Consultancy Services Request for Quotation:
Narrabri Shire Sport, Recreation and
Open Space Plan
Deadline for Submission: 29 July 2016
Narrabri Shire Council
PO Box 261 Narrabri NSW 2390 [email protected]
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Consultancy Brief – Sport, Recreation and Open Space Plan
Consultant Details
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Postal Address:
Work Phone:
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Consultancy Brief – Sport, Recreation and Open Space Plan
1. Pricing Schedule
Consultancy Services – Narrabri Shire Sport, Recreation and Open Space Plan
Item Description Unit Qty Rate Amount
1 Narrabri Shire Sport, Recreation and Open Space Plan
1a Discussion Paper LS 1
1b Draft SROS Plan LS 1
1c Final SROS Plan LS 1
2 Community Engagement Plan LS 1
3 Hourly Rate for Key Personnel
3a Name Hour Each
3b Name Hour Each
4 Workshop with Councillors LS 2
5 Community Consultation Meetings LS 18
6 Client Meetings (Min. 3 face to face) Each 6
7 Publication of Narrabri Shire Sport, LS 12 Recreation and Open Space Plan
Total (excluding GST)
GST
Total (including GST)
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Consultancy Brief – Sport, Recreation and Open Space Plan
2. Assessment Criteria
Consultancy Services – Narrabri Shire Sport, Recreation and Open Space Plan Value for money and cost of deliverables . 40% Demonstrated community engagement and consultation 30% experience particularly the ability to secure community ownership of key issues and actions in the plan. Demonstrat ed experience assisting Local Government to 15 % develop similar plans for implementation. Understanding of legislation affecting NSW local government is required. Technical skills of project personnel nominated for project. 15 %
3. Background Narrabri Shire covers an area of 15,000km 2 and has a population of approximately 14,000 people with 7,000 residing in the town of Narrabri, 2,000 in Wee Waa and 800 in Boggabri. The remaining population live in outlying villages and on rural properties. Outlying villages include: Edgeroi Bellata Gwabegar Pilliga Baan Baa Maules Creek
The main towns of Narrabri, Wee Waa and Boggabri provide infrastructure and facilities allowing residents to participate in a wide variety of structured sport and recreation pursuits. Being a rural area, equestrian sports are popular. There are also a number of State and National parks in close proximity providing opportunities for outdoor unstructured recreation pursuits. The Namoi River and tributaries, part of the Namoi Valley in the upper reaches of the Murray River catchment, run through the shire providing water for cropping, grazing and recreation pursuits.
The large geographic spread of the population, differences in socio-economic status, physical ability and work patterns creates challenges when examining equitable access to sport and recreation opportunities for residents of Narrabri Shire. A comprehensive community engagement strategy is essential to developing a plan that accurately reflects the needs of the community and includes innovative strategies to meet those needs in the immediate and longer term future. Similarly, engagement of elected representatives in the community engagement process, providing the opportunity for Councillors to hear and understand the needs of the whole community is critical to successful implementation of the plan once finalised and adopted. Historically, implementation of strategic planning without both community members and Councillors having a strong sense of ownership, understanding and accountability for decision making has stalled at implementation phase due to lobbying by influential individuals or minority groups.
Local Government in NSW is currently undergoing reforms with increased scrutiny of long term financial sustainability. Narrabri Shire Council has been assessed as being financially sustainable
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Consultancy Brief – Sport, Recreation and Open Space Plan
based on its Fit for the Future Improvement Plan submitted to the NSW Government. To achieve long term sustainability, analysis of the services provided by existing assets compared with communities needs and future services requires careful consideration. Sport and recreation infrastructure, facilities and services need to reflect changes in the population and demographics of towns and villages that have occurred over the past 20+ years. It is expected that this project will identify assets and land surplus to Council’s needs to provide sport and recreation opportunities to its residents.
It is also essential that Council is open and honest with the community regarding what it can afford to build and maintain and what the community will be required to contribute in order to provide the desired level of service. Innovative and pragmatic funding models need to be incorporated into the plan to provide clear guidance on funding responsibilities. Council currently lacks policy that establishes its support for sport and recreation and it is expected the plan will identify policy gaps and recommend review of existing policy.
