Decision details

Approve the extension of the appointment of Coherent Cities Ltd by 50%, in accordance with CSO clause 23.5.2. The total value of the appointment would be up to £41,250.

The Down Lane Park Improvement Programme is being brought forward through a co-design process. This process launched in January 2022 and the project team, comprising Community Design Group (CDG), professional team and the Council, have been working over the last 12 months to develop design proposals for the park.

In line with best practice and in order to enable the co-design process, the council appointed Coherent Cities Ltd in January 2022 as co-design facilitator for the project, to:

a) act as convenor for the whole co-design process
b) keep the CDG oriented and working within agreed Terms of Reference
c) help build a positive atmosphere and dynamic
d) signpost and shepherd proceedings
e) provide an independent and neutral perspective and voice
f) ensure all voices are heard.

The co-design process has been underway since
January 2022, with the project team working
together to meet key milestones including full public
consultation in October in two early-stage design
options. The team is now refining these to a single
preferred option to form the basis of a planning
submission in summer 2023.

The role of the facilitator has been fundamental to building trust and supporting the group through this process. This extension of appointment will enable the facilitator to continue to support the group to the submission of a planning application.

The following alternative options were discounted:

Do Nothing – The facilitator is fundamental to supporting the group and maintaining trust and confidence in the codesign process. Their independence from the Council is critical to the role. If the contract was to not be extended it would leave the community design group without this vital support function and impact on the performance and functionality of the group. At this stage in the co-design process, this could have a major impact on the success of the project.

Run a three quotes competitive process – the Community Design Group has expressed strong support for the role that Coherent Cities have played through this process, with a mid-point feedback survey taken in October 2022 (at the end of the Stage 2 design process) highlighting that all group members were strongly supportive of the role that Coherent Cities are playing in the process. If this role were to be replaced at this stage of the project it would impact on the cohesion and confidence of the group, and could impede the progress towards planning submission.

Preferred option – The role of the facilitator has been fundamental to building trust and supporting the group through the codesign process. This extension of appointment will enable the facilitator to continue to support the group to the submission of a planning application, maintaining cohesion within the Community Design Group and helping to ensure a positive outcome.