AHDB Venue Finding Services Requirement

AHDB Venue Finding Services Requirement

AHDB are looking for a venue finding service that offers bill-back services, venue quotes with clear costs, best-negotiated rates and varied options of location/venues.

United Kingdom-Kenilworth: Miscellaneous services

2020/S 088-211148

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: AHDB
Postal address: Stoneleigh Park, Warwickshire
Town: Kenilworth
NUTS code: UKG13
Postal code: CV8 2TL
Country: United Kingdom
Contact person: Sarah Jackson
E-mail: procurement@ahdb.org.uk
Telephone: +44 2072385921
Internet address(es):Main address: https://defra.bravosolution.co.uk

Address of the buyer profile: www.ahdb.org.uk

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://defra.bravosolution.co.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://defra.bravosolution.co.uk
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Other activity: Agriculture and Horticulture

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

AHDB Venue Finding Services Requirement

Reference number: 2019-369

II.1.2)Main CPV code

98300000

II.1.3)Type of contract

Services

II.1.4)Short description:

AHDB are looking for a venue finding service that offers bill-back services, venue quotes with clear costs, best-negotiated rates and varied options of location/venues. AHDB work on various events, so the selected agency must have the ability to provide large and small venues. Bill back service can be up to GBP 50 000 per event, so the agency must have the financial capability to facilitate this. Some key requirements are:

• bill back service — up to GBP 50 000 per event. There is an approx. GBP 400 000 per annum (conferences only) and the potential for another GBP 60 000 per annum for KE (Knowledge Exchange) events;

• initial response from notification of request must be within 24 hours and initial venue options must be received within 5 working days;

• securing the best rates, release dates and minimum numbers with venues on behalf of AHDB via negotiation.

This contract is for 1 year, with the option to extend for a further three periods of 12 months each if required

II.1.5)Estimated total value

Value excluding VAT: 1 600 000.00 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: UK

II.2.4)Description of the procurement:

Not limited to:

The successful agency must be able to provide:

• bill back service — up to GBP 50 000 per event. There is an approx. GBP 400 000 per annum (conferences only) and the potential for another GBP 60 000 per annum for KE (Knowledge Exchange) events. Also the chosen agency should generate their commission from the venues and not charge AHDB for their service;

• initial response from notification of request must be within 24 hours and initial venue options must be received within 5 working days;

• securing the best rates, release dates and minimum numbers with venues on behalf of AHDB via negotiation;

• flexibility is a key factor; agencies must be willing to source venues from an AHDB designed request form as well as an online system. This is due to some events being more complex and therefore instruction notes will be submitted as method of explanation.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 1 600 000.00 GBP

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

Start: 07/08/2020
End: 06/08/2024
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

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

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:

Venue finding agency must be able to provide the mentioned bill back service, this is a Pass/Fail criteria, along with the chosen agency being able to generate their commission from the venues and not charge AHDB for their service.

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
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: no
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: 08/06/2020
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: 3 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 08/06/2020
Local time: 13:00
Place:

AHDB headquarters, Stoneleigh Park, Kenilworth.

Information about authorised persons and opening procedure:

Procurement manager.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

Please only submit if you can offer the bill back service requirement, this is a Pass/Fail criteria, along with the chosen agency should generate their commission from the venues and not charge AHDB for their service.

VI.4)Procedures for review

VI.4.1)Review body

Official name: AHDB
Postal address: Stoneleigh Park, Warwickshire
Town: Kenilworth
Postal code: CV8 2TL
Country: United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

04/05/2020