Event Management of Venturefest West Midlands 2016

Event Management of Venturefest West Midlands 2016

The management and delivery of an annual 1 day ‘Venturefest West Midlands’ event at the NEC, Birmingham on Thursday 23.6.2016.

United Kingdom-Birmingham: Event services

2016/S 008-010056

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Marketing Birmingham
Baskerville House, Centenary Square, West Midlands
Contact point(s): Marketing Birmingham Procurement
For the attention of: Procurement Manager
B1 2ND Birmingham
UNITED KINGDOM
Telephone: +44 1212025115
E-mail: marketingbirmingham@in-tend.co.uk
Fax: +44 1212025116

Internet address(es):

General address of the contracting authority: www.marketingbirmingham.com/tenders

Address of the buyer profile: https://in-tendhost.co.uk/marketingbirmingham/aspx/Tenders/Current

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Other: marketing agency

I.3)Main activity

Other: marketing agency

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:

Event Management and Delivery of Venturefest West Midlands 2016.

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

Services
Service category No 27: Other services

NUTS code UKG31

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

The notice involves a public contract
II.1.4)Information on framework agreement

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

Venturefest WM (West Midlands) is led by Birmingham Science City (BSC), with Marketing Birmingham as the accountable body and a key delivery partner. As such, this contract will be procured and managed by Marketing Birmingham, but will also work closely with BSC.
Marketing Birmingham is the regional strategic marketing partnership and operates the leisure and business tourism programmes, Visit and Meet Birmingham as well as its inward investment programme, Business Birmingham. These programmes promote Birmingham and its wider area.
Established in 2005, Birmingham Science City is an alliance of public, private and HE sectors working together to develop, stimulate and promote science and technology driven innovation for business growth and improved quality of life in Birmingham and the West Midlands. The Objectives of the Birmingham Science City Alliance are:
1. Building and maintaining a thriving innovation ecosystem;
2. Catalysing collaborative activity that drives and demonstrates science and technology based innovation;
3. Acting as a voice for innovation — promoting, representing and providing strategic leadership.
The management and delivery of an annual 1 day ‘Venturefest West Midlands’ event at the NEC, Birmingham on Thursday 23.6.2016. To provide a vibrant environment to bring together Innovators, Entrepreneurs and Investors that generates high growth business opportunities across the West Midlands Innovation Ecosystem.
Please refer to the tender brief for full requirements, process and time-scales. To access the full tender brief, all suppliers must visit the Marketing Birmingham e-Procurement system to register interest and submit a tender bid.

e-Procurement https://in-tendhost.co.uk/marketingbirmingham/aspx/Home

Please note the deadline for full submission as outlined in the attached brief is no later than 12:00 noon GMT on Thursday 11.2.2016.

II.1.6)Common procurement vocabulary (CPV)

79952000, 79956000, 39154000, 79950000, 39154100

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

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

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:

As detailed in the full tender brief, section 1.2.2 Duration and 1.2.3 Value.
1.2.2 Duration.
The contract will initially run from February 2016 until 29.7.2016.
Dependent on the 2016 event the contract duration may be extended to deliver the event in 2017 and 2018, therefore the duration of this contract may run to a maximum of 31.7.2018.
1.2.3 Value.
Annual budget of the Venturefest West Midlands is 120 000 GBP excluding VAT.
Therefore the anticipated value of this contract is up to 360 000 GBP excluding VAT.
It is envisaged that the Venturefest West Midlands event will be repeated for 2017 and 2018, this is dependent on the success of the 2016 event, future budget availability and the need to outsource. This contract is procuring for 3 years however only 2016 is guaranteed. Currently the confirmed contract duration is unknown and this information has been included to ensure Marketing Birmingham is transparent with the situation as it stands at the time of going out to procurement for this contract and has thus decided to adhere to OJEU time-scales and process.
Estimated value excluding VAT:
Range: between 0,01 and 360 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

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:

Contained in the contract available for download.
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: yes
Description of particular conditions: As detailed in the tender brief in ‘section 1.2.2 Duration and 1.2.3 Value’:
The contract will initially run from February 2016 until 29.7.2016.
Dependent on the 2016 event the contract duration may be extended to deliver the event in 2017 and 2018, therefore the duration of this contract may run to a maximum of 31.7.2018.
1.2.3 Value.
Annual budget of the Venturefest West Midlands is 120 000 GBP excluding VAT.
Therefore the anticipated value of this contract is up to 360 000 GBP excluding VAT.
It is envisaged that the Venturefest West Midlands event will be repeated for 2017 and 2018, this is dependent on the success of the 2016 event, future budget availability and the need to outsource. This contract is procuring for 3 years however only 2016 is guaranteed. Currently the confirmed contract duration is unknown and this information has been included to ensure Marketing Birmingham is transparent with the situation as it stands at the time of going out to procurement for this contract and has thus decided to adhere to OJEU time-scales and process.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in section ‘3.2.1 Selection criteria’ of the tender brief the completion of the following marked pass or fail:
a) Financial Information — marked pass or fail based on company accounts and information provided — please complete Appendix A and B below.
c) Copy of the following documents:
i. Public Liability insurances to a minimum level of 10 000 000 GBP — marked pass or fail. If unable to provide at selection stage, must provide after award stage if successful to enable project appointment. If unable to provide then offer will be withdrawn.
ii. Health and Safety insurances applicable to the event management and delivery.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in section ‘3.2.1 Selection criteria’ of the tender brief the completion of the following marked pass or fail:
b) Technical and professional ability required — marked pass or fail based on ability to demonstrate experience relating to the event management and delivery of similar event(s). A total score of (16) is required to pass. See Appendix C for marking schedule for Technical and Professional Ability.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

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
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated below

1. Methodology and approach. Weighting 80

2. Price. Weighting 20

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:

2016-BSC-VfWM-01

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

no

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

11.2.2016 – 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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

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
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: The High Court of England and Wales.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

11.1.2016

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