Events Framework Tender

Events Framework Tender

The London Legacy Development Corporation (LLDC) seeks to create a programme of events that will drive visitation to the Queen Elizabeth Olympic Park (QEOP or ‘The Park) and encourage local ownership through offering high quality and popular activity throughout the year.

UK-Stratford: Recreational, cultural and sporting services

2012/S 248-411196

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Legacy Development Corporation
Level 10, One Stratford Place
Contact point(s): www.supply4london.gov.uk
For the attention of: Sharon Ladva
E20 1EJ Stratford
UNITED KINGDOM

Internet address(es):

General address of the contracting authority: www.londonlegacy.co.uk

Electronic access to information: www.supply4london.com

Electronic submission of tenders and requests to participate: www.supply4london.gov.uk

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
Body governed by public law
I.3)Main activity
Other: Regeneration and Development
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

The Greater London Authority
City Hall, The Queen’s Walk
SE1 2AA London
UNITED KINGDOM

Transport for London
55 Broadway
SW1H 0BD London
UNITED KINGDOM

London Fire and Emergency Planning Authority
169 Union Street
SE1 0LL London
UNITED KINGDOM

The Royal Parks
The Old Police House, Hyde Park
W2 2UH London
UNITED KINGDOM

Metropolitan Police Authority
Heron House, 10 Dean Farrar Street
SW1H 0NY London
UNITED KINGDOM

Newham Council
Newham Dockside, 1000 Dockside Road
E16 2QU London
UNITED KINGDOM

Hackney Council
Hackney Service Centre, 1 Hillman Street
E8 1DY London
UNITED KINGDOM

Tower Hamlets Council
Tower Hamlets Council, Town Hall
E14 2BG London
UNITED KINGDOM

Waltham Forest Council
Walthamstow Customer Service Centre, 137 Hoe Street
E17 4RT London
UNITED KINGDOM

Lee Valley Regional Park
Lee Valley Regional Park Information Service, Myddelton House
EN2 9HG Enfield
UNITED KINGDOM

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 11: Management consulting services [6] and related services
NUTS code UKI
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: 10
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 500 000 and 10 000 000 GBP

II.1.5)Short description of the contract or purchase(s)
Recreational, cultural and sporting services. Entertainment services. Sporting services. Event services. Cultural event organisation services. Sports-event organisation services. The London Legacy Development Corporation (LLDC) seeks to create a programme of events that will drive visitation to the Queen Elizabeth Olympic Park (QEOP or ‘The Park) and encourage local ownership through offering high quality and popular activity throughout the year, in order to deliver these programmes the LLDC is seeking to create a Framework Agreement which will be used to engage suitable organisers to create, manage and deliver a number of events on and around The Park.
Please carefully consider your ability and expertise prior to deciding which lot would be more appropriate for your organisation.
Further details about this opportunity and instructions on how to respond are available within the Pre-Qualification Questionnaire.
II.1.6)Common procurement vocabulary (CPV)

92000000, 92300000, 92600000, 79952000, 79952100, 92622000

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: 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:
The Framework agreement will be made up of the following lots:
LOT 1: Creative Event Solutions
This LOT specifically covers events that require both a creative and production related response to tender briefs. This may include stage based activities, sporting events and screenings, music festivals, community performances and celebrations, as well as site specific arts and cultural performances or festivals. The appointed operators will have overall responsibility and liability for the management of the event(s).
LOT 2: Event Production
This LOT covers the creation of events where no specific creative response is required (or is being provided separately) and the focus will be towards the delivery and management of specific infrastructure and production elements which may be solely required to deliver certain events. Suppliers will have overall responsibility and liability for the management of the event.
LOT 3: Programme Partnerships
This LOT specifically covers the creation, devising and management of a programme of small and medium scale cultural and community events and could include stage based activities, artistic performances, artistic installations, workshops and educational sessions. Suppliers will have overall responsibility and liability for the management of the event(s).
II.2.2)Information about options
Options: yes
Description of these options: The framework will be for a period of 3 years with the option to extend by a further year period at the absolute discretion of the LLDC.
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion
Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Creative Event Solutions.

