Event Services for London Borough of Tower Hamlets

Event Services for London Borough of Tower Hamlets

The London Borough of Tower Hamlets (LBTH) is inviting submission of proposals to operate commercial events in Victoria Park London E3, on a concession basis.

UK-London: Event services

2013/S 088-149825

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Tower Hamlets
Mulberry Place, 3rd Floor, 5 Clove Crescent
For the attention of: Julie Harmer
E14 2BG London
Telephone: +44 2073644044
E-mail: julie.harmer@towerhamlets.gov.uk

Internet address(es):

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

Electronic access to information: http://www.towerhamlets.gov.uk/lgsl/801-850/828_tenders_and_contracts/tender_opportunities.aspx

Electronic submission of tenders and requests to participate: https://www.londontenders.org/procontract/supplier.nsf/frm_home?openForm

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

CLC4428 Victoria Park Commercial Events Concession
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 26: Recreational, cultural and sporting services

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

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with a single operator
Duration of the framework agreement

Duration in months: 48
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 660 000 and 1 980 000 GBP

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

Event services. Cultural event organisation services. Miscellaneous business and business-related services. The London Borough of Tower Hamlets (LBTH) is inviting submission of proposals to operate commercial events in Victoria Park London E3, on a concession basis. The period of the contract is for 3 years from 1.2014 to end of 12.2016, 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 of all attractions, traders, suppliers, sub-contractors;
– Organise all logistical and operational matters to do with the event, including the management of health & safety and environmental protection on site;
– Arrange and 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 carrying out all stakeholder consultations, with the reasonable assistance of LBTH;
– Provide budget management, accounting, cash security, payment of all 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 consistant track record. Additionally, they must indicate they have the capacity, financial ability and knowledge within the market to sustain a commercially viable programme over the period of the contract.
II.1.6)Common procurement vocabulary (CPV)

79952000, 79952100, 79900000

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

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

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:

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 six event days with an audience capacity between 15 000-40 000 and four event days with an audience capacity between 5 000-15 000 for each year of the contract in 2014, 2015, 2016 and 2017 including contract extension.
This opportunity is specifically for major events to take place between the 1.4 – 31.12 of each contractual year. The 10 events can only be held on Friday and Saturdays between 11am-11pm, Sundays 11am-10:30pm and Bank Holiday Mondays 11am – 10:30pm, addititionally additionally there can only be one consecutive weekend of events.
To be eligible to bid the baseline fee structure must be met as outlined in the specification.
Estimated value excluding VAT:
Range: between 660 000 and 1 980 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Starting 2.1.2014. Completion 31.12.2017

Section III: Legal, economic, financial and technical information

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

The Council requires that the successful company provides 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 successful company’s liability is not limited to the value of the bond.
See section 1.1.14 of the Concession Agreement for a definition of an Event Period.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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.
See section 7.2 of the specification for further information on Baseline fees and see section 1.1.14 of the Contract for a definition of an Event Period.
Tenders must be priced in pounds sterling and all payments under the contract shall be made in pounds sterling.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

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 contractor.
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
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Provision of Economic and Financial Standing as outlined in Appendix F section C.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Provision of Method Statement appendix G.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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

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:

CLC4428 Victoria Park Commercial Events Concession
IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

28.6.2013 – 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

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

until: 22.9.2013
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

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

To view this notice, please click here:

GO Reference: GO-201352-PRO-4776455

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:2.5.2013