JAYWICK SANDS PLACE PLAN - Our Ref: D000042 BRIEF for the PROVISION of CONSULTANCY SERVICES

JAYWICK SANDS PLACE PLAN - Our Ref: D000042 BRIEF FOR THE PROVISION OF CONSULTANCY SERVICES

1.0 INTRODUCTION 1.1 Tendring District Council is seeking to appoint a consultancy to produce a Development Framework for Jaywick Sands to guide the phased comprehensive development of approximately 90 hectares of Council owned land and privately owned plots within the existing adjacent residential areas of Brooklands and Grasslands. The area is shown on the attached plan. The Development Framework would be adopted as Supplementary Planning Document following public consultation. 1.2 Tendring District Council is looking for ambitious but solidly realistic guidance which will deliver the regeneration desperately needed for the area and will enable development at Jaywick Sands to be underway quickly. 1.3 The Council has acquired large tracts of undeveloped pasture/marshland at Jaywick Sands west of Grasslands and Brooklands as well as some single bungalow and chalet plots. There are privately owned plots in Grasslands/Brooklands, owned individually and in groups by landlords who rent them out. These are dispersed within the area. The Guinness Trust own a development of two storey houses on the west side of the residential area. Planning permission has recently been granted for 10 houses on Council owned land identified as 17/01032/FUL and 17/01030/FUL. The development of these as 5 starter homes and 5 Council homes has commenced. 1.4 Much of the site, including existing residential development, is within an area at high risk of flooding. Public safety is the highest priority and the Council has worked, in particular with the Environment Agency, to identify a strategy to safeguard and improve public safety as well as achieve wider regeneration benefits. It has already been accepted that regeneration of the area presents an opportunity to improve the safety of existing residents. The agreed approach is to allow new development, including new dwellings, in the area and to manage risk from flooding through bespoke building design rather than by resisting development as a standard sequential test would do.

2.0 OVERALL VISION 2.1 The Council’s vision, which is set out in their emerging Local Plan, is: Jaywick Sands through the provision of a deliverable development framework, will be a sustainable community with associated economic, community and employment opportunities. 2.2 The revitalisation of Jaywick Sands will be through a regeneration plan which identifies constraints and opportunities and provides guidance which will create a high quality and distinctive place. . A bold approach and innovative solutions are needed to achieve this in a way that will be commercially viable and deliverable.

3.0 OBJECTIVES 3.1 In order to prepare a robust and viable regeneration strategy it is considered the following objectives will need to be met: . To actively and positively engage with stakeholders, including the existing residents, including the Jaywick Sands Residents’ Forum and businesses throughout the preparation of the development framework to ensure their needs and aspirations are understood; . To successfully integrate the existing community into the development framework . To provide guidance that will ensure development will provide safe, high quality, flood resilient homes and other buildings. This will include guidance on the development of plots within the existing built up area. . To explore the potential for the inclusion of leisure / tourism based uses and activities . To explore the opportunity for other employment and economic uses . To maximise the use of Jaywick Sands natural assets of the beach and coastal location. . To demonstrate that the final mix of uses and quantum of each is deliverable and achievable within the Local Plan period. 3.2 Regeneration should result in a place that Jaywick Sands residents and the wider community of Clacton can be proud of. To that end the community must be genuinely engaged in creating, developing and shaping the framework for development.

4.0 CONTEXT AND BACKGROUND 4.1 Jaywick Sands was founded in the 1930s as holiday chalets and beach huts for Londoners particularly from the Ford car plant in Dagenham. Over time many of the holiday homes were converted to permanent dwellings, partly as a result of people moving from bombed out homes in the Second World War. As they were never intended as permanent homes, many being of wooden construction, the housing does not meet building regulation requirements and the infrastructure is substandard. Some houses are still retained as holiday homes. The area has a particularly high density of 60-100 dwellings per hectare which is at levels expected in the most sustainable and accessible locations rather than edge of settlement. 4.2 Many of the roads are un-adopted and drainage is poor. There have been some recent minor improvements but it is considered these may well be eroded given that the area is on marshland and natural drainage is poor. 4.3 The area is at risk of tidal flooding with the area adjacent to the coastline including existing housing being below sea level. This places significant constraints upon the design of housing which will need to be taken into account. Infrastructure and services are also considerations for flood resilience. 4.4 Jaywick Sands suffers from considerable social and economic problems. The area is infamous for being the most deprived community in England. The Index of Multiple Deprivation ranks the area first in England. But Jaywick Sands also has a core of longstanding residents with a strong sense of community who are extremely keen to see improvements to the area.

