Events Catering for Portsmouth City Council

Events Catering for Portsmouth City Council

Southsea Castle Cafe, Bar and Events Catering.

United Kingdom-Portsmouth: Restaurant and food-serving services

2015/S 151-278886

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Portsmouth City Council
Procurement Service, Floor 4 Core 4, Civic Office, Guildhall Square
Contact point(s): Procurement Service
PO1 2BJ Portsmouth
UNITED KINGDOM
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk

Internet address(es):

General address of the contracting authority: https://www.portsmouth.gov.uk/ext/business/business.aspx

Further information can be obtained from: Portsmouth City Council
Procurement Service, Floor 4, Core 4, Civic Office, Guildhall Square
Contact point(s): Procurement Service
PO1 2BJ Portsmouth
UNITED KINGDOM
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
Internet address: https://www.portsmouth.gov.uk/ext/business/business.aspx

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Portsmouth City Council
Procurement Service, Floor 4, Core 4, Civic Office, Guildhall Square
Contact point(s): Procurement Service
PO1 2BJ Portsmouth
UNITED KINGDOM
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
Internet address: https://www.portsmouth.gov.uk/ext/business/business.aspx

Tenders or requests to participate must be sent to: Portsmouth City Council
Procurement Service, Floor 4, Core 4, Civic Office, Guildhall Square
Contact point(s): Procurement Service
PO1 2BJ Portsmouth
UNITED KINGDOM
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
Internet address: https://www.portsmouth.gov.uk/ext/business/business.aspx

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

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:

Southsea Castle Cafe, Bar and Events Catering.

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 UKJ31

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)

Portsmouth City Council, ‘the Authority’ is inviting tenders from suitably qualified operators to provide a café and events service providing catering for weddings and other events at Southsea Castle.
Southsea Castle is a scheduled ancient monument in an imposing location right on Southsea seafront with fantastic views across the Solent to the Isle of Wight. The castle is open as a historic attraction between April and September each year free of charge and welcomes around 90 000 visitors annually.
The Castle has a cafe area and bar area off the Western Courtyard that includes a fully equipped kitchen (see Appendix 6 for Inventory) and 4 café rooms with around 60 indoor covers and 40 additional covers in the Courtyard.
This tender offers an exciting opportunity to work in partnership with the Authority to develop the catering and events programme at this scheduled ancient monument site with the aim to improve both the visitor offer and site income.
The Authority is targeting to have awarded the contract by 16.9.2015 with a subsequent commencement date of 2.1.2016.
In regards of the café and bar the contract will formally commence on 2.1.2016 at which point the successful operator will be given access to the site in accordance with conditions of the lease. The café and bar may be opened from this date but must be opened and fully operational no later than the 24.3.2016.
In regards of wedding and other event catering for bookings scheduled post 2.1.2016 the successful operator must provide services upon request from Award Of Contract on 16.9.2015.
Estimated turnover generation has been calculated at 375 000 GBP per annum.
Tenders are invited against 2 ‘Lots’ and tenderers are permitted to submit bids against 1 or both lots. The Lots each have different contract lengths and Authority financial return requirements being:
1. Lot 1:
— Contract period of 10 years,
— During the initial 10 year term a break clause option is included at year 5 at which point either party may terminate the contract,
— The operator must pay the Authority a guaranteed base rent of 20 000 GBP as a minimum each year broken down into quarterly payments paid in advance,
— Base rent must be of the same value for each month but may be altered on a year by year basis at the option of the tenderer,
— Base rent will be increased in line with CPI inflation index and additionally may be subject to market review every 2.5 years,
— The operator must pay the Authority a minimum of 5 % of turnover as part of the quarterly payment,
— Turnover share % applied must be of the same level for each quarterly payment although the payment value will obviously fluctuate in-line with the level of turnover achieved within a given quarter,
— Turnover share % applied may be altered on a year by year basis at the option of tenderers as long it remains equal to or greater than the 5 % minimum value,
— The operator must pay capital contributions to the Authority to a minimum value of 30 000 GBP within each 5 year period of the contract equating to a minimum of 60 000 GBP in total over 10 years,
— Capital contribution payments must ideally be paid at the commencement of each financial year,
— Capital contributions may fluctuate in value year on year at the option of tenderers,
— Any conditions placed upon release of payments must be made clear by tenderers,
— Tender evaluation scoring of capital contributions will take account of any conditions, timings of payments and relevant aspects of quality submissions.
2. Lot 2:
As Lot 1 above with the exception that:
— Contract period of 5 years,
— Capital contributions are not mandatory, but if included must be as a committed sum and not as a % linked to turnover,
— The proportion of total capital contributions over the 5 years should ideally be significantly higher within the initial 3 years.
Tenderers should note that in evaluating tenders that relate to different Lot options, the Authority reserves the absolute right to choose as between which Lot option to award from.
In forming this decision, the Authority will take into account the relative risk vs reward balance in relation to the risks associated with letting a longer term contract against the level of capital contribution offered and other financial and qualitative factors included for within the proposal.
The successful operator may be given the option of providing a café service at the D-day museum in the near future. This site attracts an additional 75 000 visitors per year and the museum will be closing for total refurbishment in the summer of 2016 with the anticipated re-opening to be sometime in 2017.
In respect of the procurement process the following time scales and deadlines apply:
— Deadline for requests for clarification: 10.10.2015, 16:00.
— Tender return deadline: 24.10.2015, 14:00.
— Notification of preferred bidder and standstill start: 4.9.2015.
— Contract award: 16.9.2015.
Tender documentation can be accessed via the Council’s e-sourcing system ‘InTend’ at the following web address:

https://in-tendhost.co.uk/portsmouthcc/aspx/home

II.1.6)Common procurement vocabulary (CPV)

55300000, 55321000, 55520000, 55410000, 92300000, 79952000, 79952100, 79954000, 79950000, 79993100

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:

The Authority is seeking to secure an operator to provide café/restaurant, bar, wedding and other catered event services at Southsea Castle. The successful applicant will have the exclusive contract for all catering on site for the period of the lease and concession contract.
Please note:
It is possible there will be some exceptions to this when the Castle will be closed or subject to specific conditions during special events such as the America’s Cup World Series. This will be covered in detail in the contract lease but will be limited to 6 days annually (12 days in 2021).
The key objectives of the contract are:
— To provide a quality café offer for customers during castle public opening hours,
— To provide a quality offer for all castle weddings and other private bookings such as birthday parties and corporate events,
— To breathe fresh life into the castle with a range of additional activity outside of normal opening hours — e.g. evening events that reflect the ‘VIP’ status of the Castle, family events to increase visits to the castle,
— To work in partnership with Portsmouth Museums and Visitor Services regarding marketing the Castle to visitors,
— To work with Portsmouth Museums and Visitor Services to improve the fabric of the building and the visitor offer on site.
The successful operator will as a minimum be expected to:

— Provide a 1st rate quality catering product and service which raises the profile and adds to the experience at the Castle and which attracts new customers to the venue,

— Manage the catering services in consultation and agreement with the Authority providing a café service during regular opening hours with a focus on healthy, locally sourced food,
— Provide a catering and bar service for all Castle weddings and other events booked through the museum service, acting as main liaison with the customer before and during the event and securing the building at the end of the event,
— Run a series of out of season catered events to further develop the Castle brand and increase income for the site,
— Work in partnership with the Authority in the best interests of the museums and visitor services,
— Provide full open book transparency and work with the Authority in the spirit of mutual trust and cooperation,
— Offer a financial commitment towards the on-going improvement and renovation of this historic site.
Estimated value excluding VAT: 3 750 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: See Lot options information contained within Section II.1.5) short description of the contract or purchase (s).

