Venue Hire and Catering Services
Fashion Fest2015
Invitation Document
Derry City & Strabane District Council
Council Offices
98 Strand Road
Derry
BT48 7NN
Tel: +44 2871 253 253
Email:
Closing Date for Submissions:6th June 2015 @ 12noon
Web:
Table of Contents
Contents2
Introduction & Scope of Works3-4
Instructions to Tenderers5-12
Evaluation / Award Criteria13-14
Form of Assurance 15
Collusive Tendering Certificate16
Declaration of Commitment to
Promoting Equality of Opportunity17-18
Fair Employment Declaration19
Freedom of Information20
Non Submittal Form21
Appendix22
Introduction & Scope of Works
Introduction
Derry City and Strabane District Council is seeking Tender proposals from appropriately qualified and experienced companies to host specified fashion showcase events taking place as part of an overall Fashion Festival running from 5th – 8th November 2015.
Back Ground
Fashion Fest 2015 is an event organised by Derry City and Strabane District Council in coordination with a number of key partners and is currently in its second year. The inaugural Fashion Festtook place throughout a number of venues across the city during 20th– 23rd November 2014, which delivered a full programme of events including an industry seminar, a wedding fashion showcase, a retail fashion showcase and a designer fashion showcase. Fashion Fest 2015 plans to build of the highly successful Fashion Fest 2014 and aims to showcase the talent of emerging and established designers located both locally and nationally as well as support local retailers and businesses involved in the fashion industry.
Scope of Works
The successful company will be required to host fashion showcase events as part of Fashion Fest 2015 held within Derry~ Londonderry as listed below:
- Venue Hire for a Designer Fashion Showcase taking place on Saturday 7th November 2015 at 7:00pm – 10:30pm to accommodate approx 400 people (bar service will be required). Venue will be required for the full day of Saturday 7th November to allow for set up and rehearsals.
- Venue hire and catering services for Afternoon Tea and Fancy Frocks events taking place on either or Sunday 8th November or both Friday 6th and Sunday 8th November 2014 at 1:00 – 4:00pm to host approx 80-100 people (please quote for both options). Venue hire will be required for the full day of the event to allow for set up and rehearsals.
Venue HireServices:
Provision of pre and on-event management services for including but not limited to:
- Seating layout
- Bar service
- Disability access for both designer and retailer fashion showcase events
- Heating/Lighting
- Provision of registration/ticket collection desk
- Provision of a drinks reception area and space for photography (a sponsored drinks reception will be in place where guests will receive a complimentary drink upon arrival).
Liaising with related personnel and council staff in terms of logistics, set design, layout, sound/AV, health and safety etc.
Ensuring adequate staff is in place to ensure smooth running and cover of all health and safety aspects of the event.
Catering Services
Provision of high quality food and catering services for the ‘Afternoon Tea’ style retailer fashion showcase events taking place either on both Friday and Sunday or having two sittings on the afternoon of Sunday 8th November (Please quote for both options).
Ensuring adequate spacing of tables to allow room for fashion showcase and musicians. (Afternoon tea will be served to guests prior to the fashion showcase and models will then walk around tables where afternoon tea is being served showcasing collections on sale by local retailers).
Provision of efficient and professional staff that will serve afternoon tea and greet guests upon arrival.
Additional Services
Applicants are welcome to provide additional information on value added services or provisions that would be included in the quotation that will enhance the events and customer experience.
Procurement Timetable
Stage / Date/TimeIssue of Quotation Request / 22ndMay 2015
Quotation Clarifications / 29th May 2015
Confirmation of intention to quote / 29th May 2015
Tender submission / 12. 00 noon on Friday6th June 2015
Tender evaluation / 8thJune 2015
Contract award / 9th June 2015
Contract completion / 8th November 2015
Instructions to Tenderers
- Invitation To Tender
1.1Derry City and Strabane District Council principally invites detailed and costed proposals for Tender brief defined in Introduction & Scope of Works. Please ensure your submission includes all details as per section 19 of Instructions to Tenderers
2Explanation of Documents / queries during the tender period / registration of intent to tender
2.1It is the responsibility of prospective facility/service providers (hereafter referred to as ‘tenderers’) or parties submitting ‘expressions of interest’ to obtain for themselves at their own expense any additional information necessary for the preparation of their proposals (hereafter referred to as ‘tenders’) or ‘expressions of interest’.
