Clapham Common Summer Season Commercial Events Concession Contract

Clapham Common Summer Season Commercial Events Concession Contract

To plan, promote and produce major events on Clapham Common annually over the summer.

United Kingdom-London: Event services

2019/S 098-237302

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

London Borough of Lambeth
n/a
Town Hall, Brixton Hill
London
SW2 1RW
United Kingdom
Contact person: Sophie Eveso
Telephone: +44 2079261916
E-mail: SEveso@lambeth.gov.uk
NUTS code: UKIInternet address(es):Main address: http://www.lambeth.gov.uk

Address of the buyer profile: https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/18

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=28502&B=LBLAMBETH
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=28502&B=LBLAMBETH
Tenders or requests to participate must be submitted to the abovementioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=28502&B=LBLAMBETH

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Clapham Common Summer Season Commercial Events Concession Contract

II.1.2)Main CPV code

79952000

II.1.3)Type of contract

Services

II.1.4)Short description:

The London Borough of Lambeth require a suitably qualified organisation with a high level of experience and knowledge to plan, promote and produce major events on Clapham Common annually over the summer, in return for paying LBL a hire fee. This procurement will establish a single supplier contract. The contract will be for a 4 year period with an option to extend for 1 year.

II.1.5)Estimated total value

Value excluding VAT: 11 200 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

79950000
79952100
79953000
79955000
79956000
92000000
92621000
92622000
92300000

II.2.3)Place of performance

NUTS code: UKI
NUTS code: UK
Main site or place of performance:

Clapham Common, London, SW4.

II.2.4)Description of the procurement:

The London Borough of Lambeth require a suitably qualified organisation with a high level of experience and knowledge to plan, promote and produce major events on Clapham Common annually over the summer, in return for paying LBL a hire fee. This procurement will establish a single supplier contract. The contract will be for a 4 year period with an option to extend for 1 year.

The period of the contract is for 48 months from January 2020 to the end of December 2023, with the possibility of a further 12 month extension to December 2024.

The company will be expected to:

— create a diverse and creative events proposal,

— source and manage talent, attractions and food and beverage traders,

— promote the event, pricing and ticketing arrangements, marketing, securing sponsorship, press relations,

— procure and supervise all attractions, traders, suppliers, subcontractors,

— organise all logistical and operational matters to do with the events, including the management of health and safety and environmental protection onsite,

— attend all multi-agency safety and operational group meetings relevant to the event planning,

— manage all aspects of staffing and securing the events,

— secure all necessary permissions and carry out all stakeholder consultations, with the reasonable assistance of Lambeth Council,

— provide budget management, accounting, cash security, payment of suppliers, and receipt of all incomes.

The company must be able to demonstrate that they have suitable knowledge and experience of delivering major outdoor commercial events with a consistent track record. Additionally, they must demonstrate that they have the capacity, financial ability and knowledge within the market to sustain a commercially viable events programme over the entire period of the contract. All events should be a high quality experience with high standards of health and safety and customer service.

The number of commercial event days will be limited to 10 event days per annum, allowing for six event days with an audience capacity between 20 000 — 39 999 and 4 event days with an audience capacity between 5 000 — 19 999 for each year of the contract in 2020, 2021, 2022, 2023 and potentially 2024 including the uptake of the contract extension.

This opportunity is specifically for events to take place during 1st August — 31st August of each year of the contract. However we would consider other months. The 10 events can only be held on:

— Monday to Thursday 11:00 a.m. — 9:00 p.m. unless Monday is a Bank Holiday, provided those days are immediately prior to or immediately after an event weekend;

— Friday and Saturdays between 11:00 a.m. — 11:00 p.m.,

— Sundays and Bank Holiday Mondays 11:00 a.m. — 10:30 p.m.,

— additionally there can only be a maximum of 2 consecutive weekend of events.

To be eligible to bid the minimum fee structure must be met as outlined in the estimated value of the contract. The Council is committed to improving the quality of life for both residents and businesses within Lambeth. In line with The Public Services (Social Value) Act 2012 the authority will consider how this procurement might improve the economic, social and environmental well-being of the relevant area. In order to achieve this, it is our objective to work with existing and future contractors to secure an appropriate level of community benefits by the tender process.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 40
Cost criterion – Name: Price / Weighting: 60
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

Contract duration is for 48 months with the option to extend for 12 months.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

This is for a single supplier/organisation.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

Commercial events provider to use the agreed site for up to ten commercial event days per annum allowing for 6 event days with an audience capacity of between 20 000 and 39 999 and 4 days with an audience capacity between 5 000 and 19 999 for each year to take place between July and August from 2020 to 2023 inclusive, with the possibility of an extension to include 2024. The maximum capacity across all event days is 319 990 per year.

A minimum guaranteed income of 649 975 GBP per contract year is to be paid to the LA. This fee must be achieved within a maximum of 10 event days per year.

The provider would be required to provide a bond against damages to the value of 20 000 GBP prior to the first event period.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 17/06/2019
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 17/06/2019
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

High Court of Justice of England and Wales
Strand
London
WC2A
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure

VI.4.4)Service from which information about the review procedure may be obtained

n/a
n/a
United Kingdom

VI.5)Date of dispatch of this notice:

17/05/2019

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