Tender for Catering Franchise at Brooke Park – The Gwyn Pavilion
T ENV15-04
Invitation Document
Derry City & Strabane District Council
Council Offices
98 Strand Road
Derry
BT48 7NN
Email:
Web: www.derrystrabane.com
Table of Contents
Contents 2
Introduction & Scope of Works 3
Instructions to Tenderers 11
Evaluation / Award Criteria 19
Form of Tender 25
Form of Assurance 26
Collusive Tendering Certificate 27
Declaration of Commitment to
Promoting Equality of Opportunity 28
Fair Employment Declaration 30
Statement Relating To Good Standing 31
Freedom of Information 34
Non Submittal Form 35
Appendences 36
Appendix 1: Brooke Park Masterplan
Appendix 2: Gwyn’s pavilion, plans and elevations
Appendix 3: Catering Agreement
Introduction & Scope of Works
1. Introduction
Derry City & Strabane District Council invites tenders from experienced and competent service providers to apply for the catering franchise at The Gwyn Pavilion; Brooke Park (hereinafter called the ‘Pavilion’). The regenerated Brooke Park is due to open to the public early summer 2016.
Council invites tenders for the provision of Cafe Operation for a period of two years with an option to renew for a further two years. The details regarding the option to renew the licence for a further two years are provided in Appendix 3, Catering Agreement, Section 8.
As part of the tender process, tenders will be required to present a fixed yearly rental proposal for the 2 year contract period. As part of the determination of tenderers, Council may seek the advice of the Land & Property Services (LPS) in terms of it representing value for money set against current market rates.
2 Background
The Regeneration of Brooke Park is a key element component in the regeneration of physical, social and economic regeneration of Derry City. It is estimated that there are currently over 125,000 journeys per annum through the park based on 2012 figures. These figures were taken from automated footfall counters set up in the Park. It is estimated that this number of visits will significantly increase post restoration.
Derry City & Strabane District Council supported by Heritage Lottery Fund (HLF) through their ‘Parks for People Programme’ and the Department of Social Development (DSD) have secured a capital funding package of £5.6m to Regenerate Brooke Park.
Key to the future use of this historic parkland is the development of a quality catering provision at a new pavilion building called Gwyn’s on the site of the former Gwyn’s Institute. (See Appendix 1 for the Brooke Park Master Plan). This high quality building enjoys panoramic views of the City and the adjoining children’s playground. The physical Regeneration of Brooke Park is currently underway, with an anticipated contractor completion date in early summer 2016.
The overall regeneration project also includes the following key elements;
· To restore and establish the Gate Lodge as a customer/visitor point where visitors can find out more about the Park, news, history and events. It shall house the Brooke Park Officer and Park ranger and provides accessible toilet facilities.
· To restore the, ‘Black Man’ Statue, gates and railings, boundary walls, lower Creggan Road Pedestrian access and main entrance and frontage on Rosemount Avenue.
· To landscape the park in keeping with the original design, appropriate to the setting of an historic Victorian Park and to provide annual bedding on the historic terrace.
· To restore the oval pond with a water feature as a focal point in the park.
· To improve the Park’s path network, seating, street furniture and lighting.
· To develop a Training Centre within the walled Garden and partner with The Conservation Volunteers (TCV) to train and build new audiences for the park and to house Parks maintenance staff within this new building. To develop an outdoor growing space to the rear of this building.
· To develop new junior and toddler play environments adjoining the Gwyn Pavilion.
· To develop a new pedestrian access at Rosemount Avenue (adjacent to the Bowling Green) t to safely link to the Park. To upgrade existing car park provision on site and provide new car parking at the Contact sports centre.
