Tender to Supply Graduation Gowns and Photography Services

Tender to Supply Graduation Gowns and Photography Services

The University is inviting tenders to supply gowning and photography for its graduation ceremonies each year in the UK.

United Kingdom-Sunderland: Photographic and ancillary services

2015/S 042-072550

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

University of Sunderland
2nd Floor, Edinburgh Building, Chester Road
For the attention of: Peter Cogan
SR1 3SD Sunderland
UNITED KINGDOM
Telephone: +44 1915152470

Internet address(es):

General address of the contracting authority: https://in-tendhost.co.uk/universityofsunderland/aspx/Home

Electronic access to information: https://in-tendhost.co.uk/universityofsunderland/aspx/Home

Electronic submission of tenders and requests to participate: https://in-tendhost.co.uk/universityofsunderland/aspx/Home

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

Education

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:

Graduation Gowns and Photography.

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 UKC23

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)

Provision of Academic Dress Hire (Graduation Gowns and Mortars)
The University is inviting tenders to supply gowning and photography for its graduation ceremonies each year in the UK. The summer ceremonies see over 12 000 students, their guests, staff and VIP’s attend (two separate events per day). The successful bid would be able to accommodate an average of 1 250 people per event (Average 300 students), and be able to manage up to 2 400 people (Average 450 students) at the largest events.
The winter ceremonies are smaller, with approx 500 students and guests plus 18 VIP’s
Photography.
The University will depend upon and expect your company to provide high quality professional photography services to graduates and Honorary Graduates. This starts with the professional sales flier (electronic copy preferred) that your organisation will supply for inclusion in the University’s online graduation packs. The flier should be attractive and clearly outline the various product ranges and attendant pricing (the University reserves the right to approve the design of the flier). The availability of a website for graduands to access and an online ordering facility is required.
Signage should be clear and easily identify your company. Sales staff should dress in a professional manner that easily identifies them and deliver a high standard of customer service. In addition, the University will require the name and contact details of all employees acting as the liaison for the graduates and Honorary Graduates.
All photographs, frames and mattes should be of the highest quality. Mattes should bear the University logo. All photography and photography packages should be delivered within three to four weeks of the graduation ceremony. CD-ROM copies of the graduation ceremonies featuring the graduates and Honorary Graduates should be delivered to the University within 2 weeks of the graduation ceremony. Detailed sales and commission reports should be delivered to the University within the same period.
The tender is for a period of 3 years subject to annual review with a possible 1 year extension.

II.1.6)Common procurement vocabulary (CPV)

79960000, 18300000, 18400000, 18440000, 79961300, 98000000, 98300000, 18410000, 18420000, 18441000, 18443000, 79342200

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

The contract is covered by the Government Procurement Agreement (GPA): no

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:

Any commissions under this contract or framework maybe subject to external funding from bodies such as Arts Council, ERDF, Heritage Lottery Fund, LEP etc and the successful suppliers will be expected to work with the University on any funding applications where appropriate. This list of funding bodies is not exhaustive.

II.2.2)Information about options

Options: no

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: 1Lot title: Provision of Academic Dress Hire (Graduation Gowns and Mortars)

1)Short description

The University is inviting tenders to supply gowning and photography for its graduation ceremonies each year in the UK. The summer ceremonies see over 12 000 students, their guests, and staff attend (two separate events per day). The successful bid would be able to accommodate an average of 1 250 people per event (Average 300 students), and be able to manage up to 2 400 people (Average 450 students) at the largest events.
The winter ceremonies are smaller, with approx 500 students and guests plus 18 VIP’s.

2)Common procurement vocabulary (CPV)

18400000, 18410000, 18420000, 18440000, 18441000, 18443000, 79342200

3)Quantity or scope

Any commissions under this contract or framework maybe subject to external funding from bodies such as Arts Council, ERDF, Heritage Lottery Fund, LEP etc and the successful suppliers will be expected to work with the University on any funding applications where appropriate. This list of funding bodies is not exhaustive.

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

Lot No: 2Lot title: Photography

1)Short description

The University will depend upon and expect your company to provide high quality professional photography services to graduates and Honorary Graduates. This starts with the professional sales flier (electronic copy preferred) that your organisation will supply to for inclusion in the University’s online graduation packs. The flier should be attractive and clearly outline the various product ranges and attendant pricing (the University reserves the right to approve the design of the flier). The availability of a website for graduands to access and an online ordering facility is required.
Signage should be clear and easily identify your company. Sales staff should dress in a professional manner that easily identifies them and deliver a high standard of customer service. In addition, the University will require the name and contact details of the employee acting as the liaison for the graduates and Honorary Graduates.
All photographs, frames and mattes should be of the highest quality. Mattes should bear the University logo. All photography and photography packages should be delivered within three to 4 weeks of the graduation ceremony. CD-ROM copies of the graduation ceremonies featuring the graduates and Honorary Graduates should be delivered to the University within two weeks of the graduation ceremony. Detailed sales and commission reports should be delivered to the University within the same period.

2)Common procurement vocabulary (CPV)

79961300, 98000000, 98300000, 79341000, 79342200

3)Quantity or scope

Any commissions under this contract or framework maybe subject to external funding from bodies such as Arts Council, ERDF, Heritage Lottery Fund, LEP etc and the successful suppliers will be expected to work with the University on any funding applications where appropriate. This list of funding bodies is not exhaustive.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

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:

Will be identified in payment provisions to be included within the tender documents.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Group or Consortia bidders must be jointly and severably liable.

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

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Further information will be requested in the form of a pre qualification questionnaire.
Minimum level(s) of standards possibly required: Further information will be requested in the form of a pre qualification questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Further information will be requested in the form of a pre qualification questionnaire.
Minimum level(s) of standards possibly required:
Further information will be requested in the form of a 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: no

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: 12

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

UOS/GRADUATION GOWNS AND PHOTOGRAPHY/1214

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: 25.3.2015 – 12:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

25.3.2015 – 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

Persons authorised to be present at the opening of tenders: no

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: yes
Reference to project(s) and/or programme(s): Any commissions under this contract or framework maybe subject to external funding from bodies such as Arts Council, ERDF, Heritage Lottery Fund, LEP etc and the successful suppliers will be expected to work with the University on any funding applications where appropriate. This list of funding bodies is not exhaustive.
VI.3)Additional information
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

University of Sunderland
2nd Floor Edinburgh Building, Chester Road
SR1 3SD Sunderland
UNITED KINGDOM
Telephone: +44 1915152470
Internet address: https://in-tendhost.co.uk/universityofsunderland/aspx/Home

Body responsible for mediation procedures

University of Sunderland
2nd Floor Edinburgh Building, Chester Road
SR1 3SD Sunderland
UNITED KINGDOM
Telephone: +44 1915152470
Internet address: https://in-tendhost.co.uk/universityofsunderland/aspx/Home

VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

University of Sunderland
2nd Floor Edinburgh Building, Chester Road
SR1 3SD Sunderland
UNITED KINGDOM
Telephone: +44 1915152470
Internet address: https://in-tendhost.co.uk/universityofsunderland/aspx/Home

VI.5)Date of dispatch of this notice:

25.2.2015

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