The second stage of planning and procurement of sports and recreation services is appraising the options. Use this checklist to help scope improvement at an early stage and clarify the key issues for improvement to happen within your organisation.
Self assessment checklist
- Assess council's capacity and skills to undertake procurement
- Consider cross boundary procurement
- Identify service delivery and investment requirements and develop a brief
- Consult on brief with range of potential operators to help get the best outcomes from a future partner (including in house)
- Initial independent assessment of management options using clear criteria that consider:
- service levels and quality
- capital and revenue requirements and implications
- sustainability
- overall value for money
Key success factors
- Procurement requirements assessed and resourced
- Clarity on desired outcomes for leisure facilities
- Commitment to pursue the best value for money option
- An evaluation matrix that is focused on what the council wants to achieve from the service
- Objective, independent, transparent and open assessment
- Clear and transparent dialogue with prospective partners
Assess capacity and skills requirements
Councils need to assess the knowledge and expertise required to undertake an options appraisal or to manage a market testing exercise. In many cases the skills and capacity will not be available and external help will be required. Where this is the case, clarity as to the requirements of the service and the outcomes to be achieved need to be established to ensure best use of resources.
Procure cross-boundaries
The benefits of cross boundary procurement are potentially significant. Particularly with smaller district councils which can lack the critical mass of provision to attract a range of management providers. In addition there is the possibility of savings through more effective use of support costs regardless of the type of provider.
No effective assessment of options can be made without first identifying long-term objectives and outcomes. What an organisation is trying to achieve needs to be at the core of any options appraisal or when scoping for the management partnership arrangements. The balance of outcomes will differ but there should always be a balance between financial and social objectives.
Develop and consult on brief outcomes from a future partner (including in-house)
Consultation is a vital element in the planning of leisure services, the appraisal of options and the procurement of management arrangements. Councils need to address the needs and aspirations of staff, users, non-users, clubs, school, unions and other stakeholders in these assessments. Strong consultation can result in better designed and managed facilities, increased participation and greater value for money through the use of other sector's resources.
Assess management options
The assessment of management options is critical in demonstrating best value in the delivery of public leisure services. Robust objective assessments should be undertaken of all options against clear criteria that are grounded in the council's and its community's priorities. These assessments should focus on providing good value for money and be linked to capital investment where relevant.
You may find the documents below summarising and detailing the potential advantages/disadvantages useful when making a decision about management options.