Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Caerphilly County Borough Council
Penallta House
Hengoed
CF82 7PG
UK
Contact person: Annie Pockett
Telephone: +44 1443863352
E-mail: pockea1@caerphilly.gov.uk
NUTS: UKL16
Internet address(es)
Main address: https://www.caerphilly.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0272
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://suppIierIive.proactisp2p.com/Account/Login
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://suppIierIive.proactisp2p.com/Account/Login
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://supplierlive.proactisp2p.com/Account/Login
I.4) Type of the contracting authority
Regional or local authority
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Ffos Caerffili - Market Operator
Reference number: CCBC/PS2449/23/AP (RQST13966)
II.1.2) Main CPV code
70332200
II.1.3) Type of contract
Services
II.1.4) Short description
CCBC is seeking to appoint a market operator for the new Ffos Market in Caerphilly town Centre.
II.1.5) Estimated total value
Value excluding VAT:
250 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
55900000
79993000
79400000
II.2.3) Place of performance
NUTS code:
UKL16
Main site or place of performance:
Within the boundaries of Caerphilly County Borough
II.2.4) Description of the procurement
Caerphilly County Borough Council (“the Council”) invites tenders from organisations interested in undertaking the operation and management of a new market in Caerphilly. The Council is proposing to enter into a Market Management Agreement with the selected operator. This will be for a period of three years, with the option to extend for up to a further two years, subject to performance and the Council’s wider plans for the town centre. There may be scope to further extend after the initial two year extension period with the operator subject to performance, cost and to link in with the needs of the wider plans for the town centre depending on the timescales involved.
A proven track record and experience of market management and operation is essential.
The Council is seeking an operator who can help us achieve our vision for the new Caerphilly Market. The range of services to be supplied will include all aspects of the operation of the market, including:
- Management of the market and relationships with traders, ensuring consistent compliance with policies, procedures and regulations.
- Recruitment of new traders, so as to present the best occupier mix.
- Negotiation of rents, including turnover rent for food & beverage traders.
- Collection and reconciliation of stall rents and relevant utility costs and service charges.
- Issuing and renewal of tenancy agreements.
- Holding the Premises Licence for the site, including providing a suitably qualified designated premises supervisor (DPS).
- Management of events and specialist markets/pop-ups.
- Ensuring that suitable health and safety policies and procedures are in place.
- Ensuring the cleanliness of the market, toilets and back of house areas at all times.
- Promotion of the market, and its events via social media, website and other channels.
- Responding to customer, trader and business enquiries about the market.
- Work with the Council to meet financial targets as contained within the Market Business Plan.
- Take responsibility for the maintenance of the containers and other equipment within the market.
The selected operator will be paid a management fee for entering into the Management Agreement. This fee is to be proposed as part of this tender exercise, and agreed with the Council prior to commencement.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
There will be the option to extend for up to a further two years, subject to performance and the Council’s wider plans for the town centre. There may be scope to further extend after the initial two year extension period with the operator subject to performance, cost and to link in with the needs of the wider plans for the town centre depending on the timescales involved.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
The Council has received Welsh Government Grant Funding for the supply and installation of the new Containerised Market place and further funding may become available for this project.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
The MO shall perform their obligations in compliance with all applicable laws and shall obtain and maintain for the term of the Contract all required licences, permissions, authorisations, consents and permits and comply with CCBC’s policies, procedures and practices relating to the operation of the Market (including supply chain policies and all policies relating to health & safety).
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
Monitoring of the contract will be through Key Performance Indicators which will be reportable by the successful bidder on a quarterly, six monthly or annual basis as provided in the contract and will include but not be limited to:
- Occupancy levels.
- Income against budget.
- Expenditure against budget.
- Marketing activity and spend.
- Consumer complaints.
- Health & Safety incidents.
- Monthly spot checks.
- Waste disposal.
- Annual updates of: asset inventory, risk assessments, business plan, management account information, events and marketing plan, maintenance programme, fee structure.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
17/07/2023
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
17/07/2023
Local time: 12:00
Place:
Within the boundaries of Caerphilly County Borough
Information about authorised persons and opening procedure:
Officers Authorised by the Council.
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Please note registering an interest in this Notice is not an expression of interest. Tenderers must express an interest in this tender by completing the following :
1.Log in to the Proactis Supplier Portal at https://suppIierIive.proactisp2p.com/Account/Login
2.Click the
‘Sign Up’ option on the Portal homepage (If already registered go to point 11).
3.Enter your correct Organisation Name, Details and Primary Contact Details.
4.Please make a note of the Organisation ID and User Name, then click ‘Register'
5.You will then receive an email from the system asking you to follow a link to activate your account.
6.Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that
you enter all applicable details.
7.In the Classification section please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, it is essential that only CPV Codes specific to your organisation are added to
your profile.
8.Buyer Selection. At this stage you are required to indicate which Buyer Organisations you would like to register with. Please remember to register with Caerphilly to ensures that you will be alerted to all relevant opportunities.
9.Terms & Conditions. Read the terms & conditions of the use of this Supplier Portal and tick the box to denote you have read and
understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process. Once you have agreed click on the blue arrow to move on to the next stage.
10.Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It must contain at
least 2 number(s). Once completed select ‘Complete Registration‘ and you will enter the Supplier Home page.
11.From the Home Page, go to the ‘Opportunities‘ icon, all current opportunities will be listed. Click on the blue arrow under the field
‘Show Me‘ of the relevant opportunity then click to register your interest on the applicable button.
12.Refresh your screen by clicking on the opportunities icon located on the left-hand side, to view the opportunity click the blue arrow.
13.Note the closing date for completion of the relevant project. To find all available documentation please dropdown the *Request Documents’ option and click to download all documents.
14.You can now either complete your response or ‘Decline‘ this opportunity.
All queries are to be made via the messaging system on the Proactis portal. Please note we will not accept any questions/queries via
telephone/email.
Supplier guides are available via the portal and this contract notice detailing how to use the eTender system including for how to register on
the e-tender portal.
If you require assistance, please contact Jemma Ford 01443 863163 — fordj1@caerphiIIy.gov.uk or the procurement team on 01443
863161.
Procurement Clinics are also available should you require further assistance when completing and submitting your tender or for general tendering advice aside from this process.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=132388.
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Social Value will be requested as part of this procurement process and collaboration and implementation will form part of the contract.
(WA Ref:132388)
The buyer considers that this contract is suitable for consortia.
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.4.4) Service from which information about the review procedure may be obtained
Caerphilly County Borough Council
Penallta House
Hengoed
CF82 7PG
UK
Telephone: +44 1443863352
E-mail: pockea1@caerphilly.gov.uk
Internet address(es)
URL: https://www.caerphilly.gov.uk
VI.5) Date of dispatch of this notice
15/06/2023