2.2Tenderers are advised to ensure that they are fully familiar with the nature and extent of the obligations to be accepted by them if their tender is accepted, including the Council’s Standing Orders, a copy of which may be seen by arrangement.
2.3Should any tenderer be in doubt as to the interpretation of any part of the contract documents, the Business Officer shall endeavour to answer written enquiries. All queries must be submitted in writing to arrive with the DCC Officer not later than Monday25th May 2015 by email to:
Email –
2.4All copies of written queries received, together with written replies will be sent to all tenderers not later than Friday 29th May 2015. All responses will also be posted on the Councils website as detailed below: -
2.5In order to ensure receipt of written replies all prospective tenderers are therefore requested to register their intent to tender in writing by email to the relevant DCC officer as noted in Clause 2.3 above, not later 25th May 2015, including full contact details and indicating tender will be submitted. It is not mandatory to register your intent however it is strongly advised.
2.6No representation, explanation, or statement made to a tenderer, or anyone else, by or on behalf of the Council, as to the meaning of any of the tender documents, or otherwise in clarification as aforesaid, shall bind the Council in exercise of its powers and duties under any subsequent Contract(s).
3Accuracy of Tender
Tenders must be submitted for the supply of all the services specified in the Form of Tender. Tenders submitted for part of the services only will be rejected. Tenderers must price separately for all items listed in the Form of Tender. The Council may reject any tender that is not priced separately.
4Information to be provided
Tenderers should provide a brief description of the overall organisation of their company. Tenderers must also include subcontracting information in this section if subcontractors will be engaged. Subcontractors must be named and their roles in the project briefly described.
Tenderers should provide this general background information:
- Company Address
- Contact person (s)
- Year established and company background
- Account experience
- Number of customers currently being serviced
- Comprehensive list of available services
- Provide any additional background information
Tenderers must complete and return all relevant tender/pricing, assurance and declaration forms etc.
5Submission of Tender Documents (and/or Additional Proposals and Expressions of Interest)
5.1The tender(s) shall be made on the Form of Tender(s) provided, and signed by the Tenderer. All Contract Documents, together with these Instructions and completed Form of Tender(s) should be forwarded, by registered post or delivered by hand and a receipt obtained to:
Tender for“Event Management Services for Fashion Fest 2015”
Mr Stephen Gillespie
Strategic Director, Derry City and Strabane District Council
98 Strand Road, Derry
BT48 7NN,
so as to arrive not later than:
12.00 noon onFriday5thJune 2015
Please provide 3 copies of your tender submission and one copy on USB Stick. These copies will enable your submission to be reviewed by tender panel
No UNAUTHORISED alteration or addition should be made to the Tender Form(s), or to any other of the Contract Documents. IF ANY SUCH ALTERATION OR ADDITION IS MADE OR IF THESE INSTRUCTIONS ARE NOT FULLY COMPLIED WITH THE TENDER MAY BE REJECTED.
5.2All documents requiring a signature shall be signed.
(a)Where the Tenderer is an individual, by that individual
(b)Where the Tenderer is a partnership by the two duly authorised partners.
(c)Where the Tenderer is a company by two directors or by a director and the secretary of the company, such persons being duly authorised for that purpose.
5.3Tenders shall be submitted strictly in accordance with the tender documents.
5.4 No alteration to the text of any of the Tender Documents will be permitted, and if any are made, the tender may be rejected. Failure to complete any part of the documents may also incur rejection of the tender.
