Scope
Reference
RCPA / CSNPC
Description
Design & Supply Contract for a play area at Rodbourne Cheney , Swindon.
Total value (estimated)
- £290,000 excluding VAT
- £348,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 June 2025 to 1 October 2025
- Possible extension to 1 October 2027
- 2 years, 4 months, 1 day
Description of possible extension:
1. Extension Provisions
This contract includes the potential for extensions, subject to performance, budget availability, and the ongoing needs of the Central Swindon North Parish Council (CSNPC). Extensions may be considered in the following circumstances:
Additional Play Area Works: If the council identifies further play area improvement needs, such as expansion, additional equipment installation, or surfacing enhancements.
Maintenance & Repairs: If there is a requirement for ongoing servicing, maintenance, or remedial works on the newly installed play area equipment and infrastructure.
Future Play Area Projects: The contract may be extended to cover similar works in other locations within the parish if deemed cost-effective and beneficial.
2. Possible Extension Periods
The initial contract term covers the design, supply, and installation of the inclusive play area.
The contract may include one or more extensions, up to a total of two (2) years beyond the original contract period, at the council's discretion.
Each extension will be reviewed and awarded based on performance, compliance with service levels, and available funding.
3. Justification for Extensions
Ensuring consistency in design and installation quality across multiple sites.
Avoiding delays and additional procurement processes if further works are needed.
Leveraging economies of scale with a contractor already familiar with the site and requirements.
Options
The right to additional purchases while the contract is valid.
The contract includes the following options, which may be exercised at the council's discretion, subject to budget availability, performance evaluation, and strategic needs:
1. Additional Play Area Enhancements
Scope: The council may require supplementary play equipment, accessibility improvements, or sensory play features beyond the initial installation.
Circumstances for Use: If further funding is secured, community feedback identifies additional needs, or if phased development is preferred.
2. Ongoing Maintenance & Inspection Services
Scope: The contractor may be engaged for routine maintenance, annual safety inspections, and minor repairs beyond the defects liability period.
Circumstances for Use: If the council determines that outsourced maintenance offers better value for money or aligns with long-term asset management plans.
3. Future Play Area Developments
Scope: The council may extend the contract to cover additional play area projects in other locations within the parish.
Circumstances for Use: If the council intends to standardize equipment and surfacing across multiple sites, ensuring continuity of design and maintenance.
4. Adjustments to Scope Due to Budgetary Changes
Scope: The contract allows flexibility to adjust the scope based on available funds, which may include scaling up or down the number of equipment pieces or modifying surfacing choices.
Circumstances for Use: If external grants, sponsorships, or council budget changes impact the project scope.
These options provide the council with a cost-effective mechanism to enhance, maintain, and expand its play facilities while maintaining procurement efficiency and contractor continuity.
Main procurement category
Works
CPV classifications
- 37535200 - Playground equipment
- 37535210 - Playground swings
- 37535220 - Playground climbing apparatus
- 37535230 - Playground merry go rounds
- 37535240 - Playground slides
- 37535250 - Playground see saws
- 37535260 - Playground tunnels
- 43322000 - Dismantling equipment
- 43325000 - Park and playground equipment
- 45112723 - Landscaping work for playgrounds
- 45233293 - Installation of street furniture
- 50870000 - Repair and maintenance services of playground equipment
Contract locations
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Justification for not using lots
Central Swindon North Parish Council (CSNPC) has chosen to procure this contract as a single integrated project rather than dividing it into separate lots. This decision is based on the following considerations:
Efficiency and Coordination
A single supplier will ensure seamless integration of play equipment, surfacing, fencing, and installation.
Dividing the contract could introduce risks of delays or inconsistencies between suppliers.
Single-Point Responsibility
Appointing one contractor will simplify project management and accountability.
This reduces potential disputes over responsibility for different elements of the project.
Cost-Effectiveness
Bundling all works under one contract may lead to economies of scale, reducing overall costs.
Managing multiple smaller contracts could increase administrative and procurement costs.
Specialist Supplier Expertise
The required works are closely interlinked, meaning a single contractor with experience in play area design and installation is best placed to deliver a fully integrated solution.
Future Flexibility
This procurement is structured as a framework agreement or term contract, allowing additional works to be awarded under the same contract without needing separate procurements.
For these reasons, CSNPC has opted for a single contract award while ensuring that all elements of the project meet the necessary standards for quality, safety, and inclusivity.
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Tender submission deadline
28 April 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
1 June 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | Price | 60% | |
| Design & Compliance with Technical Specifications | The proposal must demonstrate adherence to all required standards and accessibility requirements. |
Quality | 15% |
| Experience & Track Record | Contractors must provide evidence of successfully delivering similar projects in the last five years |
Quality | 10% |
| Ability to Complete Ahead of October 2025 | Bidders who can complete the project earlier without compromising quality may score higher |
Quality | 5% |
| Sustainability & Environmental Considerations | The use of environmentally friendly materials and sustainable practices will be considered. |
Quality | 5% |
| Warranty & Aftercare | Contractors must provide clear commitments to aftercare, including warranties and maintenance support. |
Quality | 5% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Special regime
Concession
Documents
Associated tender documents
RCPA - Procurement Scope of Works.pdf
Design Brief RCPA.pdf
Rodbourne Cheney - Block Plan.pdf
Site Location and Photos - RCPA.pdf
Work Specification.pdf
Rodbourne Cheney Play Area - Pricing Schedule.xlsx
RCPA - RFQ.doc
RCPA - Clarification Questions & Answers.xlsx
Contracting authority
Central Swindon North Parish Council
- Public Procurement Organisation Number: PNJV-3912-DWLW
Moredon Sporting Hub Cheney Manor Ind Estate
Swindon
SN2 2QJ
United Kingdom
Region: UKK14 - Swindon
Organisation type: Public authority - sub-central government