1)Short description
Organisations appointed to this lot will be required to demonstrate experience in the creative programming, delivery and management of small, medium and large scale public events.
2)Common procurement vocabulary (CPV)

92000000, 92300000, 92600000, 79952000, 79952100, 92622000

3)Quantity or scope
Organisations appointed to Lot 1 will be required to demonstrate ability in and experience of, creating, devising and delivering (including all creative programming) high profile events of a small, medium and large scale with audiences in excess of 5 000.
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Events or activities will typically take place in and around the Queen Elizabeth Olympic Park. Where the framework is utilised by organisations other then the LLDC, the location of events may take place in other areas of London. Events will, in the main, take place outside on either parkland or hard standing environments. Suppliers appointed to this lot may need to consider carefully whether they have the capabilities required to deliver a full service which may include delivering marketing and PR campaign, seeking for sponsorships and fundraising alongside any event creation and delivery. Further details may be found in the Invitation to Tender (ITT) documentation.
Lot No: 2 Lot title: Event Production.
1)Short description
Organisations appointed to this lot will be required to demonstrate experience in the delivery and management of infrastructure requirements, staffing and associated event management needed to create and deliver specific events of small, medium and large scale.
2)Common procurement vocabulary (CPV)

92000000, 92300000, 92600000, 79952000, 79952100, 92622000

3)Quantity or scope
To apply for this Lot, organisations will be required to demonstrate ability in and experience of managing and delivering event related infrastructure, staffing and associated event management for the creation of small and medium scale and large scale events.
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Events or activities will typically take place in and around the Queen Elizabeth Olympic Park. Where the framework is utilised by organisations other then the LLDC, the location of events may take place in other areas of London. Events will, in the main, take place outside on either parkland or hard standing environments. Suppliers will be required to propose, schedule and deliver multiple small scale events over the course of a number of months. Organisations appointed to this lot may need to consider their abilities in delivering a full service which may include delivering marketing and PR campaign and sponsorship seeking and fundraising alongside any event creation and delivery. Further details may be found in the Tender documentation.
Lot No: 3 Lot title: Programme Partnerships.
1)Short description
To apply for this lot, organisations will be required to demonstrate the ability to curate and manage a series or season of cultural and community focused events.
2)Common procurement vocabulary (CPV)

92000000, 92300000, 92600000, 79952000, 79952100, 92622000

3)Quantity or scope
To apply for this lot, organisations will be required to demonstrate ability in and experience of devising, managing and delivering artistic and cultural programmes to local audiences.
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Events or activities will typically take place in and around the Queen Elizabeth Olympic Park. Events will, in the main, take place outside on either parkland or hard standing environments. Suppliers will be required to propose, schedule and deliver multiple small scale events over the course of a number of months. Organisations appointed to this lot may need to consider their abilities in delivering a full service which may include delivering marketing and PR campaign and sponsorship seeking and fundraising alongside any event creation and delivery. Further details may be found in the Tender documentation.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
If deemed appropriate by the LLDC, acting reasonably, a performance bond (including the potential for there to a bond in a call off to cover damage to parklands caused by the event) and or a parent company guarantee may be required for individual contracts called off.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Details will be provided in the ITT documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Should groups of organisations wish to submit a joint response they will be required to form a single entity representing the groups and to whom the LLDC will award the framework agreement. Alternatively, a single organisation in the group must be appointed as the lead and this organisation will act on behalf of and be responsible for the entire group and will be the party to whom the authority awards the framework agreement.
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at http://www.supply4london.gov.uk/delta/project/reasonsForExclusion.html#pcr

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
the LLDC’s requirements will be set out in the PQQ
The LLDC will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (which is implemented by Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether an organisation is eligible to be invited to tender.
A full list of these criteria can be found at http://www.supply4london.gov.uk/delta/project/reasonsForExclusion.html

Organisations will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under Article 45 (1).in your own country’s laws. Candidates who have been convicted of any of the offences under Article 45(1) of Directive 2004/18/EC are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so. Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: The LLDC’s requirements will be set out in the PQQ.
Minimum level(s) of standards possibly required: The LLDC’s requirements shall be set out in the Pre-Qualification Questionnaire.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As set out in the PQQ, including details of current or previous contracts within the last three years for the provision of similar services including contract value, term and nature of services. A contact at the contracting organisation must be provided and the LLDC may request references from one or more such organisations. In addition, details must be provided of the type/level of staff likely to be engaged on the contract, their professional qualifications and a brief outline of their skills and relevant experience.
Minimum level of standards possibly required.
The LLDC’s requirements will be set out in the PQQ.
Minimum level(s) of standards possibly required:
The LLDC’s requirements shall be set out in the Pre-Qualification Questionnaire.
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: yes

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure
Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Envisaged number of operators: 23
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 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:

Organisations must log in at www.supply4london.com, go to your Response Manager and add the following Access Code: 72WMEK827U

IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate
24.1.2013 – 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
The contracting authority considers that 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 contract will be awarded on the basis of the most economically advantageous tender.Suppliers must read through this set of instructions and follow the process to respond to this opportunity.
The information and/or documents for this opportunity are available on www.supply4london.gov.uk

You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.
Suppliers must log in at www.supply4london.gov.uk , go to your Response Manager and add the following Access Code: 72WMEK827U.

Please ensure you follow any instruction provided to you here.
Organisations must sign and return the required Mandatory Undertaking document, as per instructions in the PQQ.
The deadline for submitting your response(s) is Noon on Thursday 24th January 2013. Please ensure that you allow yourself plenty of time when responding to this opportunity prior to the closing date and time, especially if you have been asked to upload documents. In light of the use of electronic means in this process outages on your end cannot be excluded. In any event the Contracting Authority will not open any PQQ or ITT responses prior the expiry of the respective deadlines.
If you experience any technical difficulties please contact the Supply4london Helpdesk on call 0845 270 7098 or email helpdesk@supply4london.gov.uk

The Contracting Authority will inform in writing all Candidates of the outcomes of its pre- selection, in writing.
The Contracting Authority reserves the right to:
— waive any requirements of this procurement process (to the extent permitted by law),
— request additional information or clarificatory information from Applicants in relation to any aspect of their response,
— disqualify any Applicant that does not submit a compliant response in accordance with the Contracting Authority’s instructions (see also below),
— withdraw any part of or the whole of this procurement process at any time or to re-invite responses on the same or any alternative basis,
— not award the whole of or a part of contract as a result of this procurement process; or,
— make whatever changes it sees fit to the timetable, structure or content of the procurement process for any reason.
– explore, in certain specific circumstances the possibility of providing certain events on the Park on the basis of a concessionary model. However the details of such proposition will be provided to and discussed with the suppliers in the announcement of the mini competition for the event.
Furthermore, the Contracting Authority reserves the right to reject or disqualify a Candidate where:
— a response is submitted late, is completed incorrectly, is incomplete or fails to meet the Contracting Authority’s requirements which have been notified to Candidates,
— the Candidate is unable to satisfy the terms of Part V of the Public Contract Regulations 2006 (implementing Title 2 Chapter 7 section 2 of the 2004/18/EC Directive) at any stage during the procurement process,
— the Candidate is guilty of serious misrepresentation or fraud in relation to its application and/or any aspect of this procurement process,
— there is a change in identity, control, financial standing or other factor impacting on the procurement process and affecting the Candidate; and/or,
— there is an actual or potential commercial, professional, financial or other conflict of interest arising between the interests of the Contracting Authority and the Candidate.
All Candidate’s are solely responsible for all their costs and expenses incurred in connection with the preparation and submission of their responses at all stages of the procurement process. Under no circumstances will the Contracting Authority be liable for any costs or expenses borne by or on behalf of the Candidate.
Clarifications and queries in respect of this PQQ must be submitted in writing and via the Supply4London eTendering Service only. Direct emails, telephone calls or correspondence with the Contracting Authority will not be permitted during the procurement of this opportunity.
The framework is being procured by the LLDC. As a Mayoral Development Corporation, the LLDC will entitle the following organisations to call off contracts under this arrangement:
– The Greater London Authority
– Transport for London
– London Fire and Emergency Planning Authority
– The Royal Parks
– Metropolitan Police Authority
– Newham Council
– Hackney Council
– Tower Hamlets Council
– Waltham Forest Council
– Lea Valley Regional Park Authority
The LLDC welcomes expressions of interest and participation from all areas of the business community including small and medium sized enterprises. Tenders and all supporting information must be priced in GBP and all payments will be made in GBP. GO Reference: GO-20121221-PRO-4471324.

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 Contracting Authority will incorporate a mandatory 10 calendar day standstill period at the point information on the award of the contract is electronically notified to all Tenderers. Additional information required by certain non-notified unsuccessful economic operators can be requested in writing from the contact/address in section I above and will be provided within 15 days of the date received.
The Public Contracts Regulations 2009 (SI 2009 No. 2992) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
Where a contract has not been entered into, the Contracting Authority will consider the suspension of its award process if legal proceedings are brought against and notified to it.
The purpose of the standstill period referred to above is to allow parties to apply to the Courts to set aside the award decision before the contract is entered into. The Court may order the setting aside of the award decision or order the Contracting Authority to amend any document and may award damages. If the contract has been entered into already, the Court may declare the contract ineffective, shorten its term or award damages.
The Contracting Authority would urge aggrieved Tenderers to communicate any issues to the contact for this procurement (see Section I above) by raising a Clarification Question through the Supply4London Portal in the first instance in case a solution can be found to avert time consuming court actions.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:21.12.2012

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