Event Services for Government Procurement Service

Event Services for Government Procurement Service

Provision of booking services for meetings and events across Central Government. UK-Liverpool: event services

2012/S 65-106419

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Government Procurement Service
9th Floor The Capital Old Hall Street
L3 9PP Liverpool
E-mail: supplier@gps.gsi.gov.uk

Internet address(es):

General address of the contracting authority: http://procurement.cabinetoffice.gov.uk

Address of the buyer profile: https://gpsesourcing.cabinetoffice.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

Ministry or any other national or federal authority, including their regional or local sub-divisions
I.3)Main activity

Other: Public procurement
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

Provision of booking services for meetings and events across Central Government.
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: United Kingdom & Northern Ireland. Additionally there may be some limited overseas requirements.
NUTS code UK

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

Duration of the framework agreement

Duration in years: 2
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 120 000 000,00 GBP

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

The Government procurement service is seeking to establish a framework agreement for the provision of booking services for meetings and events for use by Central Government bodies including but not limited to those set out in VI.3. Where the venue is to be paid for, the booking of meetings and events through the Framework Agreement will be mandatory for Central Government Departments, Executive Agencies and Non-Departmental Public Bodies (NDPBs).
II.1.6)Common procurement vocabulary (CPV)

79952000, 55120000

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

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

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:

The estimated contract value is indicative of Central Government’s total expenditure on meetings and events based on historic data, assuming a four year term. The figures provided give an estimate of the total expenditure which includes all venue costs (which in most cases would be passed through to the Contracting Body) as well as the cost of the booking management services. Please note that these figures may well be affected by changes in Government policy and / or the influence of alternative technologies (such as video conferencing).
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

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Participants will be advised if this is necessary during the procurement. Parent company and/or other guarantees of performance and financial liability may be required by Government Procurement Service if considered appropriate.
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:

No special legal form is required but if a contract is awarded to a consortium, the Contracting Authority may require the consortium to form a legal entity before entering into the framework agreement.
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: Candidates will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006, as amended (implementing Title II, Chapter V11, Section 2 of Directive 2004/18/EC), on the basis of information provided in response to an invitation to tender (“ITT”).
This procurement will be managed electronically via the Government Procurement Service’s e-Sourcing Suite. To participate in this procurement, participants must first be registered on the e-Sourcing Suite.
If you have not yet registered on the e-Sourcing Suite, this can be done online at https://gpsesourcing.cabinetoffice.gov.uk by following the link ‘Register for GPS e-Sourcing’. Please note that, to register, you must have a valid DUNS number (as provided by Dun and Bradstreet) for the organisation which you are registering, who will be entering into a contract if invited to do so. Full instructions for registration and use of the system can be found at http://www.buyingsolutions.gov.uk/categories/eCommerce/eSourcing/guidance/.

Once you have registered on the e-Sourcing Suite, a registered user can express an interest for a specific procurement. This is done by emailing ExpressionOfInterest@gps.gsi.gov.uk. Your email must clearly state: the name and reference for the procurement you wish to register for; the name of the registered supplier; and the name and contact details for the registered individual sending the email. Government Procurement Service will process the email and then enable the supplier to access the procurement online via the e-Sourcing Suite. The registered user will receive a notification email to alert them once this has been done.

For technical assistance on use of the e-Sourcing Suite please contact Government Procurement Service Helpdesk: freephone: +44 3454102222 email: info@gps.gsi.gov.uk.

Responses must be published by the date in IV.3.4.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Candidates will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006, as amended (implementing Title II, Chapter V11, Section 2 of Directive 2004/18/EC), on the basis of information provided in response to an ITT.
The ITT can be accessed at [Emptoirs URL] using the instructions detailed in III.2.1.
The Contracting Authority may have regard to any of the following means in its assessment:
(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:
Candidates will be assessed in accordance with Part 4 of the Public Contracts Regulations 2006, as amended (implementing Title II, Chapter V11, Section 2 of Directive 2004/18/EC), on the basis of information provided in response to an ITT.
The ITT can be accessed at [Emptoirs URL] using the instructions detailed in III.2.1.
The Contracting Authority may have regard to any of the following means in its assessment:
(a) 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.
(b) 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;
(c) 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.
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

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

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

14.5.2012 – 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

in days: 120 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders


Electronically, via web-based portal.

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

Potential suppliers should note that, in accordance with the UK Government’s policies on transparency, Government procurement service intends to publish the invitation to tender (ITT) documentation, and the text of any framework agreement awarded, subject to possible redactions at the discretion of Government procurement service. The terms of the proposed framework agreement will also permit a public sector contracting authority, awarding a contract under this Framework Agreement, to publish the text of that contract, subject to possible redactions at the discretion of the contracting authority. Further information on transparency can be found at: http://www.buyingsolutions.gov.uk/aboutus/transparency/.

The Contracting Authority expressly reserves the right:
(i) Not to award any contract as a result of the procurement process commenced by publication of this notice; and
(ii) To make whatever changes it may see fit to the content and structure of the tendering competition; and in no circumstances will the Contracting Authority be liable for any costs incurred by the candidates.
If the Contracting Authority decides to enter into a framework agreement with the successful supplier, this does not mean that there is any guarantee of subsequent contracts being awarded. Any expenditure, work or effort undertaken prior to contract award is accordingly a matter solely for the commercial judgement of potential suppliers. Any orders placed under this framework agreement will form a separate contract under the scope of this Framework between the supplier and the specific requesting other contracting body. The Contracting Authority and other contracting bodies utilising the framework reserve the right to use any electronic portal during the life of the agreement.
The duration referenced in Section II.1.4 is for the placing of orders.
The value provided in Section II.1.4 is only an estimate. We cannot guarantee to the supplier any business through this framework agreement, although as it will be mandated it is extremely unlikely that this would happen.
The framework agreement is designed to benefit Central Government Departments, their Executive Agencies and their Non Departmental Public Bodies (NDPDs) and any successors. Without limiting the forgoing, the following is an indicative list of the Central Government bodies which will have access to use the framework agreement resulting from this procurement:
Acas (Advisory, Conciliation and Arbitration Service).
Adjudicator’s Office.
Animal Health and Veterinary Laboratories Agency (AHVLA).
Appeals Service.
Assets Recovery Agency.
Attorney General’s Office.
Audit Commission for Local Authorities and the National Health Service in England and Wales.
Better Regulation Executive.
Bona Vacantia Division (Treasury Solicitor’s Department).
UK Border Agency.
Boundary Commission for England.
Boundary Commission for Northern Ireland.
Boundary Commission for Scotland.
Boundary Commission for Wales.
British Council.
Business Link.
Cabinet Office.
Care Quality Commission.
Central Office of Information.
Charity Commission.
Child Support Agency.
Civil Contingencies Secretariat.
Civil Justice Council.
Coal Authority.
Commission for Racial Equality.
Companies House.
Competition Appeal Tribunal (CAT).
Competition Commission.
Courts Service.
Criminal Records Bureau (CRB).
Crown Estate.
Crown Prosecution Service.
Debt Management Office.
Department for Business, Innovation and Skills (BIS).
Department for Communities and Local Government (DCLG).
Department for Culture, Media and Sport (DCMS).
Department for Education.
Department of Energy and Climate Change (DECC).
Department for Environment, Food and Rural Affairs (Defra).
Department of Health (DH).
Department for International Development (DFID).
Department for Trade and Industry (DTI).
Department for Transport (DfT).
Department for Work and Pensions (DWP).
Drinking Water Inspectorate.
Driver and Vehicle Licensing Agency (DVLA).
Electoral Commission.
Employment Tribunals.
Enterprise and Business Support.
Environment Agency.
Equality and Human Rights Commission.
Export Credits Guarantee Department.
Financial Services Authority.
Fire Service College.
Food and Environment Research Agency.
Food Standards Agency.
Foreign and Commonwealth Office.
Forestry Commission.
Gambling Commission.
(Gambling) First-tier Tribunal.
General Register Office.
Government Actuaries Department.
Government Banking Service (GBS).
Government Communications Headquarters (GCHQ).
Government Communications Network.
Government Equalities Office.
Government News Network.
Government Procurement Service.
Health Protection Agency.
Health and Safety Executive (HSE).
Her Majesty’s Courts and Tribunals Service.
Her Majesty’s Inspectorate of Constabulary.
Her Majesty’s Inspectorate of Education.
Her Majesty’s Inspectorate of Prisons.
Her Majesty’s Inspectorate of Probation.
Her Majesty’s Land Registry.
Her Majesty’s Prison Service.
Her Majesty’s Revenue and Customs.
Her Majesty’s Treasury.
Highways Agency.
Home Office.
Human Tissue Authority.
Identity and Passport Service (IPS).
Immigration and Nationality Directorate (IND).
Independent Case Examiner.
Independent Living Fund.
Independent Police Complaints Commission.
Insolvency Service.
Jobcentre Plus.
Jobseeker Direct.
Judicial Committee of the Privy Council.
Lands Tribunal (England and Wales).
Legal Services Commission.
Local Government Ombudsman.
Maritime and Coastguard Agency.
Medicines and Healthcare Products Regulatory Agency.
Met Office.
MI5 (Security Service).
Ministry of Defence (MoD).
Ministry of Justice.
National Audit Office.
National Probation Service.
National Policing Improvement Agency (NPIA).
National Savings and Investments.
National School of Government.
National Treatment Agency.
Natural England.
National Institute for Clinical Excellance (NICE).
National Offenders Management Service (NOMS).
NHS Institute for Innovation & Improvement (NHSi).
Northern Ireland Office (NIO).
Number 10 Downing Street.
Office for Disability Issues.
Office for National Statistics.
Office for Standards in Education (OFSTED).
Office of Fair Trading.
Office of Tax Simplification (OTS).
Office of the HM Paymaster General.
Office of the Public Guardian.
Olympic Delivery Authority.
Ordnance Survey.
Passport Service.
Patent Office.
Pensions Service.
Planning Inspectorate.
Prime Minister.
Residential Property Tribunal Service.
Royal Mint.
Royal Parks Agency.
Rural Payments Agency.
Scotland Office.
Serious Fraud Office.
Serious Organised Crime Agency (SOCA).
Skills Funding Agency.
UK Space Agency.
Stabilisation Unit.
The National Archives.
Training and Development Agency for Schools.
Treasury Solicitor’s Department (TSOL).
UK Border Agency – Visa Services Directorate.
UK Intellectual Property Office.
UK Passport Service.
UK Trade and Investment.
Valuation Office Agency.
Vehicle and Operator Services Agency (VOSA).
Vehicle Certification Agency (VCA).
Veterans Agency.
Veterinary Medicines Directorate.
Visas, UK.
Wales Office.
Whole of Government Accounts.
Young People’s Learning Agency.
Youth Justice Board.
The Contracting Authority intends to use an e-Sourcing suite in this procurement exercise.
The duration of the Framework Agreement resulting from this procurement will last two years but with an option to extend for an additional two periods of a year each.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Government Procurement Service
9th Floor The Capital Old Hall Street
L3 9PP Liverpool
E-mail: supplier@gps.gsi.gov.uk
Internet address: http://www.buyingsolutions.gov.uk

Body responsible for mediation procedures

DRS-CIArb, on behalf of the Chartered Institute of Arbitrators
12 Bloomsbury Square
WC1A 2LP London
E-mail: padre@drs-ciarb.com
Internet address: http://www.padre.org.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Authority will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. Applicants who are unsuccessful shall be informed by the Authority as soon as possible after the decision has been made as to the reasons why the Applicant was unsuccessful. If an appeal regarding the award of the contract has not been successfully resolved, The Public Contracts Regulations 2006 (SI 2006 No. 5) provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take legal action. Any such action must be brought within the applicable limitation period. Where a contract has not been entered into, the Court may order the setting aside of the award decision or order the authority to amend any document and may award damages. If the contract has been entered into the Court may, depending on the circumstances, award damages, make a declaration of ineffectiveness, order the Authority to pay a fine, and/or order that the duration of the contract be shortened. The purpose of the standstill period referred to above is to allow the parties to apply to the Courts to set aside the award decision before the contract is entered into.
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: