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Filton Town Council Leisure Operator Contract

Filton Town Council

This public procurement record has 1 release in its history.

Tender

20 Aug 2026 at 18:52

Tender Notice
Summary of the contracting process

Filton Town Council is procuring a fully managed leisure service for Elm Park Leisure Centre in Filton, Bristol. The appointed operator will run the centre’s 60-station gym, group exercise and spin studios, main and leisure pools, café, soft play and outdoor seating. The scope covers day-to-day operations, bookings, memberships, customer services, facility hire, sport and fitness programmes, swimming, school and community activities, and an Active Communities programme for inactive and under-represented groups. The operator will also provide staffing, cleaning, catering, marketing, ICT and data management, safeguarding, health and safety, security, building and equipment maintenance, grounds, utilities, environmental management, and performance reporting. The service is intended to operate the centre safely, inclusively, efficiently and sustainably for the Filton community. This is a leisure, recreational, cultural and sporting services contract.

The process has reached tender: the council invited offers through an open procedure. Bids were to be submitted by 28 September 2026 at 23:59 BST, using electronic submission or written submission; bids had to be in English and remain valid until 20 October 2026 at 23:59 BST. The bid opening was scheduled for 29 September 2026 at 19:00 BST, with evaluation starting then. The single contract is planned to run from 1 December 2026 to 30 November 2041. Its estimated value is £9,299,457 including the stated contract value, with renewal and additional options at the council’s discretion. Evaluation covers supplier suitability, economic capacity and technical ability, with requirements set out in the tender documents. Variants are allowed and an electronic catalogue is required.

This opportunity suits an experienced leisure operator able to manage a complex public-facing centre and combine commercial, community and statutory responsibilities. Suppliers will need sufficient competent and qualified staff, including pool, fitness, management and maintenance personnel, and must provide staff names and qualifications. Relevant strengths include inclusive leisure programming, exercise referral, school swimming, community partnerships, customer service, membership and booking systems, marketing, data reporting and performance management. The operator must demonstrate robust safeguarding, including DBS checks, equality practice, health and safety, emergency response, pool safety and Legionella controls. It also needs capability in cleaning, catering, planned and reactive maintenance, building services, security systems, utilities, energy efficiency and environmental management. Providers should be able to maintain transparent records, meet statutory and industry requirements, protect council assets and report participation, satisfaction, finances, staffing, maintenance and service outcomes.

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Notice Information

Notice Title

Filton Town Council Leisure Operator Contract

Notice Description

The purpose of the appointment is to ensure that the centre is operated safely, efficiently, inclusively, and to its maximum potential for the benefit of the Filton community. The Services Specification sets out the minimum required standards and reporting requirements that the appointed Agent shall meet during the contract period for Elm Park Leisure Centre. The specification details the minimum requirements that the Agent shall meet for the provision of the services and operation of the facilities specified within this Schedule throughout the contract period. This specification forms a Schedule of the Agency Agreement and shall be legally binding. Service Requirements The Agent must deliver all service requirements set out in this section, adapted to Elm Park Leisure Centre. This includes but is not limited to: Active Communities: Developing and delivering inclusive programmes for local residents, with emphasis on under-represented and inactive groups. Opening Hours & Accessibility: Maintaining agreed minimum opening hours and ensuring accessibility in line with the Equality Act 2010. Customer Experience: Ensuring a welcoming, safe, and inclusive environment supported by modern ICT systems, effective complaints handling, and consistently high customer service. Programming: Delivering a diverse programme of activities tailored to the needs of the Filton community, schools, and clubs. Pricing: Implementing a transparent, equitable pricing policy as determined by the Town Council that balances affordability with financial sustainability. Staffing & Skills Development: Ensuring appropriately trained and qualified staff are employed and retained, with a focus on safeguarding and inclusivity. Safeguarding & Equalities: Meeting all statutory duties and promoting equality of access to all residents. Cleaning, Housekeeping, Food & Beverage: Maintaining high standards of cleanliness and healthy, affordable catering. Marketing & Communication: Promoting leisure effectively across digital and community channels, ensuring accessibility of information. ICT & Data Management: Maintaining systems capable of capturing data, supporting OpenActive standards, and providing transparent reporting. Health & Safety: Full compliance with all legislative requirements, supported by robust risk management systems.

Lot Information

Lot 1

Summary of Services Required The contract requires the Agent to provide a fully managed leisure service at Elm Park Leisure Centre, covering day-to-day operations, customer services, sport and physical-activity programmes, staffing, facilities management, maintenance, health and safety, and performance management. 1. Leisure Centre Operations The Agent must operate and manage the leisure centre, including the 60-station gym, group exercise and spin studios, main and leisure pools, cafe, soft play and outdoor seating. The service must meet agreed opening hours, manage planned and emergency closures, bookings, memberships, access arrangements and facility hire, and minimise disruption to customers. 2. Sport, Fitness and Active Communities The Agent must provide a varied programme of sport, fitness, swimming, classes, courses, club and community activities. It must deliver an Active Communities Programme designed to increase participation among inactive and under-represented groups, particularly young people and communities with limited opportunities to be active. Activities should be accessible, inclusive and published using OpenActive data standards. The Agent must also support initiatives such as exercise referral, school swimming, community sport and partnerships with local organisations. 3. Customer Service and Accessibility The service must provide a welcoming, inclusive and customer-focused experience, supported by online, telephone and in-person booking facilities. The Agent must manage customer feedback and complaints, monitor satisfaction and maintain clear and accurate information about services, activities, prices and opening hours. Facilities and services must be accessible and comply with the Equality Act 2010, with appropriate provision and staff training for disabled customers and other under-represented groups. 4. Staffing and Workforce The Agent must provide sufficient, competent and appropriately qualified staff to operate the centre safely and effectively. This includes recruitment and staff transfer arrangements, induction, training, professional qualifications, pool and fitness staff, management cover, emergency maintenance cover and maintenance of training records. Staff must receive appropriate health and safety, safeguarding, equality and customer-service training. Safeguarding arrangements must include appropriate DBS checks, training and compliance with the Council's safeguarding policies. 5. Cleaning, Catering and Presentation The Agent must maintain high standards of cleanliness throughout the centre, including routine, reactive, deep and high-level cleaning, changing areas, public areas and post-event cleaning. The cafe/food-and-beverage service must provide a good-quality, value-for-money and nutritionally balanced offer, including appropriate vegetarian, vegan and gluten-free options, and comply with food-safety requirements. 6. Marketing and Communications The Agent must develop and deliver a marketing programme to promote the centre, activities, memberships and Active Communities Programme. This should use appropriate digital channels, including the website, social media, email/SMS and other communications, and target inactive and priority groups. The Agent must maintain accurate customer and participation information and support the Council's communications and promotional activities. 7. ICT, Booking and Data Management The Agent must provide and maintain ICT systems supporting bookings, memberships, payments, customer information, participation monitoring and performance reporting. Systems must provide appropriate management information, including usage, membership, participation and KPI data. Customer and operational data must be managed in accordance with data-protection requirements and Council requirements. 8. Health, Safety and Safeguarding The Agent must operate a comprehensive health and safety management system, including: risk assessments and safe systems of work; first aid and emergency procedures; fire safety and evacuation arrangements; accident and incident reporting; COSHH controls; appropriate staff training and PPE; safeguarding and child-protection procedures; secure access to non-public areas; and compliance with relevant legislation and industry guidance. Swimming-pool operations must comply with relevant requirements including HSG 179, PWTAG and Legionella controls, with appropriate monitoring of water quality, temperature, filtration and chemical balance. 9. Building and Asset Management The Agent is responsible for the repair, servicing and maintenance of buildings, plant, equipment and fittings except where the specification specifically assigns responsibility to the Council. This includes: planned preventative maintenance; reactive repairs; statutory inspections and testing; lifecycle management; building fabric; plumbing and drainage; HVAC; electrical systems; lighting; alarms and CCTV; lifts; ICT and telephone systems; signage, fencing and specialist facilities; and fixed plant and machinery. Maintenance must use competent personnel and comply with manufacturers' requirements, British Standards, Approved Codes of Practice and statutory requirements. Repairs or replacements over PS1,500 require consultation with the Council before the work proceeds. 10. Security and Emergency Systems The Agent must maintain fire detection, emergency lighting, firefighting equipment, CCTV, intruder alarms, emergency assistance systems, access controls, fire exits and keys/key-holder arrangements. Fire alarms and emergency lighting must be regularly tested and recorded, while security systems must be maintained and faults rectified promptly. 11. Grounds, Utilities and Environmental Management The Agent must maintain the external areas within its responsibility, including boundary fencing, litter clearance, post-event cleaning, snow/ice treatment, pest control, graffiti removal and waste arrangements. The Agent is also responsible for specified utilities and must monitor energy and water consumption, implement efficiency measures, maintain appropriate environmental and energy-management plans, manage waste and report renewable-energy generation and savings. Water systems must provide safe hot and cold water, with appropriate Legionella prevention, testing, drainage and water-efficiency measures. Heating, ventilation and lighting must provide a safe, comfortable and energy-efficient environment. 12. Performance, Governance and Reporting The Agent must work collaboratively with the Town Council and demonstrate effective performance against agreed service standards and strategic objectives. It must prepare and implement annual service plans and provide regular information on: participation and membership; customer satisfaction; income and expenditure; staffing; Active Communities outcomes; maintenance and PPM performance; health and safety; environmental and energy performance; complaints and service failures; and continuous improvement. Maintenance reporting includes annual PPM and programmed-maintenance schedules, certificates, weather plans, renewable-energy reporting and quarterly progress updates. Overall Requirement In summary, the Agent is required to deliver a safe, accessible, customer-focused and financially and environmentally sustainable leisure service, combining: leisure operations + sport and fitness + Active Communities + customer services + staffing + safeguarding + cleaning/catering + marketing + ICT + health and safety + security + building/asset maintenance + utilities/environmental management + performance reporting and continuous improvement. The Agent must maintain the facilities to a high standard, comply with all relevant legislation and Council policies, maximise participation and customer satisfaction, protect the Council's assets and provide transparent evidence of service performance.

Options: Options will be considered at the discretion of the council.

Renewal: Contract will be renewed at the discretion of the council.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06e919
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/079678-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

92 - Recreational, cultural and sporting services

CPV Codes

92000000 - Recreational, cultural and sporting services

Notice Value(s)

Tender Value
£9,299,457 £1M-£10M
Lots Value
£9,299,457 £1M-£10M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
20 Aug 20266 days ago
Submission Deadline
28 Sep 20262 months to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Dec 2026 - 30 Nov 2041 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Filton Town Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
BRISTOL
Postcode
BS34 7PS
Postcode Area
Bristol
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK5 West of England
Small Region (ITL 3)
TLK52 Bath & North East Somerset and South Gloucestershire
Delivery Location
Not specified
Local Authority
South Gloucestershire
Electoral Ward
Filton
Westminster Constituency
Filton and Bradley Stoke

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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