Appointment of Lead Cultural Management Operator

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.

It 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's discretion.

The estimated contract value is £7.2 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 & Electrical - Planned, Mechanical & Electrical - Reactive, Health & Safety, Electricity, Gas, Service Charges Payable, Rates, Water, Security & Caretaking, Property Insurance, Rental - Food & Beverage Machines and/or a potential capital contribution.

The proposed scope of Operator Management associated services include:

• Reopen and operate the Harlequin Theatre
• Open and operate Unit 5 ('The Rise')
• Provide a balanced cultural programme blending commercial and community programming
• Manage day-to-day operations, staffing, marketing, ticketing, audience development and routine compliance.
• Engage stakeholders exclusively, ensuring access and affordability for local communities.
• Support delivery of the Authority's Corporate Plan, Leisure & Culture Strategy and Net Zero 2030 commitments.
• Facilitate occasional civic use of the Harlequin, and if required in a civic emergency, act as an emergency rest centre when required.
• Operator to have full operational responsibility for the building including both Hard and Soft Facilities Management (FM) services.

The 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's objectives for the service requirements and commercial terms.

The 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).

The 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:

• Refining award criteria weightings
• Adding sub-criteria or more detail to the sub-criteria (relevant to the existing main criteria).

In 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.

Tenderers are expected to bring forth an operational model which reflects the Authority's 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.

The 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.

The Invitation to Participate pack will be available for unrestricted and full direct access, free of charge via www.sesharedservices.org.uk/esourcing ↗

The 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.