5.0 CONSTRAINTS 5.1 The site is subject to a number of known constraints, including: . Within Tidal Flood Zones 2 and 3. . Within Impact Zone of Clacton Cliffs & Foreshore SSSI . Adjacent to Essex Estuary Special Area of Conservation, Marine Conservation Zone . Within Local Wildlife Site . Within Nitrate Vulnerable Zone . Potential for archaeological and contamination constraints

6.0 POLICY CONTEXT 6.1 The Local Plan is now over 10 years old and was adopted prior to the National Planning Policy Framework. 6.2 Further, the adopted policies are not achieving their objectives in relation to Jaywick Sands. Key issues being, the nature of the masterplan development options, the failure to properly recognise the flood risk constraints; the cost of enabling and infrastructure requirements; and the strong resistance to the development proposals from the local community. 6.3 As a result the Council has taken the view that because of the unique nature of the situation current Local Plan policies should be set aside for the purpose of bringing forward sustainable development in Jaywick Sands. As such the draft Local Plan policy is more relevant. 6.4 This approach has the support of the Environment Agency subject to the inclusion of measures such as minimum floor levels, flood resilient design and evacuation plans. 6.5 The vision is that regeneration projects will raise the standard of living in Jaywick Sands. Key policies are: Policy SPL1 – Managing Growth: Jaywick Sands identified as part of Clacton-on-Sea Strategic Urban Settlement in Settlement Hierarchy where the majority of the district’s economic growth will be achieved through the identification of new housing and employment sites, investment in town centres, tourist attractions and key infrastructure and regeneration of deprived neighbourhoods. Policy PP14 – Priority Areas for Regeneration: Brooklands, Grasslands and the Village areas of Jaywick Sands are identified as a priority area for regeneration that will be a focus for investment in social, economic and physical infrastructure and initiatives to improve vitality, environmental quality, social inclusion, economic proposals, education, health, community safety, accessibility and green infrastructure. The Council will support proposals for new development which are consistent with achieving its regeneration aims. PPL1 Flood Resilience: All development proposals should include appropriate measures to respond to flood risk and, where appropriate, be accompanied by a Flood Risk Assessment. New development in area of high flood risk must be designed to be resilient in the event of a flood and ensure that, in the case of new

residential development that there are no bedrooms at ground floor level and that a means of escape is possible from first floor level. Tendring District Local Plan 2013-2033 and Beyond: Submission Draft (October 2017)

Other key background documents 6.6 These include: . Jaywick Strategic Flood Risk Assessment update (April 2015) . Jaywick Vision and Plan 2015-2025 . Tendring District Council Water Cycle Study (September 2017) . Local Wildlife Site Review 2008 . Coastal Communities Team Economic Plan 2016 . Tendring Geodiversity Characterisation Report (2009) 6.7 Attention is drawn to Tendring District Council documents on the website.

7.0 THE PROPOSED USES 7.1 It is intended that development will be predominantly residential and with an element of commercial, leisure and community uses, together with open space. 7.2 Residential to include a mix of house sizes and types including private market, social housing, potentially elderly/extra care. Opportunities for other types of residential development such as self-build plots should also be considered. 7.3 A local centre providing for day to day shopping and services. Consideration to be given to revitalising and expanding existing group (Junction of Tamarisk Way/Broadway or Broadway or Tudor Parade, Marlowe Road) and/or providing a new hub in the new development area. 7.4 Leisure uses – The Council is very keen to explore opportunities to maximise the coastal location for water sports and associated leisure facilities. Jaywick Sands has traditionally been a holiday centre and there is a very large and thriving holiday caravan park immediately to the south of the residential area. Jaywick Martello Tower is a thriving community arts and music space. 7.5 The potential for other employment generating uses should be explored including the possibility of flexible spaces that could change use to meet demand over time. 7.6 Health and/or care related uses

8.0 SCOPE OF COMMISSION 8.1 The preparation of a Place Plan which complies with national and local planning policy and has regard to the TCPA Garden City principles, in particular:

 A wide range of local jobs in the Garden City within easy commuting distance of homes.

