Venues for Sponsored Conference and Exhibitions in Hampshire

Venues for Sponsored Conference and Exhibitions in Hampshire

Provision of Venues for sponsored conferences and exhibitions in Hampshire.

United Kingdom-Winchester: Hotel meeting and conference services

2015/S 128-235719

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Hampshire County Council
The Castle
Contact point(s): via
SO23 8UJ Winchester

Internet address(es):

General address of the contracting authority:

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

Regional or local authority

I.3)Main activity

General public services
Public order and safety
Economic and financial affairs
Social protection
Recreation, culture and religion

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.1.1)Title attributed to the contract by the contracting authority:

Provision of Venues for Sponsored Conference and Exhibitions in Hampshire.

II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 27: Other services

NUTS code UKJ33

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 Venues for sponsored conferences and exhibitions in Hampshire.

II.1.6)Common procurement vocabulary (CPV)

55120000, 79950000, 79956000

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

The contract is covered by the Government Procurement Agreement (GPA): yes


This contract is divided into lots: no

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:

Estimated value excluding VAT: 100 000 to 200 000 GBP.

II.2.2)Information about options

Options: yes
Description of these options: Option to extend for a further 12 months.

II.2.3)Information about renewals

This contract is subject to renewal: yes

II.3)Duration of the contract or time limit for completion

Duration in months: 24 (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

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: By submitting a Tender Response document, the tenderer is affirming that they have not been convicted of:
— Participating in a criminal organisation;
— Acting corruptly;
— Acting fraudulently;
— Money laundering.
Furthermore, the tenderer is affirming that they are not:
— Bankrupt or in process of being wound-up;
— The subject of proceedings for a declaration of bankruptcy and have not:
— been convicted of any offence concerning professional conduct;
— been guilty of grave professional misconduct;
— failed to fulfil obligations relating to the payment of social security obligations and taxes;
— seriously misrepresented themselves in the details above.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: 1. Full copies of audited accounts and annual reports for the last 3 years.
2. Copies of Insurance certificates.
Minimum level(s) of standards possibly required: The Council will not award a contract to a company where the value of the contract is over 20 % of annual turnover.
Tenderers will have the following minimum levels of cover:
a. Professional Indemnity (for the life of the contract plus 6 years) — 5 000 000 GBP;
b. Employers Liability — 10 000 000 GBP;
c. Public Liability — 10 000 000 GBP.
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

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

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:


IV.3.2)Previous publication(s) concerning the same contract


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: 31.7.2015 – 14:00
Payable documents: no

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

10.8.2015 – 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


IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 10.8.2015 – 14:01


Hampshire County Council

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: As detailed in Hampshire County Councils Standing Orders.

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
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:


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