5.5 Tenderers must ensure that all requested documentation is returned with the completed tender.
5.6No name or mark, including any franking machine slogan, is to be placed on the envelope to indicate in any way the identity of the sender.
5.7Tenderers or any representatives thereof will not be permitted to be present when the tenders are opened.
5.8All prices should be quoted in pounds sterling and shall be exclusive of VAT.
6The Basis of the Tender
The rates quoted in the form of tender section shall remain fixed for the duration of this contract.
7Period of Acceptance
The Tenderer is required to hold his tender open for acceptance for a period of 150 days from the closing date for the submission of tenders.
8Evaluation of Tender
8.1Evaluation/Award Criteria are outlined in next section.
8.2Derry City and Strabane District Council is not required to accept the lowest or any tender and may wish to award the contract as a whole or individual aspects depending on the strength of the successful team.
9Contract Documents take Precedence
The information given in these Instructions for Tenderers is given in good faith for the guidance of Tenderers, but if there is any conflict, the Conditions of Contract, Specifications, and the Pricing Documents / Form of Tender shall take precedence over these Instructions.
10Pre-Selection Interviews / Presentations
Tenderers are put on notice that they may be required to attend the Council Offices, 98 Strand Road, Derry, for procedural and technical presentations and/or interviews during the process of tender evaluation at no charge to Council.
11Contract Commencement Date
It is envisage that this contract will commence in June 2015
12Questions
All questions, requests or other communications regarding this tender must be made in writing to
13Late Submissions
Tenders submitted after the closing date will not be accepted.
14Expenses and Losses
The Council shall not be responsible for, or pay for, any expenses or losses that may be incurred by any tenderer in preparing their tender proposals.
15Preparation of Tender
It is the responsibility of prospective tenderers to obtain for themselves, at their own expense, any additional information necessary for the preparation of their tenders.
16 Confidentiality
All information supplied by the Council in connection with this invitation to tender shall be treated as confidential by prospective tenderers, except that such information may be disclosed so far as is necessary for the purpose of obtaining sureties, guarantees and quotations necessary for the preparation and submission of the tender.
17 Ownership of Tender Documents
These documents are, and shall remain, the property of the Council and shall be returned with the tender. If no tender is to be submitted, the documents shall be returned pursuant to the Council’s Invitation to Tender.
18Insurances
The Supplier shall effect and maintain insurance necessary to cover their liabilities under this Contract.
19Format of Tenders
Those interested in tendering for this project should submit a tender document comprising of:
- Form of Tender
- Evidence of experience including references of track record of similar type projects
- Proposed Methodology
- Company details as per section 4 of Instructions to Tenderers
- Form of Assurance
- Collusive Tendering Certificate
- Declaration of Commitment to the Promotion of Equality of Opportunity & Good Relations
- Fair Employment declaration
- Copies of Insurances: Public/Products Liability, Employers Liability etc
- Any additional information to support your tender submission
20Offer and Acceptance of Contract (Above threshold Contracts only)
20.1Prior to the expiry of the tender validity period as defined in Clause 7 Derry City and Strabane District Council will send to the successful tenderer a letter of provisional acceptance of tender. This letter will make clear that the execution of the contract will be subject to a minimum mandatory standstill period of 10 calendar days, from the day after the date of letter of provisional acceptance.
20.2At the same time, Derry City and Strabane District Council will notify each unsuccessful tenderer.
20.3At the end of the standstill period, unless Derry City and Strabane District Council notifies the successful tenderer that there has been judicial interruption in the form of an order by the court of competent jurisdiction that the execution and/or implementation of the contract should be suspended pending a full hearing of the matter by a court of competent jurisdiction, Derry City and Strabane District Council will execute the contract documentation.
20.4If judicial interruption takes place Derry City and Strabane District Council will execute the contract documentation only following the conclusion of the Court proceedings (including any appeals) in favour of Derry City and Strabane District Council. If the Court proceedings are concluded against Derry City and Strabane District Council, no contract shall be entered into or executed.
212010 Bribery Act
The Supplier shall:
21.1comply with all applicable laws, statutes, regulations, and codes relating to anti-bribery and anti-corruption including but not limited to the Bribery Act 2010 (Relevant Requirements);
21.2not engage in any activity, practice or conduct which would constitute an offence under sections 1, 2 or 6 of the Bribery Act 2010 if such activity, practice or conduct had been carried out in the UK;
21.3have and shall maintain in place throughout the term of this agreement its own policies and procedures, including but not limited to adequate procedures under the Bribery Act 2010, to ensure compliance with the Relevant Requirements and clause 1.1(b), and will enforce them where appropriate;
21.4promptly report to the Council any request or demand for any undue financial or other advantage of any kind received by the Supplier in connection with the performance of this agreement;
21.5immediately notify the Council (in writing) if a foreign public official becomes an officer or employee of the Supplier or acquires a direct or indirect interest in the Supplier (and the Supplier warrants that it has no foreign public officials as officers, employees or direct or indirect owners at the date of this agreement);
21.6within 3 months of the date of award of this contract, and annually thereafter, certify to the Council in writing signed by an officer of the Supplier, compliance with this clause 1 of the Bribery Act 2010 by the Supplier and all persons associated with it under clause 1.2 of the Bribery Act 2010. The Supplier shall provide such supporting evidence of compliance as the Council may reasonably request.
22Any supplier may be disqualified who:
22.1is bankrupt or is being wound up, whose affairs are being administered by the court, who has entered into an arrangement with creditors or who is in any analogous situation arising from a similar procedure under national laws and regulations;
22.2 is the subject of proceeding for a declaration of bankruptcy, for an order of compulsory winding-up or administration by the court or for an arrangement with creditors or is the subject of any other similar proceedings under national laws or regulations;
22.3has been convicted of an offence concerning his professional conduct by a judgement which as the force or res judicata;
22.4has been guilty of grave professional misconduct proven by any means which the contracting authorities can justify;
22.5has 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 those of the country of the contracting authority;
22.6has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or those of the country of the contracting authority;
22.7is guilty of serious misrepresentations in supplying the information required under the provisions of the Directive on the criteria for qualitative selection.
Evaluation / Award Criteria
A two stage process will be used to assess tenders.
Stage 1 of the assessment process will be an examination of the experience of each submitting party
Selection Criteria / MarkCompany Experience
The Tenderer shall supply a list of three similar contracts, carried out within the past three years. Please fill out and return document below. Failure to return this document may lead to a fail mark.
/ Pass/Fail
Technical Capacity
- The Supplier shall effect and maintain insurance necessary to cover their liabilities under this Contract. This will include Professional Indemnity Insurance, and where applicable Public Liability and Employer’s Liability Insurance. Copies of all valid insurances should be provided. Failure to provide these documents may lead to a fail mark.
- Tenderers must agree to meet the general conditions of contract and the specification.
Tenders who provide the Council with the relevant information requested will receive a pass mark and move on to stage two and their submission will then be evaluated against the following criteria.
Stage 2 – Award Criteria
Evaluation / Award Criteria Award Criteria
Criteria / WeightingMethodology
- Organisations / individuals should provide details of the proposed methodology and approach to required services, including venue capacity, health and safety measures, disability access,staff cover, bar service functionality and proposals for catering.
- Creativity of proposals and additional services/provisions (Innovative proposals that clearly demonstrate distinctiveness and added value will be favoured).
20%
Cost
- A breakdown of costs of quote as per Form of Quote (based on cost per service required) Costs should be exclusive of VAT. Anticipated expenses should be identified separately.
Total / 100%
Contract award will be based on most economically advantageous cost to Derry City and Strabane District Council.
Form of Tender
“Venue Hire and Catering Services – Fashion Fest 2015”
To: Derry City & Strabane District Council, Council Offices, 98 Strand Road, Derry BT48 7NN