Provision of Conference Venue and Facilities 2015

Provision of Conference Venue and Facilities 2015

Health Facilities Scotland is seeking to contract for a Conference venue and provision of associated conference facilities and services for its annual conference in 2015.

CONTRACT NOTICE – NATIONAL
SERVICES

1 Authority Details

1.1

Authority Name and Address


NSS Health Facilities Scotland

Equipping Services, Gyle Square, 1 South Gyle Crescent,

Edinburgh

EH12 9EB

UK

John Slater

+44 1312756778

jslater2@nhs.net

+44 1313140727
http://www.hfs.scot.nhs.uk
www.publiccontractsscotland.gov.uk
www.publiccontractsscotland.gov.uk

1.2

Address from which documentation may be obtained


NSS Health Facilities Scotland

Equipping Services, Gyle Square, 1 South Gyle Crescent,

Edinburgh

EH12 9EB

UK

John Slater

+44 1312756778

jslater2@nhs.net

+44 1313140727
http://www.hfs.scot.nhs.uk

1.3

Completed documents must be returned to:


NSS Health Facilities Scotland

Equipping Services, Gyle Square, 1 South Gyle Crescent,

Edinburgh

EH12 9EB

UK

John Slater

+44 1312756778

jslater2@nhs.net

+44 1313140727
http://www.hfs.scot.nhs.uk

2 Contract Details

2.1

Title

Provision of Conference Venue & Facilities 2015

2.2

Description of the goods or services required

Health Facilities Scotland is seeking to contract for a Conference venue and provision of associated conference facilities and services for its annual conference in 2015. This will include the successful supplier working with the Health Facilities Scotland conference team to ensure requirements and successful delivery.

Facilities required to support the conference include:

The Facility will be required by Health Facilities Scotland for a total of 3 consecutive days

Exhibition space of a minimum of 1003m sq for ~ 45 exhibition spaces which must be within the main venue to house 45 exhibition stands

Availability of a minimum of 260 bedrooms within the venue.

A main session room which can accommodate 400 delegates

Four breakout rooms to accommodate 50 people in each room.

Secure office accommodation for the HFS conference team.

Catering/hospitality for delegates over the 2 days of the conference. This includes a Black Tie Dinner for delegates on the 1st evening of the Conference.

Accessible location for delegates travelling from Scotland, other parts of the UK and abroad.

Date availability – venue and facilities must be available between 26th October and 6th November 2015.

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=332125.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

111300 Banquet and Catering
291000 Events
291200 Outsourced Leisure Services
299999 other Leisure Services

140 Tayside, Central & Fife
150 Glasgow & Strathclyde
160 Edinburgh & Lothians
170 Scotland South

2.4

Total quantity or scope of tender

1 x Conference facility and associated services

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage – Any candidate may submit a tender.

4.2

Reference number attributed to the notice by the contracting authority

P1005

4.3

Time Limits

a) Time-limit for obtaining documentation 26-01-2015

b) Time-limit for receipt of completed tenders
30-01-2015  Time  10:00

c) Estimated award date 27-02-2015

4.5

Language or languages in which tenders or requests to participate can be drawn up

EN

4.6

Tender Submission Postbox

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

5 Other Information

5.1

Additional Information

It is likely that the HFS team will wish to visit prospective venues to view and assess the facilities. To make further arrangements for these visits, please contact:

John Slater

jslater2@nhs.net

Tel: 0131 275 6778

Mobile 07760 188658

(SC Ref:332125)

5.2

Additional Documentation

ITT V1 CONFERENCE
CONFERENCE 2015 SPEC FINAL
NSS Terms_and_Conditions_v3_-_Services_v1 0_Final copy_010310

5.3

Publication date of this notice

07-01-2015

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