Procurement Toolkit

The Procurement Toolkit is a guide to leisure contracts and their procurement. It provides an overview of the procedures to be followed by local authorities in entering into a contract with a leisure operator.

The toolkit provides guidance on different procurement routes, and a step-by-step guide to each phase of the process, with advice on project management and how to achieve the desired outcomes. It includes a number of standard contract documents which can be used and adapted by the user.

What are the costs?

The toolkit documents are free to download from our website.

What can it be used for?

The toolkit provides information, resources and case studies that will be of use to local authorities considering the procurement of services and/or facilities in their area. The most successful procurement projects are those that are collaborative efforts, resulting in effective partnerships being forged and developed over time between public bodies and a successful operator.

The toolkit will also be useful for those authorities considering trust vehicles, particularly in relation to some of the template documentation that can be used to govern the contractual relationship with the trust in relation to service delivery.

The toolkit goes through each stage of the procurement process, including:

  • Pre-procurement (including development of documentation)
  • Pre-qualification
  • Tender stages
  • Evaluation and selection
  • Award and implementation.

Within each phase, it identifies the key issues and risks, and provides advice on best practice supported by template documents. There is a checklist to use before progressing to the next stage in the process.

 

What will it tell me?

The guidance covers both leisure operating management contracts and DBOM (Design, Build, Operate and Maintain) investment contracts.

It seeks to promote best practice and reduce costs and time for both authority and contractor in the procurement of leisure contracts, so that fair contractual positions are achieved for both parties. It encourages partnerships which are outcome focused and can deliver increases in sports participation through a financially sustainable operating model.

What won't it tell me?

This toolkit is not intended to be an off-the-shelf set of complete documentation, as this could discourage local, project-specific thinking, which is key to ensuring the processes meet local needs.

The toolkit and associated template documentation therefore provide a level of detail that explains the options, identifies the issues and provides industry best practice in relation to key principles.

They do not provide exhaustive general procurement information as this is contained elsewhere in Cabinet Office publications and other government guidance, which has not been replicated here but which procurement officers will be familiar with.

Where can I find out more?

To see the guidance use the launch button below or contact a Sport England Relationship Manager (Facilities and Planning) in the relevant local outreach team.

A number of other useful sources of information exist, which may assist authorities in developing their thinking, particularly in prioritising the outcomes expected from the procurement process. In particular, the work of Local Government Improvement and Development (formerly the IDeA) may be useful during the pre-procurement phase:

May 2014