Expression of Interest - Cafe Operator

1. Overview

Shaftesbury Town Council (STC) is seeking expressions of interest from experienced and community-focused café operators to manage the ground floor café space and associated external areas at the upcoming Mampitts Community Hub in Shaftesbury.

This is an information-gathering exercise, not a formal tender process, to inform the development of the operating model and lease arrangements.

2. Background

The Mampitts Community Hub is a flagship project being developed by STC, situated within a newly landscaped park in a growing residential area of Shaftesbury, home to approximately 2,181 residents (2021 Census). Currently, the only local facility is a small convenience store.

The Hub aims to be a vibrant, inclusive, and environmentally sustainable space, providing essential services, social interaction, and employment pathways. The café will serve as a central anchor within this community space, welcoming families, young people, professionals, and local organisations.

The project aligns with:

Shaftesbury Town Council's Strategic Plan

Dorset Council's 'Commissioning for a Better Life' strategy

STC aspires to fund a part-time youth support worker to ensure the hub is accessible and inclusive.

3. Description of the Procurement

Expressions of interest are to take on the ground floor of the premises and external footprint for outside seating on a lease arrangement for a period of 10 years with a mutual break clause after 3 and 6 years.

Whilst the land will still be owned [in the short-term] by Dorset Council and then Shaftesbury Town Council after 3 years, the Tenant will take on all responsibility for maintenance, insurance, utilities and operation of the unit and the outdoor space they use and be responsible for all costs in relation to this. The remaining space will be maintained by Shaftesbury Town Council with the option for the operator to discuss usage and maintenance of this space. (Further details will need to be considered and discussed with the operator regarding utilities, insurance, public liability cover, repair and maintenance responsibilities)

 Shaftesbury Town Council will be responsible for the park and any equipment ensuring that statutory compliance is undertaken.

 Building security will be the responsibility of the Tenant/s with agreement with Shaftesbury Town Council.

 A formal lease arrangement will be entered into with STC. It must be noted that sole commercial use is not permitted on this basis. The purpose of the community hub is to provide social

interaction and a mixed-use community space welcoming to all.

 The use of the site must not be for commercial benefit but can be operated to retain a surplus income which can be reinvested to secure the longer-term future of the facility and provide a community benefit, for the space which is measurable throughout the lease duration.

 STC is open to variance on the proposed operating model as long as inclusive community access for clubs and groups is assured and the facility is open at weekends throughout the year and for a minimum of 5 days a week.

 Detailed architectural plans are currently being drawn up and building to the stage of first fix is expected to be completed late 2026, with the operator being able to begin trading thereafter.

 The operator once selected will have the opportunity to engage with the Architect and Building Contractor for practical considerations and discussions as to how the building might be used within the context of existing agreements and contracts.

 The Council proposes a 10-year lease with a break clause after 3 years, with a second break clause after 6 years. This is subject to negotiation and reasonable proposals will be considered as appropriate.

4. Operating Model Options

STC offers two café fit-out approaches

A) The successful operator will fit out and decorate the ground floor to their own specification post build to first fix and a rent-free period and lower rent will reflect the capital outlay by the operator.

B) The Town Council will fit out the café and community space for the tenant to then furnish and equip. The tenant will be subject to a higher rent and paying of rent on commencement of the lease.

The prospective operator should provide in response to this Expression of Interest details on its sources funds (internal and / or from third parties) and amounts deployable toward the fit out of the facility, regardless of whether Option A or B is preferred by the respondent.

5. Key Lease Terms (Subject to Negotiation)

Lease will be outside the Landlord & Tenant Act 1954 (Sections 24-28) - no automatic renewal

No structural alterations without written consent

Noise and disruption to be minimised due to nearby residences

Operational hours and time restrictions will be agreed in lease

No compensation for tenant improvements

Land Registry registration if lease exceeds 7 years

Tenant bears Stamp Duty and legal costs

Rent deposits or guarantors may be required based on financial standing

Security arrangements must consider the open-access nature of the site

Tenant indemnifies STC against liabilities or claims arising from use

List of fixtures and fittings to be provided when finalised

Disposal of open space to comply with Section 123 Local Government Act 1972

6. Quality Weighting

Submissions will be evaluated against the following criteria:

A) Community and Social Benefit (40%)

Community engagement and partnerships

Inclusive access for all demographics

Support for vulnerable groups and children

Volunteering opportunities with training

Social value measurement methods

B) Financial Operation & Business Plan (30%)

Funding sources (start-up and operational)

Revenue model (sales, events, room hire, workshops)

Use of local suppliers and ethical procurement

Employment opportunities for priority groups

Financial sustainability and risk management

C) Sustainability (10%)

Waste reduction, recycling, energy efficiency

Carbon footprint reduction and environmental education

Ethical …