4. Purpose of Project Narrabri Shire Council is committed to developing and implementing a Shire-wide Sport, Recreation and Open Space Plan (SROS) that contributes to increased participation in sport and recreation by a broad cross-section of the community contributing to the general health and well-being of residents.
The Plan will be based on extensive community engagement and consultation, critical review of existing plans and strategies, sound statistical data and current demographic trends. Integration of existing plans and strategies will occur to leverage previous investigations and ensure the Plan is consistent with the Community Strategic Plan as well as Council’s Delivery, Operational and Asset Management Plans. The Plan will be based on locally relevant issues and detail pragmatic solutions to meet the recreation needs of the population for the next 15 years.
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Consultancy Brief – Sport, Recreation and Open Space Plan
5. Scope of the Project Key outcomes of the plan include: • Engaged community with a clear understanding of the level of service Council can provide and what services and projects the community needs to take ownership for; • Examination of statistical information relevant to sport, recreation, health and well-being and application of the data to strategies and actions; • Sport and recreation infrastructure and services that meet identified and statistically supported community needs; • Development of a Park Hierarchy including setting and park embellishments that can be incorporated into Council’s Local Environment Plan; • Identification and avoidance of facility and service duplication and ad-hoc planning; • Alignment of asset management planning with community needs and strategic goals; • Identified policy direction including identification of existing policies requiring review to align with strategic objectives and policy gaps; • Costed and resourced implementation plan to inform business/service planning, capital works programming and grant submissions; • Identified opportunities to maximise utilisation and increase the efficient use of existing facilities and services; • Opportunities to partner with other service providers, particularly Health and Allied Health professionals and agencies to contribute to the long term health and wellness of the community; and • Identification of surplus to requirements assets and lands.
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Consultancy Brief – Sport, Recreation and Open Space Plan
6. Related Projects There are a number of related projects involving Council and community groups which require integration and consideration. An outline of these is provided below:
Narrabri Shire Walk and Cycle Plan and Pedestrian and Mobility Plan (PAMP) This planning document guides provision of footpaths, cycle ways and improvements for pedestrians and mobility impaired people to access key facilities within towns in the shire.
Narrabri Creek Shared Walk and Cycle Path Council with NSW RMS funding has designed a shared walk and cycle path between the two bridges in Narrabri. The path connects key community facilities including the hospital, aged care, CBD, high school, RSL and medical centres.
Narrabri Creek Banks - Landscape Master Plan The Narrabri Bushcare Group Inc. has secured funding from Local Land Services to increase awareness and appreciation of the natural environment with the focal point being the Narrabri Creek banks. The shared walk and cycle path is a key cornerstone in the Group’s proposal to develop the area to increase resident’s and visitor’s access to these open space areas. Bushcare is commissioning a Landscape Master Plan for the area and the shared walk and cycle path route will be an input into that plan.
Proposed Community Garden A community group is currently preparing a written submission to Council regarding a community garden on the land immediately behind the Narrabri Hospital on the parkland close to Narrabri Creek. This land is Crown Land managed by Narrabri Shire Council.
Narrabri CBD Urban Design and Master Plan The Narrabri CBD Masterplan was adopted by Council in 2014 and guides upgrade work and strategic planning initiatives. Priority works include upgraded street lighting in the core CBD, tree planting, and gateway entrances from the highway, pedestrian refuges, directional signage, increased parking, new seats and pergola shade structures. The Narrabri CBD is in close proximity to sporting ovals and parkland along Narrabri Creek.
Hogan and Leitch Oval Field Light Renewal Council has allocated capital budget and secured funding in partnership with Narrabri Touch Association to replace field lighting posts and lighting fixtures at Hogan and Leitch Ovals in Narrabri. These fields are used by multiple sporting organisations and schools throughout the year.
Narrabri Lake Plan of Management Council adopted the Narrabri Lake Plan of Management in 2014 and is progressively implementing improvements to the lake surrounds to enhance the natural values of the water body and increase the recreation value of the parklands. A detailed Planting Plan and map is a useful sub-document of the Plan of Management. Council has recently secured grants for revegetation projects, playground upgrades, construction of a new children’s bike track, and renewal of the toilet block, new shelter, tables and chairs and
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Consultancy Brief – Sport, Recreation and Open Space Plan
landscaping. Grants have also been lodged to landscape around the World War I memorial relocated to the site approximately two years ago.
