Event Services Framework

Event Services Framework

Lot 1 – Community engagement Lot 2 – Employee engagement/communication Lot 3 Small to medium outdoor events Lot 4 – Large-scale outdoor events Lot 5 Creative programming and partnership projects Lot 6 Conference and indoor Technician event production.

UK-London: Event services

2013/S 099-169781

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Transport for London (Commercial – Premises and Office Services Team)
Windsor House, 42-50 Victoria Street
SW1H 0TL London
UNITED KINGDOM

Internet address(es):

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

Address of the buyer profile: www.tfl.gov.uk/eprocurement

Electronic access to information: www.tfl.gov.uk/eprocurement

Electronic submission of tenders and requests to participate: www.tfl.gov.uk/eprocurement

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

Body governed by public law
I.3)Main activity

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

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

Greater London Authority

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

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

Services
Service category No 27: Other services
NUTS code UKI

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 several operators
maximum number of participants to the framework agreement envisaged: 36
Duration of the framework agreement

Duration in years: 4

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

TfL and GLA Events framework which include 6 Lots; Lot 1 – Community engagement Lot 2 – Employee engagement/communication Lot 3 Small to medium outdoor events Lot 4 – Large-scale outdoor events Lot 5 Creative programming and partnership projects Lot 6 Conference and indoor Technician event production.
II.1.6)Common procurement vocabulary (CPV)

79952000, 79951000, 79952100, 79953000

II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

A Framework of 6 Lots.
II.2.2)Information about options
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: Community engagement

1)Short description

Engagement events for local community groups. These could include roadshows, workshops and exhibition stands, as well as schools and youth engagement, campaigns, promotions and public relations.
2)Common procurement vocabulary (CPV)

79952000, 79951000, 79952100, 79953000

3)Quantity or scope

as above
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Employee engagement and communication

1)Short description

Internal communication or engagement events, which include management, strategy, approach and creative work.
2)Common procurement vocabulary (CPV)

79952000, 79951000, 79952100, 79953000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Small to medium outdoor events

1)Short description

This Lot relates to the production, design and management of small-medium scale outdoor events organised or supported by the Mayor of London and attended by up to 30,000* persons.
2)Common procurement vocabulary (CPV)

79952000, 79951000, 79952100, 79953000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Large scale outdoor events

1)Short description

This lot relates to the production, design and management of outdoor, sporting and mass participation events organised or supported by the Mayor of London. It includes event management, production and creative programming services for large scale and major outdoor events and mass participation events with audiences in excess of 30,000*;
2)Common procurement vocabulary (CPV)

79952000, 79951000, 79952100, 79953000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 5 Lot title: Creative programming and partnership projects

1)Short description

This Lot relates to research and development, creation, curation, programming and delivery of experiential and arts based performance events, cultural campaigns, activations, launches and partnership projects.
2)Common procurement vocabulary (CPV)

79952000, 79951000, 79952100, 79953000

3)Quantity or scope

4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 6 Lot title: Conference and indoor Technician event production

1)Short description

Production and technical services for events including audio-visual, set build and on-site support. Includes event production and technical services for indoor events, eg conferences, exhibitions and public meetings;
2)Common procurement vocabulary (CPV)

79952000, 79951000, 79952100, 79953000

3)Quantity or scope

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:

Details will be provided in the Invitation to Tender documentation. A Parent Company Guarantee or Performance Bond may be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details will be provided in the Invitation to Tender documentation. Payment will be in pounds sterling and will normally be made by means of an electronic funds transfer.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The contracting authority shall require that any contract (s) awarded will be entered into by a single entity on behalf of the successful candidate (s).
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: To be considered for the project you must first complete the PQQ condition of participation. To express an interest in this tender, the company needs to be registered on the eSourcing portal. It is important that suppliers do not register more then once so please read carefully the instructions on the home page before proceeding with a registration. There may be a mixture of online & offline actions for you to perform. If you require any further assistance please consult the online help, or contact the eTendering help desk.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Interested parties should note that they may be additionally required to supply copies of at least three years of their audited accounts. Services of an independent third party financial assessment agency may also be used.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Interested parties will be required to undergo assessment via a prequalification questionnaire and ITT if invited at a later stage.
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 minimum number 3: and maximum number 6
Objective criteria for choosing the limited number of candidates: To be defined at ITT.
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:

TfL 90699
IV.3.2)Previous publication(s) concerning the same contract

no
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: 24.6.2013 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

24.6.2013 – 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

English.
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
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 procurement process is being conducted on behalf of Transport for London (TfL). TfL is a complex organisation operating both as a Functional Body of the Greater London Authority (GLA) under the direction of the Mayor of London and as a provider of transport services. The services supplies or works may be provided to TfL and/or its subsidiaries and/or the GLA or any other authority that is subject to the requirements of either EU directive 2004/17/EC or 2004/18/EC. It is anticipated that a contract(s) will be awarded by Transport for London but any part of TfL and/or any of its subsidiaries may award Contract(s) as appropriate. The Awarding Authority reserves the right to withdraw from the procurement process and may award a contract(s) in whole, in part, or not at all as a result of the competition called for by this notice and the Awarding Authority shall not be liable for any costs or expenses incurred by any candidates in considering and/or responding to the procurement process. All discussions and meetings will be conducted in English. Tenders and supporting documents must be priced in and all payments made under the contract will be in sterling. TfL and/or any subsidiary of TfL or the GLA may interview any or all companies who express an interest for tendering for this work. If and when this requirement is offered to tender, it may be done in whole or in part via electronic means using the Internet, and may also be through the medium of an electronic reverse auction. TfL strongly supports and implements the Greater London Authority Group Responsible Procurement Policy. Details about the policy can be found on www.london.gov.uk/rp. Further details as to the application of the Greater London Authority Group Responsible Procurement Policy to this procurement will be set out in the tender documents.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: TfL will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to appeal the award decision before the contract is entered into. The Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:

21.5.2013