CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Techniquest Events Catering Tender

2.2

Description of the goods or services required

Techniquest Catering Tender

Introduction and background

Techniquest is inviting you to submit a formal tender proposal to cater for corporate, ticketed and private events from October 2017 to October 2019. We expect to award a single contract to an Event Catering Company based in Cardiff or surrounding area to deliver all aspects of event catering within our venue.

This is a unique opportunity to collaborate with Techniquest – the UK’s longest established science centre based in Cardiff Bay, Wales. Our mission is to embed science in Welsh culture through interactive engagement. We offer interactive experiences that are accessible to all, and that have been enjoyed in its centre by over 5 million people since its inception in Cardiff in 1986.

Techniquest has a Premises Licence, whereby licensable activities authorised by the council include the provision of late night refreshment and the supply of alcohol. Also included within our licence; a performance of live music, any playing of recorded music, an exhibition of a film and entertainment of a similar description to that falling within a performance of live music, any playing of recorded music or a performance of dance.

Each year we will showcase the venue and facilities through a promotional event. For each year of the contract the preview event will have an agreed number of attendees which will be made up of Techniquest guests (guests and potential event bookers), and the caterers guests (guests and potential event bookers). The chosen caterer will provide food and drinks along with all relevant equipment and staffing free of charge, whilst Techniquest will absorb all venue costs.

Techniquest’s brand new event offering which will be launched in the coming months, requires the support of a resourceful and dynamic caterer who can help iron out any issues during the first few months of operation.

Techniquest Tender Objectives

To find a caterer who will;

• Provide food and drink for all types of events including small conferences, large parties for 400, dinners for 150 and everything in-between

• Produce reasonably priced packages which align to the Techniquest package matrix structure

• Provide fully stocked bars

• Provide staffing for bars and catering service (including chefs, porters, waiters and appropriate management)

• Quickly respond to availability requests and AOB from the client or Techniquest representative

• Adhere to Techniquest’s financial processes

• Provide one complimentary event per year to promote the venue and its facilities

• Adjust to changing needs and requirements from Techniquest and end clients

Sub-contractors

Techniquest recognises that a level of sub-contracting is essential to the success of events at unique venues. As part of the application process please ensure that all subcontractors used on a regular basis are listed (eg. staffing, furniture, BOH equipment etc).

• Provide fully stocked bars

• Provide staffing for bars and catering service (including chefs, porters, waiters and appropriate management)

• Quickly respond to availability requests and AOB from the client or Techniquest representative

• Adhere to Techniquest’s financial processes

• Provide one complimentary event per year to promote the venue and its facilities

• Adjust to changing needs and requirements from Techniquest and end clients

Sub-contractors

Techniquest recognises that a level of sub-contracting is essential to the success of events at unique venues. As part of the application process please ensure that all subcontractors used on a regular basis are listed (eg. staffing, furniture, BOH equipment etc).

Should the levels of subcontracting increase significantly during the contract period beyond that which was presented in the tender submission, Techniquest reserves the right to review the tender agreement.

Sales and Marketing

Both venue and caterer should work towards promoting Techniquest as a premier venue within Cardiff. Use of social media, blogs, s-shots and previous contacts should be employed to raise the profile of the venue.

Wherever possible, Techniquest should focus clients on confirming business with the chosen caterer. Wherever possible, the chosen caterer should recommend clients to Techniquest.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Costs

The chosen caterer will work with Techniquest to create prices based on the event package matrix.

Costs must be reasonable and should include staff, furniture and all relevant equipment.

Costs provided by the caterer must exclude VAT.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Application process

In the first instance, we are looking for a complete application supported by all requested documentation including examples of previous work that you believe would be relevant to this venue.

Upon the tender deadline, Techniquest will review all applications and award one caterer with the contract. (All other applicants will be considered for the list of approved caterers who can be contacted by clients should they chose to dry hire the venue.)

There will be a six month trial period for both venue and caterer, to ensure that both parties are satisfied that the relationship will be successful.

NB: There are occasions on smaller conferences where alternative caterers have already been booked. Techniquest will need to honour these contracts.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

(WA Ref:70648)

5.2

Additional Documentation

5.3

Publication date of this notice