Corporate Events Contract

Corporate Events Contract

The City of Lincoln Council is looking procure a framework contract to support the delivery of a range of different events it operates.

UK-Lincoln: Event services

2013/S 033-052302

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

City of Lincoln Council
City Hall, Beaumont Fee
Contact point(s): Heather Carmichael
LN1 1DD Lincoln
UNITED KINGDOM
Telephone: +44 1522873309
E-mail: Heather.Carmichael@lincoln.gov.uk
Fax: +44 1522542569

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: City of Lincoln Council
City Hall, Beaumont Fee
For the attention of: Heather Carmichael, Client Procurement Officer
LN1 1DD Lincoln
UNITED KINGDOM
Telephone: +44 1522873309
E-mail: heather.carmichael@lincoln.gov.uk
Fax: +44 1522542569

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
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:

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

Services
Service category No 26: Recreational, cultural and sporting services
NUTS code UKF3

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with a single operator
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 000 000 and 1 500 000 GBP

II.1.5)Short description of the contract or purchase(s)

Event services. Cultural event organisation services. Sports-event organisation services. Signage. Floor-covering work. Chemical toilets. Transport services (excl. Waste transport). Security services. Safety barriers. Electrical engineering installation works. Tents. Generators. Closed circuit television services. Paramedical services. The City of Lincoln Council is looking procure a framework contract to support the delivery of a range of different events it operates. The events will include but will not be limited to the Lincoln Christmas Market, the Lincoln 10k Run, Christmas Lights Switch on Ceremony and various Civic events including march pasts and Freedom of the City parades. The contract will be split into a number of different lots and a single supplier will be appointed to each lot.
II.1.6)Common procurement vocabulary (CPV)

79952000, 79952100, 92622000, 34928470, 45432130, 24955000, 60000000, 79710000, 34928300, 45315100, 39522530, 31120000, 92222000, 85142000

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:

Estimated value excluding VAT:
Range: between 1 000 000 and 1500000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
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: 1 Lot title: Stewarding

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to undertake it stewarding requirements in respect of, but not limited to the Lincoln Christmas Market, Lincoln 10k Road Race and various civic events including the Christmas Light Switch on and March Pasts.
2)Common procurement vocabulary (CPV)

79710000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 300 000 and 350 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Transportation

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to undertake a park & ride service in respect of, but not limited to the Lincoln Christmas Market and the Lincoln 10k Road Race.
2)Common procurement vocabulary (CPV)

60000000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 100 000 and 150 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Marquees

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to supply, erect and dismantle marquees in respect of, but not limited to the Lincoln Christmas Market and the Lincoln 10k Road Race.
2)Common procurement vocabulary (CPV)

44211100

3)Quantity or scope

Estimated value excluding VAT:
Range: between 65 000 and 85 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Temporary Flooring

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to supply and fit various trackway flooring in respect of, but not limited to the Lincoln Christmas Market.
2)Common procurement vocabulary (CPV)

45432130

3)Quantity or scope

Estimated value excluding VAT:
Range: between 40 000 and 60 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 5 Lot title: Temporary Toilets

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to supply and maintain chemical toilets in respect of, but not limited to the Lincoln Christmas Market and the Lincoln 10k Road Race.
2)Common procurement vocabulary (CPV)

24955000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 60 000 and 80 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 6 Lot title: Safety Barriers/Temporary Fencing

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to supply, erect and dismantle safety barriers and/or tempaorary fencing in respect of, but not limited to the Lincoln Christmas Market, the Lincoln 10k Road Race, Christmas Light Switch On and various Civic March Pasts.
2)Common procurement vocabulary (CPV)

34928300

3)Quantity or scope

Estimated value excluding VAT:
Range: between 60 000 and 80 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots
Lot No: 7 Lot title: PA Audio/Radio Equipment

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to supply, erect and dismantle safety barriers and/or tempaorary fencing in respect of, but not limited to the Lincoln Christmas Market, the Lincoln 10k Road Race, Christmas Light Switch On and various Civic March Pasts.
2)Common procurement vocabulary (CPV)

79952000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 40 000 and 60 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 8 Lot title: Signage/Traffic Management

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to supply, erect and dismantle signage in respect of, but not limited to the Lincoln Christmas Market, the Lincoln 10k Road Race, Christmas Light Switch On and various Civic March Pasts.
2)Common procurement vocabulary (CPV)

34928470

3)Quantity or scope

Estimated value excluding VAT:
Range: between 80 000 and 100 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 9 Lot title: Generators

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to supply and maintain generators in respect of, but not limited to the Lincoln Christmas Market and the Lincoln 10k Road Race.
2)Common procurement vocabulary (CPV)

31120000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 25 000 and 35 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 10 Lot title: Lighting Towers

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to supply and maintain lighting towers in respect of, but not limited to the Lincoln Christmas Market, the Lincoln 10k Road Race, Christmas Light Switch On and various Civic March Pasts.
2)Common procurement vocabulary (CPV)

31527260

3)Quantity or scope

Estimated value excluding VAT:
Range: between 10 000 and 20 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 11 Lot title: Closed Circuit Television

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to supply and man a tempaorary CCTV system in respect of, but not limited to the Lincoln Christmas Market.
2)Common procurement vocabulary (CPV)

35120000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 30 000 and 50 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 12 Lot title: Electrical Infrastructure

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to provide the electrical infrastructure works assocaited with the Lincoln Christmas Market in addtion to the erection, removal, storage and maintance of the Christmas Lights.
2)Common procurement vocabulary (CPV)

45315100

3)Quantity or scope

Estimated value excluding VAT:
Range: between 300 000 and 340 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 13 Lot title: Park & Ride Ticket Sales

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to provide a ticket sales service for the Lincoln Christmas Market Park and Ride service both in advance (on line) and on the day.
2)Common procurement vocabulary (CPV)

48480000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 30 000 and 40 000 GBP
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 14 Lot title: Medical Provision

1)Short description

The City of Lincoln Council is looking to appoint a single contractor to provide medical support in respect of, but not limited to the Lincoln Christmas Market and the Lincoln 10k Road Race.
2)Common procurement vocabulary (CPV)

85142000

3)Quantity or scope

Estimated value excluding VAT:
Range: between 80 000 and 100 000 GBP
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:
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past 5 years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct
(b) a list of the principal deliveries effected or the main services provided in the past 3 years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work
(d) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities
(e) Where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years
(i) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract
(k) With regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests; (ii) certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards
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: 5
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:

CEC060213
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2012/S 226-372084 of 23.11.2012

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

13.3.2013 – 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
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 4 years.
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

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
Suppliers must read through this set of instructions and follow the process to respond to this opportunity.
The information and/or documents for this opportunity are available on https://www.delta-esourcing.com/delta You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.

Suppliers must log in, go to your Response Manager and add the following Access Code: 95VP6DW3CU. Please ensure you follow any instruction provided to you here.
The deadline for submitting your response(s) is 13.3.2013 by 12:00 (Noon). Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents.
If you experience any technical difficulties please contact the Delta eSourcing Helpdesk on call +44 8452707050 or email helpdesk@delta-esourcing.com

The framework arrangement will be available for all Local Authorities and other Public Sector bodies within Lincolnshire to use
To view this notice, please click here:
https://www.delta-esourcing.com/delta/respondToList.html?noticeId=50792716

GO Reference: GO-2013211-PRO-4579853

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:11.2.2013