Tender

Victorian Fayre Market Concession Contract

WORCESTER CITY COUNCIL

This public procurement record has 1 release in its history.

Tender

22 Apr 2022 at 16:02

Tender Notice
Summary of the contracting process

The Worcester City Council is initiating a tender process for the "Victorian Fayre Market Concession Contract," aiming to secure a market operator for the annual Worcester Victorian Fayre, which celebrates its 30th year. This procurement falls within the hospitality and retail trade services industry, with an estimated contract value of £355,000. The tender period concludes on 20 May 2022, while the contract is scheduled to commence on 4 July 2022 and run until 30 June 2026. The event will be held on the first weekend of December each year, with the next event taking place from 1 to 4 December 2022.

This tender presents significant opportunities for businesses involved in event management, market stall provision, or related logistics and services. Ideal candidates may include small to medium-sized enterprises (SMEs) and voluntary, community, and social enterprises (VCSEs) capable of managing stallholder relations, logistical arrangements, and customer service during the event. With the right expertise and capacity for effective communication and coordination, these businesses can expand their service offerings and gain valuable experience in managing large-scale community events.

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Notice Information

Notice Title

Victorian Fayre Market Concession Contract

Notice Description

Worcester Victorian Fayre is now in its 30th year. The Council is looking to procure a market operator ["The Supplier"], under a concessionary contract, to manage the c.180 market stalls at the event. Worcester City Council is responsible for the following: * Event Production * Coordination with the Safety Advisory Group * Entertainment during the event * Coaches and coach parking * Cleansing and refuse from visitors * Liaison with local businesses * Logistics * Relationships with all suppliers, except the stall provision * Road Closures * Hostile Vehicle Mitigation Barriers * Marketing, press and promotion of the event The Council will provide the successful Supplier with: * A briefing on the event and useful information for delivery * Introductions to key stakeholders in the city * Contact details for stallholders for the 2021 Fayre * Pricing schedule for charging the stallholders * Layout plans for previous events * Advice and support with how best to manage the stallholder arrangements at the event * Access to Event Control during the event * Access to welfare facilities including a rest room during the event The Supplier is responsible for the following: * The provision of the market stalls or chalets for the event, including the storage, transportation, installation, maintenance and dismantling of the stalls * Recruitment, selection, administration, and invoicing of stallholders * Customer service in particular stallholder relations * Ongoing management and communication with stallholders * Stewarding of stallholders at set up and breakdown each day * 24/7 emergency cover for the period of the Fayre * Waste provision for traders, including monitoring and removal throughout the event and after the end of the event each day * Providing regular updates to the Council in the planning and delivery stages of the event * Attendance at key meetings before the event The Supplier is responsible for supplying: * Contact details for the site team and details of business continuity arrangements * Risk assessments for their aspect of the event * Evidence of Public Liability insurance (PLI) * Assurance that they have reviewed and accepted the risk assessments, hygiene documentation, fire safety assessment, and PLI certificate for each trader. Please note, traders selling alcohol will require a TEN and will not be permitted to trade without this. * All paperwork, including method statements and details of installation of the stalls or chalets * A plan of the layout of the stalls at the event * A 24/7 emergency contact details (and back-up) during event opening hours * Fully trained staff and all PPE for their staff during the event The Fayre runs on the weekend which includes the first Sunday of December each year: * Thursday 1 - Sunday 4 December 2022 * Thursday 30 November to Sunday 3 December 2023 * Thursday 28 November to Sunday 1 December 2024 * Thursday 4 to Sunday 7 December 2025 * Thursday 3 to Sunday 6 Dec Additional information: The Council is using the e-procurement portal known as the Proactis Pro-Contract portal https://procontract.due-north.com to conduct this procurement exercise. To gain access to the procurement documents, bidders will need to register their company details at the above website. Once registered, bidders will be emailed a log-in and password, allowing them to gain access to the procurement documents. Bidders will need to search for the invitation under Worcester City Council and then electronically submit an expression of interest and follow the online instructions to view the procurement documents.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-fa606c4e-a91d-416a-96e7-99826a53ec62
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/cf2ef41f-37e2-4fc3-9d3d-54a0858243ba
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not applicable
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

55 - Hotel, restaurant and retail trade services

CPV Codes

55000000 - Hotel, restaurant and retail trade services

55900000 - Retail trade services

Notice Value(s)

Tender Value
£355,000 £100K-£500K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
22 Apr 20223 years ago
Submission Deadline
20 May 2022Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
3 Jul 2022 - 30 Jun 2026 3-4 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Not Specified
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
WORCESTER CITY COUNCIL
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
WORCESTER
Postcode
WR1 2EY
Post Town
Worcester
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG1 Herefordshire, Worcestershire and Warwickshire
Small Region (ITL 3)
TLG12 Worcestershire CC
Delivery Location
TLC North East (England), TLD North West (England), TLF East Midlands (England), TLG West Midlands (England), TLH East (England), TLJ South East (England), TLK South West (England)
Local Authority
Worcester
Electoral Ward
Cathedral
Westminster Constituency
Worcester

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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