Light Catering Services Tender for Southampton City Council

Light Catering Services Tender for Southampton City Council

To provide Light Refreshment and Ancillary Services at various parks and open spaces within Southampton. Operators will be required to propose a suitable service and to tender for the right of operation within the Council premises and on Council land.

United Kingdom-Southampton: Catering services

2014/S 049-081838

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Southampton City Council
Procurement Services, 1st Floor, One Guildhall Square
Contact point(s): www.southampton.gov.uk/supplysouthampton
For the attention of: Elina Townsend
SO14 7FP Southampton
UNITED KINGDOM
Telephone: +44 2380833997
E-mail: elina.townsend@southampton.gov.uk

Internet address(es):

General address of the contracting authority: www.southampton.gov.uk/supplysouthampton

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
Public order and safety
Environment
Housing and community amenities
Social protection
Recreation, culture and religion
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:

Light Refreshments and Ancillary Services Concession.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: UK-Southampton.
NUTS code UKJ32

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)

To provide Light Refreshment and Ancillary Services at various parks and open spaces within Southampton. Operators will be required to propose a suitable service and to tender for the right of operation within the Council premises and on Council land.
The Council classifies this contract as a services concession contract in respect of Part B services. As such the Council does not need to advertise this contract in the Official Journal. However, this contact is to be awarded adopting the spirit of the Public Procurement Regime. This notice is issued so as to increase competition and so that the procurement process is conducted in an open and fair manner. The submission of this notice is not an indication that the Council considers the Public Contracts Regulations 2006 (as amended) to apply to the procurement process, save for Regulation 46, and accordingly the Council shall not be restricted to those Regulations other than Regulation 46.
II.1.6)Common procurement vocabulary (CPV)

55520000, 55523000

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: yes
Tenders may be submitted for all lots
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:

Lot 1 requires experienced mobile catering operators to operate within various specified parks and open spaces, providing light refreshments and a range of healthy options. Within Lot 1 there are eight sites available, three sites will be let as one contract (as detailed within ITT documentation). The Council will award contract(s) to one or more providers depending on site(s) tendererd for by the supplier(s).
Lot 2 requires a provision of catering and activities at Weston Shore (B) with a focus on bringing this currently underused area back into regular use for the public. Weston Shore Pitch and Putt area has been out of service for the past 2 years; this area has not been maintained however, the greens are still apparent.
The contract duration as set out, includes an optional 24 month extension, which will be at the council’s sole discretion.
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: 84 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Light Refreshments and Ancillary Services – Various Sites

1)Short description

To provide a light refreshment mobile service at various sites as set out within the Southampton City boundary, as as set out within the tender documentation.
2)Common procurement vocabulary (CPV)

55522000

3)Quantity or scope

This is a services concession whereby the operator(s) will pay Southampton City Council a fee for the opportunity to operate at agreed sites. Within Lot 1 there are eight sites available, three sites will be let as one contract (as detailed within ITT documentation). The Council will award contract(s) to one or more providers depending on site(s) tendererd for by the supplier(s).
4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)
5)Additional information about lots

The Contracting Authority undertakes to use reasonable endeavours to hold confidential any information provided in the proposal submitted, subject to the Contracting Authority’s obligations under law, including the Freedom of Information Act 2000. If the applicant considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Contracting Authority will then consider the sensitivity statement before replying to any request received under the Freedom of Information Act 2000.
Tender documents or notice of non-acceptance, as appropriate, will be sent to all applicants.
When executing the contract within the United Kingdom, the successful supplier(s) will be required to comply with the recommendations of the Code of Practice for Employment, published by the Equalities and Human Rights Commission. The supplier(s) will also be required to comply with the requirements of the Disability Discrimination Act 1995. Further information on the Contracting Authority’s requirements on the aforementioned will be included in the invitation to tender documents. Supplier(s) Instructions How to Express Interest in this Tender~:1. Register on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://southampton.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click “continue” – Enter your correct business and user details – Note the username you chose and click “Save” when complete – You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender – Login to the portal with the username/password – Click the “PQQs / ITTs Open To All Suppliers” link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the “Express Interest” button at the top of the page. – This will move the PQQ /ITT into your “My PQQs/ My ITTs” page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking “Buyer Attachments” in the “PQQ/ ITT Details” box 3. Responding to the tender – Click “My Response” under “PQQ/ ITT Details”, you can choose to “Create Response” or to “Decline to Respond” (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then submit your reply using the “Submit Response” button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
The number of firms to be invited to tender indicated in section IV.1.2 is the estimated minimum per Lot.

