site visits undertaken– Issue further instructions to bidders– Evaluation of Phase 2 – reduce bidder no’s further
A summary of the processA summary of the process
PHASE 3– Explore “hub” concept in detail– Consider initial bidder solutions – draft method
statements and scheme designs– Legal and financial dialogue– Service specifications finalised– Bidders to produce detailed solutions based upon
service specifications– CLOSE DIALOGUE– Evaluation of Stage 3 – prepare documents for BAFO
A summary of the processA summary of the process
PHASE 4– BAFO documentation agreed with Member Steering Group– BAFO documentation circulated to bidders
A summary of the processA summary of the process
PHASE 5– Member presentations– BAFO evaluation– Enter Preferred Bidder Phase - April 2008:
Sport, Leisure and Community – Fusion Lifestyle Parks Management/Gunnersbury Park Estate – John Laing
Integrated Services (in partnership with Continental Landscapes)
Libraries and Culture – John Laing Integrated Services (in partnership with Tribal Consulting)
A summary of the processA summary of the process
PHASE 6– Preferred Bidder due diligence– Prepare for TUPE transfer– Direct debit transfer and documentation handover
PHASE 7– Contract commencement !!
A summary of the processA summary of the process
Higher participation Higher income Lower expenditure Established marketing Market knowledge NNDR and VAT savings
OutcomesOutcomes
OutcomesOutcomes
Longer term funding commitment Output-based performance management
regime Ongoing communication and consultation:
continuous service improvement Client side strengthened
Creating a welcoming environment
Re- branding Libraries
Creating a Library Service “fit for purpose”
Hub concept
11stst 6 months 6 months
Head of Leisure appointed Output-based performance management
regime (client) Project Board established led by Leader of the
Council Client structure agreed – 5 posts Staff re-structuring commenced Hounslow Community Trust (HCT) established
Next 6 monthsNext 6 months
Planning permission for leisure refurbishment and hub development submitted mid March
Submission of HLF bids for parks Submission of Green Flag applications Review of membership schemes and pricing Library rebranding and capital works agreed On line booking implemented Annual Service Plans agreed – linked to
paymech
