RYELANDS PARK, LANCASTER CATERING CONCESSION

TO LET BY SEALED OFFER

CLOSING DATE FOR OFFERS: 24th March 2017

Ryelands Park is a large green space located in the north of Lancaster City close to the main A6 north. The Park has 3 football pitches for hire, all weather multi games area and an accessible play area. An active Friends Group has developed in the Park with local residents involved in supporting and improving the park with the aim of restoring the Park as a focal point of the local community, providing a safe and attractive environment which everyone can enjoy. As part of the process of improving the Park, the City Council would like to offer a hot and cold food catering concession in the park from a good quality unit. The concession would initially be available for the 2017 summer season. The general location of the site for the concession is shown on the attached plan coloured red. The adjacent pavilion shown on the plan has been demolished and replaced by an area of grass, the intention is that the concession would be located on the hardstanding adjacent to the bollards as seen in the photograph included in these details. The principal heads of terms for the letting of the concession is set out in the attached schedule. Concessionaires should submit details (including photographs) of the actual unit they wish to trade from. They will only be allowed to trade from a unit approved in advance by the Council. Any business rates applicable to this site will be payable by the concessionaire. It is envisaged that the concession can be let by the beginning in July in anticipation of the summer holidays, although the Council can not guarantee this. Trading will only be able to commence once the licence fee has been paid in full. In addition the concessionaire must keep to their designated site; only in exceptional circumstances can this be altered. The Park has a number of events booked throughout the year, however many of these events have their own catering so trading may be only be available on specific dates through prior agreement with the event organisers. The Friends of Ryelands Park have a number of fundraising activities throughout the year, it is envisaged that the catering concession would support these activities. For further information please contact:

Property Group Town Hall

Lancaster LA1 1PJ 01524 582967

property@lancaster.gov.uk

Procedure for making an offer

Please complete and sign the appropriate OFFER FORM and send it in a sealed envelope, the outside of which should be clearly marked "Ryelands Park – Catering Concession", and returned to: Property Group, Lancaster City Council, Town Hall, Dalton Square, Lancaster, LA1 1PJ. The sealed envelope should not bear your name or identity. The envelope should be received at the above address, no later than 5pm on Friday 24th March 2017. Alternatively the form can now be completed and emailed to property@lancaster.gov.uk, together with any additional information; please put "Ryelands Park – Catering Concession" as the Title/Subject. These procedures are intended to ensure fairness of competition.

Selection procedure After the closing time/date, the offers received, and supporting information, will be given detailed consideration. Prospective concessionaires may be invited to produce their intended unit for inspection by Council Officers. The basis for selecting a concessionaire as set out in the matrix below will be based on their financial offer and also the quality and type of their unit. The method of operating, particularly the vehicular access arrangements will need to be discussed and agreed on site.

Financial Offer Community benefits/ Implementation /service delivery

Experience/ competence of the

operator

75%

15%

10% Financial Offer

The Licence fee is to be paid in advance. Community benefits/ Implementation/service delivery Consideration must be given to any local employment opportunities businesses may create and the impact it may have on the environment. This can include sourcing of goods and implications of business mileage. Details are to be given of how the concession will operate, the type of unit you intend to trade from, Health & Safety management and staffing levels. Experience/competence of operator What experience you and any staff you employ in operating this type of business have. If it is a business you have not been involved in previously, please give information on why you feel that you are competent to do so. Consideration of offers received from people/firms who have had similar concessions from the City Council before will take into account their previous performance and payment record. Checks will be made on whether people/firms making offers owe any debts to the City Council.

In respect of people/firms not known to the City Council it may be necessary to take up references, i.e. a financial reference from a bank/building society (most banks now make a charge, about £10, for providing a reference) and two general character/trade references. The Council is under no obligation to accept the highest offer received, nor any offer at all, should it so decide. When a decision has been made the successful person/firm will be notified in writing. It is emphasised that payment up front is essential before trading can commence.

All descriptions, sizes and other details are provided for guidance and are given in good faith and believed to be correct. Any prospective purchaser / tenant should not rely on them as statements of fact and must satisfy themselves by inspection or otherwise as to the correctness of the information.

PRINCIPAL TERMS AND CONDITIONS FOR LICENCE

The concessionaire will be expected to enter in a formal licence, to be drawn up by the Council’s Legal Services, which will be in the name of the concessionaire only (neither transferable nor sub-lettable to another person/company). The following are the main or principal terms and conditions on which the formal licence will be based.

1. Permitted: HOT & COLD FOOD.

2. Period of licence: From a date to be agreed to 31st October 2017 3. Equipment: The concessionaire can only trade from a unit trailer, which has been

approved in advance by the Council. 4. The concessionaire must ensure that the unit and associated equipment is kept in good

repair, decorative order, sound and safe mechanical condition, has road tax, road insurance and MOT certificate (if appropriate). The unit must be self contained and no connection can be made to any drains, electricity supplies or other services. The trailer, and delivery vehicle, must display a permit, to be issued by the Council.

5. Daily: The trailer is to be removed at the end of each trading day. The route taken to

deliver the trailer at the beginning of the day and to remove it at the end, is to be agreed with the Property Group. Such route will be defined on a plan to be attached to the licence agreement. No other route shall be used, unless agreed in writing with the Council (except for reasons of safety, when requested by an authorised Council officer).

6. Insurance: the Concessionaire must carry insurance relating to their operation which

indemnifies the Council and the public, against any claims for losses/injuries with a minimum cover of £5 million, and produce the insurance certificate to the Council before trading commences.

