Events Management Contract – University of Southampton

Events Management Contract – University of Southampton

The events range in size and duration from small, one day meetings to large meetings and conferences spanning multiple days.

United Kingdom-Southampton: Event services

2020/S 250-626806

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: University of Southampton
Postal address: University Road
Town: Southampton
NUTS code: UKJ32 Southampton
Postal code: SO17 1BJ
Country: United Kingdom
Contact person: Vicki Becheley
Telephone: +44 2380595000
Internet address(es):
Main address:
Address of the buyer profile:


The procurement documents are available for unrestricted and full direct access, free of charge, at:
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


Section II: Object

II.1)Scope of the procurement


Provision of Events Management Services


Reference number: 2020UoS-0140

II.1.2)Main CPV code

79952000 Event services

II.1.3)Type of contract


II.1.4)Short description:


The University of Southampton (NETSCC) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events. The events range in size and duration from small, one day meetings to large meetings and conferences spanning multiple days. Alongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has appropriate and consistent presence and appearance at an agreed programme of events. In 2016 this included, for example, NHS Expo, NHS R&D Forum, Patient Information Forum (NICE 2016) and NHS Confederation.

NETSCC is looking to commission several events annually alongside production of digital literature. The department is looking for a supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.