Ashford Borough Council: Ashford Arts Centre Operator

Contracting authority

Contracting authority:

Ashford Borough Council

Public Procurement Organisation Number:

PJTC-7477-RLVM

Address:

International House,, Dover Place
Ashford
TN23 1HU
UK

Contact name:

Stephanie Leonard

Email:

procurement.email@ashford.gov.uk

Telephone:

Not provided

Website:

Not provided

Organisation type:

REGIONAL_AUTHORITY

Devolved regulations that apply:

None

Procedure

Procedure type:

Competitive flexible procedure

Dynamic market OCID:

Not provided

Competitive flexible procedure description:

PRE-SELECTION QUESTIONAIRE (PSQ) AND CONDITIONS OF PARTICIPATION

Part 1 - Tenderers are invited to complete the PSQ.

The Council will evaluate the PSQ to ensure Tenderers meet the required capability and financial standing requirements. Tenderers who fail this Stage1 Part 1, will not proceed to Stage 1, Part 2. Any such Tender will not be considered an assessed tender and as such, no feedback will be provided to Tenderers in respect of a failed PSQ submission.

Part 2 - Tenderers are invited to submit their Initial Tender in accordance with Form of Tender Response Document at the same time as completing Stage 1 Part 1. The Council will evaluate the Initial Tender in accordance with the methodology set out in this ITT. Tenderers that submit an assessed tender will be provided with feedback in respect of their Initial Tender.

The Council reserves the right to award the Contract to the highest scoring Tenderer following Initial Tenders and to forego the Negotiation or Final Tender Stage.

STAGE 2 – OPTIONAL NEGOTIATION STAGE
Should the Council wish to proceed with a Negotiation Stage in the procurement, it will invite all Tenderers who submit an assessed Tender to proceed to the Negotiation Stage.
The Council intends to invite Tenderers to participate in negotiation in order to refine their Initial Tender in accordance with the terms of the Invitation to Negotiate document published at the time.
The purpose of the negotiation stage is to discuss, clarify, refine and develop Tenderers' proposals, including technical, commercial, contractual, implementation and service delivery matters.
Negotiation sessions will take place in person or over Microsoft Teams. Once the Council is satisfied that the negotiation stage is concluded, it will invite Tenderers to the next stage. The Council reserves the right to set the agenda for the negotiation sessions. The Council reserves the right to conduct multiple rounds of negotiation.
The Council anticipates that Tenderers will discuss the commercial submission and, more generally, the Tenderers’ ambition for service deliver at AAC.

STAGE 3 - FINAL TENDERS
The Council reserves the right to invite Final Tenders only without the Negotiation Stage.
The Council reserves the right to refine the Award Criteria for Final Stage tenders in accordance with Section 24 PA23.
At the conclusion of any Negotiation Stage, Tenderers are invited to submit Final Tenders to be evaluated in accordance with the terms of the ITSFT published at the time.
As previously set out, the Council reserves the right to refine the Award Criteria prior to submission of Final Tenders. The Council also reserves the right to implement minimum pass marks at Final Tender Stage.
The Council’s intention is that the Final Tender is a refined and improved version of the Initial Tender. At the conclusion of the evaluation and moderation of Final Tenders, Tenderers will be notified of the outcome of the procurement and confirmation as to which Tenderer submitted the Most Advantageous Tender. Tenderers will receive an Assessment Summary at the conclusion of this ITSFT stage and publish and contract award notice to start the voluntary standstill period.

STAGE 4 - PREFERRED SUPPLIER STAGE
The Council will use this period to formalise the necessary contract documents between the parties. The Council will conclude any outstanding due diligence during this period. This may include the Council requesting any documentary evidence it requires to be satisfied that the successful Tenderer(s) continues to comply with the requirements of the PSQ.

Preliminary market engagement conducted:

Yes

Dynamic market:

No

Special regime:

Concession, Light touch

Scope

Title:

Ashford Arts Centre Operator

Reference number:

ASH/25/358

Main procurement category:

SERVICES

Description:

The Council seeks a suitably skilled, long-term partner to manage and operate Ashford Arts Centre (AAC) via a concession arrangement.

AAC is a new community and commercial arts centre being delivered by the Council through the redevelopment of the former Ashford Odeon cinema building, in Ashford town centre. The design for AAC is currently at RIBA Stage 3, and details in respect of the scope of the AAC in the suite of procurement documents should be treated as subject to confirmation as the design develops.

AAC's programme is intended to include theatre, live performance, comedy, family shows and community use, alongside a hospitality and events offer, ensuring there is something to suit a broad range of audiences within a scale appropriate to Ashford.

The estimated value stated in this notice is based on detailed financial modelling completed by Blue Horizon Ventures on behalf of the Council. The model draws on the RIBA Stage 3 design for AAC, benchmark data from comparable venues, and projected commercial and community activity across the venue’s spaces, reflecting its intended role as a hybrid commercial and community performance venue. The figure represents cumulative operator income over the 25 year contract term, excluding VAT and public subsidy.

It is shared to give Tenderers an indication of scale so that they can plan their interest and resources with confidence. It is not a forecast or a guarantee of future income, and it is not intended to be used as the basis for Tenderers’ own financial modelling. Tenderers are required to develop their own assumptions, drawing on their operating experience and the information in the tender pack.

Total value (estimated):

GBP 12,600,000 excluding VAT

GBP 15,120,000 including VAT

Description

Description:

Not provided

Suitable for SMEs:

Yes

Suitable for VCSEs:

Yes

Contract dates (estimated):

01/04/2027 to 31/03/2042

CPV classifications:

92320000 - Arts-facility operation services.

Contract can be extended:

No

Delivery regions:

UKJ4 - Kent

Award criteria:

Name: Quality / Weighting: 60

Name: Commercial Offer Score / Weighting: 25

Name: Business Case Score / Weighting: 10

Name: Legal / Weighting: 5

Legal and financial capacity conditions of participation:

See procurement documents.

Technical ability conditions of participation:

See procurement documents.

Documents

Associated tender documents:

Procurement documents can be accessed via the Kent Business Portal.

Technical specifications:

Procurement documents can be accessed via the Kent Business Portal.

Submission

Tender submission deadline:

08/01/2027 Time: 10:00

Submission address and any special instructions:

https://www.kentbusinessportal.org.uk/respond/P5BBRU393F

An electronic auction will be used:

No

Languages that may be used for submission:

English

Award decision date (estimated):

08/03/2027

Other information

Legal and financial capacity conditions of participation:

Not provided

Technical ability conditions of participation:

The AAC is to be operated by way of concession. The risk to the operator is set out in the concession agreement.

Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP):

Yes

Government Procurement Agreement (GPA):

Yes

A conflicts assessment has been prepared and revised:

Yes

Other organisations