Section one: Contracting authority
one.1) Name and addresses
St. Ambrose College
Hale Road, Hale Barns
ALTRINCHAM
WA150HE
Contact
Kieren Done
mrkdone@st-ambrosecollege.org.uk
Telephone
+44 1619802711
Country
United Kingdom
NUTS code
UKD34 - Greater Manchester South West
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.st-ambrosecollege.org.uk/lettings
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.st-ambrosecollege.org.uk/lettings
one.4) Type of the contracting authority
Other type
Academy school
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Saint Ambrose College Community Lettings
two.1.2) Main CPV code
- 92610000 - Sports facilities operation services
two.1.3) Type of contract
Services
two.1.4) Short description
Saint Ambrose College is seeking to appoint a lettings management provider. We require a reliable, professional and fully-managed lettings service. We would like a robust and expansive contract which covers all aspects of the lettings process, including booking, invoicing and debt management, staffing, maintenance, and compliance with all legal requirements. It is important that the lettings provider provides a professional service which enhances the reputation of the school.
two.1.5) Estimated total value
Value excluding VAT: £130,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 92610000 - Sports facilities operation services
two.2.3) Place of performance
NUTS codes
- UKD34 - Greater Manchester South West
two.2.4) Description of the procurement
Providers are invited to submit proposals for managing community lettings at St Ambrose College. The College requires a fully-managed service.
St Ambrose is a large secondary academy based in Hale Barns, Altrincham, Greater Manchester. The school has outstanding facilities which can be an asset to the local community. We have an all-weather 3G pitch, a tennis court, a swimming pool, sports hall, and expansive fields and pitches. There is ample parking and we are close to Hale Barns village centre.
We require a reliable, professional and fully-managed lettings service. We would like a robust and expansive contract which covers all aspects of the lettings process, including booking, invoicing and debt management, staffing, maintenance, and compliance with all legal requirements.
It is important that the lettings provider provides a professional service which enhances the reputation of the school.
2. Our facilities
Our school is modern, is in outstanding condition, and boasts the following facilities:
• 25 metre, six-lane swimming pool
• Lecture theatre with capacity for approx. 150 attendees
• 690m2 sports hall
• 190m2 fitness suite
• 11-a-side 3G astroturf, which can be split into three pitches
• 108m2 drama studio
• Cricket nets
• Rugby pitches
• Athletics track and sand pit.
The sports area can be isolated from the main school building and become self-contained. It includes an all-day café, changing facilities, and a reception counter.
3. Background
The school building and site were redeveloped and construction was completed in September 2012. Due to VAT exemptions the College is unable to commercially let the building until 3rd September 2022. St Ambrose College are therefore now evaluating various options for community letting.
St Ambrose would like a fully-managed lettings service but would invite proposals on how preferential partners could be accommodated. This includes local football / rugby teams and swimming clubs, who have expressed an interest in being the sole user of the football and swimming facilities.
4. Hours of use
School currently has planning permission for community use, and has submitted a planning application to vary the hours. Details can be found on the Lettings Brief document.
School expects priority to be given to its extracurricular sport, which is extensive. The sports fields and changing rooms are used to host rugby fixtures on approximately 20 Saturdays between October and February. School fixtures and swimming galas can extend to 6pm on some evenings. Proposals should take into account school use and outline the arrangements for other ad-hoc occasions where school needs access to facilities.
Catering is likely to be managed in-house, by school, given that staff will have access to and training on the kitchen equipment. We have a café which can serve hot drinks and snacks. However, if any providers do have expertise in providing catering facilities, then this can be included within the proposal.
5. Ethos and vision
The school would like proposals to consider lettings success criteria agreed by the Governing Body:
• To align with the school's vision , mission and values providing enrichment opportunities for the benefit of students, staff and parents whilst attracting potential students and increasing engagement.
• To create strong, inclusive links with the local community, especially local feeder schools.
• To deliver a commercial, sustainable solution which generates an ongoing income to enhance the opportunities and experience for the students and staff.
• To ensure the lettings arrangements are simple to manage and do not impact negatively on the day to day running of the school.
6. Process
Providers are invited to tour the facilities if they have not done so previously and then submit a proposal detailing the following headings, which are also outlined in the ITT:
• Company credentials
• Services offered
• Proposed utilisation of facilities including all the health and fitness suites, pitches, pool, and lecture theatre
• Competitor audit
• Potential partners
• Proposal and recommendation
• P+L to include costings for facilities /staffing / ancillary costs
• Sample timed implementation Gannt
• Staffing
• Equipment provision, usage and storage
• Health and safety - to include safeguarding, insurance, capacity constraints etc
• Maintenance and cleaning
• Booking platform
• Marketing and promotion
• Environmental sustainability
• Testimonials and references
• Additional Information.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £125,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 September 2022
End date
31 August 2025
This contract is subject to renewal
Yes
Description of renewals
Renewal will be at the discretion of the Trust and will be for a period of 12 months with the further option to extend for a further 12 months up to a maximum date of 31 August 2027
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
See tender document
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
3 April 2022
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
4 April 2022
Local time
5:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.4) Procedures for review
six.4.1) Review body
Public Procurement Review Service
Cabinet Office, London
Country
United Kingdom