Decision

To appoint and place an order with Sloane & Brown to provide consultancy services as their tendered Option 2 proposal for a Feasibility Report on options for future improvements at The Windmill in accordance with ADC brief, with delivery of the completed Report by first half October 2026.

Reasons for the decision

The council wish to progress a project to assess and report on options for future improvements to the Windmill Theatre, Littlehampton.

Committee Brief
“A report that focuses on improving the overall customer experience at the venue. This report will explore opportunities such as upgraded toilet facilities, interior and exterior redecoration, improved lighting, refreshment facilities and a review of existing office space. It would also consider the replacement or upgrading of hire equipment and improvements to temperature control within the venue. The proposal is that the outcomes of this report be used to develop a structured improvement strategy over the medium-to-longer term future”.

Consultant Brief
Consultant fee proposals were invited against a prepared brief which specifies the consultancy services required;
1. Strategy – to provide an initial strategic assessment of the venue and a report for deliverable options for improvements to the venue, sequential over time, towards a proposed vision for the venue.
2. Surveys, to provide;
(a). Plans - up to date “as existing” plans of the premises. Our file plan dated 2005 to be checked for accuracy.
(b). Reports on the “as existing” premises;
(i). Condition Report of all elements of the building fabric, finishes and installations, scheduling condition, defects, risks, repair priorities, with estimated costs.
(ii). Compliance Audit of H&S, fire safety, access and all other areas of statutory compliance for the premises, reporting on any deficiencies and improvements required to meet current legislation, with estimated costs.
(iii). M&E condition report - checking and updating our 2015 condition survey.
3. Feasibility Report - to provide a detailed feasibility report from the Strategy Report (1. above) and incorporating findings from the Survey reports (2. above), the Feasibility Report to contain architectural plans and graphics, commentary and estimated budget costs all of a standard for presentation to Committee.

Tenders
6 consultancies were invited to submit service and fee proposals against our Brief.
3 consultancies, Plann, NHA Architects and MBA Architects, expressed interest but declined our invitation due to their workload and our timeframe.
3 consultancies, Sloane & Brown, Coastal Surveyors & Consultants and One Consulting Group, submitted service and fee proposals. All proposals received have been reviewed against our Brief;

Results:
Consultancy Offer
Sloane & Brown
(Option 1) Limited by timescale. Excludes the measured survey and the M&E condition report.
Extended 6 weeks timeline, detailed gantt provided.
£
Sloane & Brown
(Option 2) As brief, but with an extended 8 week timeline, detailed gantt chart provided.
£13,950 +VAT
Coastal Surveyors & Consultants Excludes a Strategic Assessment, “to be supplied by ADC”. Pricing of the M&E condition report is a provisional estimate that is considered low, expected to be subject to c£ increase.
Timeline is not provided.
£
One Consulting Group A “RIBA Stage 1 conceptual framework report” is proposed instead of a Feasibility Report.
4 weeks timeline offered subject to immediate appointment, in early July.
All pricing is high compared to other tenders.
£

Sloane & Brown Option 2 proposal is aligned to our brief and includes their employment of a specialist with long experience in the theatre industry. Sloane & Brown have confirmed their ability to resource and commence the commission quickly if appointed. Subject to appointment by end July and allowing for mobilisation, the proposed 8-week delivery timeline offered by Sloane & Brown can deliver the Feasibility Report by first half of October for the November Committee.

Recommendation
To appoint and place an order with Sloane & Brown to provide consultancy services as their tendered Option 2 proposal for a Feasibility Report on options for future improvements at The Windmill in accordance with ADC brief, with delivery of the completed Report by first half October 2026.

Budget
The costs for the feasibility works are being contained within existing Property budget E50-201-CQ60.

Alternative options considered

1. Do nothing. This option was rejected as the feasibility report is required for Committee.

2. Do not accept the tender. This option was rejected as the fee proposals received demonstrate the consultancy services, pricing and availability that could be expected from re-tendering.