Victorian Fayre Market Concession Contract

Worcester Victorian Fayre is now in its 30th year. The Council is looking to procure a market operator ["The Supplier"], under a concessionary contract, to manage the c.180 market stalls at the event.

Worcester City Council is responsible for the following:

• Event Production • Coordination with the Safety Advisory Group • Entertainment during the event • Coaches and coach parking • Cleansing and refuse from visitors • Liaison with local businesses • Logistics • Relationships with all suppliers, except the stall provision • Road Closures • Hostile Vehicle Mitigation Barriers • Marketing, press and promotion of the event

The Council will provide the successful Supplier with:

• A briefing on the event and useful information for delivery • Introductions to key stakeholders in the city • Contact details for stallholders for the 2021 Fayre • Pricing schedule for charging the stallholders • Layout plans for previous events • Advice and support with how best to manage the stallholder arrangements at the event • Access to Event Control during the event • Access to welfare facilities including a rest room during the event

The Supplier is responsible for the following:

• The provision of the market stalls or chalets for the event, including the storage, transportation, installation, maintenance and dismantling of the stalls • Recruitment, selection, administration, and invoicing of stallholders • Customer service in particular stallholder relations • Ongoing management and communication with stallholders • Stewarding of stallholders at set up and breakdown each day • 24/7 emergency cover for the period of the Fayre • Waste provision for traders, including monitoring and removal throughout the event and after the end of the event each day • Providing regular updates to the Council in the planning and delivery stages of the event • Attendance at key meetings before the event

The Supplier is responsible for supplying:

• Contact details for the site team and details of business continuity arrangements • Risk assessments for their aspect of the event • Evidence of Public Liability insurance (PLI) • Assurance that they have reviewed and accepted the risk assessments, hygiene documentation, fire safety assessment, and PLI certificate for each trader. Please note, traders selling alcohol will require a TEN and will not be permitted to trade without this. • All paperwork, including method statements and details of installation of the stalls or chalets • A plan of the layout of the stalls at the event • A 24/7 emergency contact details (and back-up) during event opening hours • Fully trained staff and all PPE for their staff during the event

The Fayre runs on the weekend which includes the first Sunday of December each year:

• Thursday 1 - Sunday 4 December 2022 • Thursday 30 November to Sunday 3 December 2023 • Thursday 28 November to Sunday 1 December 2024 • Thursday 4 to Sunday 7 December 2025 • Thursday 3 to Sunday 6 Dec

Additional information: The Council is using the e-procurement portal known as the Proactis Pro-Contract portal https://procontract.due-north.com to conduct this procurement exercise.

To gain access to the procurement documents, bidders will need to register their company details at the above website. Once registered, bidders will be emailed a log-in and password, allowing them to gain access to the procurement documents. Bidders will need to search for the invitation under Worcester City Council and then electronically submit an expression of interest and follow the online instructions to view the procurement documents.