Police Service of Northern Ireland Corporate Events Management Service

Police Service of Northern Ireland Corporate Events Management Service

The events undertaken by the PSNI range from gala celebrations to small scale seminars. These events are often organised within tight time-scales.

UK-Belfast: event services

2012/S 51-083186

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Department of Finance and Personnel Northern Ireland
Clare House, 303 Airport Road West
For the attention of: Orla Clarke
BT3 9ED Belfast
UNITED KINGDOM
E-mail: Orla.clarke@dfpni.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
General public services
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:
Police Service of Northern Ireland Corporate Events Management Service.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Northern Ireland.
NUTS code UKN
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)
The successful company will work closely with the PSNI Corporate Communications Department. The Department will fully brief the company on requirements and specifications prior to the event. The company will be accountable to the Corporate Communications Department or individual project manager.
The events undertaken by the PSNI range from gala celebrations to small scale seminars. These events are often organised within tight time-scales. The PSNI requires the services of an event management company that is flexible, innovative and can produce quality output within tight time-frames. The company will also have to be cognisant of the sensitivities of working with Senior Police Officers, officials and key stakeholders.
The PSNI requires a seamless events management service. To deliver this the contractor may be required to sub-contract parts of the service. Contractors must take into account possible sub-contracting arrangements in their responses to this tender.
The PSNI reserves the right to appoint other suppliers of specialised marketing support such as design, print, photography, advertising and direct mail, as appropriate.
The contract will be for an initial period of two years with an option to extend for one additional period of one year, subject to satisfactory performance.
II.1.6)Common procurement vocabulary (CPV)

79952000

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)Lots
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
Estimated value excluding VAT:
Range: between 250 000 and 500 000 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:
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
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
III.2.3)Technical capacity
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

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 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:
PR_8260
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 19.4.2012 – 15:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
13.4.2012 – 14:00
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 tenders
Date: 19.4.2012 – 15:30

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: March 2016.
VI.2)Information about European Union funds
VI.3)Additional information
Introduction.
The Police Service of Northern Ireland wishes to appoint an agency to provide event management services.
Background.
The Police Service provides personal, professional and protective policing to the people of Northern Ireland. It aims to achieve this by working closely with local communities. It is the role of the Police Service to work to reduce crime and the fear of crime and to work in partnership with the public to ensure a safer Northern Ireland for all.
The Police Service hosts a number of events on an annual basis at various locations across Northern Ireland at venues within and outside the police estate. Previously we have held events at: The Police Country Club in Belfast, The Police Training College, Belfast City Hall, and various hotel and conference facilities.
PSNI requirements.
The successful company will work closely with the PSNI Corporate Communications Department. The Department will fully brief the company on requirements and specifications prior to the event. The company will be accountable to the Corporate Communications Department or individual project manager.
The events undertaken by the PSNI range from gala celebrations to small scale seminars. These events are often organised within tight time-scales. The PSNI requires the services of an event management company that is flexible, innovative and can produce quality output within tight time-frames. The company will also have to be cognisant of the sensitivities of working with Senior Police Officers, officials and key stakeholders.
The PSNI requires a seamless events management service. To deliver this the contractor may be required to sub-contract parts of the service. Contractors must take into account possible sub-contracting arrangements in their responses to this tender.
The PSNI reserves the right to appoint other suppliers of specialised marketing support such as design, print, photography, advertising and direct mail, as appropriate.
The contract will be for an initial period of two years with an option to extend for one additional period of one year, subject to satisfactory performance.
Suppliers Instructions How to Express Interest in this Tender~:
1. Register your company on the eSourcing portal (this is only required once): https://e-sourcingni.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct business and user details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (please keep this secure).

2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires or Invitations to Tender open to any registered supplier) – Click on the relevant PQQ/ ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the PQQ /ITT into your ‘My PQQs/ My ITTs’ page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ‘PQQ/ ITT Details’ box.
3. Responding to the tender – Click ‘My Response’ under ‘PQQ/ ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the PQQ/ ITT – There may be a mixture of online & offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help, or contact the eTendering help desk.

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

Central Procurement Directorate
303 Airport Road West
BT3 9ED Belfast
UNITED KINGDOM
E-mail: orla.clarke@dfpni.gov.uk
Internet address: www.dfpni.gov.uk/index/procurement-2/cpd/cpd-customers/cpd-complaints-procedure.htm

Body responsible for mediation procedures

As above

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: CPD will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.
The Public Contracts Regulations 2006 (SI 2006 No 5) Contracts 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).
VI.4.3)Service from which information about the lodging of appeals may be obtained

Central Procurement Directorate
As above

VI.5)Date of dispatch of this notice:8.3.2012

Enjoyed this post? Share it!