Invitation to Tender for Café at the Scottish Storytelling Centre and John Knox House

Invitation to Tender for Café at the Scottish Storytelling Centre and John Knox House Deadline to submit a tender 15 October 2015 Scottish Storytelling Centre 43-45 High Street Edinburgh EH1 1SR 0131 556 9579 http://www.tracscotland.org/scottish-storytelling-centre Deadline for submission 15 October 2015 1

Invitation to Tender for Café at the Scottish Storytelling Centre and John Knox House Contents 1. About the Scottish Storytelling Centre and John Knox House... 3 2. Location... 3 3. Visitor Numbers... 3 4. Future Plans and Expectations... 4 5. Floor Plans and Size... 4 6. Offer and Services Required... 5 7. General Trading Terms... 6 8. Structure of Tender Process... 8 9. Financial Assessment... 11 10. Contact Details... 12 11. Tender Submissions... 13 12. Interview... 13 13. Disclaimer... 13 14. Appendix 1 - Tender submission checklist... 15 15. Appendix 2 - Exclusion criteria and non-conflict of interest declaration... 16 16. Appendix 3 - References... 17 17. Appendix 4 Authorised signatory form... 18 18. Appendix 5 Point of Contact... 19 19. Appendix 6 Financial proposal form... 20 20. Appendix 7 Financial proposal... 21 21. Appendix 8 Floor Plan (Reference Only)... 23 22. Appendix 9 List of Fixtures & Fittings (Reference Only)... 24 Deadline for submission 15 October 2015 2

Invitation to Tender The Mission and Discipleship Council of the Church of Scotland, trading as Scottish Storytelling Centre invites tenders from suitably qualified and experienced catering companies or individuals for the opportunity to operate the café within the Scottish Storytelling Centre on the Royal Mile. This document explains what the Scottish Storytelling Centre does, the expectations that we have for the future of the café and how it fits with and supports the Scottish Storytelling Centre. 1. About the Scottish Storytelling Centre and John Knox House The Scottish Storytelling Centre is a vibrant arts venue with a seasonal programme of live storytelling, theatre, music, exhibitions, workshops, family events, and festivals. We are the home of two festivals: TradFest, a traditional arts festival that takes place in the spring, and the Scottish International Storytelling Festival in October. We re also a host venue for the Edinburgh Festival Fringe and other exciting cultural programmes all year round. Attached to the Scottish Storytelling Centre is John Knox House, a four star visitor attraction. Dating back to 1470, it and Moubray House which is attached, is the only original medieval building surviving on the Royal Mile. There is a bookshop located in the medieval luckenbooths of John Knox House. The Café is a great space to meet friends and family. It s a light and bright space that looks out onto the busy Royal Mile, offering tranquillity from the hustle and bustle outside. A family-friendly Café has lots of space for buggies. Children can run around in the adjacent Storytelling Court and be entertained by our Storywall and activity box. The Storytelling Court always has a free exhibition for our visitors to enjoy which changes every month or two. 2. Location The Storytelling Centre is located on Edinburgh s historic Royal Mile, half way between Edinburgh Castle and Holyrood Palace. We are only a 5-minute walk from Waverley Station and Princes Street. John Knox House is a four star tourist attraction in a thriving area of Edinburgh s Old Town. 3. Visitor Numbers The Storytelling Centre and John Knox House attract approximately 47,000 visitors annually. Our visitor numbers for 2014 are broken down below on a monthly basis, and we expect a similar or increased number in 2016. Month Jan Feb Mar Apr May June Visitor 2,755 1,759 2,356 3,023 3,627 3,863 number Month July Aug Sept Oct Nov Dec Total Visitor 3,946 9,659 3,075 6,468 3,034 2,936 46,501 number Deadline for submission 15 October 2015 3

4. Future Plans and Expectations Alongside our year long programme of events and two festivals we run an extensive workshop programme. We also hire spaces out for corporate events and receptions and the café will be a key part of the visitor experience we offer. We would be interested to hear from applicants about their events experience, and how they might collaborate with us in running events based around food. A quality offer and high standards of customer care would be an essential part of the successful tender. 5. Floor Plans and Size The café area is 54.72m 2 The kitchen area is 21.94 m 2 The locked storeroom area is 4.3m 2 All measurements are approximate The current capacity in the café area is circa forty covers there is the possibility of adding more of your own furniture to increase it by sixteen more covers. Deadline for submission 15 October 2015 4

Main access routes: There are two access points from the High Street. The café is approached up a flight of stairs or through the bookshop on the ground floor of John Knox House. Finishes: wooden floor throughout Storytelling Court and Café. There is a serving hatch and counter between the kitchen and seating area. The Scottish Storytelling Centre is an award-winning venue designed by Malcolm Fraser Architects. The Café is a bright and open space with a large glazed wall looking out over Edinburgh s historic Royal Mile, close to the Castle and Holyrood House The café currently has various furniture and fittings (Appendix 9) including furniture, designed and produced by the late renowned wood artist Tim Stead which could be used by yourselves 6. Offer and Services Required Café: The successful operator should provide a good quality café menu that represents value for money, with food and hot beverages being offered throughout the day. Where possible a commitment to using quality local, regional, Fairtrade, and organic food will be given precedence. The café is located in a family friendly, creative environment and the food and drink offer needs to reflect this. Deadline for submission 15 October 2015 5

Other Services: There will be the opportunity to supply catering for special events primarily for hires. The successful operator will be granted exclusive use of the kitchen space on the ground floor of the premises along with use of the cafe area extending into the Storytelling Court (see Appendix 8). In addition, access to the ancillary kitchen on Level two, and use of the locked dry store on this level as well as storage space in the basement of John Knox House. Alcohol: If you wish you can apply for a drinks licence to serve alcohol but this would have an implication to the water / wastewater charges see below. Staff: There are two members of staff employed on a full time basis by the current provider, plus several part time staff. It is expected that these full time members of staff transfer over to the new provider under TUPE. 7. General Trading Terms It is our intention to let the space and offer the service contract on the basis of the following terms: Separate entity As a separate business entity the café operator will be responsible for their business administration and operate wholly as an independent business. Contract and term At this stage the intention is for the lease to be granted to the successful bidder for exclusive occupation of the kitchen space and use of the café seating area. We propose that the term of the lease agreement will be an initial two year with the possibility of a third year, Marketing and branding There is some flexibility in terms of branding, however branding, and trading names are not to be implemented without prior consent with Scottish Storytelling Centre. Scottish Storytelling Centre will support some marketing services with shared initiatives. We will include the café in our generic marketing, including our seasonal brochure, social media campaigns, and website, and in other marketing as appropriate. We would also expect the café operator to undertake additional marketing subject to approval of content by the centre. Core Hours The café will be required to be open and be adequately staffed during certain core hours and Bank Holidays detailed below. Catering will also need to be available for events happening outside core hours. Details of events will be supplied within an agreed timescale by the Centre Coordinator or Programme and Events Manager. Deadline for submission 15 October 2015 6

The core hours are: September to June: Monday to Saturday 10am to 5pm July and August: Monday to Sunday 10am to 5pm Bank Holidays The centre is open on all bank holidays with the exception of Christmas 26 December and 2 January with the premises being especially busy on 1 January Health and Safety During Storytelling Centre opening times an employee of the Scottish Storytelling Centre will act as Duty Manager for the premises and take responsibility for the implementation of Health & Safety regulations within the building. The Café operator will require at all times to have a designated supervisor in charge of operations and staff, able to monitor health and safety issues and to contribute to the day-to-day cleanliness of the of the café environment, including safe and timely disposal of rubbish and spot cleaning of equipment, floors and windows. The Café operator will be bound to ensure, where required, that staff members attend appropriate H&S training sessions relevant to the operation of the Scottish Storytelling Centre The Café Operator must comply with all aspects of the Health & Safety policy and programme in force at Scottish Storytelling Centre including the fire safety and evacuation procedures All prospective contractors must include within their submission the following documents Copy of Employers Liability Insurance Certificate Copy of Public Liability Certificate Copy of Food Hygiene Certificate Copy of Accident record over the preceding 3 years. Copy of their Health & Safety Policy Copy of their training programme and CPD programme for employees. Utilities and Waste The successful operator will be responsible for their own waste disposal and be expected to comply with Waste (Scotland) Regulations. Utility usage is metered and will be charged to the café operator on a monthly basis at the rates we incur with payment due within thirty days of the invoice date. Please note that we review the prices of utilities on an annual basis to find the best supplier. Deadline for submission 15 October 2015 7