7. Safety: the concessionaire is to ensure the site is operated in a safe manner and that

the concession confirms to all public safety/food hygiene regulations. It is the concessionaire’s duty to find out what regulations relate to their particular activity.

8. Waste: The concessionaire shall at their expense, make proper arrangements for the

disposal of all waste and refuse, shall provide a litter bin, and take steps to help prevent litter accumulating in the vicinity of the trailer.

9. Payment: The licence fee for the 2017 season must be paid in advance before entering

the site.

10. Rates: the concessionaire must meet all business rates and other outgoings that arise in respect of the concession.

11. The concessionaire must operate the concession for a minimum of 30 days in any one year.

OFFER FORM: CATERING CONCESSION, RYELANDS PARK, LAN CASTER Applicant - …………..………………………………………….…….………………………………. …………………….………………………………….…..…………………………...……..………… (Name of person who will sign the agreement. If the agreement is to be in the name of a company, please provide the names of authorised signatories). Address ……………………………………………………..…………….……………...….…..…… …………………….………………………………….…..…………………………...……..………… …………………….………………………………….…..…………………………...……..………… Daytime telephone number ………………………….…………. E-mail: ……………………………………………………………

(If the agreement is to be entered into as an individual his/her private address should be given. If signed on behalf of a company then the registered office address of the company is required). In Respect Of The 2017 Summer Season, I Offer To Pa y A Licence Fee Of: £……………………. In accordance with the schedule PRINCIPAL TERMS AND CONDITIONS FOR LICENCE. I agree to Council records (including Council Tax and Business Rates) being checked to see if any debts are owed to the City Council. Signed………………………………………………………. Date…………………………

Additional information requested Details of Community benefits/ Implementation/service delivery (including local employment, local goods, mileage & operation of the concession):

(continue of separate sheet if necessary)

Please include full details of the trailer you wish to use, including the manufacturers illustrated brochure and specification

Do you already possess this trailer? If so, where is it used? If not, where do you intend to buy/hire the same?

How will the trailer be staffed? If staff are to be employed, what training will they have?

If you are not an existing / recent concessionaire on City Council land then please:

• Indicate your experience/current business in running a hot and cold food concession.

• Complete the following trade and bank references and return them with your offer form

Two trade references as to credit worthiness If you have been a tenant elsewhere, one of the referees should be your previous landlord. If you have not been in business before personal referees are acceptable, but they must have known you for a period of at least five years. Please give details of any account numbers or other means of reference by which you are identified to these parties.

Name .....................…………….………… Name …………………….……................. Address ..................………..….….……… Address …………………….…....…......... .........................…………..……….…….... …………………………......…................... .........................………..………….…….... …………………………............................. Tel. ...............………..…………….……... Tel. .……………………............................ Email ...............………..………….…….... Email .…………………............................. Description ..............…..……….………… Description ……………………..…...........

Bank Reference. The City Council will wish to obtain a bank reference (status enquiry) from the applicant's Bankers and applicants should provide CONSENT to such an action by filling in the attached CONSENT FORM and returning it to this office. Banks may make a charge for this status enquiry so the applicant should make their own enquiries with their bank about their scale of charges and provide a cheque MADE PAYABLE TO THE BANK in accordance with their banks advice. Alternatively, the applicant can indicate on the consent form, that they authorise their bank to debit the charge directly from your account. Please note that banks and building societies are unlikely to provide satisfactory references in respect of recently opened accounts. If you are in any doubt about the reference that is likely to be given you should contact your bank or building society to discuss. If it is not possible to obtain satisfactory confirmation of your financial position, your application will receive further consideration only in the event that you are prepared to pay one years rent (and service charge where applicable) at the commencement of the tenancy; or a give details of a suitable guarantor who would be prepared to provide surety. The City Council will wish to check that the applicant has paid the appropriate Business Rates and Council Tax. By signing this form the applicant hereby gives authority for the City Council to carry out such an investigation.

C O N S E N T F O R M

Details of applicants Banker from whom a banker's reference (status enquiry) may be obtained. BANK NAME ......................................................…………..………………….…………………….. BRANCH ADDRESS .............................................…....……..……………….…….……..……….. ................................................................…………………..…………………….…….….…………. ................................................................……………………..………………….……..……………. ACCOUNT MANAGER ……………………………..…… EMAIL ………………………. (if applicable) SORTING CODE ..................................................................................................…..............….. ACCOUNT NAME ...................................................…………..……………….…………..……….. ACCOUNT ADDRESS ................................................………..……………….……….…………... (Home Address or Registered Office)

................................................................………………………..……………….…………………… ACCOUNT NUMBER .................................................……………..………….……………………. CONSENT I/We authorise the above Bank to provide the LANCASTER CITY COUNCIL with an opinion as to my/our ability to meet a total financial commitment of £………………….. per annum payable by equal monthly/quarterly instalments. Delete as appropriate

� Please find enclosed a cheque made payable to the above Bank for the provision of this status enquiry

� I/We authorise my/our bank to debit my/our account no …………………………………….….. with such charges as may be appropriate for the provision this status enquiry

SIGNED .......……………………….......................... DATE ………..………..….………................ FULL NAME .....................................................………………………..………….………….……… ................................................................………………………………..……….…………………… FOR AND ON BEHALF OF ....................................….......……………..……….……..…………… ___________________________________________________________________________ RETURN TO: Property Group (WITH THE APPROPRIATE CHEQUE) Lancaster City Council Town Hall Dalton Square LANCASTER LA1 1PJ