· To replace the old shale pitches with an Outdoor Events Area
· To develop a synthetic/floodlight Synthetic Pitch on the underused tennis courts
· To demolish the old ‘Sparta Huts’ and develop a new state of the art Contact Sports Centre (CSC) catering for Boxing, Weight Lifting, Jujitsu, Karate and Gym on the site of the old Walled Garden
3 Proposed Quality Café Facility at Gwyn’s Pavilion
Café Concept
Council envisages the proposed café concept being able to cater for park users, visitors, and citizens through providing light meals, snacks and refreshments throughout the day. There will be an emphasis on providing a quality café offering, that embodies efficient service, cleanliness and cost effectiveness. Council is keen to ensure that the quality of the proposed café offering will be commensurate with the regenerated historic Parkland offering. Council has no preference relating to the café being self-service or waiter service.
Considerations
A copy of the plans of the Pavilion is enclosed in Appendix 2. The total internal gross floor area of the building is 186.3 square metres and comprises of the following:
· Dining Area 83.6 m2
· Bins/Storage Areas 9.5 m2
· Toilets/ disabled WC 18.4 m2
· Cleaner store 3.1 m2
· Kitchen Area 27.2 m2
· Terrace space/s 307 m2
The new Pavilion has access from the historic terrace at the front and access from the Play Garden at the rear of the building. In addition, the operator will be able to use the Historic Terrace and Play Garden Terrace for outdoor use. A copy of this plan is enclosed in Appendix 3 which illustrates the pavilion within the context of the play gardens and part of the historic terrace. A copy of this plan is enclosed in Appendix 2 which illustrates the Pavilion within the context of the play gardens and historic terrace.
The external spaces will enable the operator the flexibility of servicing customers ‘al fresco’ particularly during the spring/summer season and at other peak periods. The Pavilion includes toilets accessible from the dining area and for patrons use only. The building also encompasses a toilet that can be accessed externally, which will be managed by Council’s on site staff.
4 Letting Details and Criteria
The new pavilion is a key element to the successful use and enjoyment of Brooke Park as a family friendly and shared green space. The Council proposes to provide the following basic service fixtures/fittings/ equipment,
· Air conditioning in the dining area.
· Heating System in the dining area and toilets (excludes kitchen)
· Emergency lighting throughout
· Lighting of dining area and toilets.
· CCTV
· Connection to waste water system
· Fitted W/C’s
· Smoke/fire/heat alarms
· Hot & Cold Water
· Vinyl Floor finishes throughout
· Joinery (doors & Skirting’s), Walls & ceilings plastered (less kitchen area).
· Bin storage area
· Electric Power Supply: 20 KVA- 3 phase service
Please note the Kitchen will be complete to an undecorated, unserviced shell finish. Electrics and water have only been brought to a central point within the Kitchen area, so the appointed operator will have to design; supply and install all mechanical and electrical services within the space to their requirements. (The kitchen area is outlined in pink on plan M3755M16 on the attached plans in Appendix two) Should the power requirements, needed by the licensee to operate their chosen range of equipment, exceed the stated capacity of the building, then the licensee will be responsible to upgrade the power supply to the building.
Council has set aside a PC sum of £15,000 to support the kitchen fit out for the successful tenderer. This expenditure will need to be procured in line with Council Procurement Policy ensuring competitiveness and value for money.
Derry City & Strabane District Council will not be responsible for the cleaning, repair and on-going maintenance of the caterer’s kitchen equipment.
Council envisage a 7-day operation with opening hours being at least 10am to 4pm. Council however is mindful of the need for the facility to be flexible and adaptable beyond these times to service business needs during peak and off peak seasonal periods and events. It is desirable for tenderers to outline if they can demonstrate the ability to fulfill core opening hours as outlined above and to operate beyond the core times to service peak seasonal periods and also events.
In addition Council may also be open to the use of this facility after core hours to cater for any night-time economy opportunities that may arise.
Operator Requirements
The successful Licensee will be obliged to provide a range of ‘healthy eating options’ to the public. Council has no preference to the café being self-service or waiter service and would welcome applications from suitably experienced not-for profit organisations.
