Corporate

PLAY REFURBISHMENT
PROJECT
MANAGEMENT
SPECIFICATION

Play Refurbishment Project Management Specification

1. Background
1.1

xxx is planning a [enter amount in ] major refurbishment programme of their

playgrounds.

1.2

The Parks department currently manage xx equipped playgrounds, of varying size,

situated within xx. Two thirds of these areas require major work to get them up to
an acceptable standard. The centrepiece of this investment will be xx new
Destination Play Parks.

1.3

The programme will involve twenty five play area refurbishments in year 1, twenty
five more in year 2 and a further seven a year in years 3, 4 and 5.

1.4

There is a draft prioritisation list of play areas to be refurbished (enclosed in the

tender documents), however this may change as a result of planned consultation
with stakeholders.

1.5

The Council does not currently have the internal capacity to deliver this programme
on its own and is seeking a Project Manager or Project Management Company to
co-ordinate and oversee this exciting opportunity.

2. Natural Play
2.1

The Council is keen to provide and develop natural areas of play within its
playgrounds. The Supplier will therefore be asked to keep this in mind when
helping the Council develop its play areas.

2.2

The Council deems natural play to include but not limited to the following as
outlined in the ROSPA booklet Growing Spaces for Play:

Land modelling
Shelters and Buildings
Surfacing
Fencing, hedges and gateways
Hiding places / secret places
Grass and meadows
Mazes and puzzles
Natural feasts
Shapes, Colours and Textures
Seats
Water
Natural Sculptures
Steps
Wind, Sound and Smell
Play props

3. Destination Play Parks

3.1

The Council would like to create 3 Destination Play Parks in xx. These parks are
commonplace elsewhere in Europe. A Play Park must:

Be unique to its community and meet its needs

Specially designed for its location
Make use of natural elements
Provide a wide range of play opportunities
Be accessible to both disabled and non-disabled children
Be able to be used flexibly
Have opportunities for users to experience risk and challenge
Be sustainable and appropriately maintained
Allow for change and evolution

(Principles advocated by the Free Play Network)

3.2

The successful Supplier must have direct experience of implementing a destination

play area or similar project.

3.3

Please refer to the photographs enclosed with the tender documents for examples
of Destination Play Areas.

4. Traditional Play Areas

4.1

A large number of the refurbishments will involve equipped areas for play. This
means areas with a minimum of 5 pieces of play equipment. For example, areas
with safety surfacing that have swings, slides or multi-play equipment.

5. Project Management
5.1

It is essential that the Supplier is an experienced project manager. Direct

experience of play area refurbishment programmes would be a distinct advantage.

5.2

The supplier will provide the Council with project plans for each refurbishment. The
plans will need to be signed off by the Contract Manager before implementation.

6. xx Council Strategies
6.1

The Council is currently drafting a play strategy and policy. It is expected that the
Supplier will familiarise himself with these documents and adhere to the principles
of the play strategy and policy when managing the playground refurbishment
programme. The Council is currently signed up to the xx Play Strategy.

6.2

The Council has a Green Spaces Strategy. It is expected that the Supplier will
familiarise himself with this strategy and adhere to the principles of this strategy
when managing the playground refurbishment programme.

7. Community Consultation

7.1

7.2

7.3

The Supplier must, where appropriate, facilitate stakeholder consultation. A

stakeholder is defined as anybody who will use or has a legitimate interest in a play
area. This will involve the coordination of Design Days where play area
stakeholders have the opportunity to be involved in the design of their play area.
The design days will take place on the site of the area to be refurbished.
xx City supports local democracy and has xx Area Committees. The Supplier will
liaise with the relevant Area Committee to consult on each play area refurbishment.
It will also be necessary for the Supplier to write reports and present them as
requested by the Area Committees.
Other groups that will need to be consulted will be the Friends of the Parks (where
appropriate) and local residents associations.

8. Landscape Architecture
8.1

For projects such as the destination play areas, the services of a landscape
architect will need to be engaged. It is expected that the Supplier will have access
to at least 3 landscape architects. As a minimum, landscape architects working on
this project must:

Have a BA (Hons) in Landscape Architecture

Be a member of the Landscape Institute

9. Qualifications
9.1

The supplier must be familiar with Prince 2 Project Management Methodology or

equivalent.

10. Use of xx Council Contracts

10.1

The Council already has in place the following contracts:

Fencing
Play surfacing

And is currently tendering to put in place a framework of play equipment suppliers.

10.2

It is a requirement that these suppliers install the equipment. xx xx Council also has
a small in-house team, that can be used for some installations (please refer to
12.2).

10.3

These contracts were put in place to ensure that the Council achieves quality
products and value for money. It is expected that the Supplier will use these
contracts, where needed, as part of the play area design and implementation. If the
Supplier is unable to source the design specified equipment/fencing or surfacing
through these contracts, then it is expected that the Supplier will source the
equipment/fencing/surfacing from elsewhere.

10.4

For items sourced outside the Council contracts, the Supplier will need to prove that
value for money has been achieved. Where appropriate, a minimum of 2
quotations will need to be sought from companies that meet the standard xx xx
Council criteria (quality products, environmental and CSR requirements etc).

10.5

It is required that the Supplier operates open book accounting, which is accessible
to the Contract Manager at all times.

10.6

Where it is not possible to source a specified piece of equipment from the play
equipment framework agreement, any playground equipment sourced from
elsewhere must be BS EN 1176, 1177 & 7188 standard or the European equivalent
where applicable.

10.7

Please refer to the enclosed diagram for additional detail on these contracts.

11.

Accommodation

11.1 xx Council will provide office accommodation for the Contractor to work from if
required.
12.

TUPE

12.1

There will be no Transfer of Undertakings subject to this contract.

12.2

xx Council has a small team of staff that undertake a variety of work, including play
area refurbishment. This team has the capacity to deliver xx refurbishments each
year. All additional projects must be undertaken by external staff, which will be
sourced by the Contractor.

12.3

Staff within the team mentioned in 11.2 will remain in the employment of xx xx
Council.

13.

Payment Arrangements

13.1

A single consolidated monthly invoice must be submitted to the named Contract

Manager each month. The invoice should list all jobs carried out by venue cost
centre, account number and date. The invoice should be submitted to the Council
in electronic and paper format.

13.2

The Council shall take credit by a net reduction of any payment by cheque from the
Council to the Supplier. Alternatively, credits may be applied by a net reduction of
any payment by BACS by the Council to the Supplier for any job on the invoice that
has not been carried out or is not wholly accurate as to the services provided.

13.3

The Council will pay the Supplier via BACS under the Councils standard 30-day
terms.

14.

Termination of Contract

14.1

The Council shall be entitled to terminate the contract in the event that the Supplier
fails to comply with the conditions set out within this document and the final signed
agreement.

15.

Supervising Officer

15.1

To enable an efficient overall management of the contract, the Council will appoint a
named Supervising Officer who will act as the overall Contract Manager.

16.

Connections with XX XX Council employees

16.1

Anyone connected to or employed by the Supplier who is in any way related to or

connected with an employee of the Council, must be declared with the submission
of your quote. The failure to declare any connections or relationships may
invalidate your tender.

17. Environmental Standards

17.1

The Supplier shall only supply products that accord with the Councils
Environmental Policy Standards set out in the Conditions of Contract.

17.2

The Supplier shall arrange to recycle all materials removed from site that can be
recycled.

18. Performance Monitoring And Review

18.1

The Supplier shall attend performance review meetings arranged by the Council
with the Supplier. During the first 3 months of the contract these will be held
monthly after this time they will be held every 3 months.

18.2

Review meetings shall be held at a frequency that meets the requirements of the
Contract. If the supervising officer finds that the 3 monthly review meetings are not
enough to enable the Contract to develop the review meetings will be held more
frequently.

18.3

The Supervising Officer shall minute such review meetings and circulate these
within two weeks of the date of the meeting. Copies of minutes will be supplied to
the Supplier.

19. Management Reports

19.1

The Supplier shall provide the following Management Reports on a quarterly basis:

A summary of all requests for quotations and their value by site.

A summary of all work ordered, an indication of that completed or outstanding,

lead-time, invoice value, whether invoice paid or not.

Total expenditure that period and to date.

A list of projects completed and timescale, progress on current projects to

include cost, timescales and milestones completed.

Spend for month and year to date by cost centre.

Environmental reports.

20. Implementation Of Contract

20.1

The Supplier will be required to provide a detailed contract implementation plan.

21. Company Profile

21.1

The Supplier shall in their submission give relevant information on the company
structure and how the company operates to allow us to gain an understanding of
the company structure.

22.

Disclosure

22.1

The supplier shall show complete impartiality and disclose in the tender submission
details of all interests and connections.

23.

Systems

23.1

The Supplier shall have in place systems, procedures and processes for all orders
placed, whether by post, fax or online and provide details in their tender
submission. These systems must be available for the life of the contract.

PLAYGROUND REFURBISHMENT TENDER

PROJECT MANAGEMENT COMPANY

PLAY EQUIPMENT
(XX)
Currently out to
tender
a framework of 7
suppliers is
envisaged. Will
expire in xxxxx

LANDSCAPE/DESIGN
(PM LIST)
To be sourced by
project manager

FENCING
(XX)
Corporate
contract with xxx
due to expire
xxx

PLAYGROUND
SURFACING
(XX)
Corporate contract
with xx due to
expire xx

MAINTENANCE/INSTALATION/REPAIRS
Schedule of prices to be provided by the Project Manager

XXX
COUNCIL
STAFF
Will
undertake xx
projects per
year as
specified by
the Contract
Manager