Tender Information Pack

Tender Information Pack

15th March 2016

Contents

Basic Contract Information 3

Section 1 – Instructions for Completion 3

1.1 Tender Enquiries 3

1.2 Tender Submission Procedure 3

Section 2 – Tender Timetable 4

Section 3 - Evaluation Approach 4

3.1 Evaluation Criteria 4

Section 4 - Tender Completion Documentation 6

4.1 Selection Criteria 6

4.2 Equality and Diversity 7

4.3 Insurances 8

4.4 The Specification 8

4.5 The Commercial Document 8

4.6 The Business Plan 8

Schedule 1 – Your Offer 9

TENDER RETURN LABEL 12

PART A - INVITATION AND INFORMATION FOR TENDERERS

Basic Contract Information

Property: / Former Public Conveniences at Summerleaze Beach Car Park, Bude
Length of the Lease: / The Property is being offered on a 5-year lease, but a longer term would be considered.
Rent: / Offers invited.
Permitted Use: / Offers invited for a variety of uses but specifically excluding sale of food and drink.

Section 1 – Instructions for Completion

This document consists of four parts –

Part A: instructions, timetable and evaluation criteria. There are no sections for the Tenderer to fill in in this section.

Part B: must be filled in and returned by the Tenderer.

Part C: must be filled in and returned by the Tenderer.

Any information relating to the Council and supplied by the Council shall be kept by the Tenderer in strictest confidence.

Tenderers are advised that the Council is not bound to accept the Tender submitted, nor to reimburse any expense incurred during the process.

1.1 Tender Enquiries

All enquiries and clarifications should be directed via the contact details in the covering letter accompanying this document and no later than 7 days before the due date for the return of the Service Concessions. The preferred method of communication for the purpose of enquiries on this tender is email.
Tenderers are advised that where such enquiries have been made, and it is appropriate to do so, the Council will advise the other tenderers by email.

1.2 Tender Submission Procedure

The Tender must be delivered by post in a sealed envelope, with the completed Tender Return Label clearly visible, to the person and postal address on the cover letter accompanying this document by no later than 15:00 hours on Friday 8th April 2016. No external marking as to the identity of the Tenderer must be displayed.

Section 2 – Tender Timetable

This tender will follow a clear, structured and transparent process at all times, to ensure that all Tenderers are treated equally. The key dates for this tender (Timetable) are currently anticipated to be as follows:

Service Concession Timetable
Process / Dates
15.03.2016 / Advertisement on Cornwall Council Website
08.04.16 at 15:00 (3.00 pm) / Closing date for receipt of the Service Concession bids
11.04.16 to 15.04.16 / Evaluation of the Service Concession bids
18.04.16 / Preferred Provider/s and unsuccessful Provider/s notified
22.04.16 / Final Decision
29.04.16 / Leases signed
01.05.16 / Contract Commences

Section 3 - Evaluation Approach

3.1 Evaluation Criteria

The evaluation methodology is as outlined below:

Evaluation Methodology
Element / Matters to Address
1.  Price / 1.  The annual rent you are offering to pay.
2.  Business Plan / 1.  A Financial Business Forecast is required that sets out the expected expenditure, income or funding - and any capital investment requirements - for each of the three financial years:
a.  May 2016 to April 2017
b.  May 2017 to April 2018
c.  May 2018 to April 2019
2.  The financial business forecast needs to clearly explain how the income will be generated to fund the proposed operation (if this is expected to be from an existing business undertaking, we require a copy of the most recent two years financial statements to identify that there is sufficient profit to support the proposals), and
3.  How will any capital investment be funded?
4.  Knowledge / 1.  What do you know about Summerleaze and Bude and why is this opportunity attractive to your business?
5.  Motivation / 1.  What drives your business plan? i.e. are you sourcing materials locally to strengthen the connection between your business and the surrounding landscape
6.  Sustainability / 1.  How sustainable is your business? This should cover carbon footprint, waste management and environmental impacts
7.  Employment / 1.  Are you employing locally? What investment is made in staff development relevant to the business and the surrounding area?
8.  Added Value / 1.  What added value can your business deliver for the Council over and above the rent?
2.  What facilities are you going to offer to the public

PART B – TENDER RETURN

Section 4 - Tender Completion Documentation

4.1 Selection Criteria

Tenderers are required to complete all questions in this section which have space for answers.

Question / Example of the Type of Information in Support of responses / Yes / No
4.1.1 / Do you have a policy and process for providing your staff/ workforce with training and information appropriate to the types of activity that your organisation is likely to undertake? / You will be expected to demonstrate and provide evidence on request that your organisation has in place and implements training arrangements to ensure that its staff/workforce has sufficient skills and understanding to discharge their various duties. This should include refresher training (e.g. a CPD programme) that will keep the workforce updated on good H&S practice applicable throughout the company. / ☐ Yes
☐ No
4.1.2 / Do your employees have H&S or other relevant qualifications and experience sufficient to implement your H&S policy to a standard appropriate to the activity that your organisation is likely to undertake. / You will be expected to demonstrate and provide evidence on request that your staff/workforce possesses suitable qualifications and experience for the tasks assigned to them, unless there are specific situations where they need to work under controlled and competent supervision e.g. trainees. / ☐ Yes
☐ No
4.1.3 / Do you operate a process of risk assessment capable of supporting safe methods of work and reliable project delivery where necessary? / You will be expected to demonstrate and provide evidence on request that your organisation has in place and implements procedures for carrying out relevant risk assessments and for developing and implementing safe systems of work (‘method statements’). You should be able to provide indicative examples. The identification and control of any significant occupational health (not just safety) issues should be prominent. / ☐ Yes
☐ No

Page 4 of 13

4.2 Equality and Diversity

NOTE TO TENDERER: this section will be evaluated on a ‘Pass/Fail’ basis. For questions 4.2.1 and 4.2.2 answers of ‘No’ constitute a ‘Pass’, and any answers of ‘Yes’ constitutes a ‘Fail’ unless evidence can be provided of appropriate and proportional self-cleaning in question 4.2.3.

4.2.1 / In the last three years, has any finding of unlawful discrimination been made against your organisation by an Employment Tribunal, an Employment Appeal Tribunal or any other court (or in comparable proceedings in any jurisdiction other than the UK)? / ☐ Yes
☐ No
4.2.2 / In the last three years, has your organisation had a complaint upheld following an investigation by the Equality and Human Rights Commission or its predecessors (or a comparable body in any jurisdiction other than the UK), on grounds or alleged unlawful discrimination? / ☐ Yes
☐ No
4.2.3 / If you have answered “yes” to either 4.4.1 or 4.4.2, please provide below, a summary of the nature of the investigation and an explanation of the outcome of the investigation to date.
You are also required to explain what action (if any) you have taken to prevent unlawful discrimination from reoccurring.
You may be excluded if you are unable to demonstrate to the Authority’s satisfaction that appropriate remedial action has been taken to prevent similar unlawful discrimination reoccurring.

4.3 Insurances

NOTE TO TENDERER: If successful at the end of this Tender process then evidence of the declared insurance will need to be provided prior to contract award.

4.3.1 / Please self-certify whether you already have, or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated below.
If the policy held is in the aggregate, the remaining cover must exceed the minimum requirements shown.
Employer’s (Compulsory) Liability Insurance = £5m(this is required if the Tenderer has employees)
Public Liability Insurance = £5m / ☐ Yes
☐ No

4.4  The Specification

4.4.1 Introduction

Summerleaze is a resort town beach accessible on the coastal road A39 (Atlantic Highway) and inland from the A3072. It is an elongated and relatively narrow beach with the tide playing an important role in influencing the usable area. During high tide the site is relatively confined, but as the tide drops the bay opens out considerably, providing an expanse of sand that opens up the bay into neighbouring Crooklets.

The Bude Canal enters onto Summerleaze Beach via a set of unique lock gates. The south western edge of Summerleaze beach is protected by a breakwater feature. This plays an important role is protecting the exposed haven of Bude from the Atlantic swell. In doing so the structure not only provides safer bathing waters but also a sheltered harbour area to the west of Summerleaze, which is used by both commercial and recreational fishing vessels.

Bude’s traditional bucket and spade character has mixed with the more modern extreme sports and surf scene to develop a thriving tourist trade. There are approximately 2,200 households in the Bude ward, with a further 2,200 properties in the Poughill and Stratton Ward. Of this total only about 6% are second homes or holiday accommodation. This is lower than many other coastal settlements and indicates that the town of Bude has a high resident population that swells considerably during holiday periods.

Summerleaze is backed by dunes to the east, Bude Downs to the north and Efford Downs to the south, leaving an essential buffer to coastal erosion and sea level rise. Bude is an area that blends traditional activities with modern trends. Considerable green corridors such as the River Neet valley, the canal, Bude Nature Reserve and Mear and Efford Downs, meld the natural environment with the urban setting of the town.

Agricultural diversification has also recently led to the establishment of chalet development, hotels and campsites to come with the seasonal accommodation demands placed on the town and its surrounding beaches. The proximity of the town, the good quality roads that feed the area and the parking and accommodation that services the town makes it one of the most easily accessible beaches along the coastline but one that can be put under pressure from vehicle congestion when the site is at its busiest in the summer.

Summerleaze is considered an important town resort beach and the local authority invests significant time, effort and resources to ensure that this character remains unspoilt. The RNLI beach lifeguards in partnership with Council departments and agencies work hard to ensure Summerleaze remains clean, safe and healthy, whilst retaining its important character.

There is parking for approximately 600 vehicles from Council car parks in the local area (450 from the beach car park) and for 60 vehicles from private car parks in the local area. The beach is used by over 170,000 people throughout the bathing water season. Summerleaze has a reputation as a family friendly beach and is popular for dry-side and water-based activities. The site currently has 30 beach huts and this will rise in the next year.

The former public conveniences that are the subject of this Tender are well placed near the entrance to the beach car park and is suitable for a range of commercial operations. Cornwall Council is now seeking offers from interested parties to run a business from the site.

4.5  The Commercial Document

Tenderers are required to complete and return the ‘Your Offer’ section to record the annual rental income that would be paid to the Council for the Property together with the length of the lease required. A 5-year lease is being offered but a longer term would be considered.

Any proposal will require the applicant to make their own enquiries with regard to any necessary planning or building regulation consent.

4.6  The Business Plan

A Business Plan shall be submitted by the Tenderer as an ancillary document to the Tender offer and will address at minimum the elements highlighted in Sections 3 and 4 above.

Schedule 1 – Your Offer

Having examined the Tender Documentation, which I/we shall keep, and being satisfied as to my/our abilities and experience in all respects to satisfy the requirements of the Contract,

I/we
a.  Name of person applying on behalf of organisation
b.  Title / position of person applying on behalf of
c.  Contact telephone
d.  Contact e-mail
e.  Name of organisation
f.  Address and post code
g.  Registered office if different from above
h.  Organisation VAT registration number
i.  Does the organisation employ less than 250 persons and have an annual turnover less than €50 million / £35 million? / YES / NO

Offer to provide or supply upon the terms and conditions of the contract for the annual rental sum indicated below for the contract period:

£ rental income excluding VAT per annum / £
Commercial Document attached / YES / NO
Lease term being sought / Years

I/We understand and agree that your written letter of acceptance of our Service Concession shall constitute the making of a binding contract between us.

I/We understand that the information provided in this quotation document and any supporting information provided by us will be relied upon and taken to be true and accurate. If it is subsequently determined that any information supplied was inaccurate, I/we understand and accept that the Council reserves the right to exclude our offer to supply (if still under evaluation) or if the Contract has been awarded and the information inaccurately supplied had a significant bearing on the award, that the Council shall be at liberty to terminate the Contract.

I/We understand that the Council is not bound to accept the lowest or any tender it may receive.