Council, as part of any concessionary agreement will not provide the following equipment and operators must therefore give consideration to these as part of their submission. All of the fittings and operational equipment will be subject to approval of the Council, prior to installation;
· Cooking Equipment
· Dishwasher
· Shelving/ Storage cupboards
· Refrigeration (Storage and Display)
· Tables & Chairs (Internal & External)
· Any form of internal and external Signage
· Canopies, Awnings etc (if applicable)
· Serving /counter area
· IT Equipment, Cash Register
The successful tender will be responsible for fit out in terms of kitchen equipment for the unit. The successful tenderer shall supply all necessary crockery, glassware and cutlery for the operation of the café. Dependent upon the scale and nature of the café facility being proposed, this is likely to include; tea/coffee making facilities; soft drinks cooling equipment; cutlery; crockery; glassware; food preparation equipment; food storage equipment; display equipment; menu board; menu table stands; child seats; toaster; sandwich maker. This is not an exhaustive list and will be unique to each individual tenderer.
There will be an emphasis on providing a quality café offering, that embodies efficient service, cleanliness and cost effectiveness. Council is keen to ensure that the level of quality will be commensurate with the surroundings and overall offering within the building and surrounding parkland.
The Caterer shall, during the term of this agreement, observe the following conditions:-
a) Provide a general high quality catering service in the Catering Outlet and all functions to include the service of hot and cold meals, snacks, refreshments and non-alcoholic beverages to members of the public visiting the Park.
b) Be responsible for the ordering and supply of items of food and beverages of good and sound quality in accordance with lists, prominently displayed in the public part of the Catering Outlet, and at prices which shall not be unreasonable, having regard to the quality of service required by the Council;
c) If required the Caterer can apply for a restaurant licence to serve alcohol at the facility. The terms of the alcohol licence shall be agreed with the Council before its application. Failure to agree terms with the Council shall result in this Agreement being revoked with immediate effect.
d) At all times maintain high standards of hygiene and general cleanliness in the preparation, handling and serving of food and beverages and in the use and maintenance of fittings, utensils and equipment and ensure compliance with all statutory requirements [(including the Food Safety (NI) Order 1991 and the Food Hygiene (General Regulations) (NI) 1995 and all relevant Codes of Practice and Legislation);]
e) Provide a sufficient number of competent and properly trained staff and take all reasonable precautions to ensure that all staff shall be suitably dressed and shall be presentable;
f) Keep clean at all times areas designated for the use of the Catering Outlets, both internally and externally, , including preparation area, server and café area including all kitchen equipment, utensils and tables, chairs and floors;
g) Make such satisfactory arrangements as are necessary for the removal and disposal of waste and for the cleaning and safety of all areas under the Caterer’s control and not to discharge any noxious or deleterious substances into the drains and pipes serving the Catering Outlets;
h) Supply, maintain, launder and replace as required; all furniture and first-aid articles and equipment including all pots, pans and cooking utensils in the Catering Outlets, including kitchen and server areas; and light utensils required in connection with the operation of the Franchise, including glasses, table coverings, catering staff uniforms and protective clothing;
i) Supply and maintain all furniture, décor and services required for the Catering Outlets and ensure that the integrity and consistency of the overall fit out is to be to the satisfaction of the Council, and the Council shall approve all designs and branding for the Catering Outlets prior to installation of the said furniture, décor and/or services;
j) To be responsible for the replacement of any items of equipment or furniture which may be damaged or destroyed through the negligence of the Caterer or its employees, and be further responsible for the routine replacement of all crockery and cutlery which require to be replaced from time to time as a result of breakages and wear and tear;
k) Take all reasonable precautions to prevent any disorderly conduct within the Pavilion and in the event of disorderly conduct occurring to take immediately such effective steps as are legally and practically possible to bring such conduct to an end whether by disciplining or dismissing any member of the Caterer’s staff by evicting any other person involved;
l) Pay rates of wages and observe hours and regulations of labour no less favourable than those established within the catering industry prevailing in Northern Ireland;’
m) Maintain for the Council all statistics as shall be required in connection with the operation of the Franchise and submit quarterly statements of turnover and throughput volume if required;