CATERING PRODUCTION AND CONSULTANCY SERVICES CLUB FINALS 2019 – 2021 & UEFA EURO 2020™ Invitation to Tender
Invitation To Tender
1. GLOSSARY ...... 3 2. INTRODUCTION ...... 6 3. OBJECTIVE OF THE TENDER ...... 7 4. SCHEDULE ...... 8 5. MODULE A.1 – CATERING PRODUCTION SERVICES FOR THE CHAMPIONS VILLAGE OF THE UEFA CHAMPIONS LEAGUE FINALS 2019 - 2021 ...... 9 6. MODULE A.2 - CATERING PRODUCTION SERVICES FOR WEMBLEY STADIUM DURING UEFA EURO 2020™ ...... 16 7. MODULE B.1 – CATERING OPERATIONS CONSULTANCY SERVICES FOR UEFA EURO 2020™...... 21 8. MODULE B.2 – CONSULTANCY SERVICES FOR THE CLUB FINALS 2019, 2020 AND 2021 CATERING OPERATIONS ...... 28 9. INFORMATION TO BE INCLUDED IN THE PROPOSALS ...... 30 9.1. COMPANY INFORMATION ...... 30 9.2. COMPREHENSIVE OFFER ...... 31 9.3. DETAILED PRICING STRUCTURE AND COST INFORMATION ...... 31 9.4. SUSTAINABILITY ...... 33 10. SUBMISSION OF PROPOSALS ...... 33 11. DEAL PRINCIPLES ...... 34 12. LEGAL PROVISIONS ...... 38 APPENDIX 1 - STATEMENT OF UNDERTAKING ...... 42 APPENDIX 2 - SUSTAINABILITY ...... 43
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1. GLOSSARY
Standard terms in this document will be as follows:
Agreement means the long form agreement which shall be entered into between UEFA and the Successful Applicant to confirm and formalise the appointment of the Successful Applicant, as provided by UEFA upon provisional selection.
Applicant means any legal entity that submits a Proposal in response to this ITT.
Champions Village means the external temporary hospitality facility at the UCLF which is dedicated to the Commercial Partners and UEFA guests. It is an exclusive and innovative environment where guests are offered catering and entertainment services prior to and after the Match. The Champions Village is located in direct vicinity to the Stadium and is composed of several tent structures (including kitchen and toilet tents) accommodating the guests. For the upcoming commercial cycle 2019 – 2021 it is expected that the Champions Village will host approximately 7’700 guests.
Club Finals means any and all of the following: UEFA Champions League Final™ UEFA Europa League Final™
in the years 2019 – 2021 and in respect of which the Successful Applicant shall provide the Services as contained in Module B.2. Commercial Partners means any persons appointed from time to time by UEFA whether as sponsors, broadcasters, suppliers, licensees or otherwise officially associated with the Competitions, through any designation granted by UEFA or any other persons granted commercial rights in respect of the Competitions, by UEFA.
Competitions means any or all of the Club Finals and UEFA EURO 2020™.
Confidential Information means any information, data or material of a confidential or proprietary nature, relating to the business and affairs of UEFA,
the Competitions, or any other UEFA’s events of activities, or to the identity, business and affairs of the Commercial Partners, suppliers, agents or subcontractors which comes into the possession or knowledge of the Applicant as a consequence of, or in connection with the Services and which UEFA regards, or could reasonably be expected to regard, as confidential, whether or not such information is reduced to a tangible form or marked
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in writing as “confidential”, and any and all information which has been or may be derived or obtained from any such information.
Corporate Hospitality means the breakdown of corporate hospitality guests per stadia Inventory and per Hospitality Area.
Deal Principle(s) means the fundamental and non-negotiable provisions listed in Section 11 which shall be included in the Agreement entered into between UEFA and the Successful Applicant, and which the Applicant, by submission of its Proposal and the Statement of Undertaking, confirms that it is capable of complying with.
Finalists means the guests and officials of the two finalist teams participating in the Club Finals.
Hospitality Area means any location used inside or outside the stadium used by UEFA to accommodate the various hospitality target groups.
ITT means this Invitation to Tender document and all of its appendices.
Intellectual Property means any and all intellectual property rights of any nature anywhere in the world related to UEFA or any of its competitions, whether registered, registrable or otherwise (including but not limited to patents, trademarks, registered designs and domain names, applications for any of the foregoing, trade names, goodwill, copyright and rights in the nature of copyright, design rights, rights in databases, moral rights and know how). means each and any football match which will be played at a Site Match(es) as part of any of the Competitions.
means the specific Match day of a Competition. Match Day/MD means the separate elements of the Services which UEFA requires Module(s) the Successful Applicant(s) to provide, as further described in the relevant sections of this ITT.
means the binding offer made by the Applicant with the Proposal documentation submitted by the Applicant in response to this ITT in order to be considered in the Tender.
Services means Catering Production and Consultancy services to be provided by the Successful Applicant in accordance with the provisions of this ITT and more fully described in the relevant sections dedicated to each Module.
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Site(s) means each and any of the official venues, stadia or sites where the Competitions will be staged, or a central UEFA warehouse, the location of which shall be communicated by UEFA from time to time. means the Statement of Undertaking in the form provided in Statement of Undertaking Appendix 1 of this ITT, which shall be signed by the duly authorised representative(s) of each Applicant and submitted with its Proposal.
means the Applicant(s) appointed by UEFA for the provision of all Successful Applicant or part of the Services pursuant to a long-form agreement to be executed between such Successful Applicant(s) and UEFA.
Tender means the tendering process for the Services, in accordance with and as set forth in this ITT. means the Union des Associations Européennes de Football UEFA whose registered office is at Route de Genève 46, 1260 Nyon, Switzerland, including, where relevant, any of its subsidiaries.
means the final match of the UEFA Champions League™ in each UEFA Champions League relevant season (namely in 2019, 2020 and 2021) in respect of Final™/UCLF which the Successful Applicant will provide the Services outlined in Modules A.1 and B.2.
means the Hospitality Area within the Champions Village where UEFA Club UEFA guests and broadcast partners are hosted in an exclusive joint lounge.
UEFA EURO 2020™ means the final tournament of the UEFA European Football Championship 2020™ which will take place in 12 European countries simultaneously from the 12th June to the 12th July 2020. means the final match of the UEFA Europa League™ in each UEFA Europa League relevant season (namely 2019, 2020 and 2021) in respect of which Final™/UELF the Successful Applicant will provide the Services outlined in Module B.2.
UEFA Events S.A. means the wholly owned subsidiary of UEFA, which undertakes certain commercial functions and operations in relation to various UEFA competitions and events.
UEFA Subsidiaries means any entity that UEFA may form or use for the purpose of the organisation or administration of its event, including UEFA Events S.A.
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means the match of the UEFA Super Cup™ (the winner of the UCL UEFA Super Cup™/SCUP playing the winner of the UEL) in each relevant season (namely 2019, 2020 and 2021) in respect of which the Successful Applicant will provide the Services outlined in Module B.2.
means the provision of goods and / or services in exchange for Value In Kind (VIK) sponsorship rights, such as brand or product exposure. Within their UCL sponsorship agreement, Heineken and Pepsi provide beverages as value in kind for the Champions Village and within a commercial deal for other hospitality target groups. The product range and related quantities are predefined and the scope of services may also include the provision staff, bar units or other relevant equipment.
means any visit to a Site which takes place the purpose of which Working Visits is to define the requirements of each particular Site and the impact it has on the implementation of the Services.
2. INTRODUCTION
Food satisfies people’s most basic needs. Food nourishes people. Food brings people and cultures together. Food has a very strong social connotation. Food makes people live moments together. It is more than ever expression of a lifestyle. Local and regional products, seasonal awareness, soul food, culinary curiosity, flavours from all across the world – food and gastronomy have become a trend, like fashion. Chefs from all over the world have become recognised superstars, like singers or actors. Society has become very conscious about what they eat and eating has become much more than the mere ingestion of aliments. In order to meet these tendencies, not only restaurants and the gastronomic sector need to adapt to the changing requirements of the market. Also the events and hospitality industry has to be inventive to offer up-to-date products and services.
Building on the success of the previous UEFA club and national team competitions hospitality programmes, and with the objective of being the best in class and a benchmark within the sphere of world class sports events hospitality, UEFA is constantly aiming to live up to these changing conditions of the market and to bring its hospitality services to a different level.
In order to achieve such a goal, UEFA is seeking to collaborate with the best partners, because outstanding and extraordinary services can only be delivered by outstanding and extraordinary people with a strong ambition to strive for excellence.
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3. OBJECTIVE OF THE TENDER
Catering services form an integral part of the UEFA hospitality guest experience.
While a guest might not have the expertise to judge the quality of a lighting concept or the correct use of the colour scheme within the official event branding concept, everyone does have an opinion on food and drinks.
For the UEFA EURO 2020™ more than ever as well as for the upcoming Club Finals, it is UEFA’s objective that the gastronomic experience should be a unique feature and a real story telling experience, it should have an entertaining component, should represent the flavours of the corresponding countries and hosting venues, providing an insight into the local culture and its culinary delights; it should have a surprising element, should be modern, innovative and colourful and it should be in line with the overall guest experience, addressing all their senses.
In order to set the trend for the future of sports hospitality and to ensure the delivery of outstanding and innovative one-of-a-kind hospitality programmes, UEFA is seeking to engage in an exclusive partnership with a catering specialist company developing a close working relationship throughout the three-year duration of the cooperation.
The strategic partnership comprises UEFA’s top competitions and tournaments, namely the upcoming commercial cycle of the Club Finals (2019 – 2021) as well as UEFA EURO 2020™ and includes Catering Production Services as well as Catering Consultancy Services.
The precise scope of this partnership covers the following Services and Modules:
The purpose of this Invitation to Tender (ITT) is to invite interested Applicants to submit their conceptual and financial Proposal for the services further specified and detailed hereafter and to enable UEFA to appoint the most suitable Applicant to assist in the delivery of outstanding catering services for the above mentioned Competitions.
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Applicants are invited to bid for all OR only part of the Modules described in this document as follows:
OR
Module A and Module B OR Module A1 and Module B
UEFA thanks you for your interest in this Tender and looks forward to receiving your Proposal.
4. SCHEDULE
The timeline anticipated by UEFA in relation to the ITT, the evaluation process and the selection and appointment of the Successful Applicant(s) is as follows:
Publication of the ITT : Monday 12th of March 2018
Deadlines for questions from Applicants : Monday 9th of April 2018
Applicants to submit their offer to UEFA : Monday 16th of April 2018
Shortlisted Applicants invited for presentation to UEFA in Nyon : Week of 23rd of April 2018
Potential 2nd round presentation to UEFA in Nyon : 7th – 8th of May 2018
Provisional appointment of Successful Applicant(s) : By end of May 2018 (subject to contract)
Signing of Agreement(s) : End of June 2018
These dates are indicative only and are subject to change, at any time, at UEFA’s sole discretion.
Should any question posed by any of the Applicants be of general relevance, UEFA may decide to share it with all Applicants.
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5. MODULE A.1 – CATERING PRODUCTION SERVICES FOR THE CHAMPIONS VILLAGE OF THE UEFA CHAMPIONS LEAGUE FINALS 2019 - 2021
5.1. INTRODUCTION
The UEFA Champions League Final has undoubtedly become one of the most iconic and the most popular annual single day sports event in the world.
Every year, the biggest and most prestigious stadia in Europe host Europe’s best teams to compete in a breath-taking encounter to crown the winner of the UEFA Champions League Final, the pinnacle of the European Football Club Competition season. The UEFA Champions League Final 2019 marks the first final of the three-year commercial cycle. With the aim of further taking up the success of the past UEFA Champions League Finals and with the vision of providing one-of-a-kind mind-blowing hospitality experiences to its guests, UEFA is seeking to appoint a partner with whom to bring the catering services in the Champions Village to a whole new level by creating an adequate platform to showcase the UEFA brand and for Commercial Partners to showcase their brands and to invite their most relevant business clients, employees, etc.
Not only is the event itself enjoying great popularity on all levels, also the popularity of the UEFA hospitality programmes has been constantly increasing.
Year after year, UEFA continues to provide first-class hospitality services and a memorable experience to its various target groups:
VIP hospitality guests Commercial Partners hospitality guests hosted in the Champions Village Finalists’ hospitality guests Corporate hospitality guests
The hospitality services provided to these target groups include catering services, entertainment and other benefits from three hours before the match until 90 minutes or two hours (depending on the hospitality programme) after the final whistle contributing to an extraordinary match day guest experience.
While the VIP hospitality guests and the guests of the two competing teams (the Finalists’ hospitality guests), as well as at least part of the corporate hospitality guests can mostly be accommodated in facilities inside the stadia, this is not the case for the Champions Village guests. Due to the elevated number of guests and the therefore required capacity, the Champions Village is hosted outside the stadia, in an external temporary hospitality facility. The Champions Village is typically located in direct vicinity to the stadia and has been welcoming more than 6.500 guests per UEFA Champions League Final in the past editions.
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The Commercial Partners represent a very key target group for UEFA, not only in terms of number of guests, but especially due to the prestige and value of the brands involved.
The Commercial Partners that have so far signed up for the UEFA Champions League commercial cycle 2018 – 2021 (status end of February 2018) are the following: Adidas Gazprom Heineken Mastercard Nissan PepsiCo PlayStation Sony Santander 1 TBC
Based on the above and the related Sponsorship agreements the Champions Village for the upcoming cycle should be able to accommodate around 7’700 guests.
The following pages provide:
References of the UEFA Champions League Final 2016 in Milan (Champions Village layouts) to facilitate the elaboration of a Proposal; A list of assumptions to be taken into account as basis for calculation; A detailed overview of the scope of services required pursuant to this Module A; Information of the UEFA Champions League Final 2019 – 2021 hosting and bidding stadia
5.2. REFERENCES OF UEFA CHAMPIONS LEAGUE FINAL 2016 IN MILAN
The below illustrated Champions Village layouts shall be utilised as reference and basis for the provision of a Proposal in terms of:
General set-up of the Champions Village Tent size per Commercial Partner Guest space available (m2 / guest) Set-up, position, dimensions of support facilities (kitchen, toilets, storage) Lounge set-up, furniture and bar and buffet element distribution
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Champions Village “Milan” layout plan
Example of layout plan – UEFA Club
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5.3. ASSUMPTIONS
For the UEFA Champions League Finals 2019 – 2021 temporary tent structures will be required in order to host the guests of the Commercial Partners (Champions Village); The Champions Village will be located in direct proximity to the stadia (max. 15min walking distance to the Stadia); All Commercial Partners will be accommodated within one Champions Village if space permits; Every Commercial Partner hosts their guests in a dedicated tent structure (size according to number of guests) based on a pre-defined ratio m2/person; UEFA guests, licensee partners and broadcast partner guests will be accommodated in one joint lounge within the same tent structure (size according to number of guests) based on a pre-defined ratio m2/person; The set-up of the Champions Village will be similar for the three UEFA Champions League Finals (depending on the level of activation for each edition of the UCLF, there might be slight variations in terms of tent size of the individual Commercial Partners); The estimated total number of Champions Village guests per UCLF will be around of 7’700 guests; A third party supplier will be appointed for the construction of all tent structures (including guest space, toilet tents, kitchens, etc.) as well as for the supply of power, water and sewage connections; The relevant ground will be prepared accordingly prior to the on-site operations (flattened, reinforced, etc.) and will be accessible by vehicles for delivery and pick-up of equipment and material; Service and operating hours on Match Day in the Champions Village are from 3h prior to Kick Off until 2h after the Final Whistle (no service will be provided at Half Time).
5.4. MODULE A.1 – SERVICES REQUIRED FROM THE SUCCESSFUL APPLICANT
UEFA is seeking to appoint an experienced and knowledgeable supplier to provide the overall “Catering Production Services” for the UEFA Champions League Finals in 2019, 2020 and 2021, which shall cover the provision of the below listed services for the Champions Village hospitality programme:
5.4.a. Catering services:
Development and provision of an innovative and full catering concept including the delivery of food (pre-Match and post-Match) based on menus with a central theme that combine international cuisine with elements of the host country / city and the countries of the Finalists; Provision, handling, cooling and serving of all beverages (including a welcome cocktail upon guest arrival, a selection of high quality wines, sparkling wine, tea and coffee, beer, soft drinks and mineral water) in the Champions Village. Wines and sparkling wine shall be pre-selected and proposed by the Applicant and require UEFA’s approval. The provision of beer and soft drinks (including water) shall be carried out in accordance with the following requirements based on the contractual obligations and sponsor rights resulting from the UEFA Champions League sponsorship agreements: - All beer products are to be sourced through and provided as Value In Kind (VIK) by Heineken.
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- Similarly, all soft-drinks are to be sourced through and provided as Value In Kind (VIK) by Pepsi.
The range of products and quantities to be supplied will be pre-agreed based on various criteria such as number of guests to be served, available product range in the relevant markets, etc. A detailed overview as well as a delivery schedule will be provided to the Successful Applicant for the purpose of reference and operational planning.
5.4.b. Other services to be provided as part of the catering services:
Provision and operation of appropriate kitchen infrastructure and equipment (including cooling equipment, and related logistics on-site and / or in pre-defined off-site production facilities); Delivery and adequate storage of catering related elements as well as any other necessary logistical processes; Provision of all equipment and vehicles deemed necessary for setting up and dismantling of operations relating to the requested services; Provision of detailed catering related power needs per area; Provision of catering related power network distribution as needed; Provision of all operating equipment (such as buffet ware, cutlery, ovens, etc.); Design and production of print items such as branded napkins, napkin holders, menu cards, buffet tags and any other item part of the table set-up; and Waste handling.
5.4.c. Furniture and other production related elements:
Development of a Hospitality Area set-up in line with an overall concept for all Commercial Partners and provision of furniture based on an informal set-up including high tables and stools and low tables and chairs as well as lounge and garden furniture Supply of bar and buffet elements as deemed appropriate based on the number of guests and provision of the exact dimensions of these (the branding of such elements will be handled by a third party supplier appointed by UEFA). Cabling to bars and buffets Flower and plant decoration (for entrance areas, tables, bars and buffets, toilets, etc.)
Furniture and decorative items must be in line with the look and feel concept which will be provided by UEFA in consultation with the Successful Applicant.
The Successful Applicant shall organise a showcase and design proposal for UEFA at its own cost in order to assess the coherence of the proposed furniture, décor items and a full food tasting of the catering offer.
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5.4.d. Staffing and additional services:
Appropriate staffing for the provision of all Services towards the guests as well as back of house (chefs, service personnel, production and logistics staff, technicians, etc.) Any transportation costs as well as staff related expenses (including but not limited to travels, accommodation, meals, etc.) should be included; Uniforms for all staff employed in the provision of the Services (kitchen, waiters, management, etc.) based on a pre-agreed ratio of service staff per guests (potentially UCLF specific uniform); Professional cleaning for the days prior to Match Day and cleaning and maintenance before and during operations (including back of house areas as well as all guest areas and toilets); and Professional guest management (hostesses and hosts) and cloakroom operation on Match Day during operating hours
5.4.e. Project Management:
Set-up of a strong and consistent management team and organization Management of the entire catering project, including any elements delivered by subcontractors from concept and design through to delivery; Sub-contractor research and selection of third party suppliers in agreement with UEFA, taking into account at any time quality and budget aspects; Development of a detailed operations plan; Detailed project planning for catering operations to ensure a high level and consistent set-up including catering related maps; Briefing and coaching of on-site staff and any sub-contracted personnel; Provision of all required permits and licenses necessary for the successful operation in accordance with all Applicable Laws; Appropriate quality control and compliance with any prevailing local H&S, hygiene regulations and Sustainability requirements; Preparation of 3D rendering and technical drawings; Preparation of presentation materials for meetings as necessary or as requested by UEFA.
5.5. ADDITIONAL SERVICES TO BE PROVIDED
In addition to the Match Day hospitality services, UEFA offers services to a special and limited group of guests on the eve of the UEFA Champions League Final. A formal seated dinner for 600 VIP guests, mainly UEFA officials, members of the Finalists and football family as well as representatives of the local authorities, will be organised in the Champions Village. This function, the “Celebration Party”, will require a special and dedicated set-up, which should be easily re-convertible for Match Day. Therefore Applicants should take into consideration the change of format between Celebration Party and Match Day within their implementation and costing strategy.
Furniture set-up and catering services for both occasions, the Celebration Party and Match Day, should be considered. A detailed briefing on the required services as well as a budget indication for the Celebration Party will be provided to the Successful Applicant. The elaboration of a proposal for this pre-Match Day event is thus not part of this ITT. 14
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5.6. UEFA CHAMPIONS LEAGUE FINAL 2019 – 2021 HOSTING AND BIDDING STADIA:
UEFA Champions League Final 2019
Where: Estadio Metropolitano, Madrid, Spain When: 1 June 2019
UEFA Champions League Final 2020
Where: Estádio do Sport Lisboa e Benfica, Lisbon, Portugal OR Atatürk Olimpiyat Stadı, Istanbul, Turkey Venue will be selected in June 2018 When: Exact date still TBC
UEFA Champions League Final 2021
Where: Bidding process not yet initiated; a non-exhaustive, indicative list of potential venues and corresponding Stadia capacities is attached below (generally capacity > 70’000 is required). UEFA may decide to appoint a Stadium with a lower capacity or outside such list. When: Date still TBC
Potential Stadia to host UEFA Champions League Final 2021 Stadium Name Country Venue Capacity Between 100'000 and 69'999 Camp Nou Spain Barcelona 99'354 Wembley Stadium England London 90'000 Twickenham Stadium England Twickenham 82'000 Luzhniki Russia Moscow 81'000 Stade de France France Paris (Saint-Denis) 80'000 Estadio Santiago Bernabéu Spain Madrid 78'346 Stadio Giuseppe Meazza (San Siro) Italy Milan 78'328 Atatürk Olimpiyat Stadı Turkey Istanbul 76'761 Croke Park Republic of Ireland Dublin 76'534 National Stadium of Wales (Millennium Stadium) Wales Cardiff 74'260 Olympiastadion Germany Berlin 74'244 Old Trafford England Manchester 73'538 Fußball Arena München (Allianz Arena) Germany Munich 70'000 Between 69'999 and 65'000 Stadio Olimpico Italy Rome 68'530 Olympic Athletic Center of Athens "Spiros Louis" (OAKA Stadium) Greece Athens 68'079 Bakı Olimpiya Stadionu Azerbaijan Baku 68'000 NSK Olimpiyskiy Ukraine Kyiv 68'000 Ferenc Puskás Stadium Hungary Budapest 67'889 Estadio Metropolitano Spain Madrid 67'829 Murrayfield Scotland Edinburgh 67'144 Stade Vélodrome France Marseille 67'000 BVB Stadion Dortmund (Signal Iduna Park) Germany Dortmund 65'849 15
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6. MODULE A.2 - CATERING PRODUCTION SERVICES FOR WEMBLEY STADIUM DURING UEFA EURO 2020™
6.1. INTRODUCTION
UEFA EURO 2020™ is unique in its concept, taking place in 12 different countries simultaneously which brings a number of challenges but also a great amount of opportunities. The catering operations must be a true reflection of this one-of-a-kind event.
Not only is Wembley Stadium the second largest stadium in Europe currently (see above); it is also the venue which will host the highest number of games for UEFA EURO 2020 (in total seven matches). Therefore, in order to ensure a flawless delivery throughout, UEFA is seeking to appoint a trusted and expert catering company to take over operations for its various hospitality target groups.
Analogous to the Club Finals, UEFA aims to provide first-class hospitality services and a memorable experience to its various target groups:
VIP hospitality guests Commercial Partners hospitality guests Corporate hospitality guests
The hospitality services provided to these target groups include catering services, entertainment and other benefits from three hours before the match until 90 minutes after the final whistle contributing to an extraordinary match day guest experience.
6.2. OVERVIEW OF ESTIMATED AVERAGE NUMBER OF GUESTS PER TARGET GROUP PER MATCH – WEMBLEY STADIUM
SPLIT OF TARGET GROUPS PER GAME - WEMBLEY STADIUM
Total N° of Total N° of N° of guests Total N°of Total N° of Total N° of guests per N° of guests guests per per Group guests Group guests Semi guests for Round of 16 per Semi Final target group Stage match Stage (x3) Final (x2) Final (x1) match (x1) (all matches) VIP guests 250 750 250 800 1'600 1'000 3'600 Commercial Partners guests 850 2'550 710 1'650 3'300 3'460 10'020 Corporate guests - Skyboxes 1'918 5'754 1'918 1'918 3'836 1'918 13'426 Corporate guests - Lounges 1'900 5'700 1'900 1'900 3'800 4'000 15'400 Total number of guests 4'918 14'754 4'778 6'268 12'536 10'378 42'446
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As opposed to Module A.1, Applicants shall provide Services to all Hospitality target groups within this Module A.2.
Applicants shall thereby consider the following: Service and operating hours on Match Day in the different areas are from 3h prior to Kick Off until 90mins after the Final Whistle (Service will be provided at half time depending on the location of the Hospitality Lounges); Available Hospitality areas will only partly be used for the Group Stage matches and the Round of 16. Usage will increase for the Semi Finals and the maximum inventory will be used for the Final only; For Group Stage matches and the Round of 16, Commercial Partners’ guests will be accommodated in one common area which will be identical in its set-up for all four games; During Semi-Finals and Final some Commercial Partners may wish to be accommodated in separate individual lounges inside the stadium; For the Corporate Hospitality Skybox programme three different Catering concepts should be proposed as per the below overview detailing the level of service per target group; For the Corporate Hospitality Lounges two different Catering concepts should be proposed as per the below overview detailing the level of service per target group;
6.3. ASSUMPTIONS
Applicants shall take into account the following assumptions: The Services required only concern target groups which will be accommodated in existing lounges inside the stadium (see above overview); Existing furniture will be used as much as possible in all lounges; A third-party supplier will be appointed for the conceptual design, look and feel and entertainment concept within the different target group lounges. The Successful Applicant will ensure an efficient collaboration with such third party in order to match the overall concept with the provision of furniture, bars and buffets.
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Overview of level of service per target group
VIP Honorary Lounge & VIP Lounge Commercial Partners Hospitality Corporate Hospitality - Skyboxes Corporate Hospitality - Lounges
N° of guests As per overview in Section 6.2
UEFA guests, Local Organising Committee, representatives of the Commercial Partners, Broadcast Partners, Corporate guests, high profile guests Corporate guests, high profile guests Guest profile hosting city and countries, UEFA Euro UEFA guests from the business industry from the business industry 2020 Sponsors / Suppliers, Broadcast Partners, football & sports personalities
High end UEFA EURO 2020 guest High end UEFA EURO 2020 guest Hospitality Top end exclusive UEFA EURO 2020 High end UEFA EURO 2020 guest experience; different concepts might be experience in a shared lounge; different concept guest experience experience offered depending on Skybox location, concepts might be offered depending on seats and match lounge location and seats
One joint lounge for Group Stage Hospitality area Between two lounges for Group Stage Matches and Round of 16; up to five (exact number of Matches and Round of 16, up to four Hospitality areas to be One spacious lounge for all guests different lounges for Semi Finals and 161 Skyboxes of different capacities lounges for Semi Finals and eight used per target group Final (potentially partly or fully dedicated still TBC) lounges for the Final to individual Commercial Partners)
Timing of service Before the Match (3h before), at Half Time and after the Match (1.5h after Final Whistle)
Theme To be confirmed
Mix of high tables & stools and low Mix of high tables & stools and low Mix of high tables & stools as well as Seated set-up for premium packages tables & chairs as well as lounge areas, if Set-Up tables & chairs as well as lounge areas; lounge areas, if space allows; rather and more informal set-up for the other space allows; rather informal lounge set- rather informal lounge set-up informal lounge set-up packages up Up to three different concepts: - Served seated dinner as premium Buffet style; up to two different concepts: Buffet style Buffet style product, - more premium catering offer, - buffet style and - finger food concept - finger food concept International cuisine with a strong local International cuisine with a strong local Catering International cuisine with a strong local International cuisine with a strong local touch, wine, beer & soft drinks; spirits touch, selection of fine wines and spirits, concept touch, wine, beer & soft drinks touch, wine, beer & soft drinks upon request beer & soft drinks
Pre-match, half-time & post-match Pre-match, half time & post-match Pre-match, half time & post-match Pre-match, half time & post-match catering, if the location of the lounge catering catering catering allows guest enough time to return from their seats at half time
Mix of event branding and more Mix of event branding and more Graphic decoration photographic visuals including the Mix of event branding and more photographic visuals photographic visuals Commercial Partners’ logos
Light lounge music DJ / Master of ceremony / Live band Commemorative gift for each Skybox DJ / Master of ceremony / Live band Live band Football immersive activities guest Football immersive activities Guest experience Further entertainment options to be Further entertainment options to be Further entertainment options to be Commemorative gift for each guest considered considered considered
6.4. MODULE A.2 – SERVICES REQUIRED FROM THE SUCCESSFUL APPLICANT
As an optional, additional Module to A.1, UEFA is tendering the rights for the delivery of the overall “Catering Production Services” for the above mentioned target groups at all matches in Wembley Stadium during UEFA EURO 2020™.
Due to the availability and quality of the existing infrastructure in Wembley Stadium any proposed Catering concept shall be based on using to the extent possible the existing facilities and equipment. Changes to the prevailing set-up shall therefore be limited and shall be clearly outlined in the Applicant’s proposal in case deemed necessary.
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The scope and the level of service for this Module A.2 are the same as the same as the Services detailed within Module A.1 Section 5.4., except that certain services will be provided directly by UEFA and as such are out of scope of this Module A.2.
The differences between the Services of Module A.1 and Module A.2 will be outlined hereafter. An overview and comparison of the services to be provided within Module A.1 and A.2 is attached below.
6.4.a. Catering services (for details see 5.4.a):
As opposed to the UEFA Champions League™ currently no sponsorship agreement has been closed with any food or beverage supplier for UEFA EURO 2020™ (status end of February 2018). The provision of related products will therefore be subject to the contractual obligations resulting from any future UEFA EURO 2020™ sponsorship agreement. Therefore, any proposal should include the provision of all beverages (including beer and soft drinks) on a non-Value In Kind basis.
6.4.b. Other services to be provided as part of the catering services (for details see 5.4.b):
Due to the existing facilities in Wembley Stadium the provision of kitchen and cooling equipment as well as operating equipment (such as buffet ware, cutlery, etc.) can be disregarded. The Applicant for the purpose pf its offer shall assume the usage of the existing kitchen equipment at no charge. This does not include the operating equipment required (such as cooking equipment, tableware, cutlery, etc.)
6.4.c. Furniture and other production related elements (for details see 5.4.c):
The furniture and set-up concept shall be based to the extent possible on the existing equipment. The Successful Applicant may be requested to provide additional furniture elements based on the final layout plans and look and feel of the corresponding Hospitality Areas at a later stage. A showcase shall be organised at Wembley Stadium.
6.4.d. Staffing and additional services (for details see 5.4.d):
While kitchen and service personnel shall be provided by the Successful Applicant, cleaning services (except in the kitchen areas) as well as hostess and host services are provided by UEFA and are therefore out of the Applicant’s scope.
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6.4.e. Project Management (for details see 5.4.e):
The Services are to be provided analogously to 5.4.e.
Overview of Services to be provided within Module A.1 and A.2. UCLF 2019 -2021 Services to be delivered UEFA EURO 2020 Wembley Stadium Champions Village
Catering services: 5.4.a. 6.4.a.
Development and provision of an innovative and full catering concept including the delivery of food Yes Yes
Provision, handling, cooling and serving of all beverages Yes Yes Beer provided by Heineken Yes Currently no sponsorship deal Soft drinks provided by Pepsi Yes Currently no sponsorship deal
Other services to be provided as part of the catering services: 5.4.b. 6.4.b.
Provision of appropriate kitchen facilities and equipment Yes Out of the Applicant's scope - use of existing facilities and equipment
Operation of appropriate kitchen facilities and equipment Yes Yes
Delivery and adequate storage of catering related elements and any other necessary logistical processes Yes Yes
Provision of all equipment and vehicles necessary for set-up and dismantling Yes In principle existing facilities should not require such equipment
Provision of all operating equipment (such as cooking equipment, cutlery, tableware, etc.) Yes Yes
Design and production of print items Yes Yes
Waste handling Yes Yes
Furniture and other production related elements: 5.4.c. 6.4.c.
Development of a hospitality area set-up Yes Yes - based on using the existing equipment to the extent possible
Provision of furniture Yes Out of the applicant's scope - use of existing equipment
Supply of bar and buffet elements Yes Out of the applicant's scope - use of existing equipment
Cabling to bars and buffets Yes Out of the applicant's scope - use of existing infrastructure
Flower and plant decoration Yes Yes
Showcase (catering concept and other elements) Yes - location TBD Yes - at Wembley Stadium
Staffing and additional services: 5.4.d. 6.4.d.
Appropriate staffing for the provision of all Services Yes Yes
Any transportation costs as well as staff related expenses Yes Yes
Uniforms for all staff employed in the provision of the Services Yes Yes
Professional cleaning pre Match Day, cleaning and maintenance before and during operations Yes Out of the applicant's scope - provided by UEFA (except for kitchens)
Professional guest management and cloakroom operation on Match Day during operations Yes Out of the applicant's scope - provided by UEFA
Project Management: 5.4.e. 6.4.e.
Setup of a strong and consistent management team and organization Yes Yes
Management of the entire catering project from concept design to delivery Yes Yes
Sub-contractor research and selection of third party suppliers (if required) Yes Yes
Development of a detailed operations plan Yes Yes
Detailed project planning for catering operations Yes Yes
Briefing and coaching of on-site staff and any sub-contracted personnel Yes Yes
Provision of all required permits and licenses in accordance with all Applicable Laws Yes Yes
Quality control and compliance with any prevailing local H&S regulations and Sustainability requirements Yes Yes
Preparation of 3D rendering and technical drawings Yes Yes
Preparation of presentation materials for meetings as necessary or as requested by UEFA Yes Yes
ADDITIONAL SERVICES TO BE PROVIDED 5.5 Celebration Party Yes Not applicable for UEFA EURO 2020
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7. MODULE B.1 – CATERING OPERATIONS CONSULTANCY SERVICES FOR UEFA EURO 2020™
7.1. INTRODUCTION
Every four years, the UEFA European Football Championships final tournament assembles the strongest European national teams and many of the best European footballers to compete for the Henri Delaunay trophy, the ultimate in European football. It brings together nations to celebrate their shared passion for the beautiful game.
UEFA EURO 2020™ – the EURO for Europe – is a very special and exceptional format of the UEFA EURO tournament and at the same time the 60th anniversary of the event. More than ever, the specific character of the competition will lie in its bringing together of European excellence and with it, the distinctive football and cultural specificities of each nation.
Staging the tournament in 12 different venues across Europe promises to become a memorable football festival throughout the continent – and it will give some countries and cities the opportunity to be part of an event that they may otherwise not be able to host. The unique concept offers a wide range of beautiful ways to create something extraordinary and unprecedented. 12 different countries, spread all over Europe, from North to South and from East to West, different cultures, different flavours. In order to live up to the geographic dimension of the tournament as well as to the diversity of the individual venues, UEFA Hospitality Production has come up with the following overall motto related to the hospitality services offered: Think global, act local.
Thinking global thereby refers to the actual geographic dimension of the project, taking into account the full scope of the tournament and all 12 venues.
Acting local makes reference to working with local suppliers, partners and products, ensuring that way the accessibility to the best local partners and products at the best price.
Moreover, and especially in views of the actual guest experience, acting local stands for tasting and sensing the local culture, adding a local, distinctive touch and flavour in each of the venues.
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The appointed host cities and stadia for the UEFA EURO 2020™ are:
7.2. UEFA EURO 2020 HOSPITALITY SERVICES STARTING POINT
Due to the logistical complexity and the potential discrepancies among the 12 different venues, a specific set-up and structured strategy at all levels is essential to ensure a successful delivery of Hospitality Services for this exciting endeavour, the UEFA EURO 2020™.
As stated above, and with the objective of cost-efficiency, competitiveness and in order to get the best local products at the best price, UEFA is aiming at working as much as possible with current local suppliers, given that their expertise and production capacities are in line with the required level of service for such a major event. With the aim of being able to best judge the ability of the existing organisations and their infrastructure, current way of working, etc. UEFA is currently undertaking a first visit and assessment of all selected UEFA EURO 2020™ stadia (apart from the Ferenc Puskás Stadia, Budapest, which is currently still under construction). The assessment and evaluation of the stadia is thereby based on face-to-face meetings with the corresponding counterparts for catering and hospitality services and on a thorough inspection of all relevant facilities. The key findings for every venue are compiled in a post-site visit report.
7.3. MODULE B.1 – ROLE OF THE CATERING OPERATIONS CONSULTANCY SUPPLIER
Over the past years UEFA’s direct involvement in the management and running of operations has steadily increased. It is UEFA’s objective to further build on the experience and knowledge gained, maximising synergies with all UEFA internal operations-related functions that provide similar services as the Services delivered within the scope of hospitality production (e.g. power, cleaning, guest management, security, etc.).
As such, for the UEFA EURO 2020™ UEFA will intent to manage directly and through its own Hospitality Production Team the delivery of the different hospitality programmes in each Stadium. It is however not
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UEFA’s intention to internalise catering management, but to develop a close working relationship with an expert supplier in this field. UEFA is therefore seeking to appoint a catering specialist company with a high level of expertise to support the UEFA Hospitality Production Team in an advisory and consulting capacity. The scope of involvement of the Successful Applicant may vary depending on various criteria, which are specified hereafter, and is therefore graded in different levels (Level 1 – 3):
7.4. MODULE B.1 – SERVICES REQUIRED FROM THE SUCCESSFUL APPLICANT
The Services to be delivered by the Successful Applicant within the scope of this Module B.1 will be specified hereafter for each of the three levels. The scope and estimated workload are indicative.
Level 1: Provision of support in the assessment process
Scope: up to 12 Stadia
Estimated workload: 4 man-days per Stadium (2 days, 2 persons)
Service fees: Services charged based on an agreed rate card per daily rate
Evaluation phase (2 man-days)
On-site visit during operations (together with a UEFA Hospitality Production representative), Procedure observation of operations, analysis of processes, face-to-face interviews with the relevant parties in charge (F&B Manager, General Manager, head chefs, etc.)
Evaluation of the catering company in situ (previous experience, reference projects, staff, resources, etc.); Tasks Evaluation of the existing installations and facilities; and Thorough assessment of the kitchen and catering equipment and infrastructure (technical set- up, power requirements, etc.).
Review phase (2 man-days)
Concept presentation by the caterer and assessment of the gastronomic offer during the official Procedure UEFA Working Visits together with the UEFA Hospitality Production Team
Review of the catering concept; Tasks Review of the ratio value for money; and Review of the quality level of services.
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Based on this assessment, UEFA together with the Successful Applicant will categorise the stadia in three different levels.
Level 1 stadia
According to the outcome of Level 1 (see above) the existing stadium catering company is capable of delivering catering services within the UEFA EURO 2020™ hospitality programmes according to the pre- defined level of service.
In such case, no further action is required. The Successful Applicant will be required to support UEFA’s Hospitality Production Team in the final validation of the catering concepts, operational and staff planning and layout plans on a rate card basis.
Level 2 stadia
The existing stadium catering company is capable and strongly motivated, however they require further support in order to acquire the expertise to deliver catering services within the UEFA EURO 2020™ hospitality programmes according to the pre-defined level of service. In such case and subject to UEFA’s agreement and approval, the involvement of the Successful Applicant would be extended to Level 2: Provision of coaching services (further specified hereafter).
Once selected caterers have achieved the desired level of expertise and are comfortable with the required scope of services, the Successful Applicant may be requested (analogue to the procedure for Level 1 stadia) to support UEFA in the approval and validation of catering concepts, operational and staff planning and layout plans.
Level 3 stadia
Should the existing stadium catering company, even after in-depth coaching and training, not have acquired the expertise to deliver catering services to the various target groups within the UEFA EURO 2020™ hospitality programmes according to the pre-defined level of service, the involvement of the Successful Applicant may be extended to Level 3.
In such case or in case the assessed Stadium does not have an existing in-house catering supplier, UEFA may ask the Successful Applicant to manage directly or through third party suppliers the catering operations for all matches played at the venue. The management of these catering operations will be subject to terms to be agreed.
Please refer to Section 7.6 for details on the existing stadium catering suppliers.
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Level 2: Provision of coaching services
Estimated scope: Approximately 8 Stadia
Estimated workload: 4 Stadia requiring light tutorial support, 4 Stadia requiring on-site coaching support
Services charged according to the level of coaching required and based on an agreed rate card Service fees: per hourly / daily rate and including travel expenses
Coaching phase
Provision of coaching and support material (e.g. handbooks), provision of remote coaching Procedure services (video conferences, conference calls) and on-site coaching services (workshops, e.g.) and monitoring of progress
Preparation of support material as per individual training needs and sharing of best practice procedures; Organisation of workshops and training sessions; Tasks Availability as point of contact for expert advice when needed (video conferences, conference calls); and Regular review and monitoring to assess the progress made.
A detailed and comprehensive report together with KPI’s (pre-defined by UEFA) and action points will be required from the Successful Applicant in order to complete this Level 2.
Level 3: Operations or third party appointment
Estimated scope: Approximately 2-3 Stadia
Estimated workload: To be specified at a later stage
Service fees: Terms to be agreed
Operations
Running of the entire production of the catering operations in the given stadia; Procedure Running of part of the production of the catering programmes leaving part of the production to the existing or a third party supplier
Elaboration of a detailed and comprehensive catering proposal; Planning of catering set-up and required layouts Tasks Planning of workflows and organisational structures; and Management of all catering operations and relevant staffing
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7.5. SPECIFICITIES
At all times and throughout all three Levels of their involvement, the Successful Applicant shall comply with the following aspects:
Budget Ensure compliance with pre-defined and agreed budget; Ensure cost-conscious approach; Consult UEFA before taking any relevant budget decisions; and Regularly provide detailed, transparent and most up-to-date cost structure to UEFA
Reporting Provide regular and detailed status reports to UEFA; Implement a reporting tool for timely reporting after site visits (prior to the tournament) / after each match (during the tournament); Notify UEFA shortly in case of a significant plan variance, risk or issue; and Inform UEFA on the progress and accomplishment of milestones according to pre-defined KPIs
Cooperation and site visits Ensure good availability for phone calls / telephone conferences, which may happen on short notice; Participate in site visits based on UEFA’s assessment; Attend meetings with UEFA; and Attend meetings / workshops / visits with third parties (e.g. Commercial Partners, other suppliers) as requested by UEFA
7.6. OVERVIEW OF CURRENT STADIA CATERERS
COUNTRY CITY STADIUM CATERER Azerbaïdjan Baku Olympic Stadium No contracted caterer Denmark Copenhagen Parken Stadium Airgroup England Wembley Wembley Stadium Delaware North Germany Munich Allianz Arena DO&CO Hungary Budapest Ferenc Puskás Stadium No contracted caterer Italy Rome Stadio Olimpico No contracted caterer Maison Van Den Boer Netherlands Amsterdam Johan Cruyff Arena Label Hospitality Ireland Dublin Aviva Stadium Compass Group Romania Bucharest Arena Nationala No contracted caterer Russia St Petersburg Krestovsky Stadium Shalyapin Scotland Glasgow Hampden Park Sodexo Spain Bilbao San Mamés Sodexo
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7.6. VENUE PAIRINGS
Please find below and for reference the venue pairings which were assigned by random draw. This is for information purposes only, in the event that this would be of assistance to the Applicants to better prepare the staff planning and on-site roles (if required) during UEFA EURO 2020™.
7.7. PROPOSED TIMELINE
End of April 2018 Successful Applicant appointed
May 2018 Contract Finalisation
June – December 2018 Visit of stadia together with UEFA Hospitality Production Team (ideally during a match or event operations) and initial assessment Food tasting Elaboration of reports Participation in official UEFA Working Visits Decision on list of selected caterers and level of coaching required (Level 1 or Level 2)
January – June 2019 Contracting of all local caterers Define level of service Concept & product definition
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July - December 2019 Initial coaching phase Second assessment phase Concept & product validation for all venues Showcase & food tasting
January - April 2020 Final coaching phase Validation of all final layout plans Validation of workflows & timelines
May – July 2020 On site operations
August - December 2020 Debrief Final report
This is a provisional timeline. Applicants are free to propose different timings according to their chosen strategy.
8. MODULE B.2 – CONSULTANCY SERVICES FOR THE CLUB FINALS 2019, 2020 AND 2021 CATERING OPERATIONS
8.1. INTRODUCTION
As for UEFA EURO 2020™, UEFA’s objective is to work as much as possible locally with the existing stadia suppliers to foster the local economy, showcase the local culture, traditions and to work with local people and products.
Given the importance of UEFA’s Club Finals, and with the aim of guaranteeing a certain level of quality and service standards, UEFA may however request the support of a catering specialist company with a proven track record and a high level of expertise in the delivery of high profile hospitality programmes to evaluate, advise and assist the local catering providers in each of the stadia involved in the Club Finals.
8.2. MODULE B.2 – SERVICES REQUIRED FROM THE SUCCESSFUL APPLICANT
UEFA may ask the Successful Applicant to provide Services for the following events: UEFA Champions League Final 2019 – 2021 UEFA Europa League Final 2019 – 2021
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The requested Services shall be similar to the Services outlined in Section 7.4 of this ITT above.
The level of involvement and thus scope of Services is subject to terms to be agreed. UEFA will share information on the requested level of service per target group in due course and once known.
8.3. UEFA CLUB FINALS 2019 – 2021 HOSTING AND BIDDING STADIA
For the sake of completeness and as a reference, the hosting and bidding Stadia of the upcoming UEFA Champions League Final and UEFA Europa League Final editions are listed hereafter.
UEFA Champions League Final 2019 – 2021 (see as well Section 5.6)
UEFA Champions League Final 2019
Where: Estadio Metropolitano, Madrid, Spain When: 1 June 2019
UEFA Champions League Final 2020
Where: Estádio do Sport Lisboa e Benfica, Lisbon, Portugal OR Atatürk Olimpiyat Stadı, Istanbul, Turkey Venue will be selected in June 2018 When: Exact date still TBC
UEFA Champions League Final 2021
Where: Bidding process not yet initiated; potential venues as per overview and corresponding Stadia capacities provided in Section 5.6. When: Date still TBC
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UEFA Europa League Final 2019 – 2021
UEFA Europa League Final 2019
Where: Olympic Stadia, Baku, Azerbaijan When: 29 May 2019
For the purpose of operational planning it is important to take into account that as of 2019 the UELF and UCLF are played back to back on the Wednesday and Saturday of the same week (for 2019: May 29th 2019 and June 1st 2019).
UEFA Europa League Final 2020
Where: Arena Gdańsk, Gdańsk, Poland OR Estádio do Dragão, Porto, Portugal Venue will be selected in June 2018 When: Exact date TBC
UEFA Europa League Final 2021
Where: bidding process not yet initiated When: Date still TBC
9. INFORMATION TO BE INCLUDED IN THE PROPOSALS
9.1. COMPANY INFORMATION
The Applicants shall provide the following information on their organisation:
General Information: - Company form and ownership; - Contact details; - Organisation chart; and - Number of employees.
Evidence of capacity to deliver contract requirements: - References of the company of comparable performances last three years with a contact person of the reference customer; and - Details on average size of contracts undertaken previously.
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9.2. COMPREHENSIVE OFFER
Applicants are requested to come up with a comprehensive offer that comprises the following documents:
Executive Summary, including - Pertinent points in the Proposal the Applicant wishes to highlight; - An overview of the project schedule and costs.
Applicant’s Ability to fulfil the proposed tasks, including - Brief Corporate Profile that covers the Applicant’s history and experience; - Project Team details including a list of project team members, with a full description of their involvement on the project and a resume for each team member
Detailed project implementation concept and framework - Conceptual ideas for Catering Production for Modules applied; - Initial proposition regarding sourcing of products and services (cooperation with local suppliers, transport, etc.); and - Top level project schedule
9.3. DETAILED PRICING STRUCTURE AND COST INFORMATION
9.3.a Detailed pricing structure Module A.1 – Hospitality Production Services for Champions Village
Applicants are requested to come up with a comprehensive financial offer that comprises the following elements:
A detailed cost overview based on the required Services Overview of potential investments (amortisation) Overview of potential savings: Economies of scale (e.g. print items), synergies (e.g. staff training)
Calculation basis:
For the UCLF 2019 the venue is known, which allows for a precise costing of Services; For the UCLF 2020 the existence of only two potential venues allows accurate costing assumptions for either of the two Stadia. For the UCLF 2021 the costing should be elaborated on a “neutral venue” basis.
Provision of costs for a “neutral venue”:
The cost assumption for the UCLF 2021 should be similar to the estimated cost specifications for UCLF 2019 and UCLF 2020 (“neutral venue”).
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Due to the fact that according to the overview provided in Section 5.6 the number of potential stadia to host a UEFA Champions League Final is limited, the Successful Applicant should be able to reasonably cost the requested Services.
However, a positive or negative deviation of costs might apply, in case the selected stadium cannot be considered as a “neutral venue”. Such deviation can be due to the impact of variation of costs of tangible elements in different locations, such as cost of raw material, inflation, cost of labour, transport costs, etc.
Should the deviation exceed 5% UEFA and the Successful Applicant reserve the right to re-negotiate the pricing with the Successful Applicant in good faith within 100 days of the public announcement of the selected venue. In case no agreement can be achieved in good faith, a third party mediator will be appointed.
The Applicant is free to propose a cost structure and basis for fee calculation which accurately and comprehensively details how it proposes to determine the fees for the required services. This shall include calculation of an initial budget on a per event basis, with details of how the budget shall be tracked and monitored throughout the term, and how any required changes to the budget will be handled (for example in terms of guest number changes, venue layout changes, etc.).
Applicants are expected to present any cost savings and investments which can be made due to economies of scope delivering Services for the Champions Village for three consecutive editions.
9.3.b. Detailed pricing structure Module A.2 – Hospitality Production Services for Wembley Stadium during UEFA Euro 2020™
Applicants are requested to come up with a comprehensive financial offer that comprises the same elements as for Module A.1.
Pricing should be considered taking into account the figures per target group and match provided in Section 6.2.
Applicants are expected to present any cost savings and investments which can be made due to the production of the Champions Village which will take place 1 month prior to the UEFA EURO 2020™ tournament.
9.3.c. Detailed pricing structure Module B.1 and B.2 – Catering Consultancy Services
The pricing structure for catering consultancy services shall be based on
Level 1: Provision of support in the assessment process and Level 2: Provision of coaching services
At this stage, a cost estimation for Level 3: Operations or third party appointment is not required and will be agreed on a case by case basis in the course of implementation of the project.
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Pricing shall be provided individually for Level 1 and Level 2 and should be detailed as per the specifications outlined under Module B.1 and B.2.
A comprehensive rate card shall be provided by the Applicants detailing applicable rates per man-day, etc. and shall take into account the level of expertise of the consulting team member as well as the level of complexity of the Service to be provided. A good availability of the project team shall be granted to UEFA, the local caterer or any contracted third party and shall be taken into consideration in the pricing. As such, the Successful Applicant shall ensure that a member of the project team is reachable on workdays (from Monday to Friday) from 8.00h to 18.00h (CET) within a time frame of 24h.
Applicants shall propose a minimum retainer fee in order to be able to cover their commitment for a guaranteed amount of man-days as deemed reasonable and relevant to provide the tasks specified in Section 7.4.
Once the scope of the catering consultancy services can be determined more precisely, a service level agreement between UEFA and the Successful Applicant will be elaborated.
9.4. SUSTAINABILITY
The Applicant shall give due consideration to the sustainability requirements as described in Appendix 2. When preparing its Proposal, each Applicant shall describe in what ways it could enhance sustainability when providing the Services. UEFA encourages Applicants to propose, where appropriate, alternative options where such options allow for greater sustainability consideration.
10. SUBMISSION OF PROPOSALS
The Applicants shall submit their Proposals based on the information provided in this ITT, in both electronic and hard copy format.
Applicants should send their full and complete Proposals to the following address:
UEFA Events SA Revenue Operations, Hospitality Production Route de Genève 46 1260 Nyon 2 Switzerland E-mail address: cateringtender@uefa.ch
UEFA will not accept Proposals in any other form or by any other method.
In order to be considered by UEFA, each Proposal must contain a signed copy of the Statement of Undertaking contained in Appendix 1.
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For any questions regarding the ITT, please submit these to [email protected]. All questions must be received before Monday 9th of April 2018.
Proposals must be received before the deadline of Monday 16th of April 2018 at 23:59 (CET).
UEFA may contact Applicants for further information and/or invite selected Applicants to make a presentation at UEFA Headquarters in Nyon, Switzerland.
The Proposals will be evaluated in accordance with the following non-exhaustive criteria (in order of relevance): 1. Experience of the project team 2. Ability to support UEFA in different locations at short notice 3. Quality of the catering concept for Champions Village and Wembley Stadium (if applicable for Module A.2) 4. Cost and benefits of services to be provided 5. Project methodology
UEFA shall notify the Successful Applicant(s) in writing. However, the official appointment of the Successful Applicant(s) shall be subject to signature of the Agreement between the Successful Applicant(s) and UEFA.
It is acknowledged and agreed by each Applicant that UEFA is not under any obligation to accept either the best (in terms of quality and/or financial terms) or the lowest Proposal. At any time UEFA may, in its discretion: Withdraw the ITT document; Amend the terms of the ITT document (and inform the Applicants accordingly); Issue a supplementary or replacement ITT document; Request written or verbal clarification of certain points or issues; Seek additional information from interested Applicants; and/or Negotiate with some or all of the interested Applicants.
