Appointment of Lead Cultural Management Operator

{
  "buyer": {
    "id": "GB-PPON-PYPR-2456-VBGR",
    "name": "Reigate and Banstead Borough Council"
  },
  "date": "2025-09-30T16:48:20+01:00",
  "id": "061047-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-058584",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Reigate",
        "postalCode": "RH2 0SH",
        "region": "UKJ26",
        "streetAddress": "Town Hall, Castlefield Road"
      },
      "contactPoint": {
        "email": "Procurement@reigate-banstead.gov.uk",
        "name": "Procurement"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://www.reigate-banstead.gov.uk"
      },
      "id": "GB-PPON-PYPR-2456-VBGR",
      "identifier": {
        "id": "PYPR-2456-VBGR",
        "scheme": "GB-PPON"
      },
      "name": "Reigate and Banstead Borough Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tenderUpdate"
  ],
  "tender": {
    "aboveThreshold": true,
    "amendments": [
      {
        "description": "This is a corrected version of the notice previously published on 25th September 2025. The original notice reference was 2025/S 000-059740 with minor modifications applied to provide further clarity relating to: \n\u2022\tThe estimated contract value is \u00a37.2 million (including VAT) is very much an estimate that the successful Tenderer may be able to generate under this contract, which includes a startup allowance that has been considered to cover a period of revenue costs to include  Building Maintenance - Planned, Building Maintenance - Reactive, Mechanical \u0026 Electrical - Planned, Mechanical \u0026 Electrical - Reactive, Health \u0026 Safety, Electricity, Gas, Service Charges Payable, Rates, Water, Security \u0026 Caretaking, Property Insurance, Rental - Food \u0026 Beverage Machines and/or a potential capital contribution.\n\u2022\tAuthority will comply with requirements of the Procurement Act 2023, including publication of a new relevant notice where modification is deemed to be substantial\n\u2022\tThe non-mandatory variant option where the Authority is potentially interested in exploring concessions or hybrid model (concession/management) or any other appropriate form of contract to be agreed.\n\u2022\tPotential Tenderers invited to have the opportunity to visit the two venues on 7th October and attend the Tenderers briefing session scheduled for 13th October, where there is a requirement for potential Tenderers to provide a presentation.",
        "id": "061047-2025"
      }
    ],
    "awardPeriod": {
      "endDate": "2026-01-19T23:59:59Z"
    },
    "contractTerms": {
      "financialTerms": "This will be reflected within the Invitation to Tender  (and optional Invitation to submit Final Tender) packs when published via the Stage 2 and Optional Stage 3 of the procurement process."
    },
    "coveredBy": [
      "GPA"
    ],
    "description": "Through the procurement exercise, the Authority will seek to identify the optimal solution to manage and maintain both venues to support the delivery of a wide range of arts and cultural offer in Redhill. This will need to strike the right balance, ensuring the model delivers enhanced benefits for the residents and visitors, whilst also effectively managing operational and commercial risk.\nIt is anticipated that the contract will be for a period of 10 years with an option to extend for up to a further 5 years at the Authority\u0027s discretion.\nThe estimated contract value is \u00a37.2 million (including VAT) is very much an estimate that the successful Tenderer may be able to generate under this contract, which includes a startup allowance that has been considered to cover a period of revenue costs to include  Building Maintenance - Planned, Building Maintenance - Reactive, Mechanical \u0026 Electrical - Planned, Mechanical \u0026 Electrical - Reactive, Health \u0026 Safety, Electricity, Gas, Service Charges Payable, Rates, Water, Security \u0026 Caretaking, Property Insurance, Rental - Food \u0026 Beverage Machines and/or a potential capital contribution.\nThe proposed scope of Operator Management associated services include:\n\u2022\tReopen and operate the Harlequin Theatre\n\u2022\tOpen and operate Unit 5 (\u0027The Rise\u0027)\n\u2022\tProvide a balanced cultural programme blending commercial and community programming\n\u2022\tManage day-to-day operations, staffing, marketing, ticketing, audience development and routine compliance.\n\u2022\tEngage stakeholders exclusively, ensuring access and affordability for local communities.\n\u2022\tSupport delivery of the Authority\u0027s Corporate Plan, Leisure \u0026 Culture Strategy and Net Zero 2030 commitments.\n\u2022\tFacilitate occasional civic use of the Harlequin, and if required in a civic emergency, act as an emergency rest centre when required.\n\u2022\tOperator to have full operational responsibility for the building including both Hard and Soft Facilities Management (FM) services.\nThe Authority is using the Competitive Flexible Procedure in accordance with the Procurement Act 2023, providing the opportunity for Tenderers to interact with a two-way dialogue with the Authority, as it considers that this tailored process can best meet the Authority\u0027s objectives for the service requirements and commercial terms.\nThe proposed award criteria is 60% Quality (including Social Value) and 40% Price and the sub-criteria is to be more fully set out in the Invitation to Tender pack (Stage 2 and Optional Stage 3 of the procurement process).\nThe Authority reserves its right to rely on Section 24 of the Procurement Act 2023 to refine the award criteria as part of the competitive flexible procedure. Refinements of the award criteria may include but are not limited to:\n\u2022\tRefining award criteria weightings\n\u2022\tAdding sub-criteria or more detail to the sub-criteria (relevant to the existing main criteria).\nIn addition, the Authority may rely on Section 31 of the Procurement Act 2023 to modify the terms of the procurement as set out in this Tender Notice or the associated Invitation to Participate and/or the Tender documents (including the Invitation to Tender and Optional Invitation to Submit Final Tender). Where any such modification is made, the Authority will comply with the requirements of the Procurement Act 2023, including publication of a new notice where the modification is substantial.\nTenderers are expected to bring forth an operational model which reflects the Authority\u0027s aspirations but cannot be specified ahead of in-depth dialogue on what the market can offer but will have a major role in defining the solution.\nThe Authority is potentially interested in exploring options around concessions or hybrid model (concession/management) or any other appropriate form of contract to be agreed, as a non-mandatory variant option.\nThe Invitation to Participate pack will be available for unrestricted and full direct access, free of charge via http://www.sesharedservices.org.uk/esourcing\nThe selection criteria and evaluation approach are reflected in the ITP pack. Following completed dialogue, the Invitation to Tender Pack will be finalised and submitted to the successful Tenderers following outcome of submitted Procurement Specific Questionnaires.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "description": "Please refer to the Procurement Specific Questionnaire (PSQ) and accompanying instructions and guidance for the full conditions of participation requirements via the Invitation to Participate (ITP) pack. This is shared via the Authority\u0027s E-Tender portal which is available via the above link provided.\nNote the Project Reference and Title is: RBBC-038663 Appointment of Operator Management Provider.",
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "http://www.sesharedservices.org.uk/esourcing"
      },
      {
        "documentType": "biddingDocuments",
        "id": "L-2",
        "url": "http://www.sesharedservices.org.uk/esourcing"
      },
      {
        "description": "Please refer to the Invitation to Participate pack which includes an outline Specification and the ITP instructions and guidance with the Procurement Specific Questionnaire (PSQ) setting out the conditions of participation requirements . This is shared via the Authority\u0027s E-Tender portal which is available via the above link provided.\nThe detailed Specification will be provided within the Invitation to Tender pack (and the optional Invitation to Submit Final Tender) when published during Stage 2 and 3 of the procurement process.  This will be shared via the Authority\u0027s E-Tender portal when made available.\nNote the Project Reference and Title is: RBBC-038663 Appointment of Lead Cultural Management Operator.",
        "documentType": "technicalSpecifications",
        "id": "L-3",
        "url": "http://www.sesharedservices.org.uk/esourcing"
      },
      {
        "accessDetails": "Further information provided via the ITP pack which is available via link below: http://www.sesharedservices.org.uk/esourcing",
        "documentType": "biddingDocuments",
        "id": "future"
      },
      {
        "datePublished": "2025-09-30T16:48:20+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "061047-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/061047-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-10-10T16:00:00+01:00"
    },
    "expressionOfInterestDeadline": "2025-10-21T12:00:00+01:00",
    "id": "RBBC - 038663 Appointment of Lead Cultural Management Operator",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Motion picture projection services",
            "id": "92130000",
            "scheme": "CPV"
          },
          {
            "description": "Artistic services",
            "id": "92312000",
            "scheme": "CPV"
          },
          {
            "description": "Arts-facility operation services",
            "id": "92320000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKJ26"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Further information provided within the ITP pack and note this includes Social Value.",
              "name": "Quality",
              "numbers": [
                {
                  "number": 60,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Further information provided within the ITP pack.",
              "name": "Price",
              "numbers": [
                {
                  "number": 40,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2036-01-18T23:59:59Z",
          "maxExtentDate": "2041-01-18T23:59:59Z",
          "startDate": "2026-01-19T00:00:00Z"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "The contract has the option to extend up to a further five years, subject to the Authority\u0027s discretion."
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "The conditions of participation relevant information provided within the attached ITP pack.",
              "type": "economic"
            },
            {
              "description": "The conditions of participation relevant information provided within the attached ITP pack.",
              "type": "technical"
            },
            {
              "description": "Further information provided within the ITP instructions and guidance.",
              "forReduction": true
            }
          ]
        },
        "status": "active",
        "value": {
          "amountGross": 7200000.0,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procedure": {
      "features": "The procurement approach will consist of the following:\nStage 1 Invitation to Participate which includes the requirement for potential Tenderers (those who are not listed on the Central Government Debarment Listing for mandatory exclusion) to attend the:\nOptional site visits can be provided on 7th October 2025.\nPotential Tenderers briefing session scheduled for 13th October including potential Tenderers to provide the Authority with a presentation. Further information provided within the Invitation to Participate pack.\nTenderers to note that the deadline for PSQ associated clarifications is by 16:00hrs on 10th October 2025.\nThe Tenderers required to submit their completed submission of PSQ by 12:00 Noon on 21st October 2025.\nSubject to outcome of PSQ evaluations, the dialogue sessions scheduled for week commencing 26th October 2025.\nStage 2 Publication of Invitation to Tender\nOptional Stage 3 Invitation to Submit Final Tender\nFurther information provided within the Invitation to Participate pack."
    },
    "procurementMethod": "selective",
    "procurementMethodDetails": "Competitive flexible procedure",
    "specialRegime": [
      "concession"
    ],
    "status": "active",
    "submissionMethodDetails": "Tenderers are to submit their completed PSQ response in accordance with the Invitation to Participate Instructions and Guidance using the following link:\nhttp://www.sesharedservices.org.uk/esourcing\nPotential Tenderers to note that the Authority\u0027s E-Sourcing Portal is used to enable potential Suppliers to access to the Council\u0027s Invitation to Participate pack (and Invitation to Tender/Optional Invitation to Submit Final Tender packs) and for potential Tenderers to upload their completed PSQ and Tender responses.\nPotential Suppliers/Tenderers will need to register themselves via the Portal using this available link http://www.sesharedservices.org.uk/esourcing",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "title": "Appointment of Lead Cultural Management Operator",
    "value": {
      "amountGross": 7200000.0,
      "currency": "GBP"
    }
  }
}