Eastbourne Theatres Box Office Ticketing System Contract

Eastbourne Theatres Box Office Ticketing System Contract

Eastbourne Borough Council seeks tenders for provision of a new Box Office Ticketing system. We are looking to introduce a user-friendly ticketing system for customers and theatre staff.

United Kingdom-Eastbourne: Theatre management system

2016/S 087-154115

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Eastbourne Borough Council
1 Grove Road, East Sussex
BN21 4TW Eastbourne
Telephone: +44 01323410000

Internet address(es):

General address of the contracting authority: www.eastbourne.gov.uk

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

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:

Eastbourne Theatres Box Office Ticketing System Contract.

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

Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Theatres.

NUTS code UKJ22

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)

Eastbourne Borough Council seeks tenders for provision of a new Box Office Ticketing system. We are looking to introduce a user-friendly ticketing system for customers and theatre staff at Eastbourne Theatres, which are 3, council owned and operated theatres.
The selected solution will help increase online sales and offer customers an improved level of service across all communication channels but particularly online. The system must be easy to use and adaptable with as little overhead maintenance and administration as possible. There will be a drive to develop the system to ensure that features are up to date and relevant to the current and future ticketing market.
The contract term is expected to be for 3 years with the option to extend annually for a further 2 years.
This contract will be procured using a Competitive Procedure with Negotiation.

All documents must be submitted electronically via the SE Shared Services In-Tend system at: https://www.sesharedservices.org.uk/esourcing

The anticipated procurement timetable is detailed below:
29.4.2016 Issue of Pre-Qualification Questionnaire (PQQ);
31.5.2016 Return date for PQQs;
10.6.2016 Notification of PQQ results and issue of Invitations to Tender;
1.7.2016 Last date for questions;
6.7.2016 Final EBC response to questions;
15.7.2016 Closing date for Initial Tender submission;
w/c 25.7.2016 Keep Free for demonstrations;
29.7.2016 De-selection (where applicable) and Requests to Negotiate issued by EBC; or
Selection of preferred supplier (and commence Standstill Period);
8.8.2016 Contract Award or Revised Tender Submissions;
15.8.2016 Selection of preferred supplier (and commence standstill period);
26.8.2016 Contract Award;
30.8.2016 Contract start date;
30th Aug.-16th Sept. Implementation period;

19th or 26th Sept. Go Live date.

II.1.6)Common procurement vocabulary (CPV)


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

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


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: 275 000 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

Starting 30.8.2016. Completion 29.8.2021

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
III.2.2)Economic and financial ability
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

Some candidates have already been selected (if appropriate under certain types of negotiated procedures) no

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5
Objective criteria for choosing the limited number of candidates: As detailed in the PQQ.

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 yes
IV.2)Award criteria
IV.2.1)Award criteria

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:

EBBC – 006972

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: 31.5.2016
Payable documents: no

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

31.5.2016 – 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
IV.3.8)Conditions for opening of tenders

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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