 Beautifully and imaginatively designed homes with gardens, combining the best of town and country to create healthy communities, and including opportunities to grow food.

 Development that enhances the natural environment, providing a comprehensive green infrastructure network and net biodiversity gains, and that uses zero-carbon and energy- positive technology to ensure climate resilience.

 Strong cultural, recreational and shopping facilities in walkable, vibrant, sociable neighbourhoods.

 Integrated and accessible transport systems, with walking, cycling and public transport designed to be the most attractive forms of local transport.

1. The plan should follow a programme of public and stakeholder consultations with particular emphasis on flood resilience; housing delivery; efficient use of land; inclusion of commercial, tourism and community uses; maximising connectivity; urban design guidance; and integration with existing development. The plan should be informed by the Sustainability Appraisal and work in connection with the Habitats Regulation Assessment (HRA) screening document. 8.2 Phasing proposals; viability assessment; and the identification and budget costings of enabling development and infrastructure requirements should also be provided. These should provide flexibility to respond to a variety of potential delivery strategies and funding opportunities. 8.3 A plan showing the SPD area is attached. This encompasses the Council owned land and Brooklands and Grasslands of Jaywick Sands.

9.0 STUDY TASKS 9.1 The preparation of the development framework is likely to include the following tasks but the Council invite consultants to suggest alternative approaches to be outlined and proposed in tenders if these are considered to be more appropriate based on the expertise of the consultants: Stage One . Inception meeting with council officers; . Engage with key stakeholders, in particular, Council officers engaged in the regeneration project, to understand the context and issues; . Review baseline information and carry out site visit(s); . Initial report on constraints and opportunities and framework for SPD. Stage Two Use findings of Stage One to inform the following: . Preparation of initial ideas; . Engagement with stakeholders to ‘test’ initial ideas; . Provide interim feedback to Tendring District Council.

. Preparation of Sustainability Appraisal (including Strategic Environmental Assessment) . Preparation of HRA screening document Stage Three . Submit a draft Development Framework together with a Statement of Community Involvement;

. Submit a ‘viability appraisal’ to demonstrate that the development Framework is deliverable and achievable. The detail of this report can be submitted as a confidential appendix’ if the consultants can demonstrate this would meet the necessary tests; . Submit Sustainability Appraisal . Presentation of final report to Local Plan Committee 30th October 2018 for approval Stage Four Formal consultation . Submit HRA screening request

. Report consultation responses and make recommendations about final amendments.

. Following consultation with Officers and Members submit final documents to the Council for adoption.

Implementation and contract timetable . The programme of work should be complete by 31st January 2019.

. The appointed Consultant will be responsible for producing their own detailed programme for carrying out the work and for completion of stages by key target dates in agreement with Tendring District Council. This programme should include a detailed, step-by-step timed plan describing methodology, specific tasks, responsibilities and estimated time / resources to complete each step; . A face to face meeting with officers from the consultants will be required at each stage of the project. SPD Statutory requirements . The production of the Place Plan and associated supporting documents must meet the requirements of Regulations 12—14 The Town and Country Planning (Local Planning ) (England) Regulations 2012. Key Skills It is envisaged that consultant teams will be multi-disciplinary and include as a minimum members with skills and experience in:

. Placemaking / urban design . Flood resilient design . Geo-environmental / structural engineering . Stakeholder engagement . Development costs and viability . Ecological assessment . Contaminated land

10.0 KEY OUTPUTS . Baseline studies. Hard copy (4no.) and electronic format high and lower resolution. Tendring District Council to retain full ownership and rights to the documents and contents . Consultation materials, consultation database and consultation/engagement with stakeholders . Desktop published SPD in hard copy (4no.) and electronic format high and lower resolution. Tendring District Council to retain full ownership and rights to the documents and contents. . Supporting document setting out methodology . Presentation of programme to officers and also Local Plan Committee

