Catering and Conferencing Tender Sussex

Catering and Conferencing Tender Sussex

The University of Sussex is seeking a contract partner to operate its catering and conferencing services on its campus at Falmer, Brighton. These services are currently provided in-house.

UK-Brighton: canteen and catering services

2012/S 91-150778

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

University of Sussex
Procurement Office, Hastings Building, Falmer
For the attention of: Mr S Cole, Head of Procurement
BN1 9RJ Brighton
UNITED KINGDOM
Telephone: +44 1273678143
E-mail: tenders@sussex.ac.uk
Fax: +44 1273877164

Internet address(es):

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

Address of the buyer profile: http://www.sussex.ac.uk/procurement/

Electronic access to information: https://in-tendhost.co.uk/universityofsussex/

Electronic submission of tenders and requests to participate: https://in-tendhost.co.uk/universityofsussex/

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:

Outsourcing of Catering and Conferencing Services.
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 UKJ

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)

Canteen and catering services. Hotel meeting and conference services. The University of Sussex is seeking a contract partner to operate its catering and conferencing services on its campus at Falmer, Brighton. These services are currently provided in-house.
II.1.6)Common procurement vocabulary (CPV)

55500000, 55120000

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: no
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 catering and conferencing services to be outsourced by the University of Sussex to a contract partner are located on the Falmer Campus. These are currently managed in house and include, but are not limited to, the following:
Catering:
Eat Central (Bramber House, ground floor).
Dine Central (Bramber House, first floor).
Arts Piazza (Arts A building).
The Bridge Cafe (Pevensey ll building).
Chichester Cafe (Chichester 1) building.
The Dhaba Cafe.
Doctors Orders (Medical School).
The Library Cafe (The Library).
Falmer Sports Complex Bar.
There will be a requirement to keep some of the catering outlets open during non term time. Five of the cafes and restaurants hold silver and gold Healthy Choice awards.
There are a small number of additional catering and bar facilities located on campus. These are operated by third parties including the Students Union, and are excluded from the scope of the contract. Student residential halls are all self catering.
Conferencing:
A self contained conference centre is located on the top floor of the Bramber building. The Conference Centre has recently been refurbished and offers a selection of flexible rooms, decked terraces, and scenic views. The Conference Centre is available for internal and external commercial use.
Rooms can be configured according to needs but the following provides an indication of the space and capacity available.
Terrace Room 200 Theatre Style.
Gallery Room 1 150 Theatre Style.
Gallery Room 2 50 Theatre Style.
Gallery Rooms 1 & 2 combined 250 Theatre Style.
Boardroom 20 Theatre Style.
Meeting Rooms 1, 2, 3 & 4 (each) 15 Theatre Style.
Meeting Rooms 1, 2, 3 & 4 (combined) 30 Theatre Style.
Whilst managing of the Conference Centre will be fully outsourced including responsibility for bookings, managing revenue and costs, and providing hospitality services, there are some support services which will remain outside of the scope of the contract. This includes the supply of IT and Audio Visual provision at the Centre.
A newly refurbished central kitchen is located in the Bramber building. The central kitchen services the Conference Centre, and other hospitality requirements around the Falmer campus.
Vending services are excluded from the scope of the contract. The University intends to continue managing this service in house.
The University has plans to construct additional residences that may include social space on site during the likely term of the Catering and Conferencing contract. These additional facilities may have the potential to provide additional catering services. As such there are likely to be some changes to the scope of the contract during its term. Commercial and legal arrangements will reflect this possibility.
Due to the University’s VAT status and the treatment of VAT in the Higher Education Sector, the Service contract will have to be carefully structured to avoid creating additional VAT liabilities where none currently exist. Thus VAT structuring will be a key consideration in the commercial and legal arrangements between the University and the service providers.
The current income (2011–2012) from catering is in the region of 2 200 000 GBP per annum.
The current income (2011-2012) from conferencing is in the region of 1 300 000 GBP per annum.
The University of Sussex has over 12 000 students, of which over 3 000 are post graduates. The University is planning to expand with student numbers rising to 15 000 in the shorter term and up to 20 000 in the longer term.
The undergraduate academic year runs for 39 weeks. The postgraduate academic years runs for 50 weeks.
It is anticipated that the contract term is likely to be an initial 5-7 years before a break provision, with scope for extension to 10 years. For the purposes of this Notice the contract duration has been entered as 10 years and this may be the subject of dialogue with bidders.
Estimated value excluding VAT:
Range: between 30 000 000 and 50 000 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

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

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

The University reserves the right to request deposits, guarantees or other forms of security. Further details will be provided in the tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Further details will be provided in the tender documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Requests to participate may be submitted by a single candidate or a grouping of economic operators (consortia). In the event of a successful consortium bid, the University may specify that the consortium takes a particular legal form and/or require that a single consortium member takes primary liability or that each member contracts on the basis of joint and several liability irrespective of the legal form adopted.
III.1.4)Other particular conditions
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 stated in the PQQ documents.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As stated in the PQQ documents.
Minimum level(s) of standards possibly required: As stated in the PQQ documents.
III.2.3)Technical capacity

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

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

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

Envisaged minimum number 3: and maximum number 10
Objective criteria for choosing the limited number of candidates: As stated in the PQQ documents.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

11.6.2012 – 12:00
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 tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

PQQ documentation may be obtained by registering at the University’s tendering web portal at the following website: https://in-tendhost.co.uk/universityofsussex/ GO Reference: GO-201259-PRO-3910673.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

High Court Royal Courts of Justice
The Strand
WC2A 2LL London
UNITED KINGDOM

Body responsible for mediation procedures

Not applicable
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The University will enter into this contract following aminimum 10 day calendar day standstill period starting on the day after this notice is published in the OfficialJournal of the European Union.
The Public Contracts Regulations 2006 (SI 2006/5) (as amended) provide for aggrieved parties who have been harmed or who are at risk of harm by a breach of the Regulations to bring proceedings in the High Court. Any such action should generally be brought within 30 days starting with the date on which grounds for starting the proceedings first arose.
VI.4.3)Service from which information about the lodging of appeals may be obtained

High Court Royal Courts of Justice
UNITED KINGDOM

VI.5)Date of dispatch of this notice:9.5.2012