11. DEAL PRINCIPLES
The following table highlights the fundamental Deal Principles which UEFA requires the Successful Applicant to adhere to, and which will be included key terms of the Agreement which shall be provided by UEFA entered into with the Successful Applicant:
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SUBJECT DEAL PRINCIPLE Contractual parties UEFA may determine that certain rights and obligations in relation to the Services are granted, assigned or transferred to any of the UEFA Subsidiaries, including but not limited to the payment obligations and to be appointed as the contracting party. The Successful Applicant shall, in such cases, treat all references to UEFA contained in this ITT or any subsequent Agreement, to include any of the UEFA Subsidiaries as applicable. Liability & Insurance The following terms will be included in the Agreement executed with the Successful Applicant, and shall be non-negotiable. Applicants should only submit Proposals if they agree to and can comply with these terms:
1. The Successful Applicant shall obtain and maintain for the duration of the term of the Agreement appropriate insurance coverage in respect of its potential liabilities in connection with the agreement. Such insurance coverage shall contain an endorsement of the interest of UEFA and the Successful Applicant shall, if requested by UEFA, supply UEFA with a copy of the relevant insurance certificates. 2. The Successful Applicant shall provide the Services at its own risk and maintain and replace all elements of the Services as necessary. 3. The Successful Applicant shall defend, hold harmless and indemnify UEFA at all times from and against any and all claims, costs, proceedings, demands, damages, losses, expenses and liabilities (including legal expenses) suffered or incurred by UEFA resulting from a breach by the Successful Applicant (or the Successful Applicant’s employees, agents and/or representatives) of any of the terms of the agreement for any reason whatsoever, including but not limited to: a. any claim by any third party (including any Commercial Partners, the clubs or governmental authority) of whatsoever kind or nature by or against UEFA (including UEFA’s affiliates, licensees and assignees) arising from the provision of the Services;
b. any breach or non-performance by the Successful Applicant of any provision of the agreement;
c. any negligent act or omission of the Successful Applicant whether or not such claim arises during or after the term of the agreement;
d. any failure by the Successful Applicant to secure, pay for and maintain any applications, permits and/or licenses;
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e. any claim, loss or damage arising from or in connection with the death or personal injury to any person caused by or in connection with the provision of the Services; and/or
f. any failure by the Successful Applicant to provide the Services in the agreed and timely manner or perform the Services for any reason whatsoever.
Applicable laws The Successful Applicant shall be responsible for compliance with any and all national and local applicable laws which relate to or may affect the provision of the Services.
Consent, permits The Successful Applicant shall obtain and pay for any and all consents and and licences licenses required in connection with the provision of the Services (including any fire, health, safety, security and technical requirements or regulations in the respective country where the Sites are located) and any inspections and/or tests required by any relevant authorities. Any such additional costs, if not know at the time of submission of the Proposal by the Applicant, will be reimbursed by UEFA, once agreed to in advance in writing, and on reception of relevant valid invoices.
The Successful Applicant shall arrange and be responsible for all customs clearance, shipping documentation import duties if applicable, ATA carnets, customs licenses and/or any other clearances necessary for the provision of the Services.
Open-book policy The Successful Applicant agrees that the provision of the Services will be based on an open books basis in order to assess the actual costs paid or incurred by the Successful Applicant in respect of the Services provided.
Insufficient If the Successful Applicant’s performance in respect of a specific part of the Performance Services is not (in UEFA’s reasonable opinion) of the highest industry standards in accordance with the terms of the agreement then UEFA may: . request immediate remedy or rectification; . request replacements; or . ultimately terminate the Agreement with the Successful Applicant.
Termination UEFA may terminate the Agreement with immediate effect by written notice to the Successful Applicant if: . the Successful Applicant’s performance of the Services is, following the exhaustion of the process described in the insufficient performance clause, still considered not to be of the required standard; . the Successful Applicant breaches any provision of the Agreement, which makes it unreasonable for UEFA to continue as agreed with the Successful Applicant;
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. there is a substantial change in the ownership of the Successful Applicant which adversely affects the ability of the Successful Applicant to perform its obligations under the Agreement or which is detrimental to the legitimate interests of UEFA; or . the Successful Applicant becomes bankrupt or insolvent or enters into liquidation (other than a voluntary liquidation for the purpose of reconstruction, amalgamation or similar reorganisation) or enters into any arrangement or composition with its creditors or any of them, or has a receiver or an administrator appointed over a portion or all of its property or assets.
Governing Law The Agreement between UEFA and the Successful Applicant will be governed by Swiss law.
Any dispute between the parties arising under or relating to the Agreement shall be submitted exclusively to the courts of Nyon, Switzerland.
Announcements & The Successful Applicant shall not make, and shall ensure that none of its Publicity employees, agents or representatives make, any public statements or announcements regarding the existence of or terms of the Agreement, its association with UEFA without the prior written consent of UEFA both as to the making of that statement and its content.
The Successful Applicant acknowledges and agrees that neither it nor any of its affiliates shall have any right: . either to associate it or themselves with UEFA (including, without limitation, through the use of the materials or any Intellectual Property); or . to use the materials in any manner whatsoever (including, without limitation, for the purposes of marketing its or their products or services) without the prior written consent of UEFA.
Damage to Sites The Successful Applicant shall take all necessary precautions to avoid any damage to any surfaces, infrastructure, facilities or pre-existing material at any of the Sites as a result of the performance of the Services. The Successful Applicant shall be responsible for all liabilities howsoever arising from any damage caused to any of the foregoing by its employees, agents, partners, sub- contractors or suppliers.
Intellectual Property The Successful Applicant shall expressly acknowledge and agree that: . any and all rights (including Intellectual Property and/or rights of commercial exploitation) relating to UEFA belong solely and exclusively to UEFA and the Successful Applicant agrees not to challenge UEFA’s ownership thereof; and . it shall not use trademarks or other Intellectual Property of or related to UEFA or any other UEFA’s events other than as permitted by UEFA strictly for the performance of the Services. 37
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The Successful Applicant shall not, by virtue of the Agreement or otherwise, obtain or claim any right, title or interest in or to any rights of Intellectual Property and/or commercial exploitation in connection with UEFA. If and to the extent that the Successful Applicant acquires any such right, title or interest, pursuant to the Agreement or otherwise, the Successful Applicant: . shall assign to UEFA any and all such intellectual property throughout the world, free of any third-party rights and for the full duration of such rights (including any and all renewals and extensions thereof throughout the world); and . Acknowledges and agrees that the benefit of all such rights will at all times accrue to and inure to the benefit of UEFA.
Sustainability The Successful Applicant shall perform the Services in accordance with the reporting sustainability requirements as specified in the ten principles of the United Nations Global Compact (published at the time of this ITT at the link http://www.unglobalcompact.org/AbouttheGC/TheTenPrinciples/index.html) and enhance sustainable solutions when providing the Services.
The Successful Applicant shall, if requested by UEFA, deliver data on the Services provided for the Competitions, including the date required for a complete report based upon the Global Reporting Initiatives (GRI) guidelines (www.globalreporting.org).
12. LEGAL PROVISIONS
1. Nothing in this ITT, nor any communication made by UEFA or its representatives, agents or employees shall constitute a contract between UEFA and any Applicant, nor shall it be taken as constituting any representation that an Applicant will be appointed in accordance with this ITT or at all.
2. UEFA does not undertake to accept any Proposal submitted in response to this ITT and reserves the right to organise and/or re-package the Services in a different way. UEFA reserves the right to change any aspect of this ITT at any time or to issue an amended ITT for all or part of the Services.
3. The Applicants may be shortlisted and/or rejected by UEFA at any time and/or asked to clarify or re- submit any Proposal which fails to meet the requirements of UEFA as set out in this document. UEFA is under no obligation to give any reasons for any rejection or for any other decision made in connection with this ITT or the Tender. UEFA reserves the right to enter into negotiations with one or more Applicants on such a basis as may be determined by UEFA at its sole discretion.
4. UEFA has taken all reasonable care to ensure that this ITT is accurate in all material respects. This ITT is provided solely by way of explanation of the services which UEFA intends to use and neither UEFA nor
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any of its representatives, agents or employees make any representation or warranty or accept any responsibilities for the accuracy or completeness of any of the information contained in this ITT; nor shall they be liable for any loss or damage suffered by any Applicants in reliance on this ITT or any subsequent communication.
5. The Applicant agrees that:
a) It (and its officers, employees, agents and advisers) shall keep confidential the terms of this ITT and any information relating to affairs or business of UEFA which comes into its possession in relation to this ITT;
b) It shall not disclose Confidential Information (or any parts of it) to any third party without the prior written consent of UEFA, which may be given or withheld in its absolute discretion (save, where required by law);
c) It shall only be entitled to use Confidential Information for the purpose of this ITT; and
d) It shall not discuss the financial terms of this ITT with rival Applicants.
6. By the submission of a Proposal, the Applicant warrants and represents to UEFA that:
a) Its expression of interest and all related elements of the Proposal do not infringe any third party rights;
b) It owns all rights of any nature in the Proposals submitted;
c) It shall not use any UEFA Intellectual Property except as permitted by UEFA;
d) It shall not claim any association with UEFA or any UEFA competition in relation to its Proposals or otherwise;
e) It will observe all statutory and competition-related provisions of UEFA, as well as specific instructions and all applicable national and international laws;
f) It warrants to UEFA that the information contained in its Proposal shall not be false or misleading and that if, following submission of the Proposal, there is any change in the Applicants’ circumstances which may adversely affect such information, the Applicant shall promptly notify UEFA in writing setting out the relevant details in full; and
g) It shall comply with these terms and conditions.
7. If UEFA considers that any Applicant is or is likely to be in breach of any of these terms and conditions, then UEFA shall (without prejudice to its rights and/or remedies arising under law) be entitled to withdraw from any co-operation with the Applicant without any requirement to give such Applicant notice and without any further liability to such Applicant.
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8. The Applicant is responsible for all costs, expenses and liabilities incurred in the preparation of its Proposal, any responses to requests for further information by UEFA, meetings with UEFA and any negotiation with UEFA following receipt by UEFA of its Proposal (whether or not an Agreement is entered into with such Applicant).
9. The Applicant acknowledges that all Intellectual Property rights and all commercial rights in relation to UEFA’s competitions including but not limited to their names, logos and trophies, remain the exclusive property of UEFA.
10. Once received by UEFA, each document submitted as part of a Proposal shall become the physical property of UEFA. Irrespective of whether any Proposal is successful or not, UEFA shall be entitled to use (free from any payment or restriction) all ideas, concepts, Proposals, recommendations or other materials (save for trademarks and copyrighted materials) contained in such Proposal or otherwise communicated to UEFA during the Tender. The Applicant waives and shall not make any claim against UEFA in respect of any use made by UEFA of any intellectual property or other similar rights relating to the ideas, concepts or any other materials (save for any trademarks or copyrighted materials of the Applicants) contained in their Proposals.
11. Applicants who have not been selected will be informed in writing by UEFA. UEFA shall not be obliged to give any reason for making any selection and/or rejection.
12. UEFA shall select the Applicant(s), whose Proposal(s) and subsequent presentations(s), in UEFA’s sole opinion, most closely satisfy the scope of the task described. The Applicant(s) shall, however, be bound under all circumstances to the declaration of interest submitted.
13. The completion of the acceptance shall be subject to UEFA and the Successful Applicant signing a long- form agreement. Such agreement shall contain the detailed terms and conditions of such appointment and, inter alia, include the Deal Principles contained at Section 11 of this ITT. By submitting a Proposal, the Applicant confirms that it is able to comply with all Deal Principles.
14. The Successful Applicant will immediately inform UEFA of any change in the ownership or senior management of the Successful Applicant. UEFA reserves the right to reallocate the award of any and all aspects of the Project if the ownership or senior management of the appointed Applicant changes.
15. Successful Applicants shall obtain and maintain appropriate insurances with regard to their own or sub-contracted staff, public liability as well as indemnities and warranties in regard to UEFA as more 40
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fully described in the Deal Principles contained at Section 11 of this ITT as part of the standard terms and conditions of the Agreement.
16. The Applicant is strictly prohibited from making any form of public announcement or statement relating directly or indirectly to this ITT, the Tender, UEFA, any UEFA competition and/or its Proposals (whether appointed or not) without the prior written consent of UEFA, which may be given or withheld in its absolute discretion. Each Applicant acknowledges and agrees that UEFA shall have the sole right to make any announcement in relation to this ITT, the Tender and the selection and/or appointment of any Applicant(s) (if at all).
17. Neither UEFA nor any of its representatives, agents or employees shall be responsible for any loss, damage, liability or expense that may be suffered or incurred in relation to this ITT and/or subsequent negotiations. The Applicant expressly waives any right of action it may have against UEFA with regards to the Tender.
18. The Applicant must provide confirmation that its Proposal for the provision of the Services complies with any and all applicable national and local laws.
19. UEFA may determine that certain rights and obligations in relation to the Services are granted, assigned or transferred to UEFA Events S.A. The Successful Applicant shall, in such cases, treat all references to UEFA contained in this ITT or any Agreement, to include UEFA Events S.A.
20. This ITT and all related documentation pertaining to the Proposals and Tender (including any contracts) shall be governed and interpreted in accordance with Swiss law without regard to choice of law principles. The exclusive place of jurisdiction shall be Nyon.
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APPENDIX 1 - STATEMENT OF UNDERTAKING
Name of company: insert Name of Company Tax number: insert tax number Address: insert Street Postal Code City Country referred to hereinafter as the “Company”, hereby expresses interest in participating in the Tender for providing Catering Production and Consultancy Services and undertakes that: 1. no information provided nor representations made to UEFA are false, inaccurate or misleading; 2. none of the Company’s representatives or employees shall make any form of public announcement or statement relating directly or indirectly to UEFA and/or the Tender to any media without the prior written approval of UEFA and that any non-compliance will lead to the penalty of being held responsible for any damages caused; 3. it (and its officers, employees, agents and advisers) shall keep confidential the terms of this ITT and any information relating to affairs or business of UEFA which comes into its possession in relation to this ITT and/or the Tender, it shall not disclose confidential information (or any parts of it) to any third party without the prior written consent of UEFA, which may be given or withheld in its absolute discretion (save, where required by law) and it shall only be entitled to use confidential information for the purpose of the Tender. 4. all intellectual property and commercial rights in relation to UEFA, the ITT and/or the Tender belong exclusively to UEFA; 5. it is capable of and shall comply with all legal provisions and the Deal Principles contained in the ITT or otherwise agreed in writing with UEFA; 6. UEFA shall not be held responsible for any costs, expenses and/or liabilities incurred in by the Company in the preparation and submission of the information and/or documentation in response to the ITT and/or any responses to requests for further information by UEFA; 7. any association with UEFA or its competitions and events in any manner whatsoever without UEFA’s prior written approval is strictly prohibited; 8. UEFA shall not be required to invite the Company to participate in the Tender and reserves the right to organize any services related to the Tender or to re-open part of or the entire tendering process at a later stage; 9. this Statement of Undertaking and any related documentation shall be governed by and construed in accordance with the substantive laws of Switzerland. The place of jurisdiction shall be Nyon, Switzerland. By submitting this Statement of Undertaking (where capitalised terms shall have the meaning as defined in the ITT, unless otherwise defined herein), I/we confirm that I/we have read and understood the foregoing terms and conditions issued by UEFA regarding the process for selection of a candidate(s) to provide Catering Production and Consultancy Services and agree that the Company which I/we duly represent is bound by such terms and conditions.
Signature:______
Name and Title: ______Date: ______
Place: ______Official Stamp:
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APPENDIX 2 - SUSTAINABILITY
UEFA is committed to a sustainable development long-term strategy, ensuring that its business is conducted in a way that is environmentally sound, economically viable, and socially responsible. UEFA aims to encourage high standards of environmental and social performance amongst its suppliers and their supply chains, particularly in the organisation of UEFA events.
As a result, UEFA requires that the Successful Applicant gives due regard to the following principles, extracted from the United Nations Global Compact (www.unglobalcompact.org), in connection with the products and services they supply:
Human Rights: The Successful Applicant should support and respect the protection of internationally proclaimed human rights and make sure that they are not complicit in human rights abuses. Labour: The Successful Applicant should uphold the freedom of association and the effective recognition of the right to collective bargaining, the elimination of all forms of forced and compulsory labour, the effective abolition of child labour, and the elimination of discrimination in respect of employment and occupation. Environment: The Successful Applicant should support a precautionary approach to environmental challenges, undertake initiatives to promote greater environmental responsibility and encourage the development and diffusion of environmentally friendly technologies. Anti-Corruption: The Successful Applicant should work against corruption in all its forms, including extortion and bribery.
The Successful Applicant also agrees to inform UEFA about:
any demand or act when providing the Services that would not be consistent with these principles; and every initiative undertaken by the Successful Applicant aiming to promote and respect these principles.
Moreover, all Applicants are required to present information regarding sustainable development strategy or initiatives regarding environmental protection and social responsibility already implemented within its organisation.
Each UEFA event is organised with the following priorities: Optimise transport operations (general public, logistic and officials) to reduce carbon emissions; Enhance local employment (specifically in regions with high unemployment rate); Ensure optimal waste management through 3R strategy – reduce, reuse, recycle – in stadiums and venues; Reduce energy consumption and promote use of greener energies; Promote a responsible sourcing of products and services; Ensure accessibility of the event for disabled persons; Deploy anti-racism measures; and Implement a tobacco-free policy within stadia and venues.
UEFA events may be evaluated through the Sustainable Development project by producing a ‘one-year- to-go’ report before each event, and a complete reporting post-event based on the Global Reporting
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Initiatives (GRI) Guidelines (www.globalreporting.org). In this regard, the Successful Applicant may be requested to deliver data on the service or products which it provides for an event.
Applicants shall provide appropriate information setting out how they will comply with the above requirements and any sustainable requirements specific to their industry and services.
Any additional item suggested by Applicants, in line with the current ITT and that could facilitate achieving these priorities during the event, will be taken into consideration by UEFA and be considered as important assets in the selection process.
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