Call for Traders for. Summer in the Park Fitzgerald s Park 2016

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1 Environment and Recreation Directorate Cork City Council City Hall Call for Traders for Criteria For Summer Market Traders.docx 3

2 1.0 FITZGERALDS PARK OVERVIEW Fitzgeralds Park is situated on the historic Mardyke Walk, immediately adjacent to the River Lee and within 1km of City Centre. It is Cork City s premier public park and one of the City s main visitor attractions. The City Museum and the recently refurbished Lord Mayor s exhibition pavilionare also situated within the park. The Café, Natural Foods Bakery is located in the same building as the museum and serves homemade, local artisan sandwiches, cakes, tea & coffee. See drawing in Appendix A for park layout. The new front lawn bandstand is designed to cater for up to 30 patrons & has three phase power available on stage. The lawn area can accommodate a crowd in the region of people. The park has numerous green spaces and plazas and the location and number of traders will be in accordance with the event management plan and health and safety plan. 2.0 SUMMER IN THE PARK OVERVIEW Cork City Council has a budget of 15,000 to support the programming of events within the park. The budget will be spread of a series of events to create a diverse programme over the summer months. It is the intention of Cork City Council to create a varied programme of events throughout the summer to appeal to wide and varied audiences including young, old and family friendly. This will include morning/ evening/ weekday/ weekend/ festival activities and events across a broad range of interests. Criteria For Summer Market Traders.docx 4

3 2.0 CASUAL TRADERS OVERVIEW Submissions are invited by Cork City Council for Casual Traders to participate in events that will take place in Fitzgeralds Park, Mardyke, Cork over the duration of the programme (April - September). It is the intention of Cork City Council to create a panel of traders to cater for various food types (tea/coffee, hot food, cold food, snacks etc). The number and type of traders for each event will be chosen based on the scale of the event and suitability of trader to event type. It is anticipated there will be events some weekends with 3-4 traders per event and also some evening events. The traders will require a license for each individual event. The allocation of, and management of traders for each event will be carried out by a suitably qualified person in conjunction with Cork City Council. Events requiring an event license, fee paying events or organized independently by a third party may not be required to use the shortlist and the associated fee structure. Criteria For Summer Market Traders.docx 5

4 3.0 CASUAL TRADER SELECTION CRITERIA The main focus of the casual trading will be to cater for the crowds attending the events and to add to the overall atmosphere and ambience in the park. The events are generally family friendly and the food and drink offering should support this. The traders should be local and the products provided should be of a high quality with local food sourcing, traceability, sustainability, and environmentally friendly products on the menu. The trading will be pop up for individual event and traders will be required to have their own stall. Preference will be given to the following (in no particular order):- 1. Local traders (within a 20 mile radius of Cork City). 2. Traders using locally sourced ingredients that are ethical, traceable and sustainable, and using environmentally friendly goods. 3. High quality, aesthetically pleasing food stalls with quality branding. 4. Traders serving products suitable to family events in the following categories hot drinks /hot food/ cold food/ sweets and treats /health conscious. 5. Traders that are well priced for the consumer. 6. Traders that can serve customers quickly and efficiently. Traders will be categorised in terms of product range and a shortlist will be created will approximately four number traders per category. 4.0 CASUAL TRADING FEES 1. Market Trader Fees will include a Pitch Fee to take part in the market and a Casual Trader Permit fee. 2. Casual Trading: The cost of Casual Trading for a non-wheeled vehicle is 25 per day. However, this increases to 125 per day for wheeled vehicles. Please note that your stall will be subject to inspection over the duration of the event to ensure that all details as supplied are correct. Incorrect details Criteria For Summer Market Traders.docx 6

