Otley Town Council

NOTICE OF TENDER

StreetVision 2030

Tenders are invited by Otley Town Council to produce a vision document showing the potential for infrastructure improvements and other modifications in Otley to promote active travel.

Tenders will be received up to 12 noon BST on Friday 8th November 2019.

Tenders should be submitted electronically to [email protected]

Please note that the canvassing of Councillors in relation to this contract will automatically disqualify the applicant.

TENDER SPECIFICATION

1. Site Location

Otley is a market town and civil parish at a bridging point on the River Wharfe, in the City of Leeds metropolitan borough in West Yorkshire, England. Historically a part of the West Riding of Yorkshire, the population was 13,668 at the 2011 census. The town is in two parts – south of the river is the historic town of Otley and to the north is Newall, which was formerly a separate township. Otley lies 28 miles (45 km) south-west of York, 10 miles (16 km) north-west of Leeds, 10 miles (16 km) north-east of Bradford, and 196 miles (315 km) from London. The town is in lower Wharfedale on the A660 road which connects it to Leeds.

2. Rationale for the #StreetVision2030 Project

Otley Town Council approved a Cycling Strategy two years ago and has taken first steps on implementing this Strategy, including publication of a Safer Cycling Routes leaflet (accompanied by guided family rides to encourage more short journey cycling) and our sustained support for the development of the Wharfedale Greenway. A primary objective of the Strategy is to increase the opportunities for safe cycling in Otley as a contribution to reducing local traffic congestion, good health and well-being and a calmer street and road environment for all users – pedestrians, cyclists and motorists.

At the same time, the Town Council recognises widespread concern in the town about air pollution from vehicles, levels and intensity of traffic congestion and the need for behaviour change from some road users, often borne from frustration at traffic congestion but also noting that deteriorating road behaviour is a national phenomenon (often caused by frustration connected to traffic jams and delays).

We further note that, recognising that our medieval street pattern, narrow pavements and unique local topography present challenges when considering how best to create safer and calmer roads and streets for all users, this should not be an impossible challenge. The StreetVision2030 Project aims to address this.

3. StreetVision2030 Project - Core Proposal

For reference, here extracted from the then Chair of Policy and Resources presentation to the Town Council’s January 2019 Budget meeting is a summary of the core proposal:

“StreetVision2030 is intended to be a long-term project to increase the ability to cycle safely in Otley using segregated facilities where possible. It will start with a vision document and outline action plan that will show how we can radically transform the way that short journeys for school, work, shopping and play are made – changing the emphasis away from the car and onto walking and cycling. With the recent IPCC report identifying twelve years left before irreversible effects of climate change kick in, the onus is on all of us to do what we can to reduce our carbon impact and transforming local mobility away from the car and towards the bike will be a key part of this. Everyone in Otley complains about traffic, but many of us are that traffic - it is a topic that sparks opinions, but one thing we can all agree on is that we cannot carry on as we are. We can learn lessons from nations like the Netherlands, in terms of segregated cycle routes, slowing down of cars in town centres and neighbourhoods and reform of parking arrangements to make our town safer and more pleasant for all that need to travel across it. We can also learn from nearer neighbours, and even though I have been nursing this project for some time, I’ve recently taken inspiration from the development of a similar (larger) programme in Manchester, led for the Mayor of Greater Manchester by Olympic cycling champion Chris Boardman. Our own starting point will be to produce a project brief, continue the discussions I have already had with the Dutch Embassy about accessing specialist planning expertise and create a project team that will include Leeds Highways, with whom we have already have a productive first conversation. The main outcome will be a StreetVision 2030 document, outlining what can be done in Otley, cost estimates and an outline plan for which we can then try and seek funding over the years that follow – this won’t be easy, but if we don’t start soon, we will just carry on complaining that ‘something should be done’ and nothing will change.”

It is important to emphasise that, while the project needs to focus on how safer cycling can be delivered through segregation when possible, this is one element of an approach to rethinking our street infrastructure that delivers a calmer and slower street scene for all users. This works well in the Netherlands, Denmark, Germany and other European countries, and increasingly is being adopted in the UK by cities and towns. Changes to infrastructure that encourage much greater use of bicycles for short, everyday local journeys will have the effect of reducing traffic congestion and essential car journeys can be made calmly and in an orderly manner. All road users benefit from this approach.

4. Description of the Work

The primary output from this phase of the project is an Otley #StreetVision2030 Plan to be completed within twelve months of commencement. This plan would in effect be a vision document that shows the potential for infrastructure and other modifications in Otley, costed and planned over (for example, to be agreed) a ten-year period, starting with ‘quick wins’ and economically viable early interventions.

The Plan will need to consider a range of elements important to the success of the project. This list is not exhaustive, and we expect potential contractors to describe in detail their work programme and methodology for producing the Plan. Elements include:

• Understanding the detail of traffic movements in and around Otley at different times of the day and week, working with Leeds City Council Highways to analyse and utilise such data as is available; • Surveying the street and road layout of Otley, with regard to topography and historical street pattern; • Working closely with an Advisory Group, Ward and Town Councillors and local community and business representatives to understand all issues related to highways, traffic, vehicle and people movements around the town; • Devising and implementing a plan for engagement and consultation with the community at large and residents in specific areas where changes may be recommended; • Devising and implementing a plan for communicating the aims and operation of the project, in conjunction with the Town Council and local Ward Councillors; • Establishing a strong and collaborative relationship with all relevant parts of Leeds City Council (as the principal authority responsible) including Highways, Transport Strategy and others as appropriate; • Producing reasonable cost estimates for possible infrastructure changes, including a suggested phasing of possible works (one suggestion is a ten year period, we are open to proposals to vary this) to include options for ‘quick-wins’ which may be lower cost and more easily implemented over a two to three year period.

Underpinning all these detailed requirements is our desire to identify a contractor with whom we can develop a strong and collaborative relationship over the next years, who understands in full the nature of our ambition and the challenges we face, and is willing to work with us in a genuine partnership to achieve substantial results. We wish to be the first small market town in England to properly tackle this issue and become an exemplar for many others to follow. That is the spirit with which we are approaching this project and will expect to see this reciprocated by our preferred contracting partner.

5. Budget and Timescale

We seek competitive proposals from suitably qualified contractors and consultants. We expect this work to spread over the next two financial periods. A budget of £15,000 has already been approved for spend in 2019/20 which if necessary, can carry into 2020/21 and, subject to good progress being made and a Budget process that concludes in January 2020, the Town Council will maintain a similar level of commitment in 2020/21 financial year. Contractors should seek to make proposals therefore within a total maximum budget of £30,000 for this phase of the project, spread over the twelve months from commencement which we anticipate being in December 2019.

Proposals need to include:

• Understanding of requirements • Methodology Statement • Identification of a Project Manager and study team members, including summary credentials and experience • Full cost schedule including per diem rates • Timeline for completion of the project • Case study examples of your track record of similar projects

6. Freedom of Information Act, 2000

In all its dealings, the Council is now bound by the provisions of the Freedom of Information Act, 2000. This legislation gives the public the right of access to most recorded, non-personal information held by local authorities.

Information which might prejudice the commercial interests of any person, is in the category of "qualified exemptions" to the general rule of disclosure to those who make application for information, which makes it subject to the "public interest" test. This means that the Council will have to consider releasing to the public and to other tenderers who request it, information formerly viewed as commercially confidential, unless the balance of the public interest supports it being withheld. It has already been held by the Information Commissioner that in the public interest (in terms of openness and accountability) disclosing tender prices outweighed possible harm to tenderers. Therefore, in most cases, the Council will state the prices of all tenders received, in a public document.

No request for information regarding any tender you submit, or contract you enter with the Council, will be given to an applicant without prior advice to you and opportunity for you to comment. It would therefore also be helpful if you identify to us at the earliest opportunity, any information which you provide to us that you view as confidential by necessity or which you would prefer not to be provided to others.

7. Payments

Otley Town Council will authorise payment to the Contractor, less any deductions, within 28 days upon receipt of invoices following the completion of work.

8. Submission of Tenders

Proposals should be submitted electronically to [email protected] no later than 12noon BST on Friday 8th November 2019.

9. Award of Contract

Otley Town Council reserves the right not to award any contract as a result of this tender process and is not bound to accept the lowest bid.

We will hold interviews with shortlisted prospective contractors on Tuesday 26th November 2019 at our offices in Otley, West Yorkshire (with the option of teleconferencing to reduce travel impact).

10. Evaluation Criteria

Your tender will be assessed on the following weighting;

Technical Expertise 30%

Community Engagement Approach 30%

Track Record/Case Studies/Project Team Experience 20%

Price 20%

11. Queries

Please forward any questions with regards to the brief to [email protected] and we will endeavour to answer within 3 working days.

Suzanne Kidger

Executive Officer

Otley Town Council