THE HOUNSLOW EXPERIENCE: A CASE STUDY

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THE HOUNSLOW EXPERIENCEA CASE STUDY

• Mark Steward
• MAX Associates
• 3rd March 2009

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Operational and financial imperatives

• Ten year contract ended 30th June 2008
• Ageing facilities
• Failure to meet changing needs and customer
  expectations
• Weak performance management
• Underdeveloped strategic planning

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Member requirements

• Explore future for all leisure and cultural
  services spans Libraries, arts, sport, parks,
  heritage, museums
• Consider full range of management models

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Member 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

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Preparation for the procurement process

• 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 ?

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Preparation for the procurement 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

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Going out to the market the process

• Seven Lots advertised

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A summary of the process

• 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 nos
• Issue Instructions to bidders (Phase 2)

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A summary of the process

• PHASE 2
• Thematic dialogue with bidders
• Initial site visits
• Vision for the services
• Financial imperatives
• Structural issues
• Service led issues

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A 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 nos
  further

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A 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

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A summary of the process

• PHASE 4
• BAFO documentation agreed with Member Steering
  Group
• BAFO documentation circulated to bidders

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A 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)

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A summary of the process

• PHASE 6
• Preferred Bidder due diligence
• Prepare for TUPE transfer
• Direct debit transfer and documentation handover
• PHASE 7
• Contract commencement !!

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Outcomes

• Higher participation
• Higher income
• Lower expenditure
• Established marketing
• Market knowledge
• NNDR and VAT savings

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Outcomes

• Longer term funding commitment
• Output-based performance management regime
• Ongoing communication and consultation
  continuous service improvement
• Client side strengthened

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Creating a welcoming environment

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Re- branding Libraries

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Creating a Library Service fit for purpose

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Hub concept

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1st 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

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Next 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

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Questions

• Mark Steward
• mark_at_max-associates.com