City & County of Swansea Cultural and Leisure Services Market Testing Opportunity Memorandum of Information February 2016 www.swansea.gov.uk CONTContents ForewordForeword SectionSection 11: - The OpportunityOpportunity SectionSection 22: - Objectives Objectives and& Desired Desired O Outcomes SectionSection 33: - The OptiOptioons Analysis SectionSection 44: - BackgrBackgroundound to to the the Council Council and & Facilities SectionSection 55: - The ProcessProcess and and How How to Apply AppendicesAppendices AppendixAppendix AA: - The‘One One Swansea Swansea Strategic Needs Assessment 2015 2015AAssessmehtAssessment AppendixAppendix BB: - AdditionalAdditional Demographic Population StatistiStatisticscs AppendixAppendix CC: - ExpressionExpression of Interest of Interest Document document 2 ForewordForeword The City and County of Swansea is exploring opportunities for a partnership approach to delivering aspects of its portfolio of Cultural and Leisure Services. The City and County of Swansea (hereafter referred to as ‘the Council’) has identified a number of key objectives including: • Safeguarding Vulnerable People • Improving Pupil Attainment • Creating a Viable and Vibrant City and Economy • Tackling Poverty • Building Sustainable Communities The Culture and Leisure portfolio plays a significant role in the delivery of these objectives and the Council wishes to make the most effective use of our resources (including leisure facilities, cultural venues and outdoor facilities) in maintaining and improving community health and well-being initiatives from partner organisations in order to continually improve the quality of life for residents. Being physically active, enjoying cultural activity, living healthily and continuous learning, all have clear and positive effects on a person’s physical and mental health and well-being. The Council is therefore committed to providing opportunities for people to participate in cultural and leisure activity through investment in, and the provision of, our facilities. The Council is now seeking to test whether an appropriate partner organisation (or organisations) would be able to invest in, develop and manage these facilities and services on our behalf, delivering our outcomes. This would ensure a cost effective and sustainable offer that remains inclusive and accessible to everyone who lives in, works in, or visits the City and County of Swansea. The Council is keen to consider opportunities and is looking to develop effective partnerships in order to deliver a long term sustainable future for the valued and popular services and facilities in Swansea. We encourage potential partners to consider the opportunities and look forward to receiving expressions of interest, whether from local organisations, national partners or even international operators. Cllr Mark Child Cllr Robert Francis-Davies Cabinet Member for Well-being Cabinet Member for Enterprise, & Healthy City Development and Regeneration 3 SectionSection 1 -1 The – The Opportunity Opportunity BackgroundBackground The Council is committed to high quality cultural and leisure provision and currently operates a range of facilities including leisure centres, museums, libraries, parks, outdoor venues, visitor attractions and arts venues. The Council currently operates the services directly (in the majority of cases) but is considering future management options. As a result, the Council is inviting expressions of interest from prospective partners who may ultimately wish to enter into a management contract or other arrangements to operate and maintain some or all of the Council’s Cultural and Leisure Services. Ahead of entering into any potential management arrangements, the Council wishes to fully scope and analyse all reasonable options for future delivery, to enable it to structure any future procurement processes. As a result, RPT Consulting has been appointed to support the Council through this process. The future options which the Council are considering could be a partnership with alternative providers, including the following options: Management contract (including investment) for some or all of its facilities Long term lease (through either community asset transfer or disposal) The establishment of a new Not for Profit Organisation to deliver services Joint venture opportunities The Council is willing to consider all forms of partnership and would welcome proposals from interested third party providers including local, national and international organisations that believe they can deliver the outcomes the Council is seeking. Culture and Leisure is a much valued front line service, providing a range of health and well-being related facilities, activities and programmes, all aimed at contributing to improving mental and physical health and well-being and ultimately making Swansea a better place to live, work and visit. For 2015-16, Cultural Services has a budget of £10.9m (net controllable expenditure), with an income target of £11.5m. The Service as a whole currently employs 217 full time staff and 227 part time staff. The Council, within the current challenging financial climate is seeking significant savings to its existing budget and is undergoing a process of considerable transformation to support the delivery of some of these savings. It is also keen to explore the further potential efficiencies through alternative providers. In order to achieve its outcomes and vision, the Council encourages expressions of interest from all cultural and leisure operators including existing Not for Profit Organisations, local community organisations and other operators or social enterprises which may have the relevant experience and capacity to deliver. This briefing document sets out the Council’s vision and desired outcomes and the process by which interested parties should express their interest, ahead of any formal procurement process. These expressions of interest will help the Council structure and frame any future procurement process. 4 ScopeScope The portfolio of the in-scope services and facilities within Swansea is diverse and the Council is seeking expressions of interest to encompass all services and facilities associated with the following: Cultural Venues/Tourist Attractions (currently free to use) o Swansea Museum Service o Dylan Thomas Exhibition o Glynn Vivian Art Gallery o West Glamorgan Archive Service Information Services o Tourist Information Centre Cultural Venues/Tourist Attractions (paid for by customers) o Plantasia o Grand Theatre o Leisure Centres* o Outdoor Leisure More detailed information on all facilities has been included within Section 4. There are a number of specific issues for some of the facilities which may impact on any future arrangements with partners, including: The Swansea Museum Service includes aspects of managing the Collection Centre, the long term future of which is integral to a larger heritage project at the Hafod Copperworks, and a commercially viable solution for the future of the Tram Shed. Glynn Vivian Art Gallery is currently undergoing a major refurbishment and the Council is open to considering potential partnering opportunities once the facility has re-opened and following discussion with its funding partners. West Glamorgan Archive Service is a joint service for Swansea and Neath Port Talbot Councils and operates according to the corporate priorities and desired outcomes for residents of both of its parent Authorities. As a result, any future arrangements would be in accordance with and subject to the agreement of both Councils. The Tourist Information Centre will only be provided if it delivers a zero net budget to the Council and interested partners are willing to express an interest on this basis. 5 The Grand Theatre is currently undergoing transformation of its current operation and as a result the Council is keen to receive proposals that demonstrate an imaginative use of the facility and contain an investment and income strategy, alongside the arts programme. *Cefn Hengoed Leisure Centre is a dual-use facility requiring significant investment. As a result the Council is keen to receive proposals that explore opportunities to work with the School and local community stakeholders on facility development. Following the outcome of this market testing, the Council may decide to delay the implementation of any potential future partnership arrangements to a later date, when some of the specific issues outlined above or otherwise, have been resolved. 6 SectionSection 2 2 – – Objectives and Desired Outcomes CulturalCultural Services Services PrioritiesPriorities,, Vision Vision and and Mission Mission The Cultural Services vision and strategy is aligned to and delivers the Council’s strategy and 5 key priorities in the Corporate Plan 2015/17. The Corporate Plan 2015/17 sets out the City & County of Swansea’s 5 key priorities: • Safeguarding Vulnerable People • Improving Pupil attainment • Creating a Vibrant and Viable City Centre and Economy • Tackling Poverty • Building Sustainable Communities The Council’s plans are built on 3 clear values which will guide the way that we work. These are: • People Focus • Working Together • Innovation These Values are underpinned by 3 key principles. These principles are essential in order to deliver our priorities and will be woven through all that we do: • Sustainability • Prevention • Partnerships In response, Cultural Services has developed its strands of work around 4 service priorities: • Participation • Enterprise and Innovation