National Portrait Gallery

Approved Events Supplier

Application Form

Tender Application Information

Many thanks for your interest in becoming one of the National Portrait Gallery’s Approved Events Suppliers.

The National Portrait Gallery is currently inviting caterers, florists, production companies and entertainment agencies interested in becoming an Approved Events Supplier at the Gallery, to complete the application process in order to be considered as potential suppliers for both internal Gallery events and external client hire events at the Gallery.

The National Portrait Gallery houses a national Collection, the protection of which is of the upmost importance. As the Gallery is a very sensitive space in which to work, much consideration must be given to the fragile nature of the Collection and the building when planning and executing an event.

The Gallery is available for events on Monday, Tuesday and Wednesday evenings. Set up time is typically 30 minutes between 6.00pm and 6.30pm for a Reception for up to 400 guests. The Gallery is also available to hire from Monday to Friday for breakfast events from 8.00am – 10.00am and set-up is typically 30 minutes from 7.30am – 8.00am for 150 guests. Set-up time for Dinner Events is usually slightly longer.

Approximately 90 events are held at the Gallery per year and are a mix of Breakfasts, Dinners and Drinks Receptions.

The Gallery has an in-house caterer, Searcys, who run the Portrait Restaurant and Portrait Café. They are included on the Approved Events Suppliers List and are selected in the same way as other companies.

The National Portrait Gallery is seeking approximately 8 caterers, 4 florists, 2 entertainment agencies and 3 production companies. Please be aware that inclusion on the list does not guarantee you will be chosen for events by either the Gallery or external Gallery clients.

Gallery Approved Suppliers will be required to enter in to supplier agreements based on Gallery standard terms and conditions. Please familiarise yourself with the Approved Suppliers Agreement so you are aware of all applicable terms and conditions.

The Application Process and Timetable

Stage 1, August – September 2010

Please complete the Application Form and return it to the National Portrait Gallery either via email to:

or via post to:

Events Department

National Portrait Gallery

39 – 45 Orange Street

London

WC2H 0HE

Only application forms will be assessed. Please do not send through any further company information or brochures at this stage as these will not be considered as part of your application.

Please be aware that due to the high volume of applications we expect to receive, we will not be able to contact all applicants. If you have not heard from us within 1 month of the deadline for submissions, please kindly assume you have not been successful.

All applications must be received by Thursday 9September at 5.00pm. Any applications received after this time will not be considered.

Stage 2, September 2010

The Gallery’s Events Team will assess all of the applications and shortlist to a maximum of 15 caterers, 8 florists, 6 production companies and 4 entertainment agencies for further consideration.

The evaluation criteria that are amongst the most important to us are:

Technical capacity and capability (including track record and client portfolio)
Financial Position (strong / stable)
Diversity, environment and sustainability
Health and Safety record

Stage 3, October 2010 – December 2010

If you are successful in being shortlisted under stage 2, you will go through to the 3rd stage of assessment. The assessment may involve some or all of the following

An informal meeting and interview with the Gallery’s Events Team and possibly the Gallery’s Deputy Director
Observation of set-up at 1 other venue
Copies of any company brochures or marketing you have
We may ask to have a small tasting (caterers only)
Take up of references

Stage 4, January 2011

Having completed all of the assessment stages, the Gallery will finalise its approved suppliers list and notify all shortlisted suppliers of the Gallery’s decision.

Stage 5, February 2011

Supplier Agreements will be issued to all Approved Events Suppliers for signature.

Stage 6, April 2011

The Approved Events Suppliers List will apply from April 2011 and will be published on the Gallery’s website.

Please note, if you are currently on our Approved Events Suppliers List but are not successful in your application under the above process, you will be free to honour any bookings already made by Gallery clients for events taking place after April 2011.

