Approved Suppliers for Delivery of Events

Approved Suppliers for Delivery of Events

Therefore Culture Liverpool, Liverpool City Council, is looking to identify suitable Framework approved suppliers to deliver events services in the future. The services are divided into 8 separate lots as below.

United Kingdom-Liverpool: Recreational, cultural and sporting services

2015/S 235-426564

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Liverpool City Council
Municipal Building, Dale Street
For the attention of: Mr Mark Lloyd-Jones
L2 2DH Liverpool
UNITED KINGDOM
Telephone: +44 1512254129
E-mail: mark.lloyd-jones@liverpool.gov.uk

Internet address(es):

General address of the contracting authority: http://www.liverpool.gov.uk

Electronic access to information: https://procontract.due-north.com/Login

Electronic submission of tenders and requests to participate: https://procontract.due-north.com/Login

Further information can be obtained from: Liverpool City Council
Municipal Building, Dale Street
For the attention of: Mr Mark Lloyd-Jones
L2 2DH Liverpool
UNITED KINGDOM
Telephone: +44 1512254129
E-mail: mark.lloyd-jones@liverpool.gov.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Liverpool City Council
Municipal Building, Dale Street
For the attention of: Mr Mark Lloyd-Jones
L2 2DH Liverpool
UNITED KINGDOM
Telephone: +44 1512254129
E-mail: mark.lloyd-jones@liverpool.gov.uk

Tenders or requests to participate must be sent to: Liverpool City Council
Municipal Building, Dale Street
For the attention of: Mr Mark Lloyd-Jones
L2 2DH Liverpool
UNITED KINGDOM
Telephone: +44 1512254129
E-mail: mark.lloyd-jones@liverpool.gov.uk

I.2)Type of the contracting authority

Regional or local authority

I.3)Main activity

General public services

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Events Framework.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 26: Recreational, cultural and sporting services

NUTS code UKD

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 24

Duration of the framework agreement

Duration in years: 3
Justification for a framework agreement, the duration of which exceeds four years: (For information: Framework will be for a maximum of 4 years if the optional 1 year extension is taken).

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 2 700 000 GBP

II.1.5)Short description of the contract or purchase(s)

Liverpool City Council produces the major outdoor events programme for the City. Following on from the success of European Capital of Culture in 2008, Liverpool has secured itself as one of the leading major outdoor event and Cultural destinations within the UK.
In 2015, Culture Liverpool delivered a vast array of events, with events attracting up to 1 million people, generating millions for the local economy. Culture Liverpool delivered iconic events such as the Three Queens Spectacle, River Festival, On the Waterfront Concerts and the Liverpool International Music Festival. The overall events programme has attracted 1.5 million visitors to the City during the last 12 months.
As we move towards 2016, our programme is as ambitious and exciting as ever. The programme for 2016 is as unique as this City. Therefore Culture Liverpool, Liverpool City Council, is looking to identify suitable Framework approved suppliers to deliver events services in the future.
The services are divided into 8 separate lots as below. The framework period is 3 years plus a 1 year optional extension period. The contract is expected to commence 1.2.2016.
— LOT 1 Cabins and Toilets.
— LOT 2 Safety Management.
— LOT 3 PA.
— LOT 4 Power.
— LOT 5 Fencing and Barriers.
— LOT 6 Event Production, Site and Support Services.
— LOT 7 Traffic Management Infrastructure.
— LOT 8 Event Medical.
For each of the above Lots, a maximum of 3 suppliers will be appointed to the framework. Specific events requirements throughout the contract period will be subject to further competition exercises amongst those appointed suppliers.

