Belgium – Catering services – Raamovereenkomst externe cateringpartners voor evenementen en maatwerkopdrachten VIVES overkoepelend

Subject of these services: Framework agreement for external catering partners for events and “High-end” bespoke orders for VIVES Zuid and VIVES Noord, collectively. Explanation: VIVES Zuid and VIVES Noord organise a wide range of events and “High-end” bespoke orders annually, both on the Northern and Southern campuses, which are located throughout the province of West-Vlaanderen. These activities are an integral part of the academic and social functioning of the university and require professional, high-quality and reliable catering support. Phases of the contract: 1st phase – Selection This document concerns the first phase, namely the selection phase, of a two-step award procedure. In this first phase, only a "Request to Participate" is requested, supplemented with the necessary appendices, with which the candidate demonstrates his interest in the contract, his written will to be selected (article 2, 12° Law on Public Procurement 17 June 2016) and the requested documents of accountability to be able to be selected. 2nd phase - Tendering After the selection, only the selected candidates can participate in the second phase, the tendering phase, on the basis of the specifications that will be provided to them after the selection decision. In this second phase, the selected candidates will be invited to submit a tender on the basis of the specifications. Lots: - for lot 1 “Events” we are looking for three external catering partners who can support the university for a period of four years in the following activities, which are flexibly deployable across all campuses, and therefore can serve the entire province of West-Vlaanderen. Events: Each academic year, VIVES University organises, among other things, three large-scale institutional events: - the Academic Opening in September, - the New Year's Reception in January, - and the Pro-Day in May, - … For these events, an attendance of approximately 700 to 1,000 people is expected each time, consisting of students, staff, guests, partners and external stakeholders. Catering plays a crucial role in the experience, image and organisational quality of these moments. In addition, VIVES University organises several proclamations, graduation ceremonies, etc. spread over the different fields of study each year. These ceremonies take place per course or group and are aimed at students and their parents or chaperones. For these moments, adapted, well-organised and smoothly organised catering is also required, taking into account varying group sizes, locations and practical circumstances. - for lot 2 “High-end bespoke orders” we are also looking for three external catering partners, for significantly smaller orders of an average of 10 to 50 people where an exceptionally high quality level is paramount, both in terms of products, presentation and service. “High-end” bespoke orders: This lot concerns the delivery of high-quality, custom-made catering services, where the emphasis is explicitly on quality, exclusivity and experience. The contracting authority aims with this lot to select service providers who are able to develop and realise catering concepts that are fully tailored to the specific context, objectives and target group of each event. This is not a standard offer, but a unique implementation in which bespoke work is central. Duration The framework agreement has an initial duration of four years, provided that the estimated maximum value of the contract is not exceeded within this period. The contracting authority draws the candidate's attention to the fact that the indicated maximum value has not been calculated on the basis of the estimated quantities in the inventory. This maximum value therefore does not indicate the tender amount for which registration can be granted. In this case, it is about the maximum value of the framework agreement, which has been determined on the basis of the maximum quantities that can be ordered for all orders that the contracting authority can place. To control the size of the contract, the contracting authority monitors the expenditure within the framework of the framework agreement to ensure that it does not exceed the maximum value of the framework agreement. If the maximum value is exceeded, no new orders can be placed.