Call for Registrations
of Interest (ROI)
by: Hutt City Council
For: Ricoh Sports Facility
ref: RSFJUL2024
ROI Timelines
Date
ROI released
12/07/2024
Deadline for Questions
5pm, 31/07/2024
ROI Closed
5pm, 09/08/2024
www.huttcity.govt.nz
Laings Road
Lower Hutt.
Registration of Interest V.3. June 2024
Page 1
The opportunity
Hutt City Council (Council) is seeking a new operator for the Ricoh Sports Centre at Fraser Park in Lower Hutt.
Fraser Park is Lower Hutt's largest recreational sports ground set on 27 hectares of land in the heart of the
Hutt Valley. The Ricoh Sports Centre was built to be a regional and community, multi-use facility featuring a
large indoor training area, bar and café, a large event area (which can be split into two), five meeting
rooms/office spaces and six international standard squash courts. The facility was built to operate as a
‘sportsville’ (sporting hub), providing shared clubrooms and other amenity for eight local clubs, and to support
the hosting of regional and national sports events at Fraser Park. Additionally, the adjacent artificial turf and
spaces in the facility are currently regularly hired by a number of commercial and community groups, which
both provides a revenue stream and supports community wellbeing. This includes hosting conferences and
weddings. The current tenants, Fraser Park Sportsville Inc, is ending its tenancy on 30 September, 2024.
What we need
We are interested to hear from groups who can propose a new operating model or purpose for the facility
which will ensure it both continues to provide broad community benefit and is financially sustainable. While
the facility was built to operate as a ‘sportsville’ we are open to other ideas and operating arrangements
beyond this which can also deliver to positive community outcomes. There is a flexibility around both the
artificial turf and the artificial diamond, either or both of which can be part of a new operating model or could
return to Council management. There is also flexibility around operating the squash courts.
What we don’t want
We do not want applications which reflect the current operating model as this has not proven financially
sustainable. We would expect to see new and different revenue streams proposed. We do not want an
operating model which requires significant ongoing financial support from Council.
We are only interested in hearing from groups that have the necessary resources and experience to take on
the facility before December 30, 2024.
What’s important to us?
As the facility is located on a public recreational reserve, any future use will need to comply with the
requirements of the Reserves Act 1977 and Council’s private use of public land policy as outlined here:
Microsoft Word - Private_Use_of_HCC_Land edited.doc (hccpublicdocs.azurewebsites.net)
Given the location, the purpose of the facility will need to fit well in a recreation and sport environment, and
ideally enhance the experience of other park users.
The majority of the toilets and changing rooms at the western end of the ground floor will be required to
remain available for codes using the park, however a small number could be restricted for exclusive use by the
operators if needed. Some existing storage outside of the facility which is used by codes will remain and
continue to be used.
Why should you register your interest?
This is a rare opportunity to optimize a high-quality facility in an attractive and busy sport and recreation
precinct. Given current usage and the significant foot traffic at the park at weekends and through events,
there are synergies which could be realised by the right proposal. This is an opportunity to think outside of the
box in terms of the future use of the facility and surrounding space. And an opportunity to ensure the facility
provides a good return on the significant investment made by ratepayers to date.
Registration of Interest V.3. June 2024
Page 2
SECTION 1: Key Information
1.1 Context
a. This Registration of Interest (ROI) is an invitation to submit a Registration of Interest in the
Ricoh Sports Centre opportunity.
b. This ROI is the first step in a multi-step procurement process. During the ROI process
Council reserves the right to invite applicants to a pre-procurement conversation to assist
market analysis of the proposal. After evaluation, if there are multiple, similar proposals
which are considered viable and desirable, a Request for Proposal (RFP) process will follow
for those invited to continue. If there is only one proposal considered viable and desirable
after evaluation, Council reserves the right to enter into direct negotiations with that
party.
1.2 Our timeline
Here is our timeline for this ROI (all are New Zealand times and dates):
Deadline for Questions from Respondents:
31/07/2024
Deadline for Registrations:
5pm, 09/08/2024
Shortlisted Respondents will be notified by:
23/08/2024
RFP will be released to shortlisted Respondents:
week starting 26/08/2024
1.3 How to contact us
a. Contact us through our Point of Contact via email or the Government Electronic Tenders Service (GETS).
b. Our Point of Contact:
Name:
Bruce Hodgins
Title/role:
Strategic Advisor, HCC
Email address:
[email address]
Registration of Interest V.3. June 2024
Page 3
1.4 Developing and submitting your Registration
a. This is an open, competitive tender process.
b. Take time to read and understand the ROI. In particular:
i. understand our Requirements. These are
in Section 2 of this document
ii. understand how your Registration will be evaluated. See our Evaluation Approach in Section 3
of this document.
c. For resources on submitting a Registration:
www.procurement.govt.nz.
d. If you have any questions, contact our Point of Contact before the Deadline for Questions (see 1.2 above).
e. Use the Response Form attached (Appendix A) to submit your Registration.
f. Complete and sign the declaration at the end of the
Response Form.
g. Check you have provided all the necessary information in the correct format and order.
h. Submit your Registration before the
Deadline for Registrations.
1.5 Address for submitting your Registration
Submit your Registration by email to the following address:
[email address]
We will not accept Registrations sent by post or delivered to our office.
1.6 Our ROI Process, Terms and Conditions
The ROI is subject to the ROI Process, Terms and Conditions are described in the ROI Process, Terms and
Conditions (Appendix B)
1.7 Later changes to the ROI or ROI process
a. After publishing the ROI, if we need to change anything or provide additional information we will let all
Respondents know by placing a notice on the Government Electronic Tenders Service (GETS)
at www.
gets.govt.nz
b. If you have subscribed through GETS for the ROI you will automatically receive notifications of any
changes through GETS.
1.8
Define terms
These are shown by the use of capitals. You can find all definitions at the back of the ROI Process, Terms
and Conditions.
Registration of Interest V.3. June 2024
Page 4
SECTION 2: Our Requirements
2.1 Background
Sportsville Hutt City started as a partnership project led by Hutt City Council and supported by SPARC, Sport
Wellington, NZ Community Trust and Pelorus Trust which aimed to create a community-led model for sports
to share facilities and pool resources so they could control operational costs and focus on growing their
games.
Clubs based at Fraser Park were invited to be involved and in 2009 Fraser Park Sportsville (FPS) was launched
as a not-for-profit incorporated society. Eight founding member clubs signed the Sportsville constitution in
April 2010 and an independent Board was appointed to lead the new entity.
All parties, FPS, HCC and founder clubs have worked together diligently to make the sports centre a success,
but despite this hard work the model has not proved to be financially sustainable.
The Ricoh Sports Centre was built to be a regional and community, multi-use facility featuring a large indoor
training area, bar and café, a large event area (which can be split into two), five meeting rooms/office spaces
and six international standard squash courts.
The indoor training area (the Activity Zone) is located on the ground floor and is a versatile sports space that
can be used for a variety of activities including cricket nets for batting and bowling training. The facility has
multiple toilets and changing rooms which are accessed by a range or park users through-out the week. There
are decks on two sides well-placed to view sport on an artificial turf on one side and a high-quality sand-based
field on the other.
Registration of Interest V.3. June 2024
Page 5
The facility was built to operate as a ‘sportsville’ or sporting hub, providing shared clubrooms and other
amenities for eight local clubs, and to support the hosting of regional and national sports events at Fraser
Park. Additionally, the artificial turf and spaces in the facility are currently regularly hired by a number of
commercial and community groups, which both provides a revenue stream and supports community
wellbeing. This includes hosting conferences and weddings.
While the clubs which are part of Fraser Park Sportsville will no longer be tenants, they are interested in
continuing to use a range of amenities in the facility, should that be available under a new purpose or
operating model. As part of the original model, clubs paid an annual subscription fee and received a range of
benefits including preferential bookings and free/discounted hire fees. Any future arrangements could be
negotiated between the clubs and new operators once appointed.
There are a number of existing bookings for the facility and the turf, and Council has made an undertaking to
honour these through to December 30, 2024 to provide certainty the groups involved, and continuity for a
new operator should that revenue stream be required as part of the new model. There is flexibility on how
the facility and turf operate beyond this.
Through all of its procurement activity, HCC looks to create opportunities and benefits for the City and wider
Region by investing in economic, environmental, sustainable and social and cultural outcomes. We are
interested in hearing about the broader outcomes which could be achieved through this opportunity including
equitable access to opportunities for physical activity and potential reduction of carbon emissions.
2.2 Contract term
Council would like a new operator to be in place as soon as possible after the end of the existing tenancy on
30 September, 2024. However we realise this is a short turn around and we have set 30 December, 2024 as
the latest date that applicants must be able to take over the facility by. Earlier would be Council’s preference.
Currently the operators lease the facility and the artificial turf and manage bookings for both, including the
squash courts. We are open to proposals for the two assets together or just the facility. Council would
consider, through the Reserve Act statutory process, the issuing of a lease for the underlying reserve land.
Registration of Interest V.3. June 2024
Page 6
SECTION 3: Qualification Approach
3.1 Qualification process and Conditions
Given the broad nature of this ROI the following requirements are provided as a mechanism to provide
information, rather than as conditions which must be met.
#
Requirements
Comment
Have a history of successfully operating a similar facility.
1
If Yes please provide details.
Yes/No
Have a purpose/service offering aligned to sport and recreation. If yes,
2
Yes/No
provide details.
Have a purpose that aligns with Council’s requirements of private use of
Yes/No
3
public land as outlined here:
Microsoft Word - Private_Use_of_HCC_Land
edited.doc (hccpublicdocs.azurewebsites.net)
Would have community benefit and enhance the experience of other park
4
Yes/No
users, including those clubs based at Fraser Park. If yes, provide details.
Can ensure the facility is financially sustainable. Provide details of potential
5
Yes/No
revenue streams.
6
Would also seek to manage the artificial turf.
Yes/No
7
Would also seek to manage the artificial diamond.
Yes/No
Would seek to retain exclusive use of parts of the facility. If yes, which
8
Yes/No
parts?
9
Would make parts of the facility available for public hire. If yes, which parts?
Yes/No
10
Would support equitable access to opportunities for physical activity
Yes/No
Must pay all staff the as a minimum, Living Wage.
11
(See www.livingwage.org.nz)
Yes/No
If Yes, please provide evidence of the practice.
3.2 Assessment approach
Applications will be assessed by a panel including independent members with experience in relevant fields.
The panel’s assessment will be provided to Council for decision-making.
SECTION 4: View the ROI Process, Terms and Conditions
See Appendix B
Registration of Interest V.3. June 2024
Page 7