11.0 INFORMATION AVAILABILITY AND TECHNICAL SPECIFICATIONS 11.1 The Council will provide the successful consultant with the following baseline information to support the production of the Development Framework. This information will be available by 30th June 2018 . Topographic Survey . Ecological Desk Based Assessment . Archaeological Assessment . Contamination Assessment

12.0 TENDER PROCESS TDC to provide information on standard contractual requirements, evaluation criteria, selection process, relevant experience, CVs etc (See below for an example) BASIS OF QUOTATION Bids are sought on: . a fixed price lump sum basis (to include all expenses other than hire of halls etc for public consultations)

INSTRUCTIONS FOR COMPLETION Quotations must be submitted in accordance with the following instructions and conditions. Any suppliers that do not comply with these instructions or conditions may have their Quotation rejected. The Council reserves the right to disqualify any submission which is deemed incomplete. Please answer all the questions in English, as accurately and concisely as possible, or mark those not applicable ‘N/A’ and provide an explanation. Tenders that are succinct and to the point will be welcomed. The response boxes will expand to accommodate your answers, but if necessary continue on a separate sheet where space / layout on this form is restrictive. Please answer every question as instructed to do so. Do not assume that the officers evaluating the form will know about your organisation or the work that you do, and answer the questions as fully as possible within any given constraints. The Council reserves the right not to accept the lowest or any quotation and to annul the Request for Quotation process and reject all quotations at any time prior to contract award, without thereby incurring any liability to the applicants. In order to simplify this process, you should not provide supporting documents, for example, accounts, certificates, statements or policies unless specifically requested to do so. Instead, we may ask you to provide a statement regarding your approach to various aspects or a summary of your policies. The Council may ask to see these documents at a later stage so it is advisable that you ensure they can be made available upon request. You may also be asked to further clarify your answers or to provide more details. All communication with the Council must be made via email address [email protected] before the questions deadline as per instructions entitled Return of Submission contained in this document.

SUPPLIERS RESPONSE TO THE STATEMENT OF REQUIREMENTS

Selection Process

Quotations for this commission are invited in accordance with the requirements of the Brief (set out above) and will be assessed against the following criteria:

EVALUATION CRITERIA POINTS A clear understanding and interpretation of the tasks identified within the brief. 20 Robustness and suitability of the proposed approach/methodology. 10 Relevant knowledge, skills and experience of the team and experience within the 10 team of undertaking (successfully) similar commissions. Proven track record in delivering high quality work that corresponds with the 10 requirements of the brief. Management proposals for sub-contractors and suppliers. 5 Suitability of the proposed project management and quality control arrangements. 10 Price 35

Information on point scoring for price:

The lowest tendered price will be awarded the full number of points available - if two or more Suppliers quote the same overall price, each will be awarded the full number of points available Other suppliers will be awarded points on a pro-rata basis of their bid compared to the lowest i.e. 2 x the lowest price will receive half the maximum number of points available Documentation

Quotations should include an executive summary which should include:

 Narrative outlining your understanding of the tasks set out in the Brief and your timeline for completion;  Proposed approach/methodology and detailed work programme;  Breakdown of days and attendant costs for each consultant set against the principal tasks identified;  Details of how any sub-contracted work will be managed;  Experience, skills, team CVs;  Details of appropriate referees who may be contacted; and  Evidence of appropriate insurance including professional indemnity.  Please state if you are a Small or Medium Enterprise (SME) or Voluntary, Community or Social Enterprise (VCSE).

Duration and Timing

 Closing date for receipt of questions about the Brief: 12:00 noon on Wednesday 6 June 2018  Closing date for receipt of submissions: 12:00 noon on Monday 18 June 2018  Evaluation of tenders : Week commencing 18 June 2018  Interviews for top bidders / provider/s: Week commencing: 25 June 2018  Award of contract: Week ending 29 June 2018  Project completion no later than: 31 January 2019

N.B. Please also refer to “Return of Submission” details set out below.

Project Management

The Council’s Client Team will be led by Tom Gardiner, Head of Regeneration. Consultants should identify their nominated Project Director and Project Manager as part of their submission.

Programme of Work

Consultants should specify the process/methodology to be used in the completion of each of the tasks identified in the Brief. Consultants should also identify any anticipated risks and/or constraints in delivering the outputs required and outline their proposed solution(s) to mitigate these factors. Any further general measures identified that may assist in achieving the objectives of this work should be identified separately.

Consultants will need to schedule and accommodate regular meetings with the Council’s Client Team against each module as part of their programme of work

Performance and Quality

The Council expects all work it commissions via consultants to be of the highest quality in terms of intellectual content and accuracy as well as presentation. Consultants should include in their submission a Quality Plan or Statement demonstrating how they will achieve high quality outputs and who will be accountable for the review of outputs prior to their submission to the Council.

TDC’s Contractual Arrangements

The successful consultants will be obliged to adhere to the Council’s terms and conditions of contract. The Council’s STANDARD DRAFT FORM OF CONTRACT FOR SERVICES is attached.

The fee will be exclusive of VAT. No price fluctuations will be allowed unless agreed in advance by the Council’s Client Director.

Further Information

For further information about this commission please direct any enquiries by email to [email protected] by the closing date for questions of 12:00 noon on Wednesday 6th June 2018. All questions will be collated and responses published on the Council’s website (Doing Business with the Council – Opportunities) as soon as possible after that date, alongside the original request for quotation document.

Return of Submission

 The deadline for receipt of your submission is 12:00 noon on Monday, 18 June 2018 and must be sent to our locked email address [email protected] Submissions will only be accepted by this method and before the deadline.

 As the above email address will remain locked until after the above deadline please direct any clarification questions or queries to [email protected] before the deadline for questions of 12:00 noon on Wednesday, 6 June 2018. After the deadline questions will be collated and responses published on our website alongside the original Invitation to Tender documents.

 Additional copies MUST NOT be submitted in hard copy to any other recipient or member of the Council, or email copied or forwarded to additional email recipients. This is likely to disqualify your submission and could nullify the tender exercise.

 There is a receipt limit of 20 megabytes per email on the Council email system. We do not accept files from download sites. For large files you may like to send zip files up to 20 meg per email. (We have a large file rejection automated notice set up.)

 We also have an automated delivery receipt on our secure email accounts. If you do not receive this response from the Procurement Team it is likely that your submission has failed to reach our server so please resend and failing that contact [email protected].

 You are advised to allow enough time before the deadline for any delays or errors reaching our server or rejection for oversize documents, etc.

 The onus is on you, the responder, to ensure that emails are received by us before the deadline.

 The Council does not bind itself to accept the lowest or any quotation/tender.

 Your bid will only be accepted if the attached Competencies and anti-collusion documents are completed and returned with your submission.

Please ensure that all the Forms are completed and returned:

DECLARATIONS As a public sector body the Council has a number of legal obligations. Please tick the boxes below and sign to confirm your acceptance of such obligations.

Please confirm that you have not canvassed or solicited any member, employee or agent of the council in connection with this quotation.

Please confirm that you have not colluded with any other person (person, body or association corporate or incorporate) in relation to this quotation.

Please confirm that the information supplied in this document is accurate and complete and that no gift or offer of a gift or consideration as an inducement or reward has been made to any member, employee or agent of the council.

The Council is subject to freedom of information requests under the Freedom of Information Act 2000. Please confirm that if you consider any of the information in this quotation to be of a sensitive nature you have advised us of such sensitivity and the reasons for its sensitivity.

The Council under the Transparency Agenda must publish all spend of over £500 in a single transaction, as well as details of contracts that it holds. Please confirm your understanding that information not exempt from disclosure under the Freedom Of Information Act 2000 is not confidential information.

Please confirm that your organisations directors or any other person who has powers of representation, decision of control has not been convicted of conspiracy, corruption, the offence of bribery, fraud, money laundering or any other offence within the meaning of Article 45(1) of the Public Sector Directive.

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