PART A – GENERAL INFORMATION

1.Registered name, address and website:

Company Name

Address
Town/City
Postcode
Country
Website

2.Contact details of main point of contact for the Gallery:

Name

Position
Telephone Number
Fax Number
E-mail

3.Contact details of office likely to manage Gallery contract:

Address
Town/City
Postcode
Country
Telephone Number
Fax Number
Email

4.Legal status:

Please

tick one box

Sole Trader/Freelancer

Partnership
Public Limited Company
Private Limited Company
Other (please state)

5.Formation and registration (for companies):

Date of formation

Place of formation
Date of registration
Registration number
Certificates enclosed / YES / NO (please delete)

PART B - FINANCIAL INFORMATION

1.Name and address of principal banker/building society:

Name

Address
Town/City
Postcode

How long have you banked with this bank/building society?

3.Vat Registration Number:

Vat Registration Number (if N/A to you, please state this)

4.Financial information for the last 3 financial years:

Amount

(£K)

2007/2008 /

Amount

(£K)

2008/2009 /

Amount

(£K)

2009/2010

Overall turnover

Turnover in relation to “Relevant” * Services/Goods supply

Operating Profit

Profit in relation to “Relevant” * Services/Goods supply

Current Assets

Current Liabilities

Long Term Liabilities

Net Assets

* “Relevant” means those services or goods for which you are now seeking approved supplier status to provide

PART C – INSURANCE/RISK MANAGEMENT

1.Provide details of the insurances held by you. Please complete the following table for each insurance policy you hold AND enclose a copy of each insurance certificate:

Name of Insurer

Address
Type of Insurance
Policy Numbers
Expiry Date
Limits of Indemnity (per occurrence and aggregate)
Excess (if any)

Please note, you should copy and paste this box as necessary for each insurance policy you hold.

2.Have you any material pending or threatened claims, litigation or other legal proceedings where the claim is of a value in excess of £5,000?

Legal proceedings pending or threatened

/ YES / NO (please delete)

3.Have you any material pending or threatened arbitration or other dispute resolution proceedings connected with similar projects against you and/or any of your sub-contractors/suppliers?

Arbitration or Alternative Dispute Resolution proceedings pending or threatened

/ YES / NO (please delete)

If your answer to either question 2 or 3 above is ‘Yes’, the Gallery may make further enquiries in relation to the matter.

4.Have you (or any sub-contractor/supplier) suffered deductions for liquidated damages and/or ascertained damages by a client within the last two years?

Please delete

Deductions for liquidated and/or ascertained damages

/ YES / NO
If yes, please answer the following question:

Was the deduction greater than [10%] of the whole life value of your contract/appointment?

/ YES / NO

5.Have you (or any sub-contractor/supplier) ever had a contract terminated or employment determined under the terms of the contract in the last three years?

Contract terminated / employment determined

/ YES / NO (please delete)

6.Have you (or any sub-contractor/supplier) ever failed to receive a contract renewal on the basis of unsatisfactory performance in the last three years?

Failed to receive contract renewal

/ YES / NO (please delete)

7.Have you (or any parent/holding/subsidiary company), any senior staff/ consultants/agents acting on your behalf previously worked in or for the National Portrait Gallery (or its trading company) or had/have other connections with the National Portrait Gallery or its staff?

YES/NO (please delete)

Does your company have a business continuity plan in place?

/ YES / NO (please delete)

If your answer to any of questions 4 – 8 above is ‘Yes’, please provide further details below:

PART D – PROFESSIONAL EXPERIENCE AND RESOURCES

1.Please provide us with the following overview of your company:

Brief description of your primary business and main goods/ services
Brief history and profile of your organisation (in no more than 400 words), including:
details of any parent and associated companies;
any changes of ownership over the last 5 years;
any significant pending developments (e.g. changes in financial structure or ownership, prospective take-over bids, buy-outs and closures etc)which are currently in the public domain?

2.Please provide details of the disciplines, number and status of staff currently employed directly by you (part time or full time):

Grade/Discipline

Of
Staff /

Permanent Staff (numbers)

Temporary

Staff

(numbers)

Total Staff Turnover

(as a percentage % of staff employed over the past three years)

3.What security vetting procedures do you undertake on staff and sub-contractors/suppliers?

4.What elements of work do you normally sub-contract?

5.How long have you worked with your suppliers and sub-contractors?

6.How do you recruit and continue to assess the quality of your suppliers and sub-contractors?

7.Please submit the CVs of senior staff and other people who would most likely work with the Gallery (including any sub-contractors).

8.Please complete the following matrix indicating typical clients, contracts/appointments, nature of the goods and services you’d also like to supply to the National Portrait Gallery. Please complete this for the last 5 contracts/appointments you were awarded.

Client Name
Client Address / Client Contact
Telephone Number
Email Address / Date
Contract/
Appointment Awarded
(incl. start and finish dates) / Brief description of service/goods supplied;
Value of contract/
appointment / Names of sub contractors/
suppliers
involved
1.
2.
3.
4.
5.

9.Describe systems, procedures and accreditations you have in place to ensure you achieve a high level of service.

QA Systems (300 words or fewer)

10.Please provide details of any quality assurance certification held by you relevant to your service or supply (e.g. IS0 9001:2000 or equivalent standard). Please include a copy of the relevant certificate.

11.Please provide evidence of your membership of any trade associations.

12.Please provide three referees (2 venues and 1 client) whom the Gallery can approach for references on your work. Please include names, job titles, addresses, email addresses and telephone numbers.

PART E – DIVERSITY, ENVIRONMENT AND SUSTAINABILITY

1.Equal Opportunities:

Does the company have an equal opportunities and/or race relations policy? If ‘yes’, please enclose a copy

/ YES / NO (please delete)

Does the company and/or its named sub-contractors/suppliers require its staff to receive training on equal opportunities?

/ YES / NO (please delete)

Is it the policy of the company and/or its named sub-contractors/suppliersto comply with their statutory obligations under the Race Relations Act 1976, the Sex Discrimination Act 1975, the Equal Pay Act 1970, the Disability Discrimination Act 1995 and the Equality Act 2006?

/ YES / NO (please delete)

In the last 3 years has any finding of unlawful discrimination in the employment field been made against the company and/or its sub-contractors by the employment tribunal, the employment appeal tribunal, or any court or in comparable proceedings in any other jurisdiction?

/ YES / NO (please delete)

If the answer to the previous question is yes, what steps have been taken by the company and/or its named sub-contractors as a result of that finding?

2.Do you operate a documented environmental management system? YES /NO (please delete)

If you do which of the following statements best describes it?

(Please tick appropriate box)

A) It has effective management processes and procedures to manage the significant environmental impacts of our business.
B) It defines the significant environmental impacts of our business but only has plans for the introduction of effective management processes and procedures.
C) It only identifies the environmental impacts of our business.
D) None of the above.

3.Please enclose certificates for any environmental management certification that the company (and any major sub-contractors/suppliers) holds (e.g. IS0 14001:2004 (or equivalent)).

PART F – HEALTH AND SAFETY

1.Please enclose your health and safety POLICY statement.

2.How do you ensure staff/subcontractors/suppliers are familiar with HSE policy and general H&S legislation?

Is it the policy of the company and/or any of its sub-contractors/suppliers to require its staff to receive training on health and safety?

/ YES / NO (please delete)

4.Within the last 5 years, have you/the company been subject to any prosecutions, infringement notices or other actions by the Health and Safety Executive or Environment Agency in respect of any breach or suspected breach by the company of health and safety or environmental or equivalent legislation? If ’yes’, please enclose full details below. Indicate the nature of the notice or action (etc.) and of any remedial steps subsequently taken by you/company.

Health and Safety Breaches

Either insert required details or state ‘None’

5.Please provide your H&S statistics for the last 3 years including any RHIDDOR reportable incidences.

