Belgium – Event services – Raamovereenkomst externe cateringpartners maatwerk en evenementen

Subject of these services: Framework agreement for external catering partners for bespoke and events

Explanation: Hogeschool VIVES Zuid and VIVES Noord organise a wide range of events and “high-end” bespoke assignments within both the Noord and Zuid 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. Catering plays a crucial role in the experience, image, and organisational quality of these moments.

Phases of the assignment:

1st phase – Selection

This document concerns the first phase, namely the selection phase, of a two-step award procedure. In this first phase, only an "Application for Participation" is requested, supplemented with the necessary attachments, with which the candidate demonstrates their interest in the assignment, their written intention to be selected (article 2, 12° Law on Public Procurement 17 June 2016) and the required documents 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, based on 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 based on 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 with the following activities, which are flexibly deployable across all campuses, and therefore can serve the entire province of West-Vlaanderen.

Events: Each academic year, Hogeschool VIVES organises, among other things, 3 large-scale institutional events including 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. In addition, Hogeschool VIVES organises several proclamations, graduation ceremonies, etc., spread across the different fields of study. These ceremonies take place per study programme or group and are aimed at students and their parents or supervisors. For these moments, tailored, well-organised, and smoothly organised catering is also required, taking into account varying group sizes, locations, and practical conditions.

- for lot 2 “bespoke assignments” we are also looking for three external catering partners, for significantly smaller assignments 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 assignments: 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 to select service providers with this lot 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 always a unique implementation where bespoke is central.

Duration The framework agreement has an initial duration of four years, provided that the estimated maximum value of the assignment is not exceeded within this term. 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 provide any indication of the tender amount for which the registration can be awarded. In this case, it is about the maximum value of the framework agreement, which has been set on the basis of the maximum quantities that can be ordered for all assignments that the contracting authority can place. To control the scope of the assignment, 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.