Victoria Park Commercial Events Concession Contract
To operate commercial events in Victoria Park, London, E3. The period of the contract is for 4 years from January 2018 to the end of December 2021.
United Kingdom-London: Event services
Section I: Contracting authority
I.1)Name and addresses
Mulberry Place, 5 Clove Crescent
Contact person: Mr Andrew Shorter
Telephone: +44 2073644099
NUTS code: UKI12
I.4)Type of the contracting authority
Section II: Object
CLC5194 Victoria Park Commercial Events Concession Contract.
II.1.2)Main CPV code
II.1.3)Type of contract
The London Borough of Tower Hamlets (LBTH) is inviting submission of tenders to operate commercial events in Victoria Park, London, E3. The period of the contract is for 4 years from January 2018 to the end of December 2021, with a possible 1 year further extension. LBTH is looking for a suitably qualified Company to plan, promote and produce events annually, in return for paying LBTH a hire fee. LBTH will also consider bids from suitable consortia.
II.1.6)Information about lots
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
Victoria Park, Grove Road, London, E3.
London Borough of Tower Hamlets.
II.2.4)Description of the procurement:
The London Borough of Tower Hamlets (LBTH) is inviting submission of proposals/tenders to operate commercial events in Victoria Park, London, E3. The period of the contract is for 4 years from January 2018 to the end of December 2021, with a possible 1 year further extension. LBTH is looking for a suitably qualified Company to plan, promote and produce events annually, in return for paying LBTH a hire fee. LBTH will also consider bids from suitable consortia.
The organisation will be expected to:
— Devise the creative concept.
— Source 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, sub-contractors.
— Organise all logistical and operational matters to do with the event, including the management of health and safety and environmental protection on site.
— Attend all multi-agency safety and operational group meetings relevant to the event planning.
— Manage all aspects of staffing and securing the event.
— Secure all necessary permissions and carry out all stakeholder consultations, with the reasonable assistance of LBTH.
— Provide budget management, accounting, cash security, payment of suppliers, receipt of all incomes.
The organisation 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 indicate that they have the capacity, financial ability and knowledge within the market to sustain a commercially viable programme over the entire period of the contract.
LBTH in the past has hosted both single stage music concerts and multi stage festivals. Regardless of the type of event it should be a quality experience with good standards of customer service.
The number of commercial event days will be limited to 10 event days per annum, allowing for 6 event days with an audience capacity between 15 000 – 40 000 and 4 event days with an audience capacity between 5 000 – 14 999 for each year of the contract in 2018, 2019, 2020, 2021 and potentially 2022 including contract extension.
This opportunity is specifically for major events to take place between 1st January — 31st December of each year of the contract. The 10 events can only be held on Friday and Saturdays between 11:00 – 23:00, Sundays 23:00 – 22:30 and Bank Holiday Mondays 11:00 – 22:30. An 20:00 finish on Monday to Thursday unless Monday is a Bank Holiday, provided those days are immediately prior to or immediately after an event weekend. Additionally there can only be 1 consecutive weekend of events.
To be eligible to bid the baseline fee structure must be met as outlines in the specification.
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Contract duration is for 48 Months with the possibility of a 12 Month extension.
The anticipated contract start date is: Monday, 1.1.2018.
The estimated value of the contract is:
Minimum of 302 400 GBP Per Annum.
Maximum of 1 399 982 GBP Per Annum.
II.2.10)Information about variants
II.2.11)Information about options
II.2.13)Information about European Union funds
The Council will require a contract with 1 legal entity. In the event of a consortium bid, the Council will only enter into a contract with a suitable prime partner.
Section III: Legal, economic, financial and technical information
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
III.2.2)Contract performance conditions:
Bid will need to offer to meet or exceed a minimum combined audience capacity of 108 000 at the baseline fee level of 2.80 GBP per head for the first two years of the contract and 3 GBP the following 3 years of the contract period. This will need to be realised within a maximum event period of 5 days each year and not exceed an event audience capacity of 40 000 per day. The offer can reduce the audience capacity if the baseline fee is increased and the same level of fee offer overall can be maintained. The Council will require a bond against damages to the value of 20 000 GBP prior to the first event period. This bond is to be topped up by the successful company before each proceeding event period so that it is maintained at the sum of 20 000 GBP. The winning bidder’s liability is not limited to the value of the bond. The bidder will be required to produce authenticated ticket sales data for advance and on the day ticket purchases for reconciliation against the Baseline Fee capacities.
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.7)Conditions for opening of tenders
Section VI: Complementary information
VI.1)Information about recurrence
The company shall pay the Council the fees 30 days prior to each Event Period and the Final Fee 30 days prior to the final event period for each year of the contract.
Please see section III.2.2) above for information on Baseline fees and see clause 13 of the Contract for a definition of an event period.
Please note, tenders must be priced in Pounds Sterling and all payments under the contract shall be made in Pounds Sterling.
The Council will require a contract with one legal entity. In the event of a consortium bid, the Council will only enter into a contract with a suitable prime partner.
VI.5)Date of dispatch of this notice: