Framework for Booking of Meeting Rooms and Conference Venues

Framework for Booking of Meeting Rooms and Conference Venues

The Framework will cover the provision of the sourcing and booking of meeting rooms and conference venues in Scotland, UK and Ireland and Overseas.

United Kingdom-Edinburgh: Hotel meeting and conference services

2019/S 085-203834

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Scottish Government
Victoria Quay, Leith
Edinburgh
EH6 6QQ
United Kingdom
Contact person: Darren Russell
Telephone: +44 1312443645
E-mail: Darren.Russell@gov.scot
NUTS code: UKM

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.publictendersscotland.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: www.publictendersscotland.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Ministry or any other national or federal authority, including their regional or local subdivisions

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

The Provision of the Sourcing and Booking of Meeting Rooms and Conference Venues

Reference number: SP-19-004

II.1.2)Main CPV code

55120000

II.1.3)Type of contract

Services

II.1.4)Short description:

The framework will cover the provision of the sourcing and booking of meeting rooms and conference venues in Scotland, UK and Ireland and Overseas.

II.1.5)Estimated total value

Value excluding VAT: 16 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

55120000

II.2.3)Place of performance

NUTS code: UKM

II.2.4)Description of the procurement:

The framework will cover the provision of the sourcing and booking of meeting rooms and conference venues in Scotland, UK and Ireland and Overseas.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 50
Price – Weighting: 50

II.2.6)Estimated value

Value excluding VAT: 16 000 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

A list of criteria can be found in the relevant selection of the ESPD (Scotland) within Public Contracts Scotland Tender (PCS-T) module.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

This section refers to Section B of Part IV of the ESPD (Scotland) and covers Question 4B.5.

Minimum level(s) of standards possibly required:

4B.5.1 to 4B.5.3 It is a requirement of this framework that bidders hold or can commit to obtain prior to the commencement of any subsequently awarded framework the types and levels of insurance indicated below:

— employers (compulsory) liability insurance = in accordance with any legal obligation for the time being in force,

— public liability insurance = 1 000 000 GBP per incident,

— professional Indemnity Insurance = 1 000 000 GBP per incident.

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with a single operator
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 03/06/2019
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 03/06/2019
Local time: 12:00
Place:

Victoria Quay — Edinburgh.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

Within 4 years.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

1) The Framework Agreement will be available for use by the Scottish Ministers (including Agencies), Scottish Non-Departmental Public Bodies, offices in the Scottish Administration which are not ministerial offices, cross-border public authorities within the meaning of Section 88(5) of the Scotland Act 1998, the Scotland Office, the Scottish Parliamentary Corporate Body, councils constituted under Section 2 of the Local Government, etc. (Scotland) Act 1994, Scottish Fire and Rescue Service, the Scottish Police Authority, Scottish health boards or special health boards, all NHS Scotland, The Integrated Joint Boards established further to the Public Bodies (Joint Working) Act 2014, bodies registered as social landlords under the Housing (Scotland) Act 2001, Student Loans Company Ltd, the Forestry Commission, the Commissioner of Northern Lighthouse operating as the Northern Lighthouse Board, Equality and Human Rights Commission, Business Stream Ltd, the Business Gateway National Unit at the Convention of Scottish Local Authorities, further or higher education institutions being fundable bodies within the meaning of section 6 of the further and Higher Education (Scotland) Act 2005, any public body established by or under the Scotland Act 1998 or any Act of the Scottish Parliament, any association of or formed by 1 or more of the foregoing, bodies financed wholly or mainly by 1 or more of the foregoing, bodies subject to management supervision by one or more of the foregoing and bodies more than half of the board of directors or members of which, or, in the case of a group of individuals, more than half of those individuals, being appointed by 1 or more of the foregoing. In addition to the Contracting Authorities listed, the Framework Agreement will be available to charities entered on the Scottish Charity Register and voluntary organisations entered on the Membership Database of the Scottish Council for Voluntary Organisations.

Information about Scottish Public Bodies is available at:

http://www.gov.scot/Topics/Government/public-bodies/about

Information about the Review of Public Procurement in Scotland and links to the other Centres of Expertise are available at:

http://www.gov.scot/Topics/Government/Procurement

2) Full details of award criteria and the weightings and scoring can be found in the invitation to tender.

3) Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Sco) Regs 2015.

4) ESPD (Sco) — Section 2: subcontractors who are not being relied upon to meet Selection Criteria — A separate ESPD (Sco) will not be required at this Stage.

Bidders who do not currently have or cannot commit to obtaining the levels of insurance requested may be excluded from the procurement process. In event of award of a framework, Scottish Government will seek proof that these insurance provisions have been fully complied with.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 13426

For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

A subcontract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Note to suppliers: the Scottish Government is persuaded by evidence which shows that the delivery of high quality public services is critically dependent on a workforce that is well-motivated, well-led and has appropriate opportunities for training and skills development. These factors are also important for workforce recruitment and retention, and thus continuity of service.

(SC Ref:581524)

VI.4)Procedures for review

VI.4.1)Review body

Scottish Government
Victoria Quay, Leith
Edinburgh
EH6 6QQ
United Kingdom
Telephone: +44 1312447556Internet address: http://www.scotland.gov.uk
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

An economic operator that suffers or risks suffering loss or damage attributable to a breach of duty under Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or Court of Session.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

29/04/2019

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