London Borough of Tower Hamlets : CLC4418 Film Location Service Concession Contract

UK-London: Motion picture and video services.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      London Borough of Tower Hamlets
      Mulberry Place, 5 Clove Crescent, London, E14 2BG, United Kingdom
      Tel. +44 2073644044, Email: procurement@towerhamlets.gov.uk, URL: http://www.towerhamlets.gov.uk/
      Contact: London Borough of Tower Hamlets, Attn: Julie Harmer
      Electronic Access URL: https://www.londontenders.org/procontract/supplier.nsf/frm_home?openForm
      Electronic Submission URL: https://www.londontenders.org/procontract/supplier.nsf/frm_home?openForm

      Further information can be obtained at: As Above       
      Specifications and additional documents: As Above       
      Tenders or requests to participate must be sent to: As Above       
   
   I.2)Type of the contracting authority:
      Regional or local authority

   I.3) Main activity:
      General Public Services

   I.4) Contract award on behalf of other contracting authorities:
      The contracting authority is purchasing on behalf of other contracting authorities: No

Section II: Object Of The Contract: SERVICES
   II.1)Description
      II.1.1)Title attributed to the contract by the contracting authority: CLC4418 Film Location Service Concession Contract
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 27

         Region Codes: UKI12 - Inner London - East         
      II.1.3) Information about a public contract, a framework or a dynamic purchasing system:The notice involves a public contract                                                       
      
      II.1.5)Short description of the contract or purchase:
      Motion picture and video services. Radio and television services. The London Borough of Tower Hamlets (LBTH) is inviting submission of proposals to operate a one stop shop Film Location Service in the borough, on a concession basis. The period of the contract is for 3 years from January 2014 to end of December 2016, with a possible 12 + 12 month further extension. LBTH is looking for a suitably qualified company to manage all aspects of a film location service.
The Main objectives of a film service are:

o   To be the first point of contact for the Council for filming and photography
o   To promote the borough and its assets for filming purposes
o   Maximise the financial return to the council whilst minimising disruption for local residents and business
o   Effectively monitor all filming activity in the borough and keep clear records.
The organisation will be expected to:
•   A one stop shop for all locations enquires regarding filming and photography for any purposes
•   Secure all permissions and issue licences to service users as necessary.
•   Provide budget management, accounting, cash security, payment of all suppliers, receipt of all incomes
•   Arrange and attend all multi-agency planning meetings as might be relevant to manage the service
•   Ensure all service users comply with relevant health and safety legislation and have all necessary permissions and insurances compliant with filming activity

The organisation must be able to demonstrate that they have suitable knowledge and experience of delivering a Film Location Service with a consistant track record. Additionally, they must indicate they have the capacity, financial ability and knowledge within the market to sustain a commercially viable service over the period of the contract.
         
      II.1.6)Common Procurement Vocabulary:
         92100000 - Motion picture and video services.
         
         92200000 - Radio and television services.
         

      II.1.7) Information about Government Procurement Agreement (GPA):
         The contract is covered by the Government Procurement Agreement (GPA): No       
      II.1.8)Lots:
         This contract is divided into lots: No
      II.1.9)Information about variants:
         Variants will be accepted: No    
   
   II.2)Quantity Or Scope Of The Contract
      II.2.1)Total quantity or scope:
      This contract is let for a period of 3 years with the option to extend for 1 year plus 1 further year. Estimated annual turnover of the contract is £200,000. The contract is expected to begin in January 2014 to December 2016 with the possibilities of extending to December 2017 and then a further extension to December 2018.

If all options for extension are actioned the estimated turnover will be £1,000,000         
         Estimated value excluding VAT: 600,000
         Currency: GBP
                        
      
      II.2.2)Options: No          
         II.2.3)Information about renewals:
            This contract is subject to renewal: Not Provided         
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Duration in months: 60 (from the award of the contract)

   Information About Lots
               
Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      Not Provided
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      This contract is Let on Concession basis. The successful company will pay the council the percentage of the Budget Surplus as proposed in the tender. This will be invoiced for every quarter within 20 days of receipt of quarterly figures.
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      This contract will be let to a sole operator only.
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions: No       
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:
         The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
         
         A full list of these criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr
         
         Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists. Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so. Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

      Information on the London Filming Partnership and The London Code of Practice can be found here
http://filmlondon.org.uk/filming_in_london/london_filming_partnership      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         
         Information and formalities necessary for evaluating if requirements are met:
         Information and formalities necessary for evaluating if requirements are met:

Economic and Financial capacity must be met as outlined in the Capability and Capacity Questionnaire – Appendix G
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         
         Information and formalities necessary for evaluating if requirements are met:
         Provision of Method Statement in Schedule 3      
      III.2.4)Information about reserved contracts: Not Provided   
   III.3)Conditions Specific To Service Contracts
      III.3.1)Information about a particular profession:
         Execution of the service is reserved to a particular profession: No       
      III.3.2)Staff responsible for the execution of the service:
         Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: Not Provided
Section IV: Procedure
   IV.1)Type Of Procedure
      IV.1.1)Type of procedure: Open
   
   IV.2)Award Criteria
      IV.2.1)Award criteria:      
         The most economically advantageous tender in terms of
            The criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

      IV.2.2)Information about electronic auction:
         An electronic auction will be used: No       

   IV.3)Administrative Information
      IV.3.1)File reference number attributed by the contracting authority: CLC4418      
      IV.3.2)Previous publication(s) concerning the same contract: No

      IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:


         Not Provided      
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 24/09/2013
         Time: 12:00      
      IV.3.6)Language(s) in which tenders or requests to participate may be drawn up:         English
         
      IV.3.7)Minimum time frame during which the tenderer must maintain the tender Not Provided      
      IV.3.8)Conditions for opening tenders
         Not Provided

Section VI: Complementary Information

   VI.1)This Is A Recurrent Procurement: No
   VI.2)Information about European Union funds:
      The contract is related to a project and/or programme financed by European Union funds: Not Provided      
   VI.3)Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.

Please note; -
The CPV codes used within this advert are the nearest we could find to cover our location, there doesn’t appear to be a code that accurately describes our requirement.

LB Tower Hamlets is looking to appoint a supplier who can manage the Film Location Service on behalf of our organisation. Film companies regularly approach the council to use our unique locations as a ‘backdrop’ to their productions.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=70156116
GO-201389-PRO-5026160 TKR-201389-PRO-5026159
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      London Borough of Tower Hamlets
      Mulberry Place, Town Hall, 5 Clove Crescent, London, E14 2BG, United Kingdom
      Tel. +44 2073644044, Email: procurement@towerhamlets.gov.uk

      VI.4.2)Lodging of appeals: Not Provided   
   
      VI.4.3)Service from which information about the lodging of appeals may be obtained:
            Not Provided

   VI.5) Date Of Dispatch Of This Notice: 09/08/2013

ANNEX A