1

Invitation to tender

For Bar Concession at Mansfield’s Party on the Market

Sunday 9th July 2017

Closing date: Wednesday 31st May 2017 @ 16.00hrs

Contents

Pg3. Event Overview

Pg4. Procurement process and timetable

Pg5. Tender Selection Process

Pg7. Conditions of Tender Contract

Pg8. Application form

Pg9. Submitting Tender contact details

Event Over view

Mansfield Party on the Market 2017 is a new event establishedthrough a need to install further civic pride to members of the public andremind them all things that are great about Mansfield Town centre. The aim is to come together to celebrate this at an annual celebration event in the Market. We will particularly showcase why Mansfield has been awarded the purple flag and to bridge that gap between the day time and evening businesses

The steering group is made up of local businesses and volunteers, led by Mansfield BID with support and partnership of Mansfield District Council and The Four Seasons Shopping centre.Sponsorshippackages have also been distributed with various options available and we are receiving interest in these packages

The event will take place on Sunday 9th July and will consist mainly of a stage show that incorporates 3 tribute acts and 1 headline act which are yet to be announced. An artisan food alley will also be on site along with family activities and a picnic area. The event will take place from 2pm through to 8pm in the evening

As this is the first year of the event expected numbers are 3000 to 4000. Our expected demographics are mixed in all respects from ages, gender, socio economic group and ethnic background. The overall feel for the event is aimed at a family atmosphere.

Scope of Requirement

A contactor is sought to supply, run and manage Mansfield’s Party on the Market main bar. The concessionaire is required to apply for a temporary events notice (TENS) and to act as Designated Premises Supervisor for the TEN’s licence.

Contractors wishing to tender should provide a proposal document, which outlines how you plan to deliver the requirements laid out on assessment 2

You should also submit a fee quotation on the application form taking in to account the re -charges passed back to the winning contractor. The re-charged fees passed back to the contractor will be £1,200 for the Marquee and security

A 7m x 15m Marquee will be available for the bar area – however one area of this will be reserved for a standalone prosecco bar provider (not part of this tender)

2 x SIA guards will be located on the entrance of the Marquee area and can refuse entry and exclude people where they see fit. No alcohol beverages will be permitted to be taken from the marquee area or consumed elsewhere at the event

Access to the event radio system will be given to the DPO and security

Procurement Process and Timetable

Process

The process is an Open Tender, meaning that we accept tenders from any applicant. However we are allowing Town Centre businesses first refusal

All bids received will be evaluated in accordance with the process described below

All bidders will be notified of the outcome as below

The successful bidder will be sent a copy of a contract and instructions for contract completion. There is no binding agreement until the tender contract is signed and dated

Timetable

The timetable below sets out the key dates in the procurement process

Deadline for asking questions about the tender:Friday 26th May 2017

Closing date for submission:Wednesday 31st May 2017 @ 16.00hrs

Completion of evaluation and moderation:Wednesday 7th June 2017

Contractor informed:Thursday 8th June 2017

Tender Process Selection Process

Evaluation of offers will be carried out by the Mansfield BID Chief Executive. The Mansfield BID finance group will approve the final award offer.

Assessment 1

Please indicate if you pass of fail by ringing the appropriate response:

All bidders will need to pass the below criteria to progress to assessment 2.

Compliance with tendering procedure / Tenders must follow timeline above and submit full paperwork, fully completed and signed / Pass / Fail
Financial Stability / Evidence of financial stability over the next 12 months / Pass / Fail
Insurance / Tenderers must have minimum levels of insurance for / or willing to increase if successful :
-£200,000Public Liability
-£5 Million Employers liability / Pass / Fail
Experience / References / Tenderers must have evidence of a record of delivering similar services / Pass/ Fail
Health and Safety / Tenderers are required o demonstrate their approach to H&S mattes by providing a copy of their H&S policy statement / Pass / Fail

Assessment 2

The following method statements need to be answered in full on an attached sheet. The weighting show’s how each question will be scored by the panel in terms of importance.

Product / Weighting
Please list all products / ranges / brands that you would have for sale / 11
Bar Prices
Please state that prices for each of your products, including all your measures / 10
Staffing
Please indicate how you would ensure that suitability experienced and competent staff would be deployed at the event at all levels of operation / 2
Please detail the number of staff that would be deployed during the event / 2
Please describe your approach to the appearance of your bar staff in terms of uniform / 1
Environmental Issues
Please detail how you propose to operate andmanage the system of using and reusing plastic glasses / 3
Please detail how you will approach other environmentalissues such as hygiene and removal of rubbish / 3
Operation
Please detail what you will bring to run the bar area from e.g. tables, install a bar etc. / 2
Please detail how you will ensure a high level of customer service / 3
Please detail how you will ensure you do not run out of products / 2
Please detail how you will ensure effective communication with staff / 3
Please detail how you will manage queuing, manner in whichcustomers are served first, dispensing of drinks and cash procedures / 1
Time frame and Risk Management
Please provide a copy of your risk assessment and timeline of set up times and delivery if equipment / 3

Please submit a response commentary to the above questions on a separate page and attach to the tender document

Conditions of Tender contract

  1. Contractor to act as Designated Premises Supervisor for the hours of set up and operating duration
  2. To adhere to all information submitted as part of tender including any risk assessments and pricing tariff submitted
  3. To use rigid plastic glasses for all beverages only
  4. Re-Chargeablecosts to the contractor are £1,200 to cover the marquee installation and security
  5. A TENS notice will be applied for by the contractor
  6. A proof of age policy must be adopted, maintained and implemented
  7. No more than 490 people will be permitted in to the marquee at any one time (including all staff on site)
  8. The DPO with at least one other staff member shall be on site at all time throughout the duration of the event
  9. Prosecco shall not be served as part of this tender process
  10. The DPO will liaise with the event manager and the SIA guards during the duration of the event and be accessible via the event radio link
  11. No £1 offers or shots will be sold
  12. No alcoholic drinks to be sold below £2.00
  13. Spirits to be sold in a single 25ml measure only
  14. All drinks to be sold from the bar only
  15. A good selection of soft drinks to also be on offer
  16. Bins will be sitedwithin the marquee area and all glasses removed as soon as empty
  17. The DPO will attend a prior event briefing the morning of the event and if so needed prior to the event day
  18. The bar will open for sales from 2.00pm on the event day and conclude all sales at 8.00pm

We reserve the right to add additional condition should the event safety advisory group see fit

Application Form to Tender for Party on the Market

Please complete this section fully and sign carefully

Unconditional and irrevocable offer the Mansfield’s Party on the Market

Having read the invitation to tender:

  1. We offer to perform the services specified and to complete in accordance with all stated conditions and contract and our Tender for the sum of:

£______

  1. We Confirm that if our Tender is accepted we will, upon demand:
  • Produce evidence that all relevant insurances and compliance certificates
  • Adhere to all stated conditions
  • Sign a formal contract
  • Agree to re charged costs for Marquee and security as stated in Tender document
  1. We certify that this is a bona fide Tender, intended to be competitive and that we have not:
  • Fixed the amount of the tender
  • Communicated to anyone other than Mansfield BID
  • Canvassed or solicited any member, officer or other member of the ‘Party on the Market’steering group
  • Hired a third party to complete the tender

Signed: ______Name: ______

Position: ______

Business Name: ______

Business Address: ______

______

I have completed:

  • Assessment 1. Yes No
  • I have included information to answer Assessment 2 Yes No
  • I have completed and signed the tender form Yes No

Submitting your tender

Your total tender submission must be delivered to:

Sarah Nelson

Mansfield BID

2nd Floor, Clumber House

1-7 Clumber St

Mansfield

NG18 1NU

The closing date for the submission of your tender is 16.00hrs on Wednesday 31st May 2017

Tenders submitted after the time and date shown will be rejected

Tenders may be submitted by email to

If you require any further information please contactSarah on the above email or 01623 635675