Event Management Services School Games Level 4 Finals 2013

Youth Sport Trust.

UK-Loughborough: sports-event organisation services

2012/S 141-236040

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Youth Sport Trust
SportPark, Loughborough University, 3 Oakwood Drive
Contact point(s): Head of Operational Performance
For the attention of: Janette Massey
LE11 3QF Loughborough
UNITED KINGDOM
Telephone: +44 1509226600
E-mail: janette.massey@youthsporttrust.org
Fax: +44 1509210851

Internet address(es):

General address of the contracting authority: www.youthsporttrust.org

Address of the buyer profile: http://www.mytenders.org/search/Search_AuthProfile.aspx?ID=AA8661

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: Youth Sport Trust
SportPark, Loughborough University, 3 Oakwood Drive
For the attention of: Janette Massey
LE11 3QF Loughborough
UNITED KINGDOM
Telephone: +44 1509226600
Internet address: http://www.youthsporttrust.org/support-us/pre-qualification-questionnaire-for-event-management-services.aspx

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

Other: Sport Development Charity

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:

Event Management Services – School Games Level 4 Finals 2013.

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
Main site or location of works, place of delivery or of performance: UK.
NUTS code UK

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)

The provision of Event Management Services for the 2013 School Games Level 4 Finals Event to be held in Sheffield, UK.
At this first stage the completion of a Pre-Qualification Questionnaire is required, a copy of which can be accessed here: http://www.youthsporttrust.org/support-us/pre-qualification-questionnaire-for-event-management-services.aspx.

II.1.6)Common procurement vocabulary (CPV)

92622000

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

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

II.1.8)Lots

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:

As detailed in the Pre-Qualification Questionnaire.

II.2.2)Information about options

Options: yes
Description of these options: Due to the nature of this provision and the need to drive efficiency and secure safe provision for young people, we may look to extend this contract to cover subsequent events.

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: 12 (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: As detailed in the Pre-Qualification Questionnaire.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the Pre-Qualification Questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the 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

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: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Accelerated restricted
Justification for the choice of accelerated procedure: In order to ensure we are able to provide and deliver a safe and secure environment for young people at this event, it is imperative that we have the event management services provider appointed as soon as is practically possible. Compliance with the usual time limits is impractical and would present a significant risk to the safety and security of the young people at this event and for this reason we have had to adopt the accelerated procedure. It is critical, given that this event is focused on and involves c.1,600 young people, that there is sufficient time for the successful provider to effectively plan and manage the safe delivery of the event, including comprehensive risk management and scenario testing well in advance of the actual event.

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: Technical and professional ability.
Economic and financial standing.
Experience.
Capacity.
Quality Management.

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: 3.8.2012

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

6.8.2012 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

15.8.2012

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 tenders

Section VI: Complementary information

VI.1)Information about recurrence

VI.2)Information about European Union funds

VI.3)Additional information

At this first stage the completion of a Pre-Qualification Questionnaire is required, a copy of which can be accessed here: http://www.youthsporttrust.org/support-us/pre-qualification-questionnaire-for-event-management-services.aspx.

(MT Ref:90733).

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Youth Sport Trust
Sportpark, Loughborough University 3 Oakwood Drive
LE11 3QF Loughborough
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Appeals must be lodged in writing within 7 days of applicants being informed they have been unsuccessful in progressing to the next stage.

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

VI.5)Date of dispatch of this notice:20.7.2012