PART G – QUOTES AND PROPOSALS

If you are applying to become an Approved Caterer at the National Portrait Gallery, please complete questions 1 – 4 only

1.Please provide hypothetical quotes for potential clients forthe two events below:

A drinks reception for 400 guests for 2 hours. Please allow a set-up time for 30 minutes. Please include estimated costs for equipment hire, staff, 5 canapés per person and soft drinks.

As part of the quote please include a suggested menu.

A dinner for 100 guests including a pre-dinner drinks reception. Please allow 30 minutes setup time for the reception and a total of 1hour 30 minutes for the dinner. Please include estimated costs for equipment hire, staff and 3 canapés per person and soft drinks.

2.Would you be happy to serve the Gallery’s own wine at Gallery events? YES/NO (please delete)

3.If the answer to question 2 is Yes, please confirm the corkage fee.

4.Please confirm what Food Hygiene certification you hold.

If you are applying to become an Approved Production Company at the National Portrait Gallery, please complete questions 5 and 6 only

5.Please provide a hypothetical quote based on a venue with a capacity of 400 for a potential client. Please allow a set-up time of 30 minutes. Please provide lighting suggestions, a gobo and AV for one speech. The event will be 3 hours long.

6.Please provide a draft Risk Assessment for the event.

If you are applying to become an Approved Sound Production Company at the National Portrait Gallery, please complete question 7 only

7.Please provide a hypothetical quote for a potential client, providing a PA system for a 3 hour drinks reception, for speeches with 6 speakers. Please allow a set-up time of 30 minutes.

If you are applying to become an Approved Entertainment Agency at the National Portrait Gallery, please complete question 8

8.Please provide 3 suggestions and costs for musical entertainment for a potential client for 3 hours. Please allow a set-up time for 30 minutes.

If you are applying to become an Approved Floristat the National Portrait Gallery, please complete question 9

9.Please provide a hypothetical quote for a potential client for 10 table centres for a dinner in May. Please allow a set-up time of 1 hour 30 minutes. Please provide suggestions for the flowers that are seasonal, and allow for black table cloths.

Thank you for taking the time to complete this application.

Please read the following notes and then sign and date your Application.

Data Protection Act

The Gallery is committed to protecting personal and sensitive personal data in accordance with the Data Protection Act 1998. All personal data and sensitive personal data provided by you in this Questionnaire will be held securely by the Gallery and (unless you or the Data Subject otherwise consents) only be used to assess your suitability to become an approved supplier of the Gallery. It will not be passed to any third parties unless you or Data Subject consents. For the purposes of the Data Protection Act 1998 the data controller is the Board of Trustees of the National Portrait Gallery.

Freedom of Information Act 2000 & Environmental Regulations 2004

The National Portrait Gallery is subject to the Freedom of Information Act 2000 (FOIA) and the Environmental Regulations 2004 (EIRs) and may from time to time be required to statutorily disclose information to third parties in connection with its activities. Please advise us if you consider any information given by you in this Questionnaire to be confidential or commercially sensitive and explain why and how long it is to be regarded as so. Please kindly note however that the NPG cannot guarantee that such information will not be disclosed in response to an information request under FOIA or EIRs. However the NPG will examine the information provided by you and, in light of the non-disclosure exemptions available to it, will determine whether or not your information should be disclosed.

We warrant that the information given in this Questionnaire is to the best of our knowledge true and accurate.

We have read and understood the terms of this Questionnaire and the basis on which we may become an approved supplier. We understand that in the event we are accepted as an approved supplier this does not automatically guarantee any work with the Gallery.

We have read and understand the terms concerning Data Protection the Freedom of Information Act and the Environmental Regulations 2004 and advised you accordingly of any confidential or commercially sensitive information.

Organisation’s Name

Name (Print):
Signature:
Position:
Duly authorised to sign on behalf of the Organisation
Date:

Submitting Your Application

Please post, courier or hand deliver your completed questionnaire (together with all other supporting documentation and information) as follows: