Chichester District Council

East Pallant House

1 East Pallant

Chichester

West Sussex

PO19 1TY

Westgate Leisure Centre Catering

Refurbishment Project,

Chichester, West Sussex

Volume I – Invitation to Tender

and Project Brief

March 2008

Westgate Leisure Centre Catering Refurbishment Project, Chichester, West Sussex

Private and Confidential

This document is issued by Chichester District Council for the purpose of the proposed contract only and no part shall be copied by whatever process nor shall any of the contents be disclosed to any person otherwise than to enable the tenderer to prepare and submit a tender for the contract.

No representation or warranty whatsoever is given by the Council or its officers as to the accuracy and completeness of the information and statements contained in the tender documentation, neither shall they be liable in any way whatsoever for opinions, errors, omissions or misstatements, negligent or otherwise, or for any other communication.

The tender document shall remain the property of the Council and shall be returned to the Council on request.

Contents

Heading Page

1.0Introduction3

2.0Project Background4

3.0Project Description5

4.0Employers requirements 6

5.0Health & Safety9

6.0Tendering details12

7.0Supporting questionnaire15

1.0Introduction

Westgate Leisure Centre is a prestigious sports facility offering an impressive range of leisure activities; it is situated in the heart of Chichester, within the largest district in the County of West Sussex. The Centre is owned by Chichester District Council, representing the Council’s largest asset.

In recent years Westgate Leisure (comprising of the Westgate Leisure Centre and the Bourne Community Leisure Centre) has seen a substantial amount of investment by the Council in line with their ongoing commitment to continue to maintain and develop the facilities offering value for money to customers. The Facilities and their associated activities are provided with a strong ethos of community engagement and inclusiveness within a business orientated framework.

2.0Project Background

2.1Project scope:

As part of the investment project, a refurbishment scheme has been proposed for the catering facilities at the Westgate Leisure Centre. The proposed facilities comprise:

  • A new open plan combined café and bar servery brought forward towards the centre reception area in order to maximise visibility and sales.
  • An external seating area.
  • A function/meeting room.
  • Re-located sports therapy facilities.
  • Re-furbished kitchen area.

It is envisaged that the new style Café will be very visual, aromatic and contemporary. It will be based upon a coffee shop concept with a premium quality branded product at realistic prices. The facility will closely align itself to healthy eating agenda with juices, smoothies etc. in order to best support the key users of the leisure centre facilities. The design and open layout of the site lends itself to the introduction and expansion of a coffee bar area – a visible and inviting area incorporating aromas and with comfortable seating to be enjoyed after a tiring workout.

2.2Project Objectives and success criteria:

The overall aims of the project are as follows:

  • To provide a modern refurbished catering facility themed around the 'cafe culture'.
  • To cater for a diverse customer base represented by the 700,000 customer visits the centre receives annually.
  • In catering for the above, provide a zoned layout that can minimise any potential conflict between such a diverse customer base.
  • To provide a design that compliments the core services and maximises the business potential of the footprint.
  • To provide a design that will require a staffing structure in keeping with industry guidelines.
  • To provide a streamlined service incorporating the healthy eating agenda.
  • To refurbish the area with the minimum of disruption to staff and the public.

Success Criteria:

The success of the development will be evaluated through its ability to deliver:

  • A sustainable net profit that is in keeping with the financial business plan (increased turnover, reduced staffing costs, increased net and gross profit)
  • Increased customer satisfaction.
  • Increased customer use.

3.0Project description

3.1Location

Westgate Leisure Centre is located in the centre of Chichester at Via Ravenna, Chichester, West Sussex, PO19 1RJ.

A map is attached at Appendix 1.

An aerial photograph of the site is attached at Appendix 2.

3.2Project Organisation

The following definitions apply to this project:

Client – Chichester District Council, through the Project Co-ordinator and other specialist officers and the Portfolio Holder for Culture and Sport.