II.1.6)Common procurement vocabulary (CPV)

92000000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Liverpool City Council intends to award a 3 year Framework Agreement with the option to extend for 1 further year at the sole discretion of the Council.
The Framework is divided into 8 lots. The total estimated expenditure excl. VAT for all lots is £675,000 per annum, with a potential total value across all lots (if 1 year extension taken) of £2.7M over the 4 years. Note that these spend figures are purely an estimate and non-binding and LCC is not obliged to place any orders with any supplier appointed to the Framework Agreement. LCC reserves the right to place orders for the same goods and services elsewhere during the lifetime of the agreement.
Estimated Annual spend for each Lot:
LOT 1 Cabins & Toilets — 131 000 GBP
LOT 2 Safety Management — 33 000 GBP
LOT 3 PA — 80 000 GBP
LOT 4 Power — 109 000 GBP
LOT 5 Fencing & Barriers — 62 000 GBP
LOT 6 Event Production, Site and Support Services — 185 000 GBP
LOT 7 Traffic Management Infrastructure — 35 000 GBP
LOT 8 Event Medical — 40 000 GBP
Bidders are invited to apply for one or more lots. Lots will be awarded individually and are independent of each other. Providing that sufficient responses are received to this tender, a maximum number of 3 suppliers will be appointed to each lot, as detailed in the evaluation criteria within the tender documentation. The overall evaluation criteria split for each lot is 50 % Price/50 % Quality. The successful bidders appointed to this framework will be invited to quote for specific events as they occur within the City’s events programme. Contracts will not be formed until individual call-offs are made via a further competition (also known as a ‘mini-competition’) exercise amongst all (maximum of) 3 suppliers appointed to the particular lot.
Note that ‘Stewarding, Security and Traffic Management’ is the subject of a separate framework tendering opportunity which will be advertised separately via an OJEU notice and on ProContract. Any submissions for the two frameworks must be made separately. The closing date of 12 noon 11.1.2016 is the same.
Estimated value excluding VAT: 2 700 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 1 Lot title: Cabins and Toilets

1)Short description

The suppliers will undertake the provision for hire of a range of toilet accommodation and portable accommodation to support the events programme. The specification for this lot can be found in the tender documentation.

2)Common procurement vocabulary (CPV)

92000000

3)Quantity or scope

Estimated annual spend GBP 131 000.
Estimated value excluding VAT: 131 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

A maximum of 3 suppliers will be appointed to Lot 1.

Lot No: 2 Lot title: Safety Management

1)Short description

The suppliers will be required to work to the identified event management and licensing processes for the City, and project manage and report to the event manager on all matters affecting public safety before, during and after an event. The specification for this lot can be found in the tender documentation.

2)Common procurement vocabulary (CPV)

92000000

3)Quantity or scope

Estimated ANNUAL spend GBP 33 000.
Estimated value excluding VAT: 33 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

A maximum of 3 suppliers will be appointed to Lot 2.

Lot No: 3 Lot title: PA

1)Short description

The suppliers will provide, install and service all main sound systems and associated equipment, for each event, as identified and agreed with the event management team. The specification for this lot can be found in the tender documentation.

2)Common procurement vocabulary (CPV)

92000000

3)Quantity or scope

Estimated ANNUAL spend GBP 80 000.
Estimated value excluding VAT: 80 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

A maximum of 3 suppliers will be appointed to Lot 3.

Lot No: 4 Lot title: Power

1)Short description

The suppliers will provide, install, service and deliver/remove all generators and associated equipment, ensuring that all generators and associated equipment are capable of providing power for each event as identified and agreed with the event management team. The specification for this lot can be found in the tender documentation.

2)Common procurement vocabulary (CPV)

92000000

3)Quantity or scope

Estimated ANNUAL spend GBP 109 000.
Estimated value excluding VAT: 109 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

A maximum of 3 suppliers will be appointed to Lot 4.

Lot No: 5 Lot title: Fencing & Barriers

1)Short description

The suppliers will be expected to ensure the delivery for hire of fencing & barriers on to site, the installation, the movement on site during the event, and the dismantling and removal (post event). The specification for this lot can be found in the tender documentation.

2)Common procurement vocabulary (CPV)

92000000

3)Quantity or scope

Estimated ANNUAL spend GBP 62 000.
Estimated value excluding VAT: 62 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

A maximum of 3 suppliers will be appointed to Lot 5.

Lot No: 6 Lot title: Event Production, Site and Support Services

1)Short description

The suppliers will assist in the management of event requirements in accordance with event operating plans and relevant legislation, and undertake the delivery, installation and removal of the production and site management to an event site. The specification for this lot can be found in the tender documentation.

2)Common procurement vocabulary (CPV)

92000000

3)Quantity or scope

Estimated ANNUAL spend 185 000 GBP.
Estimated value excluding VAT: 185 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

A maximum of 3 suppliers will be appointed to Lot 6.

Lot No: 7 Lot title: Traffic Management Infrastructure

1)Short description

The suppliers will engage with the events team and other interested agencies as part of the joint agency planning process. Based upon historical data, up to 30 major closures, supported by diversion routes, may be required. Suppliers must support and assist other persons who, from time to time, may be required to carry out quality assurance work, including the provision of copies of the supplier’s own audits and other quality assurance documentation. The specification for this lot can be found in the tender documentation.

2)Common procurement vocabulary (CPV)

92000000

3)Quantity or scope

Estimated ANNUAL spend GBP 35 000.
Estimated value excluding VAT: 35 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

A maximum of 3 suppliers will be appointed to Lot 7.

Lot No: 8 Lot title: Event Medical

1)Short description

The suppliers will provide medical support for various events. e.g. first aiders, ambulance personnel, ambulances, paramedics, cycle response; and agree emergency response and contingency plans with the event management team. In particular the medical providers will be expected to liaise closely with the statutory ambulance service both prior to and during the event. The specification for this lot can be found in the tender documentation.

2)Common procurement vocabulary (CPV)

92000000

3)Quantity or scope

Estimated ANNUAL spend GBP 40 000.
Estimated value excluding VAT: 40 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

A maximum of 3 suppliers will be appointed to Lot 8.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: As detailed within the ITT Documents.
Any tender may be rejected from a company/organisation who fails to comply with the Exclusion Grounds in Regulation 57 of the Public Contracts Regulations 2015.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed within the ITT Documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed within the ITT Documents.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

DN80127
IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

11.1.2016 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 90 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 11.1.2016 – 12:00
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 30/11/2019.

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

Electronic ordering will be used. Electronic invoicing will be accepted. Electronic payment will be used. This contract is being procured using an e-tendering portal called ProContract (formerly known as The Chest). If you are not currently registered with ProContract/The Chest you will need to do so. Go to the following link: — https://procontract.due-north.com/Login. The Closing Date for receipt of ITTs via ProContract is 12 noon, Monday 11.1.2016. You are advised to access and start your Invitation toTender (ITT) as soon as possible so as to allow yourself sufficient time to complete it and meet the deadline, which is absolute. It is your responsibility to download the ITT documentation from ProContract. Please do not call or send personal emails to any member of the Council or its Procurement department to find out initial details of this opportunity — all instructions and details of this opportunity will be found in the ITT pack once you have accessed it. Any clarification questions must be raised via the ‘Messages’ section on ProContract. Any additional notifications we need to tell you about regarding this opportunity will be issued via the ‘Messages’ section on ProContract. It is your responsibility to check ProContract to be aware of any updates. Liverpool City Council considers that elements of this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the framework will be awarded on the basis of the most economically advantageous tender(s).

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In accordance with the Public Contracts Regulations 2015 (the Regulations) the Council will operate a standstill period of not less than 10 days between notifying bidders of its intention to award the contract and the award of the contract. This notification to bidders will provide information on the award decision. The standstill period provides time for unsuccessful bidders to challenge the award decision before the contract is entered into.

VI.4.3)Service from which information about the lodging of appeals may be obtained

The Head of Procurement
Liverpool City Council, Municipal Offices, Dale Street,
L2 2DH Liverpool
UNITED KINGDOM

VI.5)Date of dispatch of this notice:

2.12.2015

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