Issue - items at meetings - Royal Pavilion & Museums Catering Review

Report of the Strategic Director, Communities (copy attached)

1)     To approve the seeking of tenders in respect of all catering provision for RPM under contractual arrangements which will subsist for a period of five years with an option to extend for up to a further two years.

2)     To authorise the Strategic Director, Communities to consider and determine, with a view to driving efficiencies and value for money:

                                      i.                  how the tendered opportunities should be packaged eg. whether there should be division into lots;

                                    ii.                  whether the tender should take place jointly with Brighton Dome and Festival Ltd (BDFL) and if so, how best to structure the tender/ contractual arrangement.

3)     To authorise the Strategic Director, Communities to accept tender(s) in accordance with officer recommendations following the tendering exercise and to approve the award of contract(s) accordingly.

4)     To approve the use of external catering expertise in visitor attraction/venue market to assist with the tender process. 

5)     To note that a report on the result of the tendering process will be brought to Policy and Resources Committee for agreement.

8.1      The Committee considered a report of the Strategic Director, Communities in relation to the current position of catering facilities across the Royal Pavilion & Museums (RPM) and the recommendations for future business development to overcome current deficits in catering income and maximising future income to maintain and develop the RPM services including learning, out reach and community engagement projects.

8.2             Councillor Morgan welcomed the range of organizations to be included in the tendering process, and asked if some of the profit could be used to support community and voluntary sector activities in the community. The Chair noted this suggestion.  The Head of RPM noted that the income generated by RPM supports RPM work with communities.

8.3       Councillor Cox noted his support for the report, but queried the use of consultants. In response the Chair and the Strategic Director, Communities explained that the use of consultants was necessary as the Council did not have the level of expertise of catering facilities in historic buildings; the use of consultants would speed the procurement process and delivery. Councillor Littman noted that the use of consultants seemed to be justified as part of the procurement exercise.

8.4       Councillor Brown noted her support for the proposals, but raised concerns in relation to the potential lose of the Visitor Information Centre (VIC), this concern was also echoed by Councillor Smith. Officers confirmed a report would be bought to a later meeting of the Committee concerning the VIC which would consider a series of new creative solutions.

8.5       Councillor Lepper noted that the RPM visitor numbers were increasing, but the income from the catering facilities continued to decline. In response the Head of Royal Pavilion & Museums noted that reduction in income could be related to the general economic downturn and the use of such facilities being considered secondary expenditure; she also noted problems in relation to the size of groups who visited and the location of facilities.

8.6             RESOLVED –

1)     To approve the seeking of tenders in respect of all catering provision for RPM under contractual arrangements which will subsist for a period of five years with an option to extend for up to a further two years.

2)     To authorise the Strategic Director, Communities to consider and determine, with a view to driving efficiencies and value for money:

                                      i.                  how the tendered opportunities should be packaged eg. whether there should be division into lots;

                                    ii.                  whether the tender should take place jointly with Brighton Dome and Festival Ltd (BDFL) and if so, how best to structure the tender/ contractual arrangement.

3)     To authorise the Strategic Director, Communities to accept tender(s) in accordance with officer recommendations following the tendering exercise and to approve the award of contract(s) accordingly.

4)     To approve the use of external catering expertise in visitor attraction/venue market to assist with the tender process. 

5)     To note that a report on the result of the tendering process will be brought to Policy and Resources Committee for agreement.