The café operators will be expected to act sustainably whenever possible and to limit the impact of their operations on the environment in line with the Storytelling Centre s environmental policy. Water: Due to the current exemption offered to charities by Business Stream, the premises are currently exempt from water and wastewater charges and will continue to be so if there is no alcohol licence for the premise. If you were to apply for, and be successful in obtaining, an alcohol licence then under the current charity exemption we would not be exempt and water and wastewater charges would be applicable and would be recharged to you alongside the other utilities. Insurance: The successful operator will be responsible for their own insurance including employer s liability and public liability insurance. Wi-Fi: The café benefits from complimentary Wi-Fi, supplied by the Scottish Storytelling Centre at no cost to yourselves. Café equipment, fixtures, and fittings: The Storytelling Centre will be responsible for the provision and maintenance of heating and ventilation systems and for the maintenance and servicing of the kitchen s fitted equipment and fixtures (see Appendix 9 for a list of items). All other items of equipment and fixtures will be the responsibility of the operator. The Centre will also be responsible for the provision and maintenance of public toilets in line with Building Control and Environmental Health Requirements. The café operators will have the use if they wish of the items shown in Appendix 9 but must supply all tableware, pots, pans etc. 8. Structure of Tender Process Within your tender submission, please include all of the following information in the same order as listed: Administrative The tenderer must complete the tender Submission Checklist (Appendix 1); complete the Exclusion Criteria and Non-Conflict of Interest Declaration (Appendix 2); supply the Church of Scotland with names of two referees, ideally for whom you have delivered a similar project, who may be contacted following the short-listing process (Appendix 3); provide a single point of contact for all correspondence relating to the tender, including email address, postal address and telephone number (Appendix 4); give details of your company history and profile, including financial information provide examples of similar recent contracts you have worked on, if applicable Deadline for submission 15 October 2015 8

submit a copy of Health & Safety policy submit a copy of Insurance Technical The tenderer must provide a business plan which includes the following Details about the management of the organisation and their experience. Details of the product, including a sample menu and suggested prices. Elaborate on how the services will be provided to the public and SSC, including specified dayto-day contact person and team coordination. Provide details of how you would manage the staffing of the café including copies of any applicable policies and procedures. Inform us of your previous experience in running and managing a café, including the ability to cater for larger events. Specify how you will ensure quality control of the services throughout the contractual period. Provide any other relevant documentation proving that rules and regulations are followed in the field of catering services. Elaborate on how they implement environmentally friendly practises and working methods in their company Detail of your marketing spend and strategy Details of your vision to grow the business of the café for the length of the contract. Details of how you propose to collaborate with the Church of Scotland and SSC for mutual benefit. Your decision whether or not you wish to apply for a drinks licence. The most recent set of Accounts Financial Complete Appendix 6 with the amount of rent per year along with proposed payment dates the amount and the period it covers (e.g. Rent 1 st of the month in advance). If you are bidding on a flat fee basis then we require you just to fill in Appendix 6 If you are bidding on the basis of a percentage of gross income then we require in addition to Appendix 6, the following: a financial budget showing your projected gross income for the period of the contract including your justifications on how you will achieve the income figures and your assumptions. a method that we can confirm your gross income. Deadline for submission 15 October 2015 9

If you are bidding on any other method, we will require in addition to Appendix 6, the following a projected profit and loss on a monthly basis (similar to Appendix 7) which details the rent to SSC; justification of your figures and assumptions; the payment dates and amounts for the rent ; and a method that we can confirm your actual figures. The suitability of applicants will be assessed using the following criteria: Technical Assessment The assessment of technical quality will be based on the ability of the tenderer to meet the purpose of the contract as described in the terms of reference. To this end, the technical proposal shall contain the following information to allow evaluation of the tender according to the technical criteria mentioned below No Criteria Max. Points Awarded score 1 Ability to attain the objectives and results 25 required: Credibility and coherence of proposal (through your business plan) Ability to deliver services to larger events (through your experience) Future plans for growth (through your vision statement) Previous experience in similar situations Details of you management and their experience Your last set of accounts 2 Management: Description of proposed collaboration with The Church of Scotland and SSC (within the Business Plan). Quality control of services provided. Willingness to work proactively and collaboratively with SSC for mutual benefit and growth Details of how the service will be operated. Compliance of rules and regulations 3 Services: Quality of product (through sample menus). Quality of food at sample event. Aptitude to deliver services for forty people (experience) Strength of events experience 30 40 4 Environmentally friendly work practises 5 Deadline for submission 15 October 2015 10

9. Financial Assessment The financial proposal should be presented in the format found in Appendix 6. Choice of the selected tender The contract will be awarded to the tenderer offering the best value for money, taking into account the awarding criteria listed above. No award criteria and sub-criteria other than those detailed above will be used to evaluate the offer. The weighting of quality and price will be applied as follows: Score for tender Y = lowest price /price of tender Y x 40 + Total quality score of tender Y x 60 No obligation to award Completing the procedure of the call for tenders in no way imposes on the Church of Scotland an obligation to award the contract. The Church of Scotland shall not be liable for any compensation with respect to tenderers whose offers have not been accepted, nor shall the Church of Scotland be liable when deciding not to award the contract. Notification of outcome Each tenderer will be informed in writing about the outcome of the call for tender. If tenderers are notified that a tender has not been successful, tenderers may request additional information by email. At the discretion of the Church of Scotland, this information can be given in a follow-up letter providing further details in writing, such as the name of the tenderer to whom the contract is awarded and a summary of the characteristics and relative advantages of the successful tender. However, the Church of Scotland would like to stress that it is not free to disclose any information affecting the commercial interests of other tenderers. Timetable Activity Date Comments Launching of tender Friday 18 September 2015 Deadline of site visits Friday 2 October 2015 At 16:00 (local time) Request of clarifications Week commencing 5 October 2015 Deadline for submission of offers Thursday 15 October 2015 At 16:00 (local time) if hand delivered Opening of offers Friday 16 October 2015 At 10am Date of initial evaluation of Friday 23 October 2015 offers Interviews Friday 6 November 2015 Date of final evaluation of Wednesday 11 November 2015 offers Notification of award to By Friday 20 November 2015 selected tenderer Contract signed By Friday 15 January 2016 Start operation of café 1 February 2016 Deadline for submission 15 October 2015 11

Submission of the tender Tenders must comply with the following conditions: Offers must be submitted in two envelopes where the outer envelope or parcel should be sealed and be addressed to the person below and the date of posting (if applicable) should be legible on the outer envelope. The inner envelope or parcel should be sealed with adhesive tape and signed across the seal. On the front it should carry the following information: the project title: SSC Catering services the name of the tenderer; the message Offer - Not to be opened by the internal mail service ; Within the inner envelope it must contain the following documents Administrative documents the signed, dated and duly completed Tender Submission Checklist (Appendix 1) The duly filled in, signed and dated Exclusion Criteria and Non-Conflict of Interest Declaration (Appendix 2); two references (Appendix 3) a statement containing the name and position of the tenderer s authorised signatory (Appendix 4). Technical proposal One original (unbound, signed and clearly marked as Original ) and four copies (bound and each marked as Copy ) of the Technical Proposal, providing all information requested in section 4. Financial proposal One signed original and four copies of the Financial Proposal, based on the format in found in Annex VII 10. Contact Details All queries relating to this tender visit should be e-mailed to ghenderson@churchofscotland.org, who will aim to respond within two working days. Requests for a site visit should be addressed to Daniel Abercrombie on 0131 556 9579 or by email at daniel@scottishstorytellingcentre.com Deadline for submission 15 October 2015 12

