Civic Centre Event Catering Concession 2012

UK-Hounslow: catering services

2012/S 38-061762

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Hounslow
The Civic Centre, Lampton Road
For the attention of: Corporate Procurement Unit
TW3 4DN Hounslow
UNITED KINGDOM
Telephone: +44 2085832000
E-mail: procurement@hounslow.gov.uk

Internet address(es):

General address of the contracting authority: www.hounslow.gov.uk

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

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:

Civic Centre Event Catering Concession 2012.

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
Main site or location of works, place of delivery or of performance: Lampton Park Conference Centre, Lampton Road, Hounslow, TW3 4DN.
NUTS code UKI23

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)

The London Borough of Hounslow is looking for experienced event caterers who are interested in being included on a list of approved caterers for persons hiring the Civic Centre for functions and events.
The Civic Centre is capable of holding up to around 750 people for wedding receptions or conferences depending on the seating arrangement.
There are kitchen and bar facilities in the venue, which could be used by the caterer, but it is anticipated that, in the main, food will be prepared offsite.
The application process will include an inspection of the caterer’s premises as well as production of references.
Approved companies will need to pay a licence fee per annum (at the moment, the London Borough of Hounslow envisages that fee as being £2k per annum – the exact figure will be confirmed within the tender documents) and a concession payment to the London Borough of Hounslow (the London Borough of Hounslow envisages that it will invite bids in relation to the percentage – again, more full details will be provided in the tender documents).
At this stage, the London Borough of Hounslow proposes to offer up to six (6) concessions, let on a rolling, annual basis, up to a maximum of five (5) years.

II.1.6)Common procurement vocabulary (CPV)

55520000, 55523000, 55321000, 55322000, 55400000, 55300000, 55320000

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

The contract is covered by the Government Procurement Agreement (GPA): no

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:

Estimated value excluding VAT: 1 500 000,00 GBP

II.2.2)Information about options

Options: yes
Description of these options: Three (3) year period with options, exercisable by the Council on giving notice, to extend for two (2) periods of one (1) year.
Provisional timetable for recourse to these options:
in months: 30 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 36 (from the award of the contract)

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

Duration in months: 60 (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 contracting authority reserves the right to require deposits, guarantees, bonds or other forms of appropriate security. The contracting authority will require direct agreements from principal service providers, supported, where appropriate, by parent company guarantees. Full details will be provided in the application documents.

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

As per the application documents.

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

Grouped or consortia bidders will be required to be jointly and severally liable to the contracting authority. The contracting authority reserves the right to require a separate SPV to be formed prior to entering into a contract.

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 per the application documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As per the application documents.

III.2.3)Technical capacity

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

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:

CPU/Event Catering Concession/2012

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

Other previous publications

Notice number in the OJEU: 2011/S 187-305927 of 29.11.2011

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: 7.3.2012 – 12:00
Payable documents: no

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

21.3.2012 – 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

This is a recurrent procurement: no

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 London Borough of Hounslow notes that this contract, as a services concession, is wholly outside the Public Contracts Regulations 2006. The tendering procedure to be followed, which will be set out in the application documents, will reflect that.
In relation to the potential value, up to a maximum of £1.5m is possible, however the exact sum will depend upon take up of a given offering by those utilising the service. Accordingly the London Borough of Hounslow is not in a position to offer any kind of guarantee as to the figure.
In relation to the potential duration, up to five (5) years on a rolling basis is possible, annually renewed at the request of the London Borough of Hounslow.
Expressions of Interest must be made by email to procurement@hounslow.gov.uk by 12 noon on 7.3.2012. Any questions or queries should be made by e-mail to: procurement@hounslow.gov.uk to be received no later than Wednesday 14.3.2012 to enable responses to be returned prior to the receipt of tenders closing date of 12noon Wednesday 21.3.2012.

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:22.2.2012