INVITATION TO TENDER

Tender for the Provision of Functions Management Caterer as part of a Panel of Suppliers at the National Mining Museum Scotland

Private & Confidential

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The National Mining Museum Scotland Trust is registered in Scotland.

Registered Office: National Mining Museum Scotland, Lady Victoria Colliery, Newtongrange, Midlothian EH22 4QN. Registered No. SCO88361.

Registered Scottish Charity Number SC003227

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TABLE OF CONTENTS

Part 1 Introduction....................................................................................................4Overview...............................................................................................................4Confidentiality.......................................................................................................4Scope....................................................................................................................4ITT Response Not a Contract.................................................................................4Existing Contracts.................................................................................................4Utilities and Waste................................................................................................4Insurance..............................................................................................................5Contract Term.......................................................................................................5Scope of Contract.................................................................................................5Provision of Functions Management Caterer.........................................................6Nature of Contract................................................................................................6Location................................................................................................................6Museum Opening Hours........................................................................................6Income generation................................................................................................6Functions Management Caterer............................................................................6Kitchen Facility......................................................................................................7Function Rooms....................................................................................................7The Museum’s Requirements & Specifications......................................................9

Part 2 Responding to this Invitation to Tender........................................................11Assistance...........................................................................................................11Submitting your Tender......................................................................................11Timetable............................................................................................................11Tender Selection Process....................................................................................12Tender Validity Period.........................................................................................12Final Negotiations and Contract Terms...............................................................12Costs Relation to Tender Submission..................................................................12Amendments and Qualifications Page.................................................................12Tender Evaluation Process..................................................................................12Compliance.........................................................................................................13

Part 3 Supplier Information.....................................................................................15General...............................................................................................................15Company Background.........................................................................................16Insurance............................................................................................................17Catering Specific Requirements..........................................................................18

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Quality of Service within Museum and Heritage Environments...........................19Income Generation..............................................................................................20Quality Control....................................................................................................21Compliance and Awards......................................................................................22Exclusion Criteria and non-conflict of interest declaration..................................23Tenderer’s Declaration........................................................................................24Statutory Compliance..........................................................................................25Amendments and Qualifications..........................................................................26

PART 1 INTRODUCTION

OverviewThis Invitation to Tender (ITT) comprises 3 parts:

Part 1Introduction – outlines the scope, background and requirements of this ITT.

Part 2Responding to this ITT – details the timetable for submission of the tender, evaluation and contract award.

Part 3Supplier Information – details the information required by the National Mining Museum Scotland to evaluate potential partners.

CONFIDENTIALITYThe information contained in this document and subsequent correspondence on this matter is intended only for the recipients to whom it has been addressed and should be treated as Company Confidential. Potential suppliers may be asked to sign a non-disclosure agreement.

SCOPEThe National Mining Museum Scotland, hereafter referred to as ‘the Museum’, invites you to tender to become one of our preferred Functions Management Catering partner.

This document defines the necessary information required by ‘the Museum’ to select a preferred partner, hereafter referred to as the ‘Museum Partner’.

Documents submitted in response to this invitation to tender, hereafter referred to as ‘ITT’, shall be the sole basis upon which final selection of the preferred Museum Partner shall be conducted.

ITT RESPONSE NOT A CONTRACTBy the provision of this ITT the Museum does not assume the obligation to award a contract and the response hereto, shall be used solely to ascertain the suitability of the offer or as a potential Museum Partner. However, the response to the ITT shall form the basis for any negotiations and possible contract award.

Any and all contractual, administrative, confidentiality and legal considerations will be addressed upon selection of a preferred partner and will be handled by the Museum’s Procurement function.

The Museum is not bound to accept the lowest or any offer or Tender and reserves the right not to award or abandon any Contract pursuant to the Procurement.

EXISTING CONTRACTSAll bookings contracted prior to the implementation of this tender process will be honoured by members of the catering panel.

UTILITIES AND WASTEThe successful operators will be responsible for their own waste disposal and be expected to comply with Waste (Scotland) Regulations.

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INSURANCEThe successful operator will be responsible for their own insurance including employer’s liability and public liability insurance.

CONTRACT TERMThe contract term would normally be for 4 years; however, a longer term would be considered if it was deemed appropriate.

SCOPE OF CONTRACTThe Museum will work with the preferred catering suppliers on a continuous improvement basis, which will be measured using key performance indicators that will be mutually agreed. However, the Museum Suppliers shall commit to a mutually agreed Service Level Agreement (SLA) which will form part of the contract.

The SLA will contain the Key Performance Indicators against which the performance of the contract will be measured.

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Provision of Functions Management Caterer

NATURE OF CONTRACTThe Museum is a 5 Star Visitor Attraction and twice winner of the Association of Scottish Visitor Attractions “Best Visitor Experience” Award. It is therefore imperative to recognise the need to balance exemplary catering provision, service and business growth, with due diligence in safeguarding the collections, machinery, and interpretation for future generations to enjoy. Furthermore, the Museum aspires to grow this commercial function of its operation and hopes that the new catering provision will raise the profile of the Museum as an excellent venue for functions in Midlothian and beyond.

The selected partner(s) shall plan to play a vital role in developing this situation with the Museum and actively contribute to continuous improvement of the agreed contract.

Please note that this tender submission is to become a member of the panel of caterers for Functions Management Caterer at the National Mining Museum Scotland.

LOCATIONAddress: The National Mining Museum Scotland, Lady Victoria Colliery, Newtongrange, Midlothian EH22 4QN

The Museum is a five-minute walk from the Newtongrange train station on the Borders railway and is located on the A7 and close to the A720.

MUSEUM OPENING HOURSThe Museum is open on all bank holidays apart from 25 and 26 December 1 and 2 January. The Museum closes for approximately two weeks from 24 December to 3 January each year.

Current opening hours are listed below:

April to September 10am to 5pm October to March 10am to 4pm

INCOME GENERATIONIt is the intention that the successful tenderers will aim to increase the income generated from these activities to the mutual benefit to the successful tenderer and the Museum.

FUNCTIONS MANAGEMENT CATERERThe Functions Management Caterer will manage the catered evening functions, this will include weddings, corporate bookings, select party nights and other bespoke functions as required by the museum. From 01 June 2018 to 30 June 2019, evening functions were hosted at the Museum with 60-120 guests per function. The Museum has a recorded and live musical performance licence and an alcohol premises licence.

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KITCHEN FACILITYThere is one kitchen, 36.26m2, and it comes equipped with basic commercial equipment, an inventory will be made available during the site visits or upon request. The Function Management Caterer and Museum Café will both have access to the kitchen. Preference for caterers will be to those who have access to their own mobile kitchen units. Terms of kitchen usage for functions will be negotiated between the caterers and the Museum.

FUNCTION ROOMSPower House (Main Hall)The main function hall is the Victorian Power House which measures 25 x 8m. It is located on the ground floor of the Museum just off the foyer. The kitchen facilities are directly accessed from the Power House.

Special Exhibition Gallery

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Located on the 2nd floor of the Museum the Special Exhibition Gallery which measures is situated off the historic Pit Head. It is accessed by lift or stairs.

Black Diamond TheatreThis medium sized room is located on the 2nd floor of the Museum the Black Diamond Theatre which measures is situated off the historic Pit Head. It is accessed by lift or stairs.

Memorial Centre Located on the 3rd floor the Memorial Centre is accessed by lift or stairs.

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The Museum’s Requirements & SpecificationsThis section contains details of the Museum’s requirements for the specifications that will form the basis of our required service. This is a detailed specification and should allow all potential Museum Providers to form a comprehensive and accurate price structure.

This document represents an invitation to tender in order to be on our panel function management caterers.

To Be Considered, the Museum’s Providers Must:

1. Quality of Service within Museum and Heritage Environmentsa. Provide clear evidence of delivering best-practice function catering and

associated services within museum and/or heritage venues. Include examples of venues wherever possible.

b. Demonstrate how, working with the venue management and clients, they have creatively adapted to venue conservation restrictions, proactively protected venue heritage assets (internally and externally) and surpassed venue and client expectations.

c. Demonstrate consistent delivery of five-star food catering and customer service at each stage of the customer journey, in keeping with the expectation of the Visit Scotland Quality Assurance Scheme, within both the wedding or corporate hospitality sectors.

2. Income Generationa. Confirm the level of commission they are prepared to pay the Museum

on the total gross value of all food and beverage sales plus VAT (of whatever nature and without deductions of any costs – including all pay bar sales and corkage charges) for all functions catered at the Museum.

i. For clarity, commissions of less than 5% will be deemed unacceptable.

ii. No commission will be paid by the Museum to the Museum Providers.

b. Supply at least three sample menus with prices, demonstrating the breadth of their flexibility to cater for a variety of client requirements and price points (low to high). Illustrative material must be included.

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3. Quality Controla. Demonstrate how they actively work with local suppliers and food

producers, with an emphasis on fresh, seasonal and ethical produce, and how this is celebrated in key marketing messages and menus.

b. Demonstrate investment in staff training, development and retention, encompassing chefs, waiting staff, sales & marketing teams – ensuring consistency of five-star service at each stage of the visitor journey.

c. Demonstrate a clear willingness to nominate (at their own cost) key staff to participate in annual Museum training, specific to the needs and requirements of the venue.

d. Proposed communication structure between your company and the Museum, demonstrating a proactive approach.

4. Compliance & Awardsa. Clearly demonstrate how they consistently surpass all industry

legislation and standards.

b. Provide examples of industry accreditations and awards, and delivery of five-star food and service.

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PART 2 RESPONDING TO THIS INVITATION TO TENDER

AssistanceIf clarification is required on any aspect of this ITT, and to arrange a site visit please direct your queries to:

enquiries@nationalminingmuseum.com0131 6637519

Submitting your TenderEmail: ceo@nationalminingmuseum.comPost: Private and Confidential

Mhairi CrossChief ExecutiveNational Mining Museum ScotlandLady Victoria CollieryNewtongrange Midlothian EH22 4QN

TimetableAny response to this ITT needs to be received by the Museum by Tuesday 29 October 2019 at 5pm. Late tenders will be rejected; it is your responsibility to ensure that your tender is received on time.

Activity Date

Tender Launch Saturday 21 September 2019Deadline for site visits Saturday 19 October 2019Deadline for submission Tuesday 29 October 2019 at 5pmShortlisted candidates notified Week commencing 11 November 2019Visit to shortlisted companies’ HQ & interviews Week commencing 25 November 2019

Notification of award to selected tenderer Week commencing 9 DecemberContract signed January 2020 Start of Operation January 2020

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Tender Selection ProcessThe process for selection will be made by way of a pre-agreed scorecard based on appropriate pre-set criteria as agreed by the ‘tender team’.

Tender Validity PeriodAll offers submitted to the Museum must remain open for acceptance for a minimum period of ninety (90) days from the tender closing date.

Final Negotiations and Contract TermsThe Contract terms for this agreement will be issued to shortlisted companies. Final negotiations will be between the potential supplier and the Museum’s tender team. The Museum reserves the right to undertake credit checks on any potentially successful tenderer.

Costs Relation to Tender SubmissionThe Museum will not be liable for any costs Tenderers incur in the preparation, submission or presentation of their Tender.

Amendments and Qualifications PageWhere a Tenderer’s Offer is conditional upon the introduction of any additional clause or condition, or conditional upon an amendment to the Specification or Terms and Conditions of Contract detailed in this ITT, then such clause, condition, amendment or qualification must be entered by the Tenderer on the Amendments and Qualifications page. Tenderers should note that the Museum is under no obligation to accept any proposal detailed on the Amendments and Qualifications page and depending on the nature and extent of such proposal, an Offer containing the same may be reflected as non-compliant.

Tender Evaluation ProcessThe tender will be evaluated using the following scoring matrix to allow the Museum to award the contract to the most economically advantageous tenderer taking cognizance of each section:

Section Title Tender Scoring Matrix

Company Background Not Scored - MandatoryInformation Regarding Economic / Financial Standing In / OutCriminal Convictions and Business Probity In / Out – MandatoryInsurance In / OutInvolvement with the Museum InformationService Level Agreement ScoredCatering Specific Requirements ScoredQuality of Service ScoredQuality Control ScoredIncome Generation ScoredCompliance with Specification Scored

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The Following Percentages Will Be Allocated Against Each Section:

Catering Specific Requirements 15%

Quality of Service within Museum and Heritage Environments Straightforward evidence of best practice in catering and function

management in a heritage environment Working with the venue management and clients to adapt to

conservation restrictions Demonstrate consistent delivery of five- star food catering and

customer service

15%

Income Generation Commission offer on gross value of all food and beverage sales plus

VAT Sample menus’ flexibility, creativity and price

30%

Quality Control Demonstrate active work with local supplier and food producers Investment in staff training, development and retention Willingness to participate in annual Museum training Proposed communication structure with the Museum

25%

Compliance with Specification Clearly demonstrate consistently surpassing all industry legislation

and standard Documentation and evidence to support compliance

15%

COMPLIANCEPotential Museum Partners shall submit proposals compliant with the specifications included in this ITT, (only in the format indicated), however, they are invited to submit additional potential Museum Partner solutions. Additional content provided must be in the same format.

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PLEASE RETURN THE FOLLOWING INFORMATION IN PART 3 ALONG WITH YOUR TENDER

It is recommended that you fill out this section in the Word document and not by hand. Please provide separate sheets when more space is required.

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PART 3 SUPPLIER INFORMATION

GeneralThis section provides the information required by the Museum for a chosen contractor to be selected. Please answer every question and provide details in the ‘Response’ columns. The tables in each section expand as required. If you need additional space please provide it in the Annex section using the Section Title and Number.

The following sections are mandatory and must be completed for each tender:

Section Title

Company Background ☐Insurance ☐Catering Specific Requirements ☐Quality of Service ☐Income Generation ☐Quality Control ☐Compliance & Awards ☐Exclusion Criteria and non-conflict of interest declaration ☐Tenderer’s Declaration ☐Statutory Compliance ☐Amendments and Qualifications ☐

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Company BackgroundPlease supply a company profile illustrating as a minimum, but not limited to, the following criteria:

1. Ownership ☐ Sole Trader☐ Private Limited Company☐ Public Limited Company☐ Partnership☐ Other (please specify):

2. Number of Years Established

3. Total Number of Staff Employed

4. Staff Turnover Ratio

5. Management Structure Copy of Org Chart

6. Level of Dependency on Key Staff

7. Provide details and specifications for any subcontractors you will use to fulfil the tender requirements

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InsuranceIt is a requirement of this contract that bidders hold the levels of insurance indicated below:

Type of Cover ValueEmployer’s (Compulsory) Liability Insurance £10,000,000Public Liability Insurance £5,000,000

Product Liability Insurance £2,000,000 where required

Please confirm below whether you already have, or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated. Bidders that do not have, or cannot commit to obtain, the required levels of insurance may be excluded from further participation in this procurement exercise.

Employer’s (Compulsory) Liability Insurance

☐ Yes, I already have this☐ No, but I commit to obtain it☐ No, and I cannot commit to obtain it☐ Not applicable, my business is exempt

Public Liability Insurance☐ Yes, I already have this☐ No, but I commit to obtain it☐ No, and I cannot commit to obtain it

Product Liability Insurance☐ Yes, I already have this☐ No, but I commit to obtain it☐ No, and I cannot commit to obtain it

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Catering Specific Requirements1. Copy of Cook Safe Plan / Food Safety Management Plan, following the principles

of Hazard Analysis Critical Control Point(HACCP)

2. Completed HACCP documentation for an actual wedding and corporate function in a heritage venue and/or café management.

3. Generic risk assessment and Safe System of Work

4. Environmental health report – latest two

5. Personal Licence of any Personal Licence holders (must include Event Managers)

6. Training records of servers and sellers of alcohol

7. Any Licensing Standards Officer reports

8. Customer testimonials – minimum of two

9. Supplier testimonials – minimum of two

10. Indicate any capacity ceilings, in terms of the number of functions and number of guests you can professionally manage

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Quality of Service within Museum and Heritage Environments1. Provide evidence of delivering best-practice function catering and associated

services within museum and/or heritage venues. Include examples of venues wherever possible.

2. Demonstrate how, working with the venue management and clients, they have creatively adapted to venue conservation restrictions, proactively protected venue heritage assets (internally and externally) and surpassed venue and client expectations.

3. Demonstrate consistent delivery of five-star food catering and customer service at each stage of the visitor journey within both the wedding, corporate hospitality and or café sectors.

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Income Generation1. Commission

Level of commission to pay the Museum on the total gross value of all food and beverage sales plus VAT for every individual function catered for the Museum. This includes all sales of whatever nature and without deductions of any costs – including all pay bar sales and corkage charges.

%

2. Supply menu samples with prices (including VAT) demonstrating the breadth of flexibility to cater for a variety of client requirements and price points. Illustrative material must be included. Special consideration should be given to the Museum as a Visitor Attraction and its industrial theme. Please provide this information as an ANNEX.

a. Functions Management Caterer. Please provide at least three sample menus for a wedding and a local private party demonstrating at least three separate price point for each function. The total cost per person and per function should be clearly indicated. Provide a list and costs for any additional serves you can offer.

i. Wedding 60-day guests (with children) and 50 additional evening guests that includes a drinks reception with canapes, a three-course meal, evening buffet, cash bar price list (where applicable), linen, crockery and staff.

ii. Wedding 60-day guests (with children) and 50 additional evening guests that includes a drinks reception with canapes, a wedding BBQ or Shared platters, evening buffet, cash bar price list (where applicable), linen, crockery and staff.

iii. Local Private Party with 80 guests including with a buffet, cash bar price list (where applicable), linen, crockery and staff.

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Quality Control1. Demonstrate how you actively work with local suppliers and food producers, with

an emphasis on fresh, seasonal and ethical produce.

2. Demonstrate investment in staff training, development and retention, encompassing chefs, waiting staff, sales & marketing teams – ensuring consistency of five-star service at each stage of the visitor journey.

3. Demonstrate a clear willingness to nominate (at your own cost) key staff to participate in annual Museum training, specific to the needs and requirements of the venue.

4. Please outline the communication structure between your company and a customer from the beginning enquiry to the final event. Examples of completed customer questionnaires, running order and evaluation feedback.

5. Proposed communication structure between your company and the Museum, demonstrating a proactive approach.

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Compliance and Awards1. Clearly demonstrate how you consistently surpass industry legislation and

standards.

2. Provide examples of industry accreditations and awards, and delivery of five-star food and service.

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Exclusion Criteria and non-conflict of interest declaration The undersigned: ☐ in his/her own name (if the economic operator is a natural person or in case of

own declaration of a director or person with powers of representation, decision making or control over the economic operator)

or☐ representing (if the economic operator is a legal person)

official name in full (only for legal person):Please provide any other name(s) you have been known as:

official legal form (only for legal person): Please provide any other name(s) you have been known as:

Declares that the company, organisation, owner(s), or managing partners that he/she represents:

is not bankrupt or being wound up, is not having its affairs administered by the courts, has not entered into an arrangement with creditors, has not suspended business activities, and is not the subject of proceedings concerning those matters;

has not been convicted of an offence concerning professional conduct; has fulfilled all its obligations relating to the payment of social security

contributions and the payment of taxes in accordance with the legal provisions of the UK;

has not been the subject of a judgement for fraud, corruption, embezzlement, involvement in a criminal organisation or any other illegal activity detrimental to the museum’s fiscal interests;

In addition, the undersigned declares: they have no conflict of interest in connection with the contract; a conflict of

interest could arise in particular as a result of economic interests, political, family or any other relevant connection or shared interest;

they will inform the Museum, without delay, of any situation considered a conflict of interest or which could give rise to a conflict of interest;

they have not made and will not make any offer of any type whatsoever from which an advantage can be derived under the contract

they have not granted and will not grant, have not sought and will not seek, have not attempted and will not attempt to obtain, and have not accepted and will not accept any advantage, financial or in kind, to or from any party whatsoever, constituting an illegal practice or involving corruption, either directly or indirectly, as an incentive or reward relating to award of the contract;

that the information provided to the Museum within the context of this invitation to tender is accurate, truthful and complete;

Signed ___________________________________________

On behalf of ___________________________________________

Date ___________________________________________

THIS CERTIFICATE MUST BE SIGNED AND COMPLETED BY THE TENDERER AND RETURNED WITH THE TENDER

SUBMISSION

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Tenderer’s DeclarationI / We hereby offer the Provision of:

☐ Function Management Caterer

at the National Mining Museum as specified in the foregoing Specification; all in accordance with the Museum’s Terms and Conditions of Contract set out in the ITT.

Name of Company / Firm

Address

Postcode

Telephone Number

Facsimile Number

Email Address

Company Registration Number

Country of Registration

VAT Registration Number

Signature of Authorised Officer of the Company

Designation

Date

Name of Person to Contact Regarding Tender

Telephone Number

Extension

Email

THIS CERTIFICATE MUST BE SIGNED AND COMPLETED BY THE TENDERER AND RETURNED WITH THE TENDER

SUBMISSION.

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Statutory Compliance

Does your organisation comply with your statutory obligations under the Equality Act 2010?

☐ YES☐ NO

Is it your policy as Employer to comply with anti-discrimination legislation, and to treat all people fairly and equally so that no one group of people is treated less favourably than others?

☐ YES☐ NO

Does your organisation comply with statutory National Living Wage? ☐ YES☐ NO

Does your organisation comply with compulsory workplace Pension scheme?

☐ YES☐ NO

I / We hereby confirm that to the best of my / our knowledge and belief I / We comply with all obligations and duties incumbent upon me / us under the Equality Act 2010.

Signed ___________________________________________

On behalf of ___________________________________________

Date ___________________________________________

THIS CERTIFICATE MUST BE SIGNED AND COMPLETED BY THE TENDERER AND RETURNED WITH THE TENDER

SUBMISSION

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Amendments and QualificationsThe Tenderer must enter on this sheet any clause, condition, amendment to specification or any other qualification it may wish to make conditional to this Offer and must also confirm below that no amendments have been made to the ITT as issued by the Museum. Tenderers should note that the Museum is under no obligation to accept any amendments or qualifications proposed and any offer containing amendments and qualifications may be rejected as non-compliant.

Signed ___________________________________________

Designation ___________________________________________

Name of Firm___________________________________________

Date ___________________________________________

THIS CERTIFICATE MUST BE SIGNED AND COMPLETED BY THE TENDERER AND RETURNED WITH THE TENDER

SUBMISSION