11. Tender Submissions Deadline for your tender submission is 15 October 2015 as per the timetable above. All offers and associated documents must arrive at the address below by post or be delivered by hand Addressed to: Gary Henderson The Church of Scotland 121 George Street Edinburgh EH2 4YN 12. Interview If shortlisted, you will be required to attend an interview to present a short presentation about your organisation and your plan for the café, and answer questions about your submission. Please note that we do not want a PowerPoint style presentation as no audio visual equipment will be available at the interview 13. Disclaimer While the information contained in this ITT is believed to be correct at the time of issue, neither the Church of Scotland Mission & Discipleship Council nor its advisers will accept any liability in any circumstances for its accuracy, adequacy, or completeness, nor will any express or implied warranty be given. This exclusion extends to liability howsoever arising in relation to any statement, opinion or conclusion contained in, or any omission from, this ITT (including its Schedules) and in respect of any other written or oral communication transmitted (or otherwise made available) to any Tenderer. No representations or warranties are made in relation to these statements, opinions, or conclusions. This exclusion does not extend to any fraudulent misrepresentation made by, or on behalf of, the Church of Scotland. All suppliers should note that any quantities or volumes contained in this ITT are for indicative purposes only, and any future quantities or volumes may vary from those stated. If a Tenderer proposes to enter into a Contract with the Church, it must carry out its own due diligence enquiries and rely only: on its own enquiries and judgment in relation to this procurement, including the preparation of its Tender; and on the terms and conditions set out in the Contract(s) (as and when finally executed), subject to the limitations and restrictions specified in it. Deadline for submission 15 October 2015 13

Neither the issue of this ITT, nor any of the information presented in it, should be regarded as a commitment or representation on the part of the Church (or any other person) to enter into a contractual arrangement. Confidentiality This ITT and any other documents subsequently issued by the Church of Scotland as part of this procurement are confidential. The contents of this ITT must not be not copied, reproduced, distributed, or passed to any other person at any time except for the purpose of enabling the Tenderer to submit a Tender. The Church of Scotland may use the information included in a Tenderer's response for any reasonable purpose connected with this ITT. In particular, once a Tenderer has been excluded, the Company reserves the right to use any ideas contained in that Tenderer's tender in any ongoing discussions with other Tenderers but undertakes not to reveal the identity of the provider of these ideas. Publicity No publicity regarding the Services or the award of any Contract will be permitted unless and until the Church of Scotland has given express written consent to the relevant communication. For example, no statements may be made to the media regarding the nature of any Tender, its contents, or any proposals relating to it without the prior written consent of the Church of Scotland. Deadline for submission 15 October 2015 14

14. Appendix 1 - Tender submission checklist The checklist must be used to ensure that you have provided all the documentation for this tender and in the correct way. This checklist should be signed and included within the inner envelope. Please Tick the boxes provided Administrative documents must contain The duly completed, signed and dated Exclusion Criteria and Non-Conflict of Interest Declaration (appendix 2) Two referees (appendix 3) Copy of Health & Safety documents Copy of insurance documentation. The duly completed Authorised Signatory Form (appendix 4) The completed point of contact form (appendix 5) Information about your previous contracts and work This tender submission checklist, completed, signed and dated. Technical proposal must contain One original signed copy and four copies of the technical proposal. Financial proposal must contain One original signed copy and four copies of the financial proposal. You should also ensure that: Both the technical and financial proposals of the offer are signed by the tenderer or his duly authorised agent. Your offer is perfectly legible in order to rule out any ambiguity. Your offer is submitted in accordance with the two envelope system as detailed in section 9 The inner envelope bears the information detailed in section 9 and the outer envelope as per section 11 Name: Signature: Date: Deadline for submission 15 October 2015 15

