Tender for Pantomime Production Services

Tender for Pantomime Production Services

Newark and Sherwood District Council is seeking a suitably experienced Pantomime Production Company to contract for three seasons at its Palace Theatre (2015/16, 2016/17 and 2017/18).

United Kingdom-Newark: Entertainment services

2014/S 178-314969

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Newark and Sherwood District Council
Kelham Hall, Nottinghamshire
For the attention of: Carys Coulton-Jones
NG23 5QX Newark
UNITED KINGDOM
Telephone: +44 1636655773
E-mail: carys.coultonjones@newark-sherwooddc.gov.uk

Internet address(es):

General address of the contracting authority: www.newark-sherwooddc.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:

Provision of Pantomime Production Services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 26: Recreational, cultural and sporting services
Main site or location of works, place of delivery or of performance: Palace Theatre,
Appletongate,
Newark,
Notts,
NG24 1JY.

NUTS code UKF15

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)

Newark and Sherwood District Council is seeking a suitably experienced Pantomime Production Company to contract for three seasons at its Palace Theatre (2015/16, 2016/17 and 2017/18). At the Council’s sole and exclusive option the Contract Period may be extended by a further 2 separate periods of 12 months.

II.1.6)Common procurement vocabulary (CPV)

9230000092312110

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: yes
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Newark and Sherwood District Council is seeking an experienced professional production company to deliver the annual pantomime for the Palace Theatre Newark. Commencing with the December 2015 season, the contract will be for 3 consecutive years, with the possibility to extend the contract annually for a further 2 years. With audience numbers in excess of 17 000 and gross box office takings of over 190 000 GBP for the last 2 years, a traditional family pantomime is a key part of the theatre’s busy and varied programme and is frequented not only by the theatre’s regular customers but also by a number of local schools. The Council is keen to develop its pantomime audience still further and is looking for a pantomime producer who will engage with the local community and drive this opportunity forwards.

II.2.2)Information about options

Options: yes
Description of these options: The Council envisages letting a 3-year contract for the provision of Pantomime Production Services with the possibility of 2 x 12-month extensions subject to conditions.

