St Georges Park, Great Yarmouth Invitation to operate Café Kiosk Mermadelica, Summer 2018 April 2018
Contents 1.0 Invitation to operate P2 2.0 Introduction P2 3.0 Further details P3 4.0 Statement of particulars P4 4.1 Permitted hours of trading P4 4.2 Kiosk specification P4 4.3 Permitted items of sale P5 4.4 Cleanliness and Litter P5 4.5 Health and safety P5 4.6 Food Hygiene P5 4.7 Security P6 5.0 Contract Terms P6 5.1 Rent P6 5.2 Rent review P7 5.3 Contract start date P7 5.4 Termination of agreement P7 5.5 Insurance P7 5.6 Branding P7 6.0 Selection process and responses P8 APPLICATION FORM Attached 1 of 8
1.0 Invitation to Operate the Kiosk at St Georges Park, Great Yarmouth. SeaChange Arts (SCA) has great pleasure in presenting this document which has been prepared in order to brief prospective catering operators about the opportunity to operate Mermadelica (Kiosk) during the 2018 season. This document explains what SCA does, the expectations that we have for the future of the Kiosk and how it fits in with and supports the ambition for town centre improvements and provide an alternative offer to the town for the resident population and visitors to the area. Further desires for the Kiosk are to create employment and training for local people, support local suppliers of products and produce and support the development of the early evening economy in the town. We also set out the processes for expressing interest in this opportunity. 2.0 Introduction In February 2014, SeaChange Arts began campaigns in providing a café facility in St George s Park. The proposal from SeaChange was to develop a very high quality artistic installation serving both as a café and a visual attraction within the centre of the town, adding to the offer provided to residents and tourists to the town between April and October each year. This spectacular work of art was completed in 2016, created by a team of expert artists, architects and fabricators. It features a range of facilities including an electronic pipe organ, quirky artworks and a working fountain situated on the roof. Mermadelica offers the perfect place to grab a bite with the family and while away the hours in one of Great Yarmouth s most attractive park locations, St George s Park. 2 of 8
3.0 Further Details SCA, with the support from existing partners, is looking to find an operator than can positively contribute to achieving the impact and development aims, including: The continued growth and development of St Georges Park as a day visitor destination with attracts and caters for a wide range of people. Current users include walkers, families, a wide range of event organisers, and visitors to the Out There Festival. The Kiosk should become a central point where park visitors feel welcome, receive a quality service and can purchase refreshments and snacks. The successful operators will be encouraged to work pro-actively towards achieving SCA aims and ambitions. It is essential to the success of the Kiosk, especially with the tight timeframe involved, that a very close working relationship is established from the start, with both parties contribution positively to the smooth opening from as early as 1 st May 2018. If you wish to tender, please complete the attached application form (you may scan and email it) stating the amount you wish to offer and the other details requested below. Offers must be received no later than 20 th April 2018 Noon. Please note also that the SCA may require further information from the bidders in order to select an offer. SCA is not bound to accept the highest, or any, offer. Should you require further information, or to arrange a viewing please contact Emily Phillips, Business Development Manager, SeaChange Arts at the following email or address: emily@seachangearts.org.uk SeaChange Arts The Drill House York Road Great Yarmouth NR30 2LZ 3 of 8
4.0 Statement of particulars for tender application The following information gives details relation to the kiosk and range of conditions laid down for its use on which to base your tender. 4.1 Permitted hours of trading Monday to Sunday 08:30am to 20:30pm The intention is that the operator will co-operate by adjusting trading hours to suit any events, including the Out There festival produced by SCA. 4.2 Kiosk Specification Surrounding patio for outdoor seating 7 x Serving hatches Fully securable when closed Ice cream scoop freezer display unit (displays 10 x tubs) Manual controlled retractable side doors with attachable sails 8 x Foldable square tables and 16 x chairs 3 phase electrical supply for coffee machine 6 x Double sockets for counter equipment 1 x Under counter DIHR dishwasher 1 x Klarstein Microwave (adjustable power) 1 x Ital Panini grill 1 x Hamilton Beach Milkshake blender 1 x Polar Refrigeration Ice Machine 1 x Silvercrest Toastie maker 1 x Under counter Best Frost fridge 1 x Under counter Gram freezer 1 x Double doored bottle fridge 1 x Twin basin with hot and cold water supply 1 x Hand washing basin 4 x Under counter storage boxes 1 x Mermaid Mannequin 2 x Mounted gold fish 24 x External wall mounted brass decorative fish 1 x Large gilded mirror 4 of 8
4.3 Permitted items of sale Tea, coffee, soft drinks, non-alcoholic drinks, soup and hot/cold snacks that necessitate the desired heating/refrigerating, confectionary and ice-cream. Approval to sell goods not listed above must be sought from management at SCA. Any application of an alcohol license must be discussed with SCA prior to submission and registered in the Operator s name. The Operator will be responsible for selecting, ordering and developing a full range of product relevant to the customers using St Georges Park. 4.4 Cleanliness and Litter The operator must ensure that the kiosk is kept in a clean and tidy condition to the requirement of industry standards and the requirement of environmental health department of Great Yarmouth Borough Council and any improvements notices or regulations they might set. The operator will be responsible for keeping: The kiosk and surrounding patio free of litter An area of 10m extending out from the surrounding patio free of litter Where possible every effort must be made to recycle glass, cans, cardboard and any other recyclable materials from the kiosk and depositing at the allocated waste bins located on the westside of St Georges Park. 4.5 Health and Safety The Operator is required to comply with health and safety at work act (1974), the Management of Health & Safety at Work Regulations (1999) and all other relevant legislation pertaining to Health and Safety. Fire fighting extinguishers are NOT provided, it is the responsibility of the operator to ensure they are adequate provisions and they are maintained to a satisfactory standard. SCA takes every precaution to ensure the refreshment kiosk is safe for the Operator to use. Any defects to the property must be reported immediately to SCA or their representative. If any danger or significant risk exists, then the facility is to be closed off and isolated immediately. 4.6 Food Hygiene The preparation, storage and sale of any goods must comply with current Environmental Health Regulations as regulated by Great Yarmouth Borough Council. The operator of the kiosk is solely responsible for ensuring that all health and safety regulations, trading standard regulations and environmental regulations are adhered to. 5 of 8
All staff serving foods should be trained to a relevant standard i.e. Chartered Institute of Environmental health food hygiene certificate for catering/food safety. The operator has a special responsibility for safeguarding the health of customers and for ensuring that the food and drink they serve and sell is perfectly safe to consume. 4.7 Security The Kiosk has been fitted with lock to ensure effective security. The Operator will be issued with one specific set of keys. SCA must be notified immediately if any of these keys are lost, or if any attempts to breach security i.e. attempted break in. 5.0 Contract terms SCA intends to rent out the kiosk on the following basis. The Kiosk Operator will be responsible for their own business administration and operate as an independent business. The rental contract duration is up to a 6 month period, aiming to commence 1 st May 2018 until 31 st October 2018. 5.1 Rent Payable in advance of operation, 1 Month rent (to be as deposit bond, repayable upon cessation of contract if appropriate) and monthly payments on the 28 th of each month and payable by BACS in advance each month thereafter. The operator will provide and pay for: All light equipment necessary to operate EPOS, Credit Card and IT equipment Any uniforms or safety wear Utility costs Electricity and water bills will be in Operators name and not the responsibility of SCA Cleaning of nominated areas Laundry Staff Stock costs including all food and drink to be served Training Marketing Any other costs associated with the operating costs of the kiosk and surrounding patio PRS licence All stipulated insurances The Operator shall be liable for any local authority rate or charge and any business rates which may be levied or charged in respect of the use of the Kiosk. 6 of 8
5.2 Rent review The 2019 season rent is subject to review and will be announced by 31 st December 2018. 5.3 Contract Start date From 1 st May 2018 depending upon payment of required funds, receipt of insurance details and contract signing and when the kiosk is ready for occupancy. 5.4 Termination of agreement The operator should give SCA a minimum of 30 days notice to terminate the agreement. Notice of termination must be given by email or in writing. In the event of the Operator is found to have broken the rules or has failed to comply with the terms of the agreement, SCA may terminate this Agreement on giving 30 days notice in writing to the Operator and trading should cease immediately. 5.5 Insurances The Operator shall arrange to insure the contents of the kiosk against fire, theft and damage for the period of the contract. Employers Liability Public Liability Products Liability (Including Food Poisoning) 5 Million 10 Million 5 Million In order for the Operator to be appointed and permitted to trade, copies of the following minimum value insurance will need to be registered with Great Yarmouth Borough Council at the time of contract signing and payment. 5.6 Branding The Kiosk will trade under the name Mermadelica, this trading name will not be varied without consent by SCA. The Kiosk Operator will be given full administration rights to the existing Facebook page. The Kiosk Operator will be provided with images taken during 2017 for marketing use only. The Operator will be responsible for purchasing/paying for production of menus, signage, uniforms including logos and signage inside and outside of the kiosk. Any other non-kiosk publications, banners, posters, leaflets and flyers agreed and supplied by SCA only will be permitted to be displayed at the Kiosk. 7 of 8
6.0 Selection process and response ACTION DATE Open for application 4 th April 2018 Onsite Viewing April Please arrange viewing Offers received by 20 th April 2018 Noon Interviews 24 th April 2018 Commencement of contract From 1 st May 2018 Prospective Kiosk operators will be invited to provide further information to support their application during the interviews. Information required will be: Previous Experience Proposed operational structure Sample menu Proposed pricing policy Ethos All Tenders must be received by 12 noon on Friday 20 th April 2018 and addressed to: Emily Phillips, Business Development Manager, SeaChange Arts, The Drill House, York Road, Great Yarmouth, NR30 2LZ. The envelope must be clearly marked FAO Emily Phillips and be in a sealed envelope to arrive by post or hand by 12 noon on Friday 20 th April 2018. 8 of 8
APPLICATION FORM for the operation of Mermadelica (To be completed by the Tenderer) RELATING TO THE OPERATION OF KIOSK CONCESSION (Mermadelica) AT ST GEORGES PARK, GREAT YARMOUTH. Name: Address: Home: Mobile: Work: Email Address: If a Limited Company, please state address of Registered Office Tender offer ex VAT (Monthly Rate): Please state your offer in pounds sterling in both figures and in words Period of concession: From: To: Please state whether your offer is conditional in any way: Please note that SeaChange Arts reserve the right not to accept the highest or any tender made to them. We confirm: 1. That we have not communicated and will not communicate to any person under any agreement or arrangement, the amount of this Tender; 2. That the amount of this Tender has not been adjusted under any agreement or arrangement with any person; 3. Unless and until a contract is prepared, executed and completed this Tender, together with your written acceptance thereof, shall constitute a binding contract between us; 4. We understand that you are not bound to accept the lowest or any tender you may receive. Signature: Date: The deadline for tender submissions is 12 NOON ON FRIDAY 20th April 2018 PAGE 1 OF 2
PLEASE SUPPLY THE FOLLOWING DETAILS: The names and addresses of two business referees: I/we agree to abide by the conditions as set out in the invitation to tender document. I/we agree to accept the decision of SeaChange Arts as final and binding. I/we will conclude any necessary licence documents with the Authority. (Delete words which do not apply) Signed Name Position Company Page 2 of 2