Agenda and minutes

Special Meeting, Overview & Scrutiny Board - Tuesday, 26th July, 2016 6.00 pm

Venue: Havering Town Hall, Main Road, Romford

Contact: Richard Cursons 01708 432430  Email:

No. Item



Report attached.

Additional documents:


Prior to the start of the meeting Members considered a motion to defer consideration of the item as some Members had not received the officer’s response to the requisitioner’s questions. The motion to defer consideration of the item was lost by 6 votes to 8.


Councillors Ray Morgon and Keith Darvill addressed the Board and gave the reasons for the call-in of the Cabinet decision.


Members were given a copy of the answers to the questions that had been put forward by the requisitioner’s. A copy of which is appended to these minutes.


The Council’s Health & Wellbeing Manager advised that the tender had been through different paths. Firstly there had been initial expressions of interest from contractors which had taken the form of a pre-qualification questionnaire, followed by an invitation to tender. The invitation to tender allowed tenderers to tell the Council how they would run the leisure centres, how they would develop sports and leisure facilities for the community and  the opportunity for them to explain how much money they would be willing to invest and how much money they were willing to give the Council. A business plan had to be submitted by the tenderer as part of the Council’s evaluation model, which had to be passed for their continuation in the process.


The evaluation had been scored 50% on price and 50% on quality. All of the documents that had been provided by the contractors during the tendering process became legal documents and if the successful contractor wished to make amendments to what had been submitted then they would have to enter into discussions with the Council.


Officers advised that investigations had been carried out into the two contractors to see current centres that they ran and how they were performing. These investigations had been taken a step further by carrying out mystery visits to four of the contractor’s sites.


In response to a question, officers confirmed that the Best and Final Offer (BAFO) was the price that the tenderers were offering and that was the base on which the contract was awarded. The contract was awarded through a competitive tendering process which could not be re-negotiated once the BAFO had been submitted. The contract would also include all the service level specifications required by the Council.


In response to a question regarding variations to the contract price and how Members would be notified prior to entering into the contract, the Cabinet Member for Culture and Community Engagement advised that if there was any variation to the monies that the Council was to receive then all Group Leaders would be informed.


Members questioned why the Council had to choose one of the two BAFOs that had been received and not seek further offers from other contractors. In response officers advised that the Cabinet had had a third option which was  not accept one of the offers, but that would have left the Council with no operator to run its leisure centres come 1 October this year.


Officers  ...  view the full minutes text for item 2.