Victorian Fayre Market Concession Contract

Tender description

<p>Worcester Victorian Fayre is now in its 30th year. The Council is looking to procure a market operator [&ldquo;The Supplier&rdquo;], under a concessionary contract, to manage the c.180 market stalls at the event. Worcester City Council is responsible for the following: &bull; Event Production &bull; Coordination with the Safety Advisory Group &bull; Entertainment during the event &bull; Coaches and coach parking &bull; Cleansing and refuse from visitors &bull; Liaison with local businesses &bull; Logistics &bull; Relationships with all suppliers, except the stall provision &bull; Road Closures &bull; Hostile Vehicle Mitigation Barriers &bull; Marketing, press and promotion of the event The Council will provide the successful Supplier with: &bull; A briefing on the event and useful information for delivery &bull; Introductions to key stakeholders in the city &bull; Contact details for stallholders for the 2021 Fayre &bull; Pricing schedule for charging the stallholders &bull; Layout plans for previous events &bull; Advice and support with how best to manage the stallholder arrangements at the event &bull; Access to Event Control during the event &bull; Access to welfare facilities including a rest room during the event The Supplier is responsible for the following: &bull; The provision of the market stalls or chalets for the event, including the storage, transportation, installation, maintenance and dismantling of the stalls &bull; Recruitment, selection, administration, and invoicing of stallholders &bull; Customer service in particular stallholder relations &bull; Ongoing management and communication with stallholders &bull; Stewarding of stallholders at set up and breakdown each day &bull; 24/7 emergency cover for the period of the Fayre &bull; Waste provision for traders, including monitoring and removal throughout the event and after the end of the event each day &bull; Providing regular updates to the Council in the planning and delivery stages of the event &bull; Attendance at key meetings before the event The Supplier is responsible for supplying: &bull; Contact details for the site team and details of business continuity arrangements &bull; Risk assessments for their aspect of the event &bull; Evidence of Public Liability insurance (PLI) &bull; 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. &bull; All paperwork, including method statements and details of installation of the stalls or chalets &bull; A plan of the layout of the stalls at the event &bull; A 24/7 emergency contact details (and back-up) during event opening hours &bull; Fully trained staff and all PPE for their staff during the event 3.6. The Fayre runs on the weekend which includes the first Sunday of December each year: &bull; Thursday 1 &ndash; Sunday 4 December 2022 &bull; Thursday 30 November to Sunday 3 December 2023 &bull; Thursday 28 November to Sunday 1 December 2024 &bull; Thursday 4 to Sunday 7 December 2025 &bull; Thursday 3 to Sunday 6 December 2026 The Council requires a minimum guaranteed number of 175 stalls each year with a minimum guaranteed total annual income of &pound;71,000 + VAT and a minimum guaranteed income of &pound;406 + VAT per stall. For the avoidance of doubt, if the number of stalls increases in any year during the life of the contract, then the total guaranteed income for that year will increase proportionately. Any tenders which do not comply with these requirements will be disqualified</p> Keywords: Victorian Fayre, Market stalls