Wee Waa Lagoon Plan of Management Council adopted the Wee Waa Plan of Management in 2012 and is progressively implementing improvements, the most significant to date being construction of a boat ramp for easier access to pursue fishing. Revegetation, picnic facilities and signage interpreting the lagoon’s natural features are identified future projects.
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Consultancy Brief – Sport, Recreation and Open Space Plan
7. Methodology To achieve the scope the following inclusions in the Consultant’s methodology are recommended:
No. Key Action / Milestone Indicative Client Client Consultant Timeframe Meeting (Council) 1 Inception meeting between client and Within 2 weeks of consultant engagement 2 Draft Discussion Paper One month after inception meeting 3 Draft Community Engagement Strategy Three (3) weeks after inception meeting 4 Client feedback to Consultant regarding Two weeks after amendments to allow finalisation of receipt of DP Discussion Paper (DP) and Community Engagement Strategy (CES) 5 Community engagement and Three (3) to five (5) consultation process weeks after 6 Community Needs Analysis finalisation of DP and Park Hierarchy and embellishments CES Surplus Assets and Land GIS Mapping Funding Strategy 7 Draft Sport, Recreation and Open Space Four (4) weeks after Plan completion of community engagement process 8 Client feedback to Consultant regarding One (1) weeks after Draft SROS Plan receipt 9 Councillor Workshop on Draft SROS Committee Meeting Plan date as per Council meeting schedule 10 Council Report seeking endorsement of Next Ordinary Council Draft SROS Plan for exhibition for 28 Meeting after days workshop date 11 Public Exhibition of Draft Plan and 28 days after second round of community endorsement by engagement and consultation Council
12 Review of submission to draft plan to Within two (2) weeks consider inclusions and exclusions of close of submissions 13 Council Report seeking adoption of Next Ordinary Council Final Sport, Recreation and Open Space Meeting as per Plan including summary of amendments Council meeting from public submissions schedule 14 Finalise Sport, Recreation and Open Within two (2) weeks Space Plan in accordance with Council of Council resolution resolution 15 Provide final Sport, Recreation and Open Space Plan to Client for approval 16 Client feedback to Consultant on final Within one (1) week SROS Plan of receipt 17 Publish final Sport, Recreation and Within four (4) weeks Open Space Plan in accordance with the of client feedback Consultancy Brief Request for Quote.
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Consultancy Brief – Sport, Recreation and Open Space Plan
8. Liaison This project is expected to be a close collaboration between the Client and the Consultant. The Consultant shall nominate a Project Manager who shall be responsible for liaison and coordination of the work. Council nominates as its representative Ms Helen Carroll, Community Facilities Manager. Contact details are as follows:
Phone: 02 6799 6870 Mobile: 0428 465 309 E-mail: [email protected]
In addition to the above, the Consultant shall communicate with the Client at least fortnightly and discuss project progress and any emerging issues.
9. Internal Resources For the purpose of this project the following Council Officers are identified as being technical or specialist contributors:
Name Position Email Contact Tony Meppem Director Development and Economic [email protected] Growth Helen Carroll Community Facilities Manager [email protected] Evan Harris Parks and Open Space Coordinator [email protected] (Narrabri) Tony Anderson Wee Waa Parks Overseer tonya@ narrabri.nsw.gov.au Craig Devine Boggabri Parks Overseer [email protected] Shaun Wilson Aquatic Facilities Manager [email protected] Andrew Thomas GIS Officer [email protected] Rosalyn Solomon Community Development Officer [email protected] Samantha Ratley Senior Finance Officer [email protected] Anthony Smetanin Design Services Manager [email protected] Peter Murphy Property and Assets Manager [email protected] Luke Meppem Assets Officer [email protected] Penny Jobling Tourism Manager [email protected] Jenny Campbell Library Manager [email protected] Alice Freeman Communications Coordinator [email protected]
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Consultancy Brief – Sport, Recreation and Open Space Plan
10. Project Requirements 1.1. Project Inception The Project Inception Meeting will include a meeting with the Client (Council representatives) and is proposed to include data gathering for development of the Community Engagement Strategy and Discussion Paper. Additional context will be provided regarding the Plan’s development as well as hard or electronic copies of Client inputs. Site visits to some areas and facilities will be possible.