15. Appendix 2 - Exclusion criteria and non-conflict of interest declaration TO BE COMPLETED AND SIGNED BY THE TENDERER The undersigned: in his/her own name (if the economic operator is a natural person or in case of own declaration of a director or person with powers of representation, decision making or control over the economic operator) or representing (if the economic operator is a legal person) official name in full (only for legal person): official legal form (only for legal person): official address in full: VAT registration number: declares that the company or organisation that he/she represents: is not bankrupt or being wound up, is not having its affairs administered by the courts, has not entered into an arrangement with creditors, has not suspended business activities, and is not the subject of proceedings concerning those matters; has not been convicted of an offence concerning professional conduct; has fulfilled all its obligations relating to the payment of social security contributions and the payment of taxes in accordance with the legal provisions of the UK; has not been the subject of a judgement for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Church s financial interests; In addition, the undersigned declares: they have no conflict of interest in connection with the contract; a conflict of interest could arise in particular as a result of economic interests, political, family or any other relevant connection or shared interest; they will inform the Church, without delay, of any situation considered a conflict of interest or which could give rise to a conflict of interest; they have not made and will not make any offer of any type whatsoever from which an advantage can be derived under the contract they have not granted and will not grant, have not sought and will not seek, have not attempted and will not attempt to obtain, and have not accepted and will not accept any advantage, financial or in kind, to or from any party whatsoever, constituting an illegal practice or involving corruption, either directly or indirectly, as an incentive or reward relating to award of the contract; that the information provided to Church within the context of this invitation to tender is accurate, truthful and complete; Name: Signature: Date: Deadline for submission 15 October 2015 16

16. Appendix 3 - References We require two references from companies that you currently or have worked with Referee 1 Name Position Company Address E-mail Phone No. Referee 2 Name Position Company Address E-mail Phone No. Deadline for submission 15 October 2015 17

17. Appendix 4 Authorised signatory form Address and contact details Name Company Address E-mail Phone No. Website (if applicable) Contact person for this tender Capacity Legal signatory s Deadline for submission 15 October 2015 18

18. Appendix 5 Point of Contact Address and contact details Name Company Address E-mail Phone No. Deadline for submission 15 October 2015 19

19. Appendix 6 Financial proposal form Contract - Scottish Storytelling Society Cafe Company: Date: Signature: What is your proposed payment to the Church of Scotland t/a SSC for each of the three years and when would you make payment. Year Method Payment Date Example 1 50,000 x% Share of cafés gross income excluding VAT Monthly on the last day of the following month i.e. February s payment will be made on 31 March 1 2 3 Total Deadline for submission 15 October 2015 20

20. Appendix 7 Financial proposal If you would like to bid on another basis (not a flat fee or a percentage of income) we will require a form similar to this to be completed for each of the years Company Year Number of covers January February March December Total Income Cost of Sales Gross Profit Expenditure (including depreciation but excluding payment to SSC) Net Profit Payment to SSC Rent Payment dates to SSC Deadline for submission 15 October 2015 21

Accountant / Auditors Name: Address : Email Deadline for submission 15 October 2015 22

21. Appendix 8 Floor Plan (Reference Only) Deadline for submission 15 October 2015 23

22. Appendix 9 List of Fixtures & Fittings (Reference Only) The following items are currently located within the SSC Café and can be used by the successful tenderer if they so wish. Number Wooden Tables - Seating for four 8 - Seating for six 2 Stools 12 Chairs 14 Benches 4 Lincat EB3F Auto Feed Water Boiler 1 Gram K400 RU Upright Stainless Steel Refrigerator 1 Gram Under Counter Refrigerator, Model: K200 RU (166 litres, stainless 1 steel finish). Gram F400 RU Stainless Steel Upright Freezer 1 Meiko ECO530 Dishwasher 1 IMC Mistral M135 Premium Under counter Triple Door Bottle Cooler 1 Lincat Six Burner Gas Oven Range 1 Free Standing Steel Shelving 1 Two Tiered Steel Trolley 1 Insectocuter 1 Deadline for submission 15 October 2015 24