Café Pavilion of Reigate Priory Park

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Customer Services Manager

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Dear Sir or Madam,

1. Please provide a copy of the tender for providing catering
services in the Café Pavilion of Reigate Priory Park.

2. Please provide copies of tenders received.

3. Please provide the criteria and assessment/scores of each
tender.

4. What democratic oversight was there for the provision of
catering services?

5. Please explain the terms of the license to provide catering
outlet at Priory Park, including fees paid and duration of
contract.

Yours faithfully,

Dr K J Hamer

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Dear Dr Hamer,

Thank you for your email, which has been forwarded to our Freedom of
Information Officer for attention.

Yours sincerely,

Marion Lackenby

Customer Services Adviser
Reply to : [Reigate & Banstead Borough Council request email]
Telephone Help Line : 01737 276000

>>> Dr K J Hamer <[FOI #3932 email]> 03/11/08 19:16
>>>
Dear Sir or Madam,

1. Please provide a copy of the tender for providing catering
services in the Café Pavilion of Reigate Priory Park.

2. Please provide copies of tenders received.

3. Please provide the criteria and assessment/scores of each
tender.

4. What democratic oversight was there for the provision of
catering services?

5. Please explain the terms of the license to provide catering
outlet at Priory Park, including fees paid and duration of
contract.

Yours faithfully,

Dr K J Hamer

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Thank you for your request for information regarding the Cafe Pavilion in Priory Park. It was received on 4 November 2008 and I am dealing with it under the terms of the Freedom of Information Act 2000.

I will contact you again soon.

David Akehurst - Information Officer
Reigate & Banstead BC
4 November 2008

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Dear Sir or Madam,

1. Please provide a copy of the tender for providing catering
services in the Café Pavilion of Reigate Priory Park.

2. Please provide copies of tenders received.

3. Please provide the criteria and assessment/scores of each
tender.

4. What democratic oversight was there for the provision of
catering services?

5. Please explain the terms of the license to provide catering
outlet at Priory Park, including fees paid and duration of
contract.

Yours faithfully,

Dr K J Hamer

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Dear Dr Hamer,

I am writing to you to provide an update for you regarding the progress of your information request. I shall not be in the office next week and the time limit for a response to your request is 2 December 2008 to keep within the normal 20 working day deadline.

A vetting meeting has been held to talk about your request and we are considering whether to apply an exemption to some of the information you have asked for. The exemption is a 'qualified' exemption and is subject to a public interest test. This type exemption can be claimed by public authorities to prevent the release of information, however, it can still be released if it is in the public interest to do so. We also need to contact a third party to inform them of the freedom of information request and to ascertain their views on the information release.

When considering exemptions that are subject to public interest tests, the Authority is allowed additional time beyond the 20 working day limit. I expect to respond to your request by Friday 12 December 2008, earlier if possible.

I trust this will keep you updated but if you need anything further please contact me.

David Akehurst - Information Officer
Reigate & Banstead BC
21 November 2008

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Dear Sir or Madam,

1. Please provide a copy of the tender for providing catering
services in the Café Pavilion of Reigate Priory Park.

2. Please provide copies of tenders received.

3. Please provide the criteria and assessment/scores of each
tender.

4. What democratic oversight was there for the provision of
catering services?

5. Please explain the terms of the license to provide catering
outlet at Priory Park, including fees paid and duration of
contract.

Yours faithfully,

Dr K J Hamer

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Dear Dr Hamer,

The Council is waiting for the 'third party' to respond to our letter. We have set a deadline of 18 December 2008 and, if we receive no response by this date, we will assume that they have no views in relation to the information request.

We will respond to your request by Friday 19 December.

I apologise for the delay.

Yours sincerely

David Akehurst - Information Officer
Reigate & Banstead BC
11 December 2008

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Dear Mr Akehurst,

Thank you very much for the update, I appreciate you taking the
time to keep me informed.

Yours sincerely,

Dr K J Hamer

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FOI Request 2008 / 1671 - Reigate and Banstead BC

Dear Dr Hamer,

Thank you for your information request and I apologise for the time it has taken me to respond. The delay was due to the time the Council needed to consider the release of a copy of the lease between the operator of the Cafe Pavilion and the Council. The decision reached is that it is in the public interest to release the document subject to the redaction of a small amount of personal data.

I have attached a scanned copy of the cafe lease to this e-mail, should you have any difficulty viewing it please let me know and I will post you a paper copy.

The answers to your question are below:

1. Please provide a copy of the tender for providing catering services in the Café Pavilion of Reigate Priory Park.
2. Please provide copies of tenders received.

The letting of the cafe was done by an open market campaign and not by the invitation of tenders. Therefore, we do not have any tender documents. Reigate and Banstead appointed Robinsons Chartered Surveyors as agent for a vacant commercial property let. A copy of the marketing particulars is attached. The let was also advertised in the local press.

3. Please provide the criteria and assessment/scores of each tender.

This is not applicable as there was no tendering process. Only one serious expression of interest was received through the open market campaign, this was from the Urban Kitchen Coffee Ltd.

4. What democratic oversight was there for the provision of catering services?
A copy of the planning permission for the building (P/05/02689/F) is available for viewing at the Town Hall and a copy of the application for Building Regulations approval is available for viewing by arrangement.

The project was discussed, and reports produced, over a period of more than 3 years, and details of these can be found on our website at the following address:

http://www4.reigate-banstead.gov.uk/aksr...

This web page provides copies of minutes from all the Reigate and Banstead committee meetings since 2003. The information you are requesting was discussed at the Executive. Meeting dates where the Priory project was discussed, and reports submitted, will be found here.

5. Please explain the terms of the license to provide catering outlet at Priory Park, including fees paid and duration of contract.
A copy of the lease is attached.

I trust this is the information you require but if you are unhappy with the service you have received in relation to your request and wish to make a complaint or request a review of our decision, you should write to the Chief Executive at the Town Hall, Castlefield Road, Reigate RH2 0SH.

If you are not content with the outcome of your complaint, you may apply directly to the Information Commissioner for a decision. Generally, the Information Commissioner’s Office cannot make a decision unless you have exhausted the complaints procedure provided by Reigate & Banstead Borough Council. The Information Commissioner can be contacted at: The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.

David Akehurst - Information Officer
Reigate and Banstead BC
19 December 2008

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