Event Planning Tender

Event Planning Tender

Yorkshire 2019 Limited has been established to deliver the UCI 2019 Road Cycling World Championships.

United Kingdom-Leeds: Sports-event organisation services

2018/S 003-003263

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Yorkshire 2019 Limited
1 Park Row
United Kingdom
Contact person: Mark Honeybunn
E-mail: procurement@yorkshire2019.co.uk
NUTS code: UKE42Internet address(es):Main address: http://worlds.yorkshire.com

I.2)Joint procurement

The contract is awarded by a central purchasing body


The procurement documents are available for unrestricted and full direct access, free of charge, at: http://www.delta-esourcing.com/tenders/UK-UK-Leeds:-Sports-event-organisation-services./A8747D7U6A
Additional information can be obtained from the abovementioned address
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

General public services

Section II: Object

II.1)Scope of the procurement


Event planning and delivery services

Reference number: Y2019/OPS/1217/01

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Yorkshire 2019 Limited has been established to deliver the UCI 2019 Road Cycling World Championships. The company is seeking to contract a services provider to lead on the planning and execution of route planning, marketing, communication and digital services, and associated event logistics.

II.1.5)Estimated total value

Value excluding VAT: 500 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKE
Main site or place of performance:

Yorkshire and The Humber.

II.2.4)Description of the procurement:

This services contract will be procured through an open accelerated procurement. The services required include managing the scoping, planning, resourcing and execution of a range of event work streams for a major sports event. The provider will be required to resource these work streams, through experienced project managers and coordinators as required, and fully integrate into Yorkshire 2019 Limited’s organisational structure, reporting to the executive. The project areas are listed as follows: route planning, marketing, communications and PR, volunteers programme, digital media/content management, and associated event logistics. A detailed tender and the scope of works documentation is available for download from the relevant section, using the correct access code as applicable. Bidders are invited to review the scope and assess capacity and capability to deliver and submit the required information. Bidders are to submit bids by the bid submission closing date as detailed. Submissions will be reviewed and evaluated, and a bid clarification period used to confirm any details with bidders. Thereafter, suppliers will be notified with regards to the award decision.

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: 500 000.00 GBP

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

Start: 01/03/2018
End: 01/10/2019
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes
Description of options:

Resourcing options will be considered based on the bidder’s ability to demonstrate understanding and experience of delivery in this market.

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:

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure
Accelerated procedure

The services are scheduled to commence on 1 March 2018 in order to allow successful programme delivery.

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: yes
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: 24/01/2018
Local time: 18:00
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:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 24/01/2018
Local time: 18:00


Information about authorised persons and opening procedure:

Submission documents will be reviewed on the Delta site by the Yorkshire 2019 Ltd evaluation team.

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:

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.

For more information about this opportunity, please visit the Delta eSourcing portal at:


To respond to this opportunity, please click here:


GO Reference: GO-201813-PRO-11655761.

VI.4)Procedures for review

VI.4.1)Review body

Yorkshire 2019 Limited
1 Park Row
United Kingdom
E-mail: procurement@yorkshire2019.co.uk
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

Yorkshire 2019 Limited
1 Park Row
United Kingdom
E-mail: procurement@yorkshire2019.co.uk

VI.5)Date of dispatch of this notice:



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