Improving the Buildings on Highbury Fields

Strategic Design Brief

Version 3.7

July 2017

Parks Service Islington Council

Section 1 – site information

1. Summary The London Borough of Islington (LBI) is seeking to make significant improvements to Highbury Fields, both in the provision of new built facilities for the public benefit, as well as wider landscape improvements to the immediate surroundings of any proposed buildings. As such LBI will appoint a suitably skilled architectural design team to develop proposals for new multi-functional, and high quality built public facilities, to be located on Highbury Fields, Islington. This commission will also include a review of the surrounding landscape and will integrate any proposals into the fabric of the park by way of a new landscape plan for the surrounding area. An architectural feasibility study into the condition of the existing buildings and recommendations based on different options for their renovation or reconstruction (see Appendix 8), was undertaken in 2015. This report formed the basis of a project mandate, having been reported to the Highbury East Ward Partnership in May 2016. The report noted that a single replacement building was likely to offer the most cost effective construction. However, recent discussion with stakeholders has indicated that despite this advice there is some interest for the possible development of two buildings, so initial design development will include an assessment of whether one or two buildings should be developed, as will the first phase of consultation. An important component of this appointment will be the joint development of a robust consultation process with a wide range of local stakeholders and park users, between the design team and LBI. The findings of each consultation will be collated and relayed to the council along with design recommendations, demonstrating how these responses have been taken into account. This developing design brief will form the basis for the instruction of each phase of work and each of these phases of consultation and the corresponding design proposal will need to be signed off by LBI before work on the next phase can commence. Buildings to be removed include the current children’s services provision (known as the “One o’clock club”), a derelict park keeper’s cottage, refreshment kiosk and public toilets. The current combined footprint of buildings to either be brought into one footprint or distributed across two is as follows: Oasis Café 78m2

2 no storage containers adjacent/behind Oasis café

12m2

Storage hut 1 on corner of tennis court 7m2

Storage hut 2 on corner of tennis court 3m2

Public toilet 8m2

Redundant shelter 7m2

One O’clock club 88m2

Bungalow and outhouse 92m2 12m2

TOTAL 307m2

It is currently proposed that the following facilities will be included, although these may change further to consultation and design development:

Under-Fives provision - a flexible space for children and families, where parents and carers attend short sessions for play and learning activities, and corresponding secure garden area.

A café – this will be a public space, as well as having the option for providing a room for hire inclusive of kitchen facilities.

Public toilets. A park keeper’s office and storage space for park tools.

2. Vision and objectives

Vision To create a high quality and unique building/s which provides a new café, children’s services provision, park keeper and toilet facilities:

• To create maintainable, functional, inclusive and secure building/s that meets the needs of the local community and key stakeholders. Quality fixtures and a high standard of workmanship will be required to ensure ease of servicing and maintenance.

• To seek to increase revenue where feasible to assist in meeting the parks service increased revenue income targets.

• To provide a safe and secure flexible environment for children and families which will ensure a range of opportunities for socialisation, development and learning.

• To incorporate principles of sustainability throughout the design inclusive of

sustainable drainage (SuDS) principles and design.

• To diversify and improve facilities for park users’ enjoyment of the space by providing greater high quality facilities and amenities than are currently available.

• To provide a flexible café area that is enclosed during adverse weather

conditions, and has opportunity for external seating during good weather.

• Has good access from a main path and surrounding area (such as Church Path), and in and around the buildings and surrounding area.

3. Background and overview 3.1 Project Background Improving the park buildings on Highbury Fields is one of the key priorities of the Highbury East Ward Improvement Plan and is part of a wider aim that was described in a ‘Vision’ document entitled ‘A Vision for Highbury Fields’ in September 2007 (see Appendix 9). Whilst this document is not a master plan, it provides a strong indication of ideas for the Fields which were compiled in extensive consultation with the Highbury community and highlights a number of priorities that had community support at that time. In broad terms, the Vision is to improve the Fields in a way that ‘less will mean more’ and to ensure that ‘whatever changes are considered, maintenance, upkeep and sustainability are most important.’ These sentiments are still prevalent today. The park buildings are important to this Vision and were identified in the document as areas that needed attention. The café building has asbestos and structural problems and the current One O’clock Club is safe but contains asbestos (see Appendices 7a-c). In light of these issues, a number of improvement options were identified and reviewed in terms of how cost-effective and sustainable they were. A Feasibility Study (Appendix 8) was completed in March 2016 examining three options:

Option A: to refurbish the existing buildings, Option B: to replace the existing buildings on both sites, Option C: to replace existing buildings with a single building.

Option C was deemed to be the most cost-effective and sustainable to both construct and operate, and offered a better construction cost per m2 basis. Creating a single building with improved facilities that are fit for purpose will avoid the refurbishment costs that would be inevitable if the existing structures were simply renovated. This was agreed as being a sensible basis to proceed at the Highbury East Ward Partnership meeting in May 2016, and this project initiated. There has been modest consultation to date with local councillors, the Highbury Fields Association (HFA) and the wider community, which has identified a number of key objectives that the building must meet. However, the consultation has not included design proposals of any form, or been very wide reaching. 3.2 Construction Budget Funds have been made available to undertake design work to RIBA Stage 3. Whilst we wish to commission for full services, the initial appointment will be up to Stage 3 only. This will also be noted in the Terms and Conditions of Appointment. The proposals will need to be of a high design quality, and meet the requirements of the Local Plan in order to enhance and improve the built environment, whilst also using innovative design to keep construction costs modest. The architectural feasibility study provided some outline costs which assumed a footprint of approximately 150m2. However, it is likely that a larger building than this will be required and the scope of the several design elements has been adjusted since it was drafted. The following outline high level budget on the options available, less design and management fees, statutory authority fees, VAT, FF&E and site investigation works, has been calculated using a combination of initial rates with adjustments but which are subject to change as design progresses.

£ £/m2 £

Demolition 26,000.00

Asbestos Removal 25,000.00

Café/Nursery 870,000.00 3,245.00

Toilet Block 75,000.00 2,885.00

Park Keeper Block 35,000.00 2,915.00

Allowance to upgrade existing services

45,000.00

External Works 50,000.00

TOTAL CONSTRUCTION COST

£1,126,000.00 3,680.00

Statutory Authority and Survey Fees

25,000.00

FF&E

Café 50,000.00

Nursery 36,000.00

Park Keeper Block 5,000.00

TOTAL 1,242,000.00

Contingency @ 10% 124,200.00

Inflation for commencement in 1st QTR 2019 @ 11%

150,300.00

TOTAL PROJECT COST £1,516,500.00

Notes: These costs are entirely indicative and do not represent a target budget or availability of funds. All cost information will be developed upon appointment of the architect, with a full design team. The architect will be asked to provide a clear indication of how their fees will change with relation to any adjustment to the proposed construction budget. The evaluation and appointment section of this brief will expand on this aspect of the appointment process. Average cost for construction of new buildings is £3,203/m2 excluding contingency and inflation. Exclusions: 1. VAT 2. Site investigation works including contaminated ground 3. Furniture, Fixtures, other Equipment (FF&E) costs exclude: - Cooking utensils - Linen, cutlery etc - Stationery, play toys, clothing etc to Nursery

3.3 Location Sitting within a Conservation area in Highbury East Ward, Highbury Fields is in an outstanding location and provides a hub for the local community to relax, play sport and benefit from the many other features of Islington’s largest open space. The Fields extend from Highbury Corner in the south almost up to Highbury Barn in the north and are framed by a number of Georgian Terraces and Victorian Villas.

The area that will be developed is currently used for tennis and is a location where families with children can relax and play as well as have access to the café and childcare center.

Further background information will be supplied to the architect on appointment. There are significant tree constraints that will need to be taken into account as part of the design process. LBI will supply a tree constraints report and arboricultural impact statement in line with BS 5837, as part of the design process. This will include methods of working around trees and a collaborative approach to designing appropriately around trees. Several queries have been made to the council about the option of relocating two tennis courts to the Highbury Grove boundary to release more space to allow the new building/s to fit into a more cohesive and more accessible public space. The council has reviewed this option and is currently not of the view that relocation is advisable. The courts were recently refurbished at significant cost to the council and the Lawn Tennis Association. Consultation undertaken prior to the refurbishment did not indicate a public demand to relocate the tennis courts. The location of the building/s within the site is a key consideration to enable convenience for all users. A new location needs to be sensitive to the views through the park and take into consideration the possibility of future improvements and re-landscaping work. 3.4 Historical synopsis The area started to be developed in the late 1700’s and this continued into the middle of the nineteenth century. The Fields have always been highly valued as a quiet green space in a very busy part of London. During the twentieth Century the Fields began to be used for sports activities including football and tennis. This has led to a number of sports facilities being built and subsequently demolished as a result of vandalism or to adjust to the changing needs of park users.

Oasis café

One O’clock Club

Bungalow and outhouse

There are three known heritage planning considerations. These are: 1 - Highbury Fields is within a conservation area. 2 - Church Path, close to the proposed site, is listed. 3 – Highbury Fields is designated as Metropolitan Open Land (MOL). Further historic information will be provided to the architect and developed as part of the development of the strategic design brief, with guidance from the urban design and conservation team in the Local Planning Authority, statutory consultees and local sources including stakeholders and park users. It is important that sense of community and emotional history is also gathered and acknowledged as part of the initial consultation process. This information helps to build layers of understanding of the space and could potentially be incorporated into the design at some stage.

4. Strategic Design Requirements 4.1 Function The building/s will serve many functions and each of these will need to be optimised to ensure that it will continue to be a valuable asset for many years to come. The below area schedule outlines the minimum m2 requirement for each component.

Schedule of Areas

One O’clock Club

Rm no

Room Area m2 Comment

1 Main room 75 Circa 30 children (3-5 yrs) no allowance for adults

2 Storage 7 Off main room

3 Kitchenette 6 Off main room

5 Coats 7 Off main space

6 Children’s WC’s 14 3 WC (include 1 accessible)

8 Adult access WC 3 1 accessible unisex

Total net 112

9 Circ/plant/partitions 28 Circa 25% of net

Total Gross area 140 Note areas for a crèche: 3-5 year olds need 2.5m2 per child 1 WC and hand basin per 10 children Circulation/plant partitions-allowance of 25% has been made and is dependent on efficiency of design

Note: The areas for the main room have been calculated using best practice

guidelines for a crèche and should be used a baseline. The One O’clock Club is not a crèche and children must be supervised by parents/carers.

Café/Staff Office/Public toilet

Rm no

Room Area M2 Comment

1 Main cafe 30 Circa cafe 25 covers not the 50

recommended

2 Kitchen 25

3 Servery 12

Stores 10

4 Catering office 6

5 Public WCs 26 2 m, 2 F and 1 access unisex

6 Park keeper 12 Store and office

7 Separate WC/shower/lockers/kitchen

12 For caterers

8 Community room 0

Total net 133

Circ/plant/partitions 33 Circa 25% of net

Total Gross area 166

External seating 110m2 Note areas for café: These have been deduced from the catering appraisal commissioned for this scheme. A copy of this report will be made available to the appointed design team.

Total = 140+166 = 306m2

Café The café will need to have food preparation and cooking facilities to accommodate a food provision that ranges from coffee, sandwiches and cakes through to hot meals cooked on site. An indoor dining area should be included that opens up during warm weather and provides step free access onto the lawn area in front of the building. The café should provide covers for indoor and outdoor dining and the premises must be secure. A catering appraisal has been carried out and it should be noted that the location of a food provision needs to be carefully considered; the current Oasis Café is located next to Church Path which is one of the main thoroughfares of Highbury Fields and further analysis is needed to determine the best site for such a provision (see Appendix 10). The council is keen to pursue a strong business case for this area and the level of fit out required for the contract documents will be agreed at a future date in the design process.

‘Under-fives’ provision The under-fives provision will have to accommodate current needs and be a safe and suitable space for local families to access stay and play provision for children under five years old. It should have adequate storage, soft play space, a kitchenette and toilet facilities. All facilities should be secure, child-friendly and welcoming. Due to the nature of this facility it is not registered with Ofsted and there are no specific requirements for size. Instead, greater emphasis is on meeting health and safety, safeguarding and fire safety requirements. Parents and carers tend to be based both indoors and outdoors at present and it is generally accepted that the maximum capacity inside should be for about 30 children (note that there is no breakdown of number of children versus the number of accompanying adults). The current opening hours for the facility are Monday to Friday from 1pm-3pm all year except on Christmas holidays. On Monday mornings, the club also runs a morning provision from 9.30am to 11.30am and during the summer holidays runs Monday to Friday from 12pm-4pm for six weeks. This is subject to funding being available.

Park –keeper facilities The keeper facilities must be functional and hard wearing with a machine and tool storage space of at least 12m2. It should provide:

• An office to accommodate 2 officers with broadband connection and electrical sockets for necessary equipment. The office should be publically accessible to allow tennis bookings to be taken and paid for, so a small counter unit should be provided here to enable transactions to take place, preferably with protective glass between staff and members of the public. If this is enabled through an external wall, the public area needs to be well lit and sheltered from rain.

• Storage for machinery and tools with a floor space of at least 12m2 and with direct access outside via 2m wide double doors. This storage space will also need to be well ventilated as it will be used to store petrol and chemicals.

• Welfare facilities, such as tea and coffee making facilities, along with a microwave and a refrigerator, possibly contained within a separate kitchenette. Locker facilities and a shower will also be required.

• Toilet facilities that may be separate but could be shared with other building users.

Public toilets There should be a minimum of three toilets, which would be enough toilet provision to cater for the general public. All toilets should be unisex and at least one of these should be fully accessible as per the Building Regulations Part M (2.2m x1.5m). All toilets should provide baby changing facilities. Fixtures and fittings should be of simple and robust design with spare parts readily available. How the toilets fit into the building(s) is a matter for public consultation but it should be noted that if these toilets are to serve café customers as well as visitors to the fields, café customers should be able to get to the toilets whilst staying under cover. The toilets will also need to be accessible from outside as well however, to accommodate visitors outside of the café hours and tennis users until 9.00pm. 4.2 Design and Planning The design needs to be sympathetic to the surrounding area and any development must reflect the character of the area, as outlined in Islington’s Core Strategy 2011 document. It is expected that a full planning submission will be required for the proposed scheme and the LBI Planning team will carefully consider the impact of any design on the rest of the Fields. A full summary of the relevant policies have been provided by Islington’s Planning team and the following should inform any design proposals: Islington Core Strategy 2011 Policy CS8 Enhancing Islington’s Character Policy CS9 Protecting and enhancing Islington’s built and historic environment Policy CS 10 Sustainable design Policy CS 14 Retail and services Policy CS 15 Open space and green infrastructure Development Management Policies June 2013 Design and heritage DM2.1 Design DM2.2 Inclusive Design DM2.3 Heritage

Shops, culture and services

DM4.3 Location and concentration of uses DM4.12 Social and strategic infrastructure and cultural facilities Health and open space DM6.2 New and improved public open spaces DM6.3 Protecting open space DM6.5 Landscaping, trees and biodiversity Energy and environmental standards DM7.1 Sustainable design and construction Transport DM8.4 Walking and cycling DM8.5 Vehicle parking Supplementary Planning Guidance (SPG) / Document (SPD) The following SPGs and/or SPDs are relevant: Islington UDP - Conservation Area Design Guidelines 2002 - Islington Urban Design Guide 2006 - Inclusive Design in Islington 2014

4.3 Sustainability LBI requires all buildings to achieve an excellent rating under the BREEAM Assessment or equivalent and the building/s should be designed in accordance with sustainability principles to minimise energy and resources. This should include, where possible, the use of energy efficient technologies to reduce environmental impact and to increase economic efficiency. The architect will be expected to consider designing in SuDS features including water efficiency measures and any proposed hard surfaces should be permeable to allow water to penetrate the ground. The building/s should consider the need for both rain water harvesting and grey water recycling and it should also be noted that the council strongly encourages the use of green roofs and walls on new buildings. (Policy CS10 and CS15). Any internal building fittings, such as taps/toilets, should be specified as low water usage items. 4.4 Accessibility and safeguarding requirements The building/s should be fully accessible and provide sufficient step free access throughout. There will need to be provision for accessible toilet facilities for use by members of the public and an accessibility assessment should be made to ensure that all building users’ needs are taken into account. Whilst vehicles will not be permitted on the site, there should be provision for wheelchair and mobility vehicle users, as outlined in the council’s Development Management Policy June 2003 (Policy DM8.5). Children’s services provision (“One O’clock club”) To ensure that appropriate safeguards are in place, the design needs to ensure that the following requirements are met:

Entrance

Secure entrance into building with video telecom for access.

A covered space for buggy storage. Access for wheelchairs.

Main play space

This should be a large open space with a clear view so that children can be supervised at all times.

Flexible wall dividers would be useful so that the room can be adapted if needed.

Floors, walls and built-in services made of easy to clean materials. Accessible child and adult sized sinks, with hot and cold running water. Good ventilation with windows that can be opened. Safe radiators and pipes that will not cause a hazard when hot and any

exposed pipes/electrical cables should be boxed-in and inaccessible to children.

Low level windows are preferable, with privacy from public areas. Safety glass is essential. Enough room for children’s resources and additional storage to store

materials not immediately accessible to children and personal belongings.

IT data cabling. Fire alarm, equipment and signage. Doors leading to external play space that can be permanently secured

open to allow children flow freely between inside and out. Finger guards should be mounted on doors to prevent trapped fingers.

Bathroom

Bathroom and toilets must be easily accessible to children and adults. A visible nappy changing area with no high walls or closed doors. Nappy changing unit (approximately 112cm wide, 95cm height, 56cm

depth) with easy access to sink and a space for storage of nappies. Appropriate hand-drying facilities. Non-slip flooring and wall finishes should be washable and durable. Safe radiators and pipes. Hot water should be less than 43C.

Kitchen Area

Adult sink with sufficient and appropriate surface area for food and drink preparation.

Adult sink for handwashing. Space and electrical socket for a small fridge. Good ventilation with windows that open. Non-slip flooring and wall finishes should be durable and washable.

Heating

A boiler in good working order that can support new radiators if needed

and that allows you to control the temperature.

Outdoor Area

Direct access from the main play area to an enclosed outdoor play area. This area should be safe and secure; preventing children from leaving

the premises unsupervised or unauthorised entry, but does not impact on fire exit routes.

Partially covered for all-weather access.

Soft surfacing under climbing structure/s; preferably two or more types of surface in outdoor area such as grass/soft surfacing/bark/paving.

Storage

Space for storage of individual children’s personal items, e.g. coats and belongings.

Provision for safe storage of first aid boxes and medicines. Storage for large equipment and any special equipment e.g.

for children with SEND.

Staff facilities

Space for staff belongings e.g. lockers. Office/staff room.

4.5 Security Security is an important issue that needs to be considered in the design from the outset, with measures seamlessly integrated to ensure that they do not compromise the integrity of the design in its wider setting. For instance, glass may need to be protected by roller shutters when the building is not being used, so any design and housing required for such shutters would need to be carefully built into the structure of the building. Secure access to the childcare part of the building/s will need to be considered to ensure that child protection issues are accounted for. The current café has been broken into on several occasions and is a target for this type of crime. Internal consultation with LBI asset team will confirm further details on how security should be considered as part of the design.

Section 2 – project information

5. Summary of Services The architect will be expected to provide services associated with RIBA Plan of Work 2013. The architect will also act as a ‘one stop shop’ for all design services required for the construction of the building. As the design team lead you will coordinate all the required information on behalf of LBI and appoint the design team with back-to-back sub-consultancy agreements.

The architect will be required to:

Act as design team lead and Principal Designer for the development of the proposals through to completion of the project.

Coordinate the work of these and other design team consultants ensuring output of work in accordance with the brief requirements to agreed timescales and formats.

Co-ordinate presentation of printed and digital project information in common format to provide uniformity and enable easy information exchange amongst design team and between design team and client.

Provide and maintain a detailed project programme. This shall illustrate the time-line critical path for undertaking this commission to achieve completion of work stages and physical completion of works and should also include details of staff resources, key milestones and target points. It will also note public consultation phases.

Provide and maintain a risk register identifying severity and likelihood of relevant risks and identifying ownership and mitigation strategies.

Prepare a Site Waste Management Plan in accordance with WRAP or other agreed template and ensure contractor completion and compliance.

Co-ordinate, arrange and chair regular design team meetings as necessary in either LBI Cottage Road offices or on site and issue minutes accordingly.

Directly engage the services of the following sub-consultants (The Design Team) and manage them throughout the commission, ensuring compliance with client requirements and advise where further appointments are required:

1. Structural engineer 2. Civil Engineer 3. Mechanical and Electrical engineer(s) 4. Landscape architect

However, please note that LBI reserves the right to separate the design team into direct appointments once fee quotations are received.

A Quantity Surveyor and catering consultant will be appointed directly by LBI. Whilst they will be part of design team meeting and communication protocols, they will not be appointed by the architect.

The architect will be required to provide the council with full terms of appointment as well as a brief for other members of the design team as part of your fee quotation. These will be agreed in conjunction with LBI’s legal services team prior to any contact being formalised.

The architect will make all submissions for planning and building regulations applications. All fees will be paid directly by the client.

The architect will:

Provide monthly written progress reports in digital format to include:

Progress against programme for lead consultant and other consultants.

Actual or estimated costs against budget.

Design review and proposals for design amendments.

Requirements for information from client or others.

Advice on need for any additional surveys that may be required to progress the works.

• Liaise with statutory bodies and relevant stakeholders (internal and external) to ensure as far as possible that proposals meet their requirements.

• Produce information required to fulfill any legal requirements, statutory consents or discharge of conditions relating to the proposals.

As noted, the architect will be required to submit an updated design brief for approval at the end of each stage of consultation. This will include a summary of the proposals for the site and comment on how they have taken into account the findings of each consultation. These will also include an assessment of any design risk undertaken to that point, including accessibility and environmental risks. For clarity, the Client will undertake the following project duties:

Organise and facilitate internal and external community engagement. The architect will provide any design materials or information for those meetings.

The production of consultation reports that will be used to update the design, and form the basis for the architect’s analysis of stakeholder opinion/feedback.

Provide background information where available in a timely fashion.

Ensure that the council’s procurement process is observed, and that this is communicated to the architect.

Ensure that the council’s legal team are satisfied that the project is run in line with the council’s constitution and wider legal obligations, and advise of timescale constraints.

Consolidate any background research in discussion with identified stakeholders and procure any further technical studies required to inform the design (such as level and services surveys).

Be the principal contact for the architect and design team, available for discussions as required.

Appoint design team consultants other than the sub-consultants to be appointed directly by the architect as part of this brief (currently restricted to QS).

Co-ordinate and arrange stakeholder consultation meetings as necessary.

Maintain communication with all main stakeholder groups, and pass on relevant information to the architect. We recommend that the architect maintain a communication log.

Have financial responsibility (inc. budget setting and control of financial constraints).

Make fee payments.

Provide timely feedback of stakeholder comments to Architect.

Advise/ agree any changes required to the project brief/ fee basis. Several of these decisions will be through the council’s Delegated Decision Report process.

Assume responsibility for the duties of the Client role under the CDM regulations.

The council’s legal team will prepare a contract and will arrange for it to be signed.

6. Consultation / Liaison The architect will need to obtain Client instruction before proceeding to the next workstage. These instructions will be issued further to a review of an updated design brief that will include reference to previous consultation and how those responses have been taken into account. It is important that this process responds to stakeholder comments and demonstrate a clear design rationale upon which to proceed. Consultation is proposed in three stages prior to a planning submission (there is additionally to these a statutory consultation period during planning submission). Permission to proceed between stages 1, 2 and 3 will be obtained via a Delegated Decision Report which will provide sign-off at each stage. Consultation Stage 1(RIBA stage 1) The first stage of consultation will be used to review the feasibility study and develop the initial design brief, including discussion with key stakeholders and the public. This will be designed with the assistance of the appointed design team and will be jointly delivered with LBI’s project delivery team who have access to key stakeholder lists and will retain ownership of communication. The first stage of consultation will look at the site quite broadly. It will look at options for a possible location for the building/s, how this will relate to how people use the park, and how the surrounding area might be affected or improved by a new building. It is the wish of LBI to decide at this stage on whether a single or multiple building will be pursued as the favoured design option. LBI will organise and coordinate community engagement as part of the wider project, arrange and facilitate events and manage communication and liaison with the internal stakeholders and the public. Consultation stage 2 (RIBA stage 2) The second stage of consultation will inform the detailed design brief and will include public exhibitions and workshops. This will include the production of conceptual level sketches and illustrations that will be made available to the public as part of the consultation process. This will ensure that local residents have been afforded the opportunity to see drawn proposals, meet with the project and design team. This will be jointly delivered with LBI’s project delivery team who have access to key stakeholder lists, and who will retain ownership of communication and a range of LBI channels of communication. LBI will organise and coordinate community engagement as part of the wider project, arrange and facilitate events and manage communication and liaison with the internal stakeholders and the public.

Consultation stage 3 (RIBA stage 3) The third stage of consultation will give the opportunity for comment on RIBA 3 detailed designs and will include public exhibitions and workshops and a range of LBI channels of communication. This is a level of detail similar to that usually submitted for planning submission. A planning submission would not be submitted before this stage. This will be jointly delivered with LBI’s project delivery team who have access to key stakeholder lists and will retain ownership of communication. LBI will organise and coordinate community engagement part of the wider project, arrange and facilitate events and manage communication and liaison with the internal stakeholders and the public. The main stakeholders for this scheme are as follows. Internal stakeholders include:

LBI parks service, leisure, planning and children’s’ services External stakeholders include:

Highbury East Ward Councillors Aysegul Erdogan, Osh Gantly and Caroline

Russell.

A variety of local community organisations including (but not limited to) Highbury

Fields Association, Highbury Fields Tennis User Group, Highbury Community

Association, Friends of Highbury Fields Community Group, Highbury Fields

bandstand and Local concessionaires, such as the Oasis Café.

Local residents, especially children and young people, likely to include a variety

of local schools and nurseries.

Park users.

Highbury East Ward partnership (chaired by local ward members, and attended by the general public)

Communication channels There are a number of channels that will be used by LBI to communicate throughout the project. These will be used to promote consultation events, for which the architect should assume they will be asked to provide design information.

Stakeholder distribution list

This will be used on a regular basis to communicate key project updates and provide responses to public queries. We would encourage the steering group members to pass on these updates to their members.

Engagement events and workshops

These will be used during the consultation process and attended by project officers and the design team.

Local meetings inviting key stakeholders and residents

Where possible, design workshops of events will be coordinated with existing meeting cycles and events.

Project leaflet delivered to local residents

These will be used to make residents aware of consultation workshops.

Islington wide residents e-bulletin

A monthly residents’ E-Bulletin, circulated to 35k residents in the borough. To be used as needed, when significant project milestones are achieved including concept and detailed consultation stages and construction.

Islington Council website Main council website. This will be used to make information about the project accessible to the public,

and for posting project updates.

Islington Life website This is the council’s campaigning and more social facing website.

Twitter @islingtonbc @islingtonbc 13,700 followers, @islingtonlife – 9,300 followers

Facebook – Islington Life (1,000 followers)

Main council Facebook presence

Letters to immediate local residents (TBC)

To be used to make residents aware of consultation process and where to find out more information about the project.

Ward Partnership Updates

As required for project updates.

As well as the above, LBI will look to work closely with local community organisations to ensure that people are aware of how to get involved. There is a wide range of opinion as to how this project should be developed, so it is important that these views are captured and considered.

7. Indicative Project Programme

The following are indicative timescales that LBI believe are reasonable for each stage

of design work, consultation and following instruction. These will be developed with the

appointed architect, and should not be considered fixed for the purposes of a fee-

quotation. LBI requires a number of decision-making milestones that the architect will

build into the project programme. These milestones include consultation, parks service

project board, Delegated Decision Reports, and internal technical meetings. 0 and 1 - Strategic Definition and Preparation of Brief and period for initial design and cost review with the project team

8 weeks

DDR Decision LBI 4 weeks

2 – Concept Design, and consultation

8 weeks

DDR Decision LBI 4 weeks

3 – Developed Design and consultation Planning – 12 weeks?

8 weeks

DDR Decision LBI 4 weeks

4 – Technical Design and tender 26 weeks

5 – Construction 36 weeks

6 – Handover and Close Out 4 weeks

7 – In Use N/A

*Note that planning and building regulation submission have not been included in the

above timetable.

Section 3 – Submission requirements Islington Council invites you to submit a quotation for the Design and Contract Administration services for this scheme, as contained in the RIBA Plan of Work 2013. This Request for Quotation (RFQ) pack consists of the following Appendices: 1. Design Brief (including Assessment questions) 2. Fee Template 3. Evaluation Matrix 4. RIBA Plan of Work 2013 5. Scope of services for additional consultants x3 (5a, 5b, 5c) 6. Topographical Map DWG 7. Highbury Fields Asbestos documents x3 (7a, 7b, 7c) 8. 2015 Architectural Feasibility Study 9. Vision for Highbury Fields doc 10. Highbury Fields Catering Option Appraisal 11. Draft Contract Terms and Conditions

3.1 The Selection Process The selection process for this scheme is comprised of three parts:

1. Your response to the assessment questions and fee schedule. 2. A one-hour interview before a judging panel. 3. A public presentation where your design ideas will be displayed and time

allowed for community feedback.

3.2 Programme The below is a programme for the selection process. The date for the public display is to be confirmed but is scheduled to take place in the week commencing the 18th September 2017. Please note that architects will not need to attend.

STAGE RETURNS

Invitation to quote Friday 28th July 4th September

Interview Monday 11th September

Public display w/c 18th September

Appointment w/c 2nd October

3.3 Submission Method Your quotation should be submitted via the Box folder you have been given access to by 12 noon on Monday 4th September 2017. Late quotations will not be considered. Any questions regarding this RFQ must be raised via email to Lara.Ellington-Brown@islington.gov.uk at least three working days before the closing date for submission of your quotation. All questions and their answers will be communicated to all bidders.

3.3 Your Submission The contract will be awarded to the Most Economically Advantageous Tender (MEAT) on the basis of the highest scoring quotation based on quality 70% and cost 30%.

Award criteria Total

Cost Please include a priced schedule of work stages as per the RIBA Plan of Work 2013 for the design team and contact details of three nominated referees. Please ensure your answers to the assessment questions are within the word limit set. Answers that are over the maximum limit may be disregarded.

30%

Quality – made up of assessment questions: 70%

Relevant experience What experience do you have of designing schemes similar to this project? Please provide details of up to three relevant projects that have been undertaken in the last 5 years. Details should include the client name, project value, and year of completion and should also include images. The panel will be particularly interested to see examples of architectural distinction delivered for relatively modest budgets and that are contextual in their response to sensitive settings and local environment. (Max 3 x A3)

15%

Project Approach and Design Ideas Outline your approach to the project, including key design considerations, constraints and opportunities for the site and your understanding of the local context. (max 10 x A3)

25%

Consultation and Engagement Describe your idea of an exceptional consultation process and provide examples of previous consultation exercises, describing your methods and how this helped shape and inform the design. What methods might you adopt to engage with various members of the community and other stakeholders on this scheme? (2 x A3).

10%

Understanding of local context Describe what do you consider to be the advantages and disadvantages of one or two buildings and how would either option impact on space/surroundings? (1 x A3)

5%

Cost Approach Please prepare an outline statement on cost. The client’s QS will be reviewing and commenting on schemes so any information that would assist them will be helpful. The project costs have been set at £1.5m and the scheme will need to be delivered to this budget. (1x A3)

10%

Public Presentation Please submit up to 2 x A1 lightweight boards and an electronic copy, one showing past relevant projects and one showing concepts and initial ideas and approach for this project. The boards should be clear and succinct and will be used as part of the judging process, displayed to members of the public (who will be given a vote.) They should include concept sketches, plans, layouts and 3-D views as appropriate, together with brief notes of explanation.

5%

Total 100%

You may be asked to clarify details of your quotation. The council reserves the right to hold interviews during the quotation process. These will be for verification and/or clarification purposes. Please ensure that your answers to the assessment questions are within the word limit set. Answers that are over the maximum limit may be disregarded. The following Terms and Conditions will be applied in addition to the council’s own standard Terms and Conditions

Honoraria

Each submission will be paid £500. Teams will be asked to invoice the council upon submission and will receive payment within 14 days of the invoice being received.

Liability for loss/damage

The council accepts no responsibility for the loss or damage of the presentation boards submitted as part of this quotation.

PR/Notification of result

The council expects to award the contract the week commencing 2nd October and

acceptance of the quotation shall be in writing. Any requests for feedback should be

submitted to Lara.Ellington-Brown@islington.gov.uk within 4 weeks of a result being

announced.

Teams must not release their designs for publication to any 3rd parties until after the

shortlist or result has been officially announced and permission has been granted from

Islington Council.

Teams are asked to honour a request for confidentiality. Information should not be

submitted to the press before any official announcement is made and must seek

agreement from Islington Council before publishing any information about the

completion and/or submissions

Islington Council reserves the right to publicise any design submission, as they

consider fit and by submitting a quotation for this scheme teams are agreeing for their

work to be displayed in public and on the council’s external website.

Copyright

In accordance with the Copyright, Designs and Patents Act 1988, Copyright rests with

the author of the submitted design.

Declaration of Authorship & Acceptance of Terms and Conditions

By submitting a quotation for this scheme, competitors agree to abide by the competition conditions and the decision of the Judging Panel as final.