Film Location Service Concession Contract

Film Location Service Concession Contract

. The London Borough of Tower Hamlets (LBTH) is inviting submission of proposals to operate a one stop shop Film Location Service in the borough, on a concession basis.

United Kingdom-London: Motion picture and video services

2013/S 156-272482

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, 5 Clove Crescent
For the attention of: Julie Harmer
E14 2BG London
Telephone: +44 2073644044

Internet address(es):

General address of the contracting authority:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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:

CLC4418 Film Location Service Concession Contract.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 27: Other services
NUTS code UKI12

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)

Motion picture and video services. Radio and television services. The London Borough of Tower Hamlets (LBTH) is inviting submission of proposals to operate a one stop shop Film Location Service in the borough, on a concession basis. The period of the contract is for 3 years from January 2014 to end of December 2016, with a possible 12 + 12 month further extension. LBTH is looking for a suitably qualified company to manage all aspects of a film location service.
The Main objectives of a film service are:
— To be the first point of contact for the Council for filming and photography.
— To promote the borough and its assets for filming purposes.
— Maximise the financial return to the council whilst minimising disruption for local residents and business.
— Effectively monitor all filming activity in the borough and keep clear records.
The organisation will be expected to:
— A one stop shop for all locations enquires regarding filming and photography for any purposes.
— Secure all permissions and issue licences to service users as necessary.
— Provide budget management, accounting, cash security, payment of all suppliers, receipt of all incomes.
— Arrange and attend all multi-agency planning meetings as might be relevant to manage the service.
— Ensure all service users comply with relevant health and safety legislation and have all necessary permissions and insurances compliant with filming activity.
The organisation must be able to demonstrate that they have suitable knowledge and experience of delivering a Film Location Service 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 service over the period of the contract.
II.1.6)Common procurement vocabulary (CPV)

92100000, 92200000

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:

This contract is let for a period of 3 years with the option to extend for 1 year plus 1 further year. Estimated annual turnover of the contract is GBP 200 000. The contract is expected to begin in January 2014 to December 2016 with the possibilities of extending to December 2017 and then a further extension to December 2018.
If all options for extension are actioned the estimated turnover will be GBP 1 000 000.
Estimated value excluding VAT: 600 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

This contract is Let on Concession basis. The successful company will pay the council the percentage of the Budget Surplus as proposed in the tender. This will be invoiced for every quarter within 20 days of receipt of quarterly figures.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

This contract will be let to a sole operator only.
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
Information on the London Filming Partnership and The London Code of Practice can be found here

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if requirements are met:
Economic and Financial capacity must be met as outlined in the Capability and Capacity Questionnaire – Appendix G.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Provision of Method Statement in Schedule 3.
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

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:

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

24.9.2013 – 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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds
VI.3)Additional information

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
Please note;
The CPV codes used within this advert are the nearest we could find to cover our location, there doesn’t appear to be a code that accurately describes our requirement.
LB Tower Hamlets is looking to appoint a supplier who can manage the Film Location Service on behalf of our organisation. Film companies regularly approach the council to use our unique locations as a ‘backdrop’ to their productions.
To view this notice, please click here:

GO Reference: GO-201389-PRO-5026160

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

London Borough of Tower Hamlets
Mulberry Place, Town Hall, 5 Clove Crescent
E14 2BG London
Telephone: +44 2073644044

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:9.8.2013