CDMC – the CDM Co-ordinater appointed by CDC to oversee the Health & Safety aspects of the project. Mr Kevin Pawadyira RMAPS of Gleeds (Bristol).

Tel: 01962 872 910. Fax: 01962 872 920. Email:

Project Co-ordinator – Ruth Wells, Sport and Leisure Project Officer (main contact). Tel: 01243 534818. Fax: 01243 534792. Email:

CDC Project Officers Group:

  • John Kingdon - Director of Health & Wellbeing
  • Jane Hotchkiss - Assistant Director of Leisure & Wellbeing
  • Kevin McCoy – Westgate Leisure Manager
  • Richard Minton – Deputy Manager – Westgate Leisure Centre (Centre Health and Safety Liaison).
  • John Bacon – Building & Facilities Services Manager.
  • Mike Sully - Principal Solicitor, Legal Services.

It will be crucial that the main contractors team work collaboratively and co-operatively with the Council’s Officers and Consultants.

3.3Procurement Method

This project is tendered on a Design and Build basis. Details of the form of contract are provided at section 6.9. Contractors seeking to use an alternative form of contract should contact the Project Co-ordinator during the tender period.

4.0Employers requirements

4.1Scope of the works

The main contractor will be required to design and install a new catering area, including provision of equipment. The scope of the works is as follows:

  • Demolition and disposal of existing dividing walls within the area (if required by the successful design).
  • De-commissioning, removal and disposal of equipment as necessary.
  • Clearance of the area to be refurbished.
  • The conversion of 2 windows into double doors, opening on to the external patio area and associated building control application if required.
  • Minor building works as required by the design.
  • Provision and connection of services as necessary (all electrical installations are to be compliant with IEE 17th Edition Regulations).
  • Laying out the new areas, including main café area, function room, kitchen and a sports therapy area.
  • Full fitting out of the café, kitchen, function room and sports therapy area.
  • Development of the external area to provide new seating area.
  • Supply, fitting and commissioning equipment as per appendix 6.
  • Handover and snagging.
  • Defects liability period.

The area to be developed is on the plan at Appendix 3, indicating approximate sizes for each area.

4.2Design

The areas defined in the following design brief are indicated on the attached plan at Appendix 4.

A conceptual brief for the catering area is provided at Appendix 5 (produced by FREEDOM Leisure Consultants).

Main café (edged red on the plan at Appendix 4) – up to 80 covers. Tables and seating to be arranged into a number of zones providing:

  • Small areas of fixed seating.
  • A larger zone of moveable, flexible seating to include stackable chairs and lightweight tables with good stability. Table configuration to be flexible to allow for 2, 4 and 6 covers.
  • A quiet area with soft comfortable ‘tub’ style seats.
  • A function room (dimension 8m x 6m) for use as a both a party / meeting area with flexible capacity for up to 20 persons.
  • Kitchen and ancillary areas – kitchen area, dry and cold storage areas, and staff area to service the main café.

Branding of the area has not yet been finalised and will be advised at a later date.

Other seating areas:
  • Existing pool terrace (20 covers – coloured blue on the plan at Appendix 4 ) –minor decorative works will be required to this area and equipping out with tables and chairs to bring within the overall image of the new design.
  • Reception seating area (20 covers – coloured yellow on the plan at Appendix 4) – reconfiguration of the area to create a suitable link to the open plan café area. Tables and chairs to be supplied and decoration to blend with the new design.
  • External seating area (20 covers – coloured green on the plan at Appendix 4) – equipping out with tables and chairs, suitable for external use and provision of branded café barriers to advertise facility to passing trade.

Sports therapy area – a total area of 36 sqm to comprise of 2 treatment rooms, a rehabilitation room and waiting area.

  • Waiting area – to allow space for seating outside the therapy rooms for sports therapy clients.
  • 2 Treatment rooms – (approx 2.5m x 4.5m) each to allow space for a treatment couch and small desk/storage. Hand basin, radiator and power sockets to be provided.
  • Rehabilitation room – (approx 3m x 4.5m) a larger area to allow space for matted area, equipment storage and wall bars. Radiator and power sockets to be provided.

Accessibility – the new facilities should to comply fully with Part 3 of the Disability Discrimination Act 1995, as amended by the Disability Discrimination Act (DDA 2005) insofar as the Act introduces a duty to make adjustments in relation to premises and prohibits discrimination in relation to the services provided by the Council.

The project must also comply with Part M of the Building Regulations ‘Access to and Use of Buildings’ 2004 in order to make reasonable provision for access and use by anyone including disabled people. In addition an Access Statement is required to be submitted with any necessary Building Regulation application.

Workplace (Health, Safety and Welfare) Regulations 1992 – the area will be used as a workplace and so the design will need to take account of the relevant requirements under this legislation.

Licensing Act – the design should comply with the Licensing Act (2003).

Submission requirements for proposed designs – please include sketches/images or of your design and details of the equipment to be included in your tender. Tenderers should also prepare a presentation to be made at tender interviews on Friday 11th April 2008 to be held at the Centre. Tenderers should focus their presentations on their design and how the concept works within the space available.

4.3Schedule of equipment

A list of the catering equipment to be provided is contained in Appendix 6. New equipment should be ‘A’ rated for efficiency where possible. The tenderer should allow for decommissioning and removal of equipment as identified. The supply of small items such as crockery/cutlery is not required.

Tenderers wishing to submit alternative equipment solutions to the list at Appendix 6 should ensure that they provide costs for both this list and any further option to be considered. Failure to provide a costing for the 'clients list' may result in your submission being non-compliant. Please clearly identify and alternative options that you submit.

4.4Timescales

Tender

Activity / Date
Invitation to tender / 11th March 2008
Site visits by appointment / March 2008
Tender form to be returned by / 12 noon 10th April 2008
Tender interviews / 11th April 2008
Evaluation period / 4 weeks
Tender outcome / May 2008

Construction programme

Tenderers are required to submit their estimated project timescales and confirm the availability of project resources to meet any such timescale. During the construction phase there will be a loss of earnings to the centre and private sports therapy provider therefore an efficient programme would be most desirable. However contractors should allow appropriate time to make all necessary arrangements to comply with Health & Safety and welfare provisions of CDM 2007.

4.6Development and Building Control

It is likely that the works will be classified as permitted developments under the planning regulations, this will be confirmed when initial designs are available.

A Building Control application will be required for the scheme and therefore costs should be included for completing a simple application. Building control and any potential planning fees will be met from the central budget and therefore should not be included in your price.

5.0Health & Safety

5.1 Health & Safety Management and responsibilities

Pre-contract arrangements:

A review of the Health & Safety information supplied by each tenderer will be undertaken during the tender evaluation period. Contractors will be required to hold a current and relevant CHAS registration as a minimum. Please also include any additional accredited schemes that your organisation has memberships to for consideration.

Health and Safety sign-off:

The contractor will need to complete an initial construction phase plan and have it deemed suitable by the CDM Co-ordinator on behalf of the Client. The client will arrange a pre-start meeting at a suitable point to enable sign off after reviewing the initial CDM requirements before commissioning works to start on site. Once the successful contractor is appointed, the construction phase plan must be reviewed throughout the project and will be regularly reviewed by the CDM Co-ordinator to ensure it remains relevant.

Meetings / communication and monitoring arrangements:

Works progress will be monitored by weekly meetings on site. Prior to commencement of the project, a project directory will be established holding key contact details of the project team and highlighting the main point of contact from each organisation.

CDM requirements:

The appointed Design & Build Contractor will be required to undertake the roles of Designer and Principal Contractor as defined by the CDM Regulations 2007. Further details are available at and guidance is available from the CDM Co-ordinator. Please provide documentation to demonstrate your organisation and key personnel competence and relevant experience in line with these regulations.

Site security and welfare arrangements:

The tender should include adequate screening and protection of the public and site activities from work areas. The internal site area should be hoarded off with solid boarding, with no possible viewing to the reception or pool area. A works sign board should be provided.

Separate welfare facilities should be provided for use by the contractor team. Tenderers are required to submit the details of their on-site working procedures covering access, welfare provisions and on-site conduct of direct staff and sub contractors if applicable. Please ensure that there is a strict PPE policy both for good practice and neatness and for security identification purposes while on site.

The external area should be fenced off for security reasons. Consideration should be given to access and egress in emergency situations and the selected contractor will be required to liaise with the Health and Safety Manager at the Centre to update the fire plan to cover the works period.The Westgate fire policy and procedure is attached at Appendix 7.

5.2Pre-construction survey information

Mechanical and electricalservices – a recent survey of the area has been undertaken and the following drawings are attached at Appendix 8 for your information:

  • Existing ventilation (M001).
  • Existing heating, water and gas services (M002).
  • Existing lighting (E001).
  • Existing power, telephones and data (E002).
  • Existing fire alarm, security, CCTV and PA system (E003).

Structural information – it is the client’s aspiration for the catering area to be as open plan as possible. Existing walls in the area have been surveyed for possible demolition. The results of this survey are attached at Appendix 9.

Leigonella – control procedures are in place. Tenderers should include a provisional sum in their price for cleaning existing services and connections.

Asbestos – The Westgate Leisure Centre was built in 1987. The CDC asbestos register holds details of an inspection to the eaves soffit insulating board. The outcome of the inspection was that no asbestos was present.

5.3Site constraints

Compound and access:

The area available for the site compound is indicated in Appendix 10. Deliveries may be made to the areas marked – please note that site access for deliveries will be restricted as follows:

0700 – 1630Monday to Friday

0800 – 1800Saturday

0900 – 1700Sunday

Access to public areas must be maintained during deliveries. Furthermore, deliveries to or collections from the Leisure Centre by other authorised agents must not be restricted.

Contractors will be allocated 4 car parking spaces for use during the construction period for parking cars. Any site machinery should be kept within the compound area. No parking is permitted on the paved areas.

Unless specifically agreed by the Client, the centre is out of bounds to on-duty contractors.

Centre opening hours:

The Leisure Centre is used by the public on 7 days a week from 7:00 am to 10:30 pm weekdays, 7:30 am to 8:30 pm Saturdays and 9:00 am to 8:00 pm on Sundays. Work method statements should reflect these constraints. The successful contractor will be required to liaise with the client to agree out-of-hours working arrangements if necessary.

Smoking:

No smoking is permitted on site on in the immediate area surrounding the building.

Site services:

The client will provide a metered site supply.

Sub-contractors:

Please include in your submission, details of procedures for selecting, vetting and management of sub-contractors.

Disruption of services and systems:

The works must be suitably isolated so as not to trigger or compromise the fire alarm, security or any other safety systems.

6.0Tendering Details

6.1Tendering Questionnaire

Each tenderer will be required to complete a questionnaire and return this with the supporting information requested in this tender volume.

6.2Clarification of Meaning of the Contract

Tenderers should seek to clarify any points of doubt or difficulty with the Council before submitting a tender. For this purpose contact should be made with the Project Co-ordinator:

Ruth Wells

Telephone: 01243 534818

Fax: 01243 534792,

Email: .

6.3Period of Validity

Tenderers are requested to keep tenders valid and open for acceptance until September 2008 and to notify the Project Co-ordinator of any perceived difficulty in this regard.

6.4Legal Form in the Case of Group Tenders

In the event of a group of contractors being awarded the contract, each contractor must be a legal persona or legal personae known to the law of England and will be jointly and severally liable for the completion of the contract.

6.5 Tendering Procedure and Accompanying papers

Tenders for the works must be made on the Tender Form in Volume II. ALL PARTS MUST BE COMPLETED BY THE TENDERER. Each Tenderer must include with his Tender the completed questionnaire sent with the contract document and in addition, ensure that all details requested within this Volume are also submitted.