5 provided will be subject to additional charges as appropriate and failure to comply with same will result in an immediate cessation of trading. Casual Trading fee Trader Type Pitch Fee Day Rate Non-Vehicular Vehicular/ marketeer HOT/COLD FOOD PITCH FEE SNACK/ BEVERAGE PITCH FEE per day 125 per day per day 125 per day 5.0 SERVICES AND HEALTH AND SAFETY 1. Electricity: All traders are responsible for their own electrical installations and are required to have all electrical appliances PAT Tested and have their certification on site. Note: PAT test will be spot checked on site and any trader without valid certification, will be required to cease trading or remove the appliance in question. 2. Electrical Power will provided by Cork City Council but all trading units beyond the termination are the responsibility of the Market Trader. 3. Gas Safety: All gas appliances must confirm to local Fire Office Directives. 4. Environmental Health Registration: All Food Traders must be registered with the Environmental Health in Ireland. Copy of this certificate must be provided with Application Form. Criteria For Summer Market Traders.docx 7

6 6.0 PROPOSAL ASSESSMENT PROCESS Cork City Council does not bind itself to accept any trader application to be included on the shortlist. We reserve the right to seek further information or clarification from applicants in terms of any matters relating to the proposal, and reserve the right to interview applicants in advance of a decision. The trader applications will be carried out by a Review Panel. It will be carried out by reference to the submissions received. Following the initial assessment Cork City Council reserves the right to shortlist traders. Those shortlisted and may be required to submit further information on the information contained in their submission. Where applicable, the Review Panel may visit existing ventures of persons as detailed in their trader application. It is proposed to create the tender shortlist in March/April 2016 and the programme of events will commence in May 2016 however Cork City Council reserves the right not to form any casual trader shortlist. 7.0 INSURANCE REQUIREMENTS All traders will need to provide public liability, product liability and employer s liability indemnifying Cork City Council. Levels required are Public Liability 6.5 million, Employers Liability 13 million, Product Liability 6.5 million. Insurance documentation must be submitted either upon application or, if selected, on payment of the requisite fee. Failure to do so will deem your application invalid. Criteria For Summer Market Traders.docx 8

7 8.0 TRADER APPLICATION SUBMISSION The completed trader application should be submitted on or before Friday the 4 th of March 2016 at 4pm. The proposals should be marked Fitzgeralds Park Events Casual Trader Application and must be returned to Cork City Council and addressed to: Aoife Mahony Assistant Engineer Recreation & Environment Cork City Council City Hall OR parksprojects@corkcity.ie Material will not be returned. 9.0 QUERIES OR CLARIFICATION All queries or requests for clarification relating to the proposal can be directed to Aoife Mahony, Cork City Council: parksprojects@corkcity.ie. Criteria For Summer Market Traders.docx 9

8 APPENDIX A FITZGERALDS PARK LAYOUT Criteria For Summer Market Traders.docx 10

9 Gallery Garden Chelsea Pod overlooking the River Lee River Lee River Lee UEM MUS UN Flag Pole and Plaque on wall AN DST D Mardyke Lawn BAN Construction Site Playground Under Development Mardyke Lawn Figured dimensions only to be taken from this drawing. All dimensions to be checked on site. Design Office to be informed immediately of any discrepancies before work proceeds. REV. Storage Depot Storage depot BY CHKD. APPR. DATE DESCRIPTION PROJECT: MARDYKE GARDENS TITLE: Events - Summer 2015 Cork City Council Environment & Recreation, City Hall Cork Tel: (021) Fax: (021) parksprojects@corkcity.ie Parks Projects Department SCALE: DRAWN: 1:500@A1 DJC DATE: CHECKED: AM APPROVED: LC FILE NAME: MARDYKE GARDENS DRAWING NO: 11/03/2015 STATUS: INFORMATION C7676-PCP-009 REV:

10 APPENDIX B TRADER APPLICATION FORM Criteria For Summer Market Traders.docx 11

11 BEFORE FILLING OUT THIS FORM PLEASE NOTE THE FOLLOWING: Please read attached Market Trader Criteria carefully. Please ensure that each section of this application form is fully completed and signed. Please ensure that all necessary documentation is attached to your application form (Insurance documentation and Environmental Health Registration Certificate Please ensure all your documentation is up to date) Failure to complete this form or attach the necessary documentation, or the submission of incorrect information or omission of required information will lead to the invalidation of your application. Applications must be submitted by 4pm Friday, 4 th March 2016, at the latest. Applicants will be notified of outcome by in due course following assessment and shortlisting. Applications should be submitted to: AOIFE MAHONY, Environment & Recreation, Cork City Council, City Hall, Cork. Part 1 : Event Details Name of the Event: Summer in the Park 2016 Date of Event: April September 2016 Location of Event: Trader Type Fitzgeralds Park, Mardyke Walk, Cork Food Pitch Fee - 80 Snack/Beverage Pitch Fee - 60 Casual Trading Fee Non Vehicular - 25 Vehicular - 125

12 Part 2: Trader Details Name: Address: Trading Name: Contact Telephone Number(s) Address: PPS No: (for an individual) Tax Reference No: (for a company) If application is by a company, state the Company Registration Number, as supplied by the Companies Registration Office: Part 3: Agent Details: Do you intend to allow an assistant to act as your servant or agent? Please note that an Agent may only trade in the temporary absence of the licence holder. Agent s Name: Agent s Address: PPS No: Phone No:

13 Part 4 : Trading Details Description of goods to be sold: Details of product origins: Sample pricing: Awards/Credits where appropriate: Previous Markets Traded in: Part 5 : Stall and Onsite Services Description of Market Stall (Please note only market stalls will be accepted):

14 Stall Details 1. Exact Dimensions of your market stall. 2. Attach images with your application (tick if they are included) POWER REQUIREMENTS 3. Onsite power requirements (please tick which apply below): o No power required o Using Gas on Site o Power Required If you have selected that you need power, please complete the information below: 1. Total load of your ALL you appliances. This can be supplied in watts or kilowatts and will normally be located at the rear of the appliance. 2. Please select which of the following you require: a. Single Phase power supply required 16 amp, please indicate number of outlets required. 32 amp, please indicate number of outlets required. b. Three Phase power supply required 3phase, please indicate number of outlets required. Please note, electric heaters cannot be used on site. All electrical equipment are required to be fully PAT tested and have their certification on site. Note: PAT test will be spot checked on site and any trader without valid certification, will be required to cease trading or remove the appliance in question. Part 6 : Food Traders HSE Registration Number: All food businesses must be registered with the Health Service Executive (HSE). A copy of the confirmation letter from the HSE is to be submitted with the application. Do you intend using any equipment in connection with your stall e.g. generator, cooking facilities etc. Please supply details.

15 Part 7 : Insurance Details Traders are required to hold current insurance, indemnifying Cork City Council and with cover to the following Limits: Public Liability 6.5 million, Employers Liability 13 million, Product Liability 6.5 million. Insurance Policy Number: Expiry Date: Insurance Company: Copy of current insurance policy to be submitted with the application. Part 8: To be signed by the Applicant I Declare, 1. That I have not been convicted of two or more offences under the Casual Trading Act, 1995, within three years prior to the date on which I intend to commence casual trading. 2. That all particulars in this application form are correct. 3. That all electrical appliances are PAT Tested. 4. That all gas appliances confirm to local Fire Office Directives. 5. That I have read the Cork City Council Casual Trading Bye Laws and note the provisions contained therein. Signature of Applicant: Date: Attachments: Copy of HSE Registration (food traders): Copy Insurance Policy with indemnity to Cork City Council (or confirmation the same will be provided if selected). Images of Stall/Produce

16 NOTES 1. The acceptance of an application by Cork City Council does not guarantee the granting of a licence. 2. Please note that Cork City Council is obliged to provide the name, address and PPS No for all licence holders to the Minister for Social Welfare and the Revenue Commissioners: Section 4(11) of the Casual Trading Act, 1995, provides that the local authority concerned shall notify the Minister for Social Welfare of the name and address of a person to whom a casual trading licence was granted and the conditions of the licence. Section 4(2A) of the Casual Trading Act, 1995 (inserted by Section 141 of the Finance Act, 1996(No.9 of 1996) provides that the local authority concerned shall notify the Revenue Commissioners of the name, address and tax reference number of a person to whom a casual trading licence was granted and the conditions of the licence. Section 13 of the Casual Trading Act, 1995 also provides that a local authority may establish and maintain the Register of Casual Trading Licences on computer. In such circumstances, personal data kept in the register is subject to the requirements of the Data Protection Act, 1988(No. 25 of 1988) including an individuals right of access to and verification of data, where appropriate. 3. Licence holders are to obey all lawful requests of an Authorised Officer of Cork City Council, or a member of the Garda Síochána. For office use only: Receipt No: Amount: Date: Code I

