Tender Information Pack

15th March 2016

Contents Page 2 of 13 PART A - INVITATION AND INFORMATION FOR TENDERERS

Basic Contract Information Property: Former Public Conveniences at Summerleaze Beach Car Park, Bude

Length of the The Property is being offered on a 5-year lease, 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

Page 3 of 13 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 Closing date for receipt of the Service pm) 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:

Page 4 of 13 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

Page 5 of 13 2. 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.

Yes / Question Example of the Type of Information in Support of responses No

4.1.1 Do you have a policy and You will be expected to demonstrate process for providing your and provide evidence on request that staff/ workforce with your organisation has in place and training and information implements training arrangements to ensure that its staff/workforce has appropriate to the types of sufficient skills and understanding to ☐ Yes activity that your discharge their various duties. This should ☐ No organisation is likely to include refresher training (e.g. a CPD undertake? programme) that will keep the workforce updated on good H&S practice applicable throughout the company.

4.1.2 Do your employees have You will be expected to demonstrate H&S or other relevant and provide evidence on request that qualifications and experience your staff/workforce possesses suitable sufficient to implement your qualifications and experience for the tasks assigned to them, unless there are ☐ Yes H&S policy to a standard specific situations where they need to ☐ No appropriate to the activity work under controlled and competent that your organisation is supervision e.g. trainees. likely to undertake. 4.1.3 Do you operate a process of You will be expected to demonstrate and risk assessment capable of provide evidence on request that your supporting safe methods of organisation has in place and implements work and reliable project procedures for carrying out relevant risk assessments and for developing and delivery where necessary? implementing safe systems of work ☐ Yes (‘method statements’). You should be ☐ No able to provide indicative examples. The identification and control of any significant occupational health (not just safety) issues should be prominent.

Page 6 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 ☐ Yes discrimination been made against your organisation by an Employment Tribunal, an Employment Appeal ☐ No Tribunal or any other court (or in comparable proceedings in any jurisdiction other than the UK)?

4.2.2 In the last three years, has your organisation had a ☐ Yes complaint upheld following an investigation by the Equality and Human Rights Commission or its ☐ No predecessors (or a comparable body in any jurisdiction other than the UK), on grounds or alleged unlawful discrimination?

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.

Version 1.0 - 17/03/2015 Page 7 of 13 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 ☐ Yes to obtain, prior to the commencement of the contract, the levels of insurance cover indicated below. ☐ No 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

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 Version 1.0 - 17/03/2015 Page 8 of 13 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.

Version 1.0 - 17/03/2015 Page 9 of 13 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 YES / NO less than 250 persons and have an annual turnover less than €50 million / £35 million?

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

Version 1.0 - 17/03/2015 Page 10 of 13 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.

Signed

a. Signed (1)

j. Name

k. Status

l. Signed (2)

m. Name

n. Status

o. For and on behalf of

p. Date

Version 1.0 - 17/03/2015 Page 11 of 13 Schedule 4 - Lease

A copy of the template lease that is to be signed by the successful tenderer is appended to this document.

TENDER RETURN LABEL

Version 1.0 - 17/03/2015 Page 12 of 13 This Service Concession Return Label should be attached to your envelope as instructed in section 1.3 of this document. Service Concession documents submitted without this Label may be returned unopened.

If you would like this information in another format please contact:

Cornwall Council, County Hall, Treyew Road Truro TR1 3AY

Telephone: 0300 1234 100

Email: [email protected] www.cornwall.gov.uk

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