II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1Lot title: Lot 1

1)Short description

Lot 1:
— Contract period of 10 years,
— During the initial 10 year term a break clause option is included at year 5 at which point either party may terminate the contract,
— The operator must pay the Authority a guaranteed base rent of 20 000 GBP as a minimum each year broken down into quarterly payments paid in advance,
— Base rent must be of the same value for each month but may be altered on a year by year basis at the option of the tenderer,
— Base rent will be increased in line with CPI inflation index and additionally may be subject to market review every 2.5 years,
— The operator must pay the Authority a minimum of 5 % of turnover as part of the quarterly payment,
— Turnover share % applied must be of the same level for each quarterly payment although the payment value will obviously fluctuate in line with the level of turnover achieved within a given quarter,
— Turnover share % applied may be altered on a year by year basis at the option of tenderers as long it remains equal to or greater than the 5 % minimum value,
— The operator must pay capital contributions to the Authority to a minimum value of 30 000 GBP within each 5 year period of the contract equating to a minimum of 60 000 GBP in total over 10 years,
— Capital contribution payments must ideally be paid at the commencement of each financial year,
— Capital contributions may fluctuate in value year on year at the option of tenderers,
— Any conditions placed upon release of payments must be made clear by tenderers,
— Tender evaluation scoring of capital contributions will take account of any conditions, timings of payments and relevant aspects of quality submissions.

2)Common procurement vocabulary (CPV)

55300000, 55321000, 55520000, 55410000, 92300000, 79952000, 79952100, 79954000, 79950000, 79993100

3)Quantity or scope

Estimated value excluding VAT: 3 750 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 120 (from the award of the contract)

5)Additional information about lots

Tenderers are permitted to submit bids against one or both lots. Tenderers should note that in evaluating tenders that relate to different Lot options, the Authority reserves the absolute right to choose as between which Lot option to award from.
In forming this decision, the Authority will take into account the relative risk vs reward balance in relation to the risks associated with letting a longer term contract against the level of capital contribution offered and other financial and qualitative factors included for within the proposal.

Lot No: 2Lot title: Lot 2

1)Short description

As Lot 1 with the exception that:
— Contract period of 5 years,
— Capital contributions are not mandatory, but if included must be as a committed sum and not as a % linked to turnover,
— The proportion of total capital contributions over the 5 years should ideally be significantly higher within the initial 3 years.

2)Common procurement vocabulary (CPV)

55300000, 55321000, 55520000, 55410000, 92300000, 79952000, 79952100, 79954000, 79950000, 79993100

3)Quantity or scope

Estimated value excluding VAT: 1 875 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)

5)Additional information about lots

Tenderers are permitted to submit bids against 1 or both lots. Tenderers should note that in evaluating tenders that relate to different Lot options, the Authority reserves the absolute right to choose as between which Lot option to award from.
In forming this decision, the Authority will take into account the relative risk vs reward balance in relation to the risks associated with letting a longer term contract against the level of capital contribution offered and other financial and qualitative factors included for within the proposal.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

As defined within the ‘Specification and Invitation to Tender’ document accessible via: https://in-tendhost.co.uk/portsmouthcc

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

As defined within the ‘Specification and Invitation to Tender’ document accessible via: https://in-tendhost.co.uk/portsmouthcc

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

As defined within the ‘Specification and Invitation to Tender’ document accessible: via https://in-tendhost.co.uk/portsmouthcc

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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 defined within the ‘Specification and Invitation to Tender’ document accessible via: https://in-tendhost.co.uk/portsmouthcc

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As defined within the ‘Specification and Invitation to Tender’ document accessible via: https://in-tendhost.co.uk/portsmouthcc

Minimum level(s) of standards possibly required: As defined within the ‘Specification and Invitation to Tender’ document accessible via: https://in-tendhost.co.uk/portsmouthcc

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:

As defined within the ‘Specification and Invitation to Tender’ document accessible via: https://in-tendhost.co.uk/portsmouthcc

Minimum level(s) of standards possibly required:

As defined within the ‘Specification and Invitation to Tender’ document accessible via: https://in-tendhost.co.uk/portsmouthcc

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

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

CDC/773mxpr/SCCBEC/15/T

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: 24.8.2015 – 14:00
Payable documents: no

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

24.8.2015 – 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

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

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: June 2020.

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

The contract in question is classified as a services concession contract within the Public Contracts Regulations (2015). The Authority has chosen to advertise within OJEU voluntarily, in accordance with the spirit of the EU public procurement regime and to conduct the procurement process in an open and fair manner so as to increase competition.
The submission of the contract notice, any subsequent advertisement of the contract and similarities between the procurement strategy used with those allowed for within the Regulations must not be taken as an indication that the Authority considers itself bound by the provisions in the Regulations that are applicable only to above threshold service contracts, supplies contracts, works contracts and concession contracts (once implemented as intended within the Regulations).
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

4.8.2015

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