II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

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

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: Grounds for mandatory rejection: The Authority is entitled to exclude you from the procurement exercise if your organisation or any directors or partner or any other person who has powers of representation, decision or control have been convicted of any of the following offences:
(a) conspiracy within the meaning of section 1 or 1A of the Criminal Law Act 1977 or article 9 or 9A of the Criminal Attempts and Conspiracy (Northern Ireland) Order 1983 where that conspiracy relates to participation in a criminal organisation as defined in Article 2 of Council Framework Decision 2008/841/JHA;
(b) corruption within the meaning of section 1(2) of the Public Bodies Corrupt Practices Act 1889 or section 1 of the Prevention of Corruption Act 1906; where the offence relates to active corruption;
(c) the offence of bribery, where the offence relates to active corruption;
(ca) bribery within the meaning of section 1 or 6 of the Bribery Act 2010;
(d) fraud, where the offence relates to fraud affecting the European Communities’ financial interests as defined by Article 1 of the Convention on the protection of the financial interests of the European Communities, within the meaning of:
(i) the offence of cheating the Revenue;
(ii) the offence of conspiracy to defraud;
(iii) fraud or theft within the meaning of the Theft Act 1968, the Theft Act (Northern Ireland) 1969, the Theft Act 1978 or the Theft (Northern Ireland) Order 1978;
(iv) fraudulent trading within the meaning of section 458 of the Companies Act 1985, article 451 of the Companies (Northern Ireland) Order 1986 or section 993 of the Companies Act 2006;
(v) fraudulent evasion within the meaning of section 170 of the Customs and Excise Management Act 1979 or section 72 of the Value Added Tax Act 1994;
(vi) an offence in connection with taxation in the European Union within the meaning of section 71 of the Criminal Justice Act 1993;
(vii) destroying, defacing or concealing of documents or procuring the execution of a valuable security within the meaning of section 20 of the Theft Act 1968 or section 19 of the Theft Act (Northern Ireland) 1969;
(viii) fraud within the meaning of section 2, 3 or 4 of the Fraud Act 2006; or
(ix) making, adapting, supplying or offering to supply articles for use in frauds within the meaning of section 7 of the Fraud Act 2006;
(e) money laundering within the meaning of section 340(11) of the Proceeds of Crime Act 2002;
(ea) an offence in connection with the proceeds of criminal conduct within the meaning of section 93A, 93B or 93C of the Criminal Justice Act 1988 or article 45, 46 or 47 of the Proceeds of Crime (Northern Ireland) Order 1996; or
(eb) an offence in connection with the proceeds of drug trafficking within the meaning of section 49, 50 or 51 of the Drug Trafficking Act 1994; or
(f) any other offence within the meaning of Article 45(1) of Directive 2004/18/EC as defined by the national law of any relevant State.
Grounds for discretionary rejection: The Authority is entitled to exclude you from the procurement exercise if any of the following apply but may decide, having considered all the relevant circumstances, to allow you to proceed further:
(a) being an individual is a person in respect of whom a debt relief order has been made or is bankrupt or has had a receiving order or administration order or bankruptcy restrictions order or a debt relief restrictions order made against him or has made any composition or arrangement with or for the benefit of his creditors or has made any conveyance or assignment for the benefit of his creditors or appears unable to pay, or to have no reasonable prospect of being able to pay, a debt within the meaning of section 268 of the Insolvency Act 1986, or article 242 of the Insolvency (Northern Ireland) Order 1989, or in Scotland has granted a trust deed for creditors or become otherwise apparently insolvent, or is the subject of a petition presented for sequestration of his estate, or is the subject of any similar procedure under the law of any other state;
(b) being a partnership constituted under Scots law, has granted a trust deed or become otherwise apparently insolvent, or is the subject of a petition presented for sequestration of its estate; or
(c) being a company or any other entity within the meaning of section 255 of the Enterprise Act 2002 has passed a resolution or is the subject of an order by the court for the company’s winding up otherwise than for the purpose of bona fide reconstruction or amalgamation, or had a receiver, manager or administrator on behalf of a creditor appointed in respect of the company’s business or any part thereof or is the subject of the above procedures or is the subject of any similar procedures under the law of any other state.
If your organisation has been:
(a) been convicted of a criminal offence relating to the conduct of your business or profession;
(b) committed an act of grave misconduct in the course of your business or profession;
(c) failed to fulfil obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which you are established; or
(d) failed to fulfil obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which you are established?
The Authority is also entitled to exclude you in the event that you are guilty of serious misrepresentation in providing any information referred to within regulation 23, 24, 25, 26 or 27 of the Public Contracts Regulations 2006 or you fail to provide any such information requested by us.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Supporting Information to be provided as part of tender submission, including:
a) A copy of the most recent audited accounts for your organisation that cover the last 2 years of trading or for the period that is available if trading for less than 2 years.
b) A statement of the organisation’s turnover, Profit and Loss and cash flow position for the most recent full year of trading (or part year if full year not applicable) and an end period balance sheet, where this information is not available in an audited form at (a).
c) Where (b) cannot be provided, a statement of the organisation’s cash flow forecast for the current year and a bank letter outlining the current cash and credit facility position.
d) If the organisation is a subsidiary of a group, (a) to (c) are required for both the subsidiary and the ultimate parent company. Where a consortium or association is proposed, the information is requested for each member company.
e) A separate statement of the organisation’s turnover that relates directly to the supply of this service for the past 2 years, or for the period the organisation has been trading (if less than 2 years).
A parent company and/or other guarantees of performance and financial standing may be required if considered appropriate as well as confirmation of the organisation’s willingness to arrange for a guarantee or a performance bond. Where the potential provider is dependant financially on a parent company to support its application for this procurement, it must indicate whether a Parent Guarantee is available if requested.
Please note that the Council plans to use credit reports from a credit reference agency (Equifax) as part of wider criteria to assess the economic and financial standing of tenderers.
Minimum level(s) of standards possibly required: Tenderers are advised that the following minimum insurance levels are required:
Employers’ Liability: 10 000 000 GBP.
Public Liability: 10 000 000 GBP.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Supporting Information to be provided as part of tender submission, including:
(1) An indication of the proportion of the contract which the Service Provider intends possibly to subcontract.
(2) A statement of the technicians or technical services available to the candidate to carry out the work under the contract or be involved in the provision of services under the contract, particularly those responsible for quality control, whether or not they are independent of the candidate.
(3) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
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 below

1. Quality and suitability of suggested subject and indicative casting. Weighting 30

2. Value for Money of the deal structure proposed. Weighting 20

3. Experience of Pantomime Production Personnel covering the following: management of pantomime productions; management of “names”; client references; number of productions per annum; geographical spread across the Country. Weighting 20

4. Quality of sample marketing and support materials provided with tender submission: Professional appearance of publicity material (posters/ flyers) and use of Social Media (Facebook/You Tube/Twitter), video clips for use on Council’s in-house systems, Press & PR and competitions activity. Weighting 10

5. Quality and production values of sample pantomime to be viewed as part of the evaluation process. Weighting 20

 

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

no

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: 20.10.2014 – 17:00
Payable documents: no

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

3.11.2014 – 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: 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
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Refer to Section VI.4.2

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Newark and Sherwood District Council will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated by electronic means to tenderers. The standstill notice will include:
(a) the criteria for the award of the contract;
(b) the full reasons for the award decision (including the characteristics and relative advantages of the successful tender);
(c) the identity of the successful tenderer;
(d) the score obtained by the economic operator which is to receive the notice and the score obtained by the economic operator to be awarded the contract, and
(e) when the standstill period is expected to end or the date before which the Council will not enter into the contract.
The purpose of the standstill period referred to above is to allow parties to apply to the Courts to set aside the award decision before the contract is entered into. The Public Procurement (Miscellaneous Amendments) Regulations 2011 require any proceedings to be commenced within 30 days, beginning with the date when the claimants first knew or ought to have known that grounds for starting the proceedings had arisen.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

12.9.2014