Venue and Event Management Services

Venue and Event Management Services

The Council wish to let a concession to a suitably experienced company under which the concessionaire will benefit from an exclusive arrangement to deliver venue and event management services, with related catering and hospitality at the newly refurbished grade 2 listed Town Hall in the centre of Chester.

UK-Chester: recreational, cultural and sporting services

2012/S 99-165287

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Cheshire West and Chester
Procurement, HQ, 58 Nicholas Street
For the attention of: Miss Claire Booth
CH1 2NP Chester
UNITED KINGDOM
Telephone: +44 1244972764
E-mail: claire.booth@cheshirewestandchester.gov.uk

Further information can be obtained from: The Chest – eTendering Portal
Internet address: www.the-chest.org.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The Chest- eTendering Portal
Internet address: www.the-chest.org.uk

Tenders or requests to participate must be sent to: The Chest- eTender Portal
Internet address: www.the-chest.org.uk

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:

Event and venue management of Chester Town Hall.
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: Chester Town Hall.
Chester.
England.
United Kingdom.
NUTS code UKD22

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 Council wish to let a concession to a suitably experienced company under which the concessionaire will benefit from an exclusive arrangement to deliver venue and event management services, with related catering and hospitality at the newly refurbished grade 2 listed Town Hall in the centre of Chester. Under this agreement, which shall be for an initial term of 5 years with an option to extend for 3 further years, the Concessionaire will promote the Town Hall for use as a high quality venue for a wide range of civic, cultural and social events and functions. The Concessionaire will manage and promote the facilities including administer bookings, facility preparation / porterage and housekeeping, security and cleaning and all staffing requirements. A key function will also be the provision of a range of high quality catering and hospitality services to events and functions including food and beverage sales.
II.1.6)Common procurement vocabulary (CPV)

92000000, 15000000, 55000000

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:

The Council wish to let a concession to a suitably experienced company under which the concessionaire will benefit from an exclusive arrangement to deliver venue and event management services, with related catering and hospitality at the newly refurbished grade 2 listed Town Hall in the centre of Chester. Under this agreement, which shall be for an initial term of 5 years with an option to extend for 3 further years, the Concessionaire will promote the Town Hall for use as a high quality venue for a wide range of civic, cultural and social events and functions. The Concessionaire will manage and promote the facilities including administer bookings, facility preparation / porterage and housekeeping, security and cleaning and all staffing requirements. A key function will also be the provision of a range of high quality catering and hospitality services to events and functions including food and beverage sales.
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: 96 (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:

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

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

See tender documentation.
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

Information and formalities necessary for evaluating if the requirements are met: Any supplier may be disqualified who:
(a) Is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) Is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) Has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) Has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) Has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) Has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) Is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) Has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) Has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) Has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) Has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information of these turnovers is available.
Information and formalities necessary for evaluating if requirements are met:
See tender documentation.
Minimum level(s) of standards possibly required: See tender documentation.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
See tender documentation.
Minimum level(s) of standards possibly required:
See tender documentation.
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: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 5
Objective criteria for choosing the limited number of candidates: We envisage inviting a minimum of 5 operators to tender stage.
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

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: 7.6.2012 – 10:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

8.6.2012 – 10:00
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

Date: 8.6.2012 – 10:15

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 96 months
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

See tender documentation.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
WC2A 2LL London
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with the Public Contract Regulations 2006 (as amended) (the regulations) the Council will operate a standill period of not less than 10 days between notifying contractors of its intention to award the contract and the award of the contract.
Any appeal during this period shall be addressed to:
The Head of Legal and Democratic Services, 58 Nicholas St, Chester CH1 2NP, UNITED KINGDOM.
If the appeal is not successfully resolved contractors may commence legal action for breach of duty in the High Court in accordance with Regulation 47, within 30 days of the date when grounds for stating proceedings first arose.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:24.5.2012