Section one: Contracting authority
one.1) Name and addresses
Belfast City Council
No 9 Adelaide, 9-21 Adelaide Street
Belfast
BT2 8GD
Country
United Kingdom
NUTS code
UKN06 - Belfast
Internet address(es)
Main address
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
http://e-sourcingni.bravosolution.co.uk
Additional information can be obtained from another address:
Belfast City Council
No 9, 9-21 Adelaide Street
Belfast
BT2 8DJ
Contact
Emma Morrison
Country
United Kingdom
NUTS code
UKN06 - Belfast
Internet address(es)
Main address
https://e-sourcingni.bravosolution.co.uk
Tenders or requests to participate must be submitted electronically via
http://e-sourcingni.bravosolution.co.uk
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
Other activity
Catering and Hospitality Services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of Catering Services at Belfast Castle and Malone House
two.1.2) Main CPV code
- 55000000 - Hotel, restaurant and retail trade services
two.1.3) Type of contract
Services
two.1.4) Short description
Belfast City Council requires catering and retail service provision across 2 of its venues/sites within Belfast.
These have been split into 2 lots as follows:
Lot 1: Belfast Castle - wedding, celebratory, meeting and retail
Lot 2: Malone House - wedding, celebratory, meeting and retail
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 2
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
This will be set out in more detail in the tender documents.
two.2) Description
two.2.1) Title
Lot 1: Belfast Castle
Lot No
1
two.2.2) Additional CPV code(s)
- 55000000 - Hotel, restaurant and retail trade services
- 55900000 - Retail trade services
two.2.3) Place of performance
NUTS codes
- UKN06 - Belfast
Main site or place of performance
Belfast Castle, Antrim Road, BT15 5GR.
two.2.4) Description of the procurement
Belfast Castle is one of Belfast’s main visitor attractions with over 100 000 visitors. It is also a popular venue for meetings and events with several rooms available, the largest having a seated dining capacity of 160. Prior to COVID-19, 290 meetings and 59 wedding/celebratory events were held in 2018/19. The retail element of the Castle includes a 40 seat tavern/cafe and a 40+ seat restaurant and is popular with tourists and local users.
In response to the easing of restrictions imposed by the worldwide coronavirus (COVID-19) pandemic, Belfast Castle has now re-opened and a Contractor is required to provide catering services.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £5,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
It is anticipated the contract period will be for 5 years period (60 months). It is anticipated that the contract will include a 12 month break clause.
Belfast City Council reserve the right to extend this contract period if the economic operator can present a valid case to do so e.g. to allow for a return of investment on a capital investment proposal regarding the venues.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Lot 2: Malone House
Lot No
2
two.2.2) Additional CPV code(s)
- 55000000 - Hotel, restaurant and retail trade services
- 55900000 - Retail trade services
two.2.3) Place of performance
NUTS codes
- UKN06 - Belfast
Main site or place of performance
Malone House, Barnett Demense, Belfast, BT9 5PB.
two.2.4) Description of the procurement
Located in the south of Belfast, Malone House is an 1820s mansion. It is a popular venue for weddings and social functions with 4 rooms available, the largest having a seated dining capacity for 120 people. Prior to COVID-19, 312 meetings and 19 Wedding Celebratory events were held 2018/19. The retail element of Malone House includes a 26 seat Malone Room Café/Bar and 40 seat Restaurant.
In response to the easing of restrictions imposed by the worldwide coronavirus (COVID-19) pandemic, Malone House has now re-opened and a Contractor is required to provide catering services.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £2,500,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
It is anticipated the contract period will be for 5 years period (60 months). It is anticipated that the contract will include a 12 month break clause.
Belfast City Council reserve the right to extend this contract period if the economic operator can present a valid case to do so e.g. to allow for a return of investment on a capital investment proposal regarding the venues.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Competitive procedure with negotiation
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of expressions of interest
Date
23 July 2021
Local time
2:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.5) Scheduled date for start of award procedures
1 September 2021
Section six. Complementary information
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Belfast Castle and Malone House recently re-opened on 1st June in line with the easing of COVID restrictions by the Assembly and the Council now have an opportunity to appoint a supplier(s) to provide catering services at both Belfast Castle and Malone House and would welcome expressions of interest ‘EOIs’ from the market in order to ascertain supplier’s current levels of interest, capability and capacity to deliver the service.
The immediate priority for the Council at each venue has been to ensure event bookings (i.e. weddings and parties) over summer period are covered and interim provisions are in place to cover this, however the Council are keen to fully open the other catering and retail services at the venues as soon as possible i.e. cafés and restaurants.
Economic Operators are asked to email their initial EOI to cps@belfastcity.gov.uk. An EOI Questionnaire will then be sent to Economic Operators which then need to be completed and returned on or before 2pm on 23rd July 2021.
The EOI Questionnaire is intended as a starting point to help the Council determine the interest in the market for delivering the catering services at each venue and to facilitate further discussions/ negotiations.
Completed EOI questionnaires should be emailed to quotations@belfastcity.gov.uk by the closing date indicated above.
Given the short timescales involved, upon receipt of the completed EOIs, the Council will review responses to help determine the best approach/strategy to appointing an Economic Operator, or a number of Economic Operators, to provide the catering services at both venues taking into consideration:
1. Level of interest from the market
2. Capability and capacity of suppliers to mobilise to provide the service from September/ October and beyond
3. The limitations/ constraints requested by suppliers
4. Best value for money offer taking into consideration capability and capacity of the Economic Operator, risk and cost/ concession offered.
It is anticipated that the Council will request interested suppliers to attend a meeting/ interview in order to further discuss proposals. Depending on the level of interest from the market the Council reserves the right to request interested suppliers participate in further competition to facilitate an award of contract i.e. tender.
Length and scope of any contract/ agreement following this exercise will be subject to negotiation taking into consideration the Council’s obligations under the Concession Contracts Regulations 2016 (as amended), public procurement policy, Council procedures and evolving COVID Regulations/ restrictions.
The Council reserves the right to discontinue any negotiations or award procedures at any time and are not liable for any costs incurred by Economic Operators associated with participating in this EOI exercise.
This procurement is being let under the Concession Contracts Regulations 2016 ‘CCR 2016’ and the services in scope are listed under Schedule 3 of the CCR 2016, therefore associated procurement procedures apply as allowed for under these scope of services i.e. light touch regime.
six.4) Procedures for review
six.4.1) Review body
Belfast City Council
No 9, 9-21 Adelaide Street
Belfast
BT2 8DJ
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
Courts of Justice
Belfast
Country
United Kingdom