Lot No: 2 Lot title: Light Refreshments and Ancillary Services on Weston Shore (B)

1)Short description

To provide a light refreshment and recreational service on Weston Shore former pitch and putt site, as identified within the drawings as set out within the tender documentation.
2)Common procurement vocabulary (CPV)

55520000, 92620000

3)Quantity or scope

As defined within the ITT and specification.
4)Indication about different date for duration of contract or starting/completion

Duration in months: 84 (from the award of the contract)
5)Additional information about lots

The Contracting Authority undertakes to use reasonable endeavours to hold confidential any information provided in the proposal submitted, subject to the Contracting Authority’s obligations under law, including the Freedom of Information Act 2000. If the applicant considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Contracting Authority will then consider the sensitivity statement before replying to any request received under the Freedom of Information Act 2000.
Tender documents or notice of non-acceptance, as appropriate, will be sent to all applicants.
When executing the contract within the United Kingdom, the successful supplier will be required to comply with the recommendations of the Code of Practice for Employment, published by the Equalities and Human Rights Commission. The suppliers will also be required to comply with the requirements of the Disability Discrimination Act 1995. Further information on the Contracting Authority’s requirements on the aforementioned will be included in the invitation to tender documents. Suppliers Instructions How to Express Interest in this Tender~:1. Register on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://southampton.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click “continue” – Enter your correct business and user details – Note the username you chose and click “Save” when complete – You will shortly receive an email with your unique password (please keep this secure) 2. Express an Interest in the tender – Login to the portal with the username/password – Click the “PQQs / ITTs Open To All Suppliers” link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the “Express Interest” button at the top of the page. – This will move the PQQ /ITT into your “My PQQs/ My ITTs” page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking “Buyer Attachments” in the “PQQ/ ITT Details” box 3. Responding to the tender – Click “My Response” under “PQQ/ ITT Details”, you can choose to “Create Response” or to “Decline to Respond” (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then submit your reply using the “Submit Response” button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
The number of firms to be invited to tender indicated in section IV.1.2 is the estimated minimum per Lot.

Section III: Legal, economic, financial and technical information

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

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

As defined within 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:

Partnership, limited company, prime contractor, limited liability partnership.
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: Any supplier may be disqualified who: (a) is in circumstances such that any of the personal situations set out in Article 45 of Directive 2004/18/EC apply to the economic operator; or (b) has been or is subject to legal proceedings (civil or criminal) under Race Relations, Sex Discrimination (including victimisation), Disability Discrimination legislation, awards, judgments, convictions (spent or exempt) or similar in the country he is established or in the country of the contracting authority.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: See Sections IV.1.2 and VI.3 below.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See Sections IV.1.2 and VI.3 below.
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

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:

EC09/01/2210
IV.3.2)Previous publication(s) concerning the same contract

no
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

4.4.2014 – 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

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 2019
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

Suppliers Instructions How to Express Interest in this Tender~:1. Register your company on the eSourcing portal (this is only required once) – Browse to the eSourcing Portal: https://southampton.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click “continue” – Enter your correct business and user details – Note the username you chose and click “Save” when complete – You will shortly receive an email with your unique password (keep this secure) 2. Express an Interest in the tender – Login to the portal with the username/password – Click the “ITTs Open To All Suppliers” link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant ITT to access the content – Click the “Express Interest” button in the “Actions” box on the left-hand side of the page – This will move the ITT into your “My ITTs” page. (This is a secure area reserved for your projects only) – You can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box 3. Responding to the tender – You can now choose to “Reply” or “Reject” (please give a reason if rejecting) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the ITT – There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then publish your reply using the publish button in the “Actions” box on the left-hand side of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

The Contracting Authority undertakes to use reasonable endeavours to hold confidential any information provided in the proposal submitted, subject to the Contracting Authority’s obligations under law, including the Freedom of Information Act 2000. If the applicant considers that any of the information submitted in the proposal should not be disclosed because of its sensitivity then this should be stated with the reason for considering it sensitive. The Contracting Authority will then consider the sensitivity statement before replying to any request received under the Freedom of Information Act 2000.
When executing the contract within the United Kingdom, the successful supplier will be required to comply with the recommendations of the Code of Practice for Employment, published by the Equalities and Human Rights Commission. The suppliers will also be required to comply with the requirements of the Disability Discrimination Act 1995. Further information on the Contracting Authority’s requirements on the aforementioned will be included in the invitation to tender documents.

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:

6.3.2014