Rochford District Council and Brentwood Borough Council – Joint Leisure Procurement Support

Background

SLC were commissioned by Rochford District Council and Brentwood Borough Council in September 2023 to support the procurement of a new joint Leisure Services and Active Communities Contract. The two authorities formed a strategic partnership in January 2022 which sees each authority retain its sovereignty and independent governance while exploring meaningful co-working opportunities to use their combined resources for the good of local residents. One such opportunity was the procurement of a single, joint contract for the operation of four leisure facilities across the two authorities.

Investment Options

The Councils recognised the need to invest in some of the facilities in order to ensure they met the current and future needs of residents and the expectations of users. The tender process provided an ideal opportunity for the Councils to test the business case for any such investment.

SLC, working with project architect Paul Weston, developed a series of investment options at three of the facilities – Clements Hall Leisure Centre and Rayleigh Leisure in Rochford District and The Brentwood Centre in Brentwood.

The investment options were based on robust evidence of need collated through:

• Engagement with key internal and external stakeholders across Rochford District and Brentwood
• Public engagement with leisure facility users and the wider general public through an online survey
• A review of key documents including condition surveys, previous feasibility studies and strategic planning documents (e.g. Indoor Built Facility Strategies.)
• Market assessments which considered the likely levels of demand generated by the catchment population.

The investment options focused on the reconfiguration and refurbishment of existing spaces with a lifespan parallel with that of the new contract term. They included improved and extended health and fitness spaces, refurbishments of wetside provision, additional activities for children and young people and enhancements to outdoor facilities.

Procurement Strategy

SLC worked with separate Leisure Working Groups of elected Members from each of the Councils to develop and agree the procurement strategy. This required careful stakeholder management across the two groups in order to establish a consensus that met the strategic needs of both authorities.

Key to the procurement strategy was the inclusion of the proposed Council-funded investment options which were to be tested through the procurement process. This was designed to enable the Council to assess the projected return on each investment and the overall business case for their inclusion.

SLC developed all of the tender documents including a bespoke and enhanced services specification with a requirement for a new Active Communities Programme of outreach interventions. This element formed a central theme of the future requirements to match the Councils’ desire to support the needs of less active populations, particularly in rural areas.

Procurement Process

SLC supported the Council throughout each stage of the procurement process, helping with responses to clarification questions, evaluating bids, facilitating bidder meetings and providing analysis and advice on financial submissions.

Project Outcome

A new 15-year Leisure Services and Active Communities Contract, which commences on 1 April 2025, was awarded to Everyone Active following formal approval from each authority.

The process has been hugely successful, delivering a robust new contract with a broader remit to help tackle local health inequalities. It has also gone a long way to securing the business case for c. £8M of Council-funded investment into 3 of the 4 facilities and has resulted in a significantly improved financial position. Despite broadening the scope of services to include a new Active Communities Programme of place-based interventions, the new arrangements will improve the management fee significantly over the term of the 15-year contract.

TESTIMONIAL