APPENDIX 1 – Highmead Planning Application Brief

L O N D O N B O R O U G H

O F E N F I E L D

B R I E F F O R T H E

A P P O I N T M E N T O F A R C H I T E C T S T O P R E PA R E A D E TA I L E D P L A N N I N G

A P P L I C AT I O N F O R

HIGHMEAD

Contents

1. Introduction and Context

a. Background

b. Area Context

c. Socio-economic context

d. Aspirations for Highmead

2. Requirements of the Planning Application

a. Scope of work

b. The development scheme requirements

c. The required outputs

3. Tendering Information

a. Procurement process

b. Tender checklist

c. Tender evaluation

d. Interviews

e. Contractual arrangements

f. Conflicts of interest

4. Tender Submission

a. Qualitative bid

b. Quantitative bid

c. Ownership of Material and Legal Notices

d. Submission address label

5. Appendices

1. Highmead Place Shaping Strategy Report March 2010

2. Highmead socio-economic baseline study

3. Highmead feasibility study

4. London Borough of Enfield Terms and Conditions

Section 1. Introduction and Context

Background

1.1 Highmead is located in the Upper Edmonton ward of the London Borough of

Enfield. It is in two blocks: 1-11 Highmead is a row of 3-bed maisonettes over

14 shops at 68-90 Fore Street and 12-61 Highmead is an 11 storey block

(Highmead Tower) containing forty 2-bed maisonettes, six 3-bed flats and

four 1-bed flats. There are 13 garages for residents; further garages are let

with the shops. Alongside the block is a row of pram sheds, a play area and

some open land. The total site area is 0.6 hectares.

1.2 The Council’s approach to Highmead is part of a wider strategy to address

deprivation in the Edmonton area and to improve the quality of the housing in

the area and the Borough. In particular the Council is keen to promote the

demolition of poor quality tower blocks in Edmonton that blight communities.

The approach to Highmead accords with that taken on Ladderswood as

approved by Cabinet in November 2009.

1.3 Progress towards achieving vacant possession of the residential properties on

Highmead is now almost complete. Of the 61 residential properties there are

now 2 leaseholders remaining on Highmead and all of these are expected to

have vacated by June 2010.

1.4 On 16th

December 2009 the Council’s Cabinet approved proposals to

demolish Highmead tower. The demolition of Highmead tower would allow

the retail parade to remain pending a decision on whether the parade will be

retained or demolished. Demolition of the tower is expected to have been

completed by early 2011.

Area Context

1.5 Highmead is located in the Upper Edmonton ward, in the Edmonton area. In

the context of the London Borough of Enfield it is located in the south-east of

the Borough close to the boarder with Haringey. Highmead is positioned

between Fore Street, Alpha road and Cowper road.

1.6 Angel Edmonton is designated as a District Centre in The London Plan. It is

situated in the south of the Borough along Fore Street (A1010). Fore Street is

a significant road in the locality and one the Borough’s busiest shopping

destinations. It contains a mix of small independent shops, budget retail,

multinationals, banks, fast food premises, cafes and estate agents.

1.7 There are two significant developments towards the north and south of

Highmead. In the north at Edmonton Green there is a privately run shopping

centre and large supermarket. Within the last ten years the Council has

worked in partnership with development partners to introduce new housing, a

leisure centre, and retail space to the area.

1.8 South of Highmead, in Haringey, is the Tottenham Hotspurs stadium. A

planning application has been submitted to increase the capacity of the

existing stadium on the same site, in addition to providing approximately 450

new mixed tenure residential properties, a 150 bedroom hotel, a large

supermarket and public realm improvements. To mitigate the impact of a large

number of additional people attending match-days it is proposed to extend a

CPZ north into the Borough of Enfield; including the streets around

Highmead.

1.9 Transport in the vicinity of Highmead is comparable to other areas in the east

of the Borough. Silver Street and White Hart Lane train stations are both

within ten minutes walk of Highmead and take approximately 25 minutes to

get to Liverpool Street and 6 minutes to Seven Sisters (where passengers can

change onto the Victoria Line). There are also a number of buses taking

passengers into central London and elsewhere within the London Borough of

Enfield. In terms of roads, Fore Street provides access to Waltham Abbey to

the north and central London to the south, whilst the site is also provides

excellent access to the north circular (A406).

Socio-economic Context

1.10 The levels of deprivation in the Upper Edmonton ward are becoming more

severe. The 2nd most deprived ward in the Borough behind the adjacent ward

of Edmonton Green; Upper Edmonton suffers from a range of deprivation

indicators. In terms of housing, almost 40% of residents are living in rented

accommodation; notably higher than the Borough average.

1.11 The Edmonton Area Review report (May 2009), compiled by Tribal, identifies

the indicators of deprivation in the Edmonton area (which includes

Highmead). The following represents facts and issues highlighted in the

report:

• Edmonton Green and Upper Edmonton have the highest crimes

rates in Enfield.

• 42% of Enfield’s NEETs live in Edmonton.

• 43% of young people in Edmonton are economically inactive.

• Low levels of owner-occupation contribute to population churn

and causes tension with the existing community.

• 18% of residents are aged between 5-15 which is the highest

proportion of anywhere else in the Borough and represents a 19%

increase from 1991.

• Upper Edmonton has the highest proportion of reception year

pupils suffering from obesity compared to anywhere else in the

Borough.

• The proportion of the working age population claiming Job

Seekers Allowance in Upper Edmonton is 6.1% and 27.6% of

these were from 18-24 age group.

• Other authorities house many homeless families in private

accommodation in Enfield.

• There is an inadequate supply of appropriate housing, meaning

families are often left waiting in temporary accommodation.

1.12 It is recognised that to begin to address the issues above there needs to be a

coordinated social, economic and physical approach. However, since

Highmead is primarily a physical intervention, consideration will need to be

given to how a physical led approach can address social and economic

deprivation.

Aspirations for Highmead

1.13 Highmead is a project of key strategic importance for the Council and one that

has strong political support within the Council. It forms part of the Council’s

broad programme of regeneration in the Enfield Leeside part of the Borough.

The vision for Highmead is a high quality landmark building that makes a

positive statement of intent in a deprived area.

1.14 The Council has clear aspirations for Highmead and in particular has set the

following as the main priorities for the new development on Highmead:

� High quality of design

� Addressing deprivation

� Designing out crime

� Environmentally sustainable

� Element of affordable housing

� A large percentage of family accommodation

� New business opportunities

� Stabilising the transient community

� A majority of properties for owner occupiers

� Reimbursement of future project costs

1.15 The preferred consultancy firm will be expected to find innovative and

creative ways to take account all of the above in their proposals for Highmead.

Section 2. Requirements of the Planning Application

Scope of Work

2.1 The Council is looking to appoint a practice that has the design and planning

capabilities to prepare all documentation required for a detailed planning

application as well as project managing the process through to approval of full

planning permission. The Council is happy to accept bids from either an

architect or planning practice, or from a bidder consortium that includes both

architects and planners.

2.2 The Council is particularly keen to engage with practices that have a

successful track record of designing high quality schemes that have been

taken through to delivery.

The Development Scheme Requirements

2.3 In addition to the broad aspirations for Highmead outlined at 1.13 above, the

Council has the following more specific requirements for Highmead. Bidders

will need to have demonstrable experience of addressing all the design criteria

highlighted beneath, particularly on sites of a similar scale to Highmead.

� A landmark building

� Large proportion of properties three bedrooms or more

� Parker Morris + 10% space standards

� Minimum of Code for Sustainable Homes Level 4

� Mixed tenure but externally tenure blind

� Car and cycle parking provision

� Provision of community space

� Consolidates and forms a good high street

� Ground floor retail units on Fore Street

� Cost neutral to the Council

� CABE Building for Life standard

� Lifetime homes standard

� 10% wheelchair provision

The Required Outputs

2.4 The Council requires the selected bidder to deliver the following outputs

within a total of six months:

� Prepare all documentation for the detailed planning application including

all revisions

� Project management of the passage of the planning application through to

full permission in accordance with the agreed timescales.

� Design a high quality mixed-use scheme that delivers the Council’s

aspirations for the site (1.13-1.14) and specific requirements (2.3)

� Design a mixed-use scheme that complies with the Council’s design

expectations

� Meet with the Council, as requested, throughout the process, including

presenting proposals as required

2.5 In addition to the above the Council requires consultancies to have experience

of managing consultation events as part of the planning process. The Council

wishes to have the option on whether it wants the selected consultancy to

provide this work or not. Prospective bidders are required to price this option

separately in their price submission.

Section 3. Tendering Information

Procurement Process

3.1 The following sets out the procurement process that will be followed when

procuring a consultancy team for this assignment.

Table One

No. Procurement stages

Time Period

1. Prospective bidders invited to express an interest 3 days

2. Brief dispatched to interested bidders 1 day

3. Bidders’ tender preparation period 3 weeks

4. Bidders economic and financial standing evaluation 2 days

5. Tender submissions assessed and scored by panel 5 days

6. Short-listed bidders notified 1 day

7. Interview of short-listed bidders 1 day

8. Opportunity for panel to request further information 5 days

9. Preferred Consultant notified 1 day

10. Preferred Consultant appointed 2 days

11. Inception meeting 1 day

Tender Checklist

3.2 Bidders are expected to provide the following as part of their bid for this

assignment.

Table Two

No. Tender requirements

Evaluation

1. Evidence of economic and financial standing including last three

financial year accounts, a banker’s reference, and evidence of relevant

professional risk indemnity insurance of not less than £1 million.

Pass / Fail

2. A response to the qualitative questions Scored (0-3)

3. Three References Pass / Fail

4. Consultant Price Evaluation document Scored (0-3)

5. Potential conflicts of interest Pass / Fail

6. Details of any sub-contractors used Pass / Fail

7. Confirmation of acceptance of the Council’s Terms and Conditions Pass / Fail

3.3 Tenderers will be required to provide all of the above on 4 bound hard copies.

A CD of the submitted bid must also be provided.

Tender Evaluation

3.4 Consultancies tender submissions will be evaluated by three Council officers:

the Highmead Project Manager, a Development Control Officer and an Urban

Designer.

3.5 The items requested in row one in Table Two will be assessed by a Finance

officer and a Legal officer. Only bids that pass the items in Table Two will be

fully evaluated.

3.6 The items that will be evaluated are the response to the qualitative questions

and the consultant price evaluation document Bidders will be scored using the

scoring matrix on page 14.

3.7 The qualitative bid will be scored out of a total of 80 percentage points and the

price submission will be scored out of a total of 20 percentage points. The

qualitative bid comprises 40% for the response to the qualitative questions and

40% for the interview performance.

3.8 The bids will be scored against the following assessment criteria:

� Meeting the requirements of the brief (4.2)

� Previous comparable experience and track record (4.6)

� Experience of preparing detailed planning applications (4.6)

� Evidence of achieving full planning permission (4.6)

� Design credentials (4.3)

� Evidence of innovation and creativity (4.6)

� Sustainable design methods (4.4)

� Project management track record (4.2)

� Proposed fee structure, affordability and value for money (4.8)

3.9 The successful tender must be affordable to the Council. The Council has

assumed a budgetary range of £30,000 - £60,000 for this commission. Bids

that exceed the maximum amount will not be evaluated. Bids must be made on

a non-negotiable fixed fee basis.

3.10 The qualitative and quantitative bid should be separate documents and clearly

labelled.

Interviews

3.11 The intention is to invite the three consultancies that score highest in the

tender assessment (No.2 and No.4 in Table Two) to an interview assessed by a

panel; however, a decision may be taken to invite more or less than three

depending upon how close the scores are.

3.12 Only consultancies that have passed all the mandatory items in Table Two

above will be considered for interview; tenders that fail will be notified of

their non-compliance.

Contractual arrangements

3.13 The successful bidder will be required to contract in accordance with the

Council’s terms and conditions as are set out in the standard output-based

professional services template contract included in the tender documentation.

3.14 Tenderers are required to indicate whether there are clauses in the Contract

Terms and Conditions, which they would invite Enfield Council to consider. It

is crucial that Service Providers identify all significant contract issues and

make alternative suggestions as appropriate. Where no comments are made

against clauses in the contract it will be assumed that those clauses are

accepted and will not be revisited at a later stage.

Conflicts of Interest

3.15 It is the responsibility of tenderers to ensure that there are no actual or

potential conflicts of interest involved in their commission. The Authorised

Representative must be notified as soon as any actual or potential conflicts of

interest arise during the commission.

3.16 Failure to comply may result in termination of the contract.

Section 4. Tender Submission

Qualitative Bid 4.1 This section sets out what is required from bidders for their qualitative

submission. As detailed at 3.7 above the qualitative submission carries a total

score of 40%. The percentage scores in bold show how this figure is broken

down.

4.2 Architects should detail in no more than 2 pages of A4 how they propose to

deliver key outputs 1-9 (pg. 7) in the timescales proposed. (10%)

4.3 Architects should provide three examples of demonstrably high quality

designs that have been built out, and list relevant design awards that have been

won. (5%)

4.4 Architects should provide examples of where they have designed residential

developments that have been built out, to Code Level 4 or above. (5%)

4.5 Architects should specify all named consultant(s) proposed to be involved and

provide a half page CV for each, including assurances that these consultants

will be used on this project.

4.6 Architects should set out, in a maximum of 6 pages of A4, a response to each

of the following bullet points in the same order as beneath (20%):

� Experience of preparing similar planning applications through to full

permission, including issues encountered and how they were resolved

� Provide examples of where creative and innovative design concepts have

been implemented to solve design problems

� Demonstrate how your organisation has maximised land values through

quality of design and efficiencies of design

� Provide design examples which maximise car parking numbers in confined

spaces

� Experience of working with councils, stakeholders and residents through

this process.

Quantitative Bid

4.7 This section sets out what is required from bidders for their quantitative

submission. As detailed at 3.7 above the quantitative submission carries a total

score of 20%. The percentage scores in bold shows how this figure is broken

down.

4.8 Architects should provide a fixed price for the work (15%) and a schedule of

rates (5%) utilising the Price Evaluation document (attached). [Point to

consider – the Council may vary the level of work required and in this respect,

the fee should be adjusted in accordance with the schedule of rates].

Ownership of Material and Legal Notices

4.9 All materials which have been used in the preparation of the final detailed

planning application and report (including all correspondence, reports, data,

information, models, findings etc) shall be retained and delivered to the

London Borough of Enfield with the final detailed planning application, who

shall be free to use these materials without restriction.

4.10 The copyright in the final detailed planning application, plus any documents or

plans forming any part of, or appended to the final submission, including any

submitted expression of interest (whether selected for commission or not) shall

vest with the London Borough of Enfield, and the selected will cease to have

any claim or right to the intellectual property contained in this submission.

4.11 The project will be managed by:

Peter George

Housing Strategic Services

P.O. Box 50

Civic Centre

Silver Street

Enfield

Middlesex

EN1 3XA

Email: peter.george@enfield.gov.uk

4.12 Peter George will also serve as the Council’s appointed contact officer for the

project.

4.13 Detailed governance arrangements, including attendance at meetings, will be

agreed with the successful applicant in line with their proposed management

structure and programme timeline outlined in the successful tender

submission.

4.14 It is anticipated that regular updates will need to be given to the Council’s

nominated contact officer to ensure steady progress is made with the detailed

planning application and all agreed timetable milestones are met.

4.15 Consultants shall ensure complete confidentiality in relation to any

information relating to the Council.

4.16 The Council reserves the right to vary the scope of the work at any point

during the commission and will not be liable for abortive costs should the

scope of the work be varied in any way.

Scoring Matrix

Score 3

COMPLETELY MEETS THE REQUIREMENT The bidder’s proposal is comprehensive and demonstrates that they fully understand the requirement. They have supplied clear, detailed information and the evidence is unequivocal. The evaluation team is fully satisfied about the bidder’s ability to meet the detailed criteria.

Score 2

SUBSTANTIALLY MEETS THE REQUIREMENT BUT NOT COMPLETELY The bidder has demonstrated a good understanding of the requirement. The evidence is clear and convincing with minor reservation(s) in one key area.

Score 1

MOSTLY MEETS THE REQUIREMENT BUT FAILS IN PARTS The bidder has demonstrated a reasonable understanding of the requirement. The evidence is fairly clear and convincing with minor reservations in two or more key areas.

Score 0

SIGNIFICANTLY OR TOTALLY FAILS TO MEET REQUIREMENT In virtually all key areas there is a lack of convincing evidence or no response provided or totally fails to address the method statement

Submission Address Label

TENDER FOR Highmead Planning Application

TENDER REFERENCE HPA

CLOSING TIME/DATE

FAO: PETER GEORGE

HOUSING STRATEGIC SERVICES

P.O. BOX 50

CIVIC CENTRE

SILVER STREET

ENFIELD

MIDDLESEX

EN1 3XA