17 APPENDIX C TERMS AND CONDITIONS Criteria For Summer Market Traders.docx 12

18 Traders must: Load in and out within the allocated time slots and please remove your vehicle from site 1 hour before the event starts. No vehicular access allowed once site is open to the public. Not attempt to set up or trade at any other location than your designated pitch Agree to stay for at least the core opening hours. All traders must observe these hours. Use adequate weights on their units. Cork City Council takes no responsibility for any damage to units caused by adverse weather conditions. Cooperate fully with all officials, event staff and security. Cork City Council takes no responsibility for trading levels during event. There are no guarantees. Not use sound systems on their stalls unless authorised by event official. Not extend past the given frontage line or total footprint agreed on application. Keep vehicle movement to a minimum on site. A member of staff will inform you of the driving routes. Any vehicles without the correct pass will be removed. Be aware that deliveries are the responsibility of the trader. Deliveries come on site at their own risk and traders must consult with the event staff as to what the procedure is for deliveries for the specific event. Be aware that Cork City Council reserves the right to eject any individual from the site. Stalls must close down strictly at the time given. Management reserves the right to cancel any bookings or refuse the right to trade to any traders. Full refunds will only be issued in the event of management cancelling any bookings. The Event will designate each trader their trading location and this is non-negotiable. Criteria For Summer Market Traders.docx 13

19 Please note Summer in the Park is presented by Cork City Council. The Event Organisers on behalf of Cork City Council will designate you a location or pitch to trade from. Any damage caused to your pitch, whilst sub-licensed to you will be your responsibility and any required remedial works will have to be paid for by you. You will also be liable for the costs for any required remedial works in the case of damage caused to the grounds, by you or any member or your staff, or any delivery vehicles, en route to or from your pitch. Health and Safety Traders must: Comply with all fire regulations. Ensure all materials used in construction and decoration of your unit/set up are flame retardant. Have a first aid kit available at all times. Be aware that Fire Safety officials will close down stalls that do not comply, without exception. Please ensure your fire extinguisher(s) are correct, in date and sealed. Be aware that no refunds will be given to stalls closed by Fire Officer. Be aware that no candles or petrol generators allowed. Comply with all emergency health and safety requests from site medical staff, site safety officer and fire officer. Products Stallholders should not sell any type of goods other than those for which they are registered and have applied to sell. The Event organisers reserves the right to prevent you selling goods not listed on your application. No counterfeit goods or copyright protected goods can be sold. No unauthorised merchandise can be sold. Criteria For Summer Market Traders.docx 14

20 Waste Management - Reduce, Reuse, Recycle Traders must: Ensure all packaging and consumables involved in the serving of food including cutlery, cups, napkins and food containers are Biodegradable and compostable. Be responsible for keeping your designated area rubbish free during the event and ensuring that all rubbish is disposed of properly before leaving the site. Take all rubbish generated by their unit away with them. This includes pallets, oil containers or any other waste. Traders must also take responsibility for any litter in the area caused by products they have sold. Disclaimer The Event will not take any responsibility for goods lost, damaged or stolen at any stage. In the instance of extreme weather, the event management will close the site if there is deemed to be a safety issue for traders and members of staff and the public. The event will ensure to reopen the site as soon as is possible. No refunds will be given for periods of time that the event is closed due to weather or other safety issues, which are out of the control of the event organiser. If inclement weather forces the closure of the event for any period of time traders are asked comply with instruction from event personnel immediately. Criteria For Summer Market Traders.docx 15