1.2. Community Engagement Plan Develop a comprehensive community consultation and engagement plan to ensure that all relevant stakeholders are provided the opportunity to contribute to development of the Sport, Recreation and Open Space Plan. Community engagement and consultation is critical to the successful development, adoption and implementation of the Plan. It is essential that key community members and groups are engaged to foster a sense of ownership and to drive implementation of the plan. The following stakeholders are identified for inclusion in community engagement processes: Parents and carers of infants aged 3 -5 Private gyms and fitness instructors years Private sport and recreation facility Primary school children owners / managers High school students Children with a disability Women Sport and recreation clubs and Aboriginals organisations Shift workers People from other cultures particularly Australian immigrants Geographically isolated men, women and children Socially isolated people Youth at risk of disengaging with Older people society Adults with a disability or significant Men and women in different age health issue brackets People with low incomes
A number of government and non-government agencies operate in Narrabri Shire and will be useful sources of information and data relating to some of the population groups identified above. Council updated its Community Directory in 2016 in anticipation of this project and it contains contact details for almost all community stakeholder groups relevant to the Plan’s development. Consultation with Council’s Community Facilities Manager, Narrabri Parks and Open Space Coordinator, Parks Overseers in Boggabri and Wee Waa and Tourism Manager is also critical to the success of this project.
1.3. Discussion Paper Develop a Discussion Paper to provide a platform for informed community consultation and engagement that summarises: The purpose and benefits of a documented sport, recreation and open space plan; Provides definitions of leisure, recreation, sport and open space, reserves and parks to aid people’s understanding of the need for planning; Current population demographics for towns and villages; Known information about sport and recreation participation in Narrabri shire;
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Consultancy Brief – Sport, Recreation and Open Space Plan
Existing facilities in towns and villages and the current level of service provided by Council including the cost of providing the service; and Issues that have potential to impact the provision of sport and recreation facilities and services in the future, but without suggesting solutions at this stage of the project.
The Discussion Paper should be limited to a maximum of five (5) pages and be in a format able to be printed and photocopied in black and white without losing effect (i.e. avoid coloured graphs, for example). It needs to be written in a manner so it can be easily understood by a diverse range of people in the community and its content transferred into other mediums for community engagement purposes.
1.4. Draft Sport, Recreation and Open Space Plan The Consultant will develop a Draft Sport, Recreation and Open Space Plan for review by the Client. The Draft Plan will respond to the items identified in the scope and include inputs gained through the community engagement process and consultation with the Client. Key components of the Draft Plan include: 1. Summary of the results of community engagement and consultation. 2. Recommendations for key strategies and actions to achieve improved health and well-being of the community over a 15 year timeframe that are based on statistical information and results of community engagement. 3. Unambiguous funding strategy with clear responsibilities for provision of facilities, services and programs to support sport and recreation participation. 4. Mapping layers that clearly identify public and private recreation facilities in each town and village including state government owned forests and parks with recreation value. 5. Hierarchy for sport and recreation parks detailing setting and park embellishments for each level of park. 6. Inclusion in the park hierarchy of the standard of sport playing surface(s) and support / ancillary facilities required for sport venues. 7. A high level Style Guide and pallet of park and sport venue embellishments particularly for fences, park furniture, signage, shelters, bench seating, tables and chairs, bollards etc. that is consistent with the Park Hierarchy. 8. Information and recommendations regarding the current design principles and trends for children’s playgrounds from examples that have successfully increased visitation to parks and playgrounds, in towns of comparable size. Link this analysis with the proposed park hierarchy and embellishments list. 9. Identification of surplus land and assets compared with the proposed park hierarchy. 10. Analysis of how existing Council policy supports the achievement of strategies and actions, as well as recommendations regarding policy gaps. Provide an explanation of the proposed policy objectives. 11. A prioritised list of Crown Land managed by Council that requires development of a Plan of Management.
It is envisaged that the Draft Plan will be comprehensive with minimal amendments expected as a result of public exhibition.
A report will be prepared by the Client to present the Draft Plan to an Ordinary Council Meeting seeking endorsement for public exhibition. If endorsed, a further round of community consultation
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Consultancy Brief – Sport, Recreation and Open Space Plan
will be required to test the Draft Plan against the information gathered during the initial community engagement phase. The Consultant is required to drive this round of community consultation.
After preparation and submission of the report seeking endorsement of the Draft Plan, and prior to the Ordinary Council Meeting, the Client (Council Officers) and the Consultant will facilitate a workshop with elected Councillors to ensure they understand and are familiar with the content of the Draft Plan.
1.5. Final Sport, Recreation and Open Space Plan An Executive Summary is to be included in the final SROS Plan that summarises key findings, strategies and priority projects for the 15 year timeframe of the plan.
The final version of the Narrabri Shire Sport, Recreation and Open Space Plan shall be prepared incorporating proposed amendments as a result of submissions during public exhibition of the Draft Plan. A report will be prepared by the Client for presentation to an Ordinary Council Meeting. The report will summarise all submissions and include a recommendation and justification for acceptance or rejection of any proposed amendments. The report will recommend a final version of the Plan and seek adoption by Council.
The resolution of Council will provide direction regarding finalisation of the Plan for publication.
Publication of the Narrabri Shire Sport, Recreation and Open Space (SROS) Plan Once finalised the Consultant will arrange for the Narrabri Shire Sport, Recreation and Open Space (SROS) Plan to be published as follows: Twelve (12) professionally printed and ring bound copies; Electronic version on USB or CD; and Web compatible version for Council’s website.
11. Inputs Provided by the Client The Client will provide the following:
Project Inputs and Resources GIS Officer time and creation of MapInfo mapping layers; Staff attendance at community consultation meetings and workshops; Promotion of community engagement and consultation opportunities including Council Facebook, Twitter, print and radio media;
Literature Review Draft Service Plans for Parks and Open Space and Public Swimming Pools; Narrabri Shire Walk and Cycle Plan and PAMP 2014; Narrabri CBD Urban Design Master Plan 2014; Narrabri Lake Plan of Management and Planting Plan 2014; Wee Waa Lagoon Plan of Management 2012; Narrabri Creek Shared Walk and Cycle Path Design 2016;
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Consultancy Brief – Sport, Recreation and Open Space Plan
Narrabri Shire Destination Management Plan; Draft Parks and Open Space Asset Management Plan and Asset Register 2016; Draft Buildings and Other Structure Asset Management Plan and Asset Register 2016; Draft Narrabri Shire Parks and Open Space Levels of Service Maintenance Standards 2012; Relevant GIS map layers and data; Relevant Council resolutions; and Concept plans and other documents relevant to the project.
12. Deliverables and Due Dates The Consultant will provide a project schedule detailing key actions and milestones to complete tasks by due dates. The required deliverables and delivery dates are tabled below:
Deliverable Estimated Delivery Date Community Engagement Plan 26 September 2016 Discussion Paper 26 September 2016 Draft Sport, Recreation and Open Space Plan 19 December 2016 Final Sport, Recreation and Open Space Plan 27 March 2017
The deliverable dates assume written acceptance of the Consultants offer of service no later than the 5 August 2016. 13. Conditions of Engagement
The Conditions of Engagement shall be in accordance with AS4122.
14. Basis of Payment
Payment shall be made on the following basis:
1. Payment for all work described in the brief shall be on a fixed price basis with a lump sum paid for each stage of the project. Each stage is separately itemised. The lump sum shall allow for all administrative costs, e.g. telephone, photocopying, accommodation, vehicle costs and preparation time.
2. Payment for public or private consultation in addition to the lump sum identified for the Community Engagement Plan and implementation shall be on a time basis according to the staff and rates itemised in the schedule. The hourly rate provided by the Consultant shall allow for all reimbursable costs, e.g. telephone, photocopying, accommodation, vehicle costs and preparation time.
3. Payment shall be made for each Client meeting attended by the Consultant and include the cost of producing the meeting minutes.
All invoices submitted shall separately identify the GST component of the work undertaken. The Consultant shall be registered for GST purposes.
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Consultancy Brief – Sport, Recreation and Open Space Plan
15. Consultant’s Performance.
The Consultants performance shall be measured by:
Deliverables completed within one week of the estimated due date, unless extenuating circumstances are accepted by the Client, and;
The adequacy and accuracy of the completed documents.
16. Attachments
Attachment 1 Shire location map showing main towns and outlying villages and travel distances
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