Conference Catering Contract

Conference Catering Contract

Conference, Banqueting Catering and Managed Cleaning Services.

United Kingdom-Coventry: Hotel meeting and conference services

2016/S 027-043783

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Coventry University Higher Education Group
Priory Street
Contact point(s): Procurement Deparment
For the attention of: Tony Weston
CV1 5FB Coventry
UNITED KINGDOM
Telephone: +44 2476795124
E-mail: tony.weston@coventry.ac.uk
Fax: +44 2476795120

Internet address(es):

General address of the contracting authority: http://www.coventry.ac.uk/

Address of the buyer profile: https://in-tendhost.co.uk/coventryuniversity/aspx/Home

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Education

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Conference, Banqueting Catering and Managed Cleaning Services 040216.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 17: Hotel and restaurant services

NUTS code UKG33

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

Coventry University Enterprises Limited (CUE) requires a specialist contractor(s) to provide Conference and Banqueting Catering Services and Managed Cleaning Services at the Coventry University Technology Park with the possibility of additional buildings being added in the Coventry area. CUE is considering separate contracts; 1)Conference and Banqueting Catering Services and; 2) Managed Cleaning Services or a single contract incorporating all of these services.

II.1.6)Common procurement vocabulary (CPV)

55120000, 90919200, 55300000, 90911100

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Coventry University Enterprises Limited (CUE) requires a specialist contractor(s) to provide Conference and Banqueting Catering Services and Managed Cleaning Services at the Coventry University Technology Park with the possibility of additional buildings being added in the Coventry area. CUE is considering separate contracts; 1)Conference and Banqueting Catering Services and; 2) Managed Cleaning Services or a single contract incorporating all of these services.
The Conference and Banqueting Catering Services service incorporates Banqueting for Day Delegates and other users in the Restaurant; additional Banqueting for room hire users, Technology Park company employees, visitors and others in the Bistro and out-posted facilities at the Institutes. Both components require quality foods at competitive prices. Conference services include sales and marketing, duty management, catering, banqueting, reception and porterage. There is also Catering, reception, post room and vending services to various tenants of the Technology Park.
Considerable market opportunities are available to the successful tenderer through more effective use of the existing restaurant and Banqueting facilities. In addition to the potential for wider public access, the Technology Park, its tenants and visitors represents a powerful and growing market for competitively priced Banqueting.
The cleaning requirement covers the provision of managed cleaning services and additional related services to support the delivery of a clean and safe working environment for staff, tenants and visitors to the Technology Park.
All areas within CUE properties require a high level of cleanliness. All cleaning activities will be carried out to British Institute of Cleaning Standards or equivalent recognised bench marking Standards.
To determine the most economically advantageous tender there are 3 Lots and CUE are planning to award either 2 separate contracts for Lot 1 and Lot 2 or one contract for Lot 3.
Lot 1 — Conference and Banqueting Catering Services;
Lot 2 — Managed Cleaning Services;
Lot 3 — Conference and Banqueting Catering and Managed Cleaning Services.
The contract(s) are planned to commence 1.8.2016 and will have a 2-year term with 2 1-year extension options renewable annually.

The subject matter of the contract(s) has been scoped to take into account the technical, financial, economic and capability requirements of CUE. These requirements are described in the tender documentation available by following the link: https://in-tendhost.co.uk/coventryuniversity/aspx/Home

II.2.2)Information about options
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Starting 1.8.2016. Completion 31.7.2020

Information about lots

Lot No: 1 Lot title: Lot 1 — Conference and Banqueting Catering Services

1)Short description

— Conference services including sales and marketing, duty management, banqueting, reception, post room services and porterage.
— Catering, reception and vending services to various tenants of the CUE Technology Park.
— Management and operation of the Bistro restaurant facility.

2)Common procurement vocabulary (CPV)

55120000, 55300000

3)Quantity or scope

The Conference and Banqueting Catering Services service incorporates Banqueting for Day Delegates and other users in the Restaurant; additional Banqueting for room hire users, Technology Park company employees,visitors and others in the Bistro and out-posted facilities at the Institutes. Both components require quality foods at competitive prices. Conference services include sales and marketing, duty management, catering,banqueting, reception and porterage. There is also Catering, reception, post room and vending services to be provided to various tenants of the Technology Park.
Estimated value excluding VAT: 2 775 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Anticipated that 5 candidates will be selected to tender for this Lot subject to sufficient numbers of suitable candidates. Tenderers should note that CUE will be awarding either 2 separate contracts for Lot 1 and Lot 2 or 1 contract for Lot 3. Tenders should note that if they apply for only Lot 3 then they will not be eligible for consideration for Lots 1 or 2 as these require a separate PQQ response and alternatively if a tenderer submits a PQQ response for Lots 1 and 2 they would not be eligible for consideration for Lot 3 as this requires a separate PQQ response. CUE reserves the right not to award any or all of the Lots.

Lot No: 2 Lot title: Lot 2 Managed Cleaning Services

1)Short description

The cleaning requirement covers the provision of managed cleaning services and additional related services to support the delivery of a clean and safe working environment for staff, tenants and visitors to the Technology Park.
All areas within CUE properties require a high level of cleanliness. All cleaning activities will be carried out to British Institute of Cleaning Standards or equivalent recognised bench marking Standards.

2)Common procurement vocabulary (CPV)

90919200, 90911100

3)Quantity or scope

The cleaning requirement covers the provision of managed cleaning services and additional related services to support the delivery of a clean and safe working environment for staff, tenants and visitors to the Technology Park. All areas within CUE properties require a high level of cleanliness. All cleaning activities will be carried out to British Institute of Cleaning Standards or equivalent recognised bench marking Standards.
Accessible on a 24/7 basis, the majority of the site is made up of lettable office space, however, there are meeting rooms, demonstration suites, training areas and meeting space throughout. The Technology Park also has a state of the art Conference Centre — Coventry Conferences which is open for hire all year around. There are 2 catering facilities on the site consisting of a restaurant and Bistro. These are located within the Conference Centre.
Estimated value excluding VAT: 1 167 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Anticipated that 5 candidates will be selected to tender for this Lot subject to sufficient numbers of suitable candidates. Tenderers should note that CUE will be awarding either 2 separate contracts for Lot 1 and Lot 2 or 1 contract for Lot 3. Tenders should note that if they apply for only Lot 3 then they will not be eligible for consideration for Lots 1 or 2 as these require a separate PQQ response and alternatively if a tenderer submits a PQQ response for Lots 1 and 2 they would not be eligible for consideration for Lot 3 as this requires a separate PQQ response. CUE reserves the right not to award any or all of the Lots.

Lot No: 3 Lot title: Lot 3 Conference, Banqueting Catering and Managed Cleaning Services

1)Short description

— Conference services including sales and marketing, duty management, banqueting, reception post room services and porterage.
— Catering, reception and vending services to various tenants of the CUE Technology Park.
— Management and operation of the Bistro restaurant facility.
— Managed Cleaning Services including ad-hoc reactive support.

2)Common procurement vocabulary (CPV)

55120000, 55300000, 90919200, 90911100

3)Quantity or scope

The Conference and Banqueting Catering Services service incorporates Banqueting for Day Delegates and other users in the Restaurant; additional Banqueting for room hire users, Technology Park company employees, visitors and others in the Bistro and out-posted facilities at the Institutes. Both components require quality foods at competitive prices. Conference services include sales and marketing, duty management, catering, banqueting, reception and porterage. There is also Catering, reception, post room and vending services to be provided to various tenants of the Technology Park.
The cleaning requirement covers the provision of managed cleaning services and additional related services to support the delivery of a clean and safe working environment for staff, tenants and visitors to the Technology Park. All areas within CUE properties require a high level of cleanliness. All cleaning activities will be carried out to British Institute of Cleaning Standards or equivalent recognised bench marking Standards.
Estimated value excluding VAT: 3 942 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Anticipated that 5 candidates will be selected to tender for this Lot subject to sufficient numbers of suitable candidates. Tenderers should note that CUE will be awarding either 2 separate contracts for Lot 1 and Lot 2 or 1 contract for Lot 3. Tenders should note that if they apply for only Lot 3 then they will not be eligible for consideration for Lots 1 or 2 as these require a separate PQQ response and alternatively if a tenderer submits a PQQ response for Lots 1 and 2 they would not be eligible for consideration for Lot 3 as this requires a separate PQQ response. CUE reserves the right not to award any or all of the Lots.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

No deposits are required but parent guarantees may be required at a later stage of the tender process.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

As per the PQQ documentation.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

If a contract is awarded to a consortium, joint venture or alliance, applicants will be required to contract with joint and several liability under English Law and either nominate a lead service provider with whom the Contracting Authority can contract and to whom all communication will be addressed to or form themselves into a single entity before the contract is awarded.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details of the Terms and Condition of Contract are contained in the Tender Documentation.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: As per the PQQ documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per the PQQ documentation.
Minimum level(s) of standards possibly required: As per the PQQ documentation.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per the PQQ documentation.
Minimum level(s) of standards possibly required:
As per the PQQ documentation.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: These are as set out in the pre-qualification documentation.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

PD-251-TW-CUE Conference, Banqueting and Managed C

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 29.2.2016
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

7.3.2016 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

28.3.2016

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

IV.3.8)Conditions for opening of tenders

Date: 25.4.2016 – 12:00

Section VI: Complementary information

VI.1)Information about recurrence

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Coventry University Procurement Department
Priory Street
CV1 5FB Coventry
UNITED KINGDOM
Telephone: +44 247795124

Body responsible for mediation procedures

Coventry University Procurement Department
Priory Street
CV1 5FB Coventry
UNITED KINGDOM
Telephone: +44 2476887688

VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

Coventry University Legal Department
Priory Street
CV1 5FB Coventry
UNITED KINGDOM
Telephone: +44 2476887688

VI.5)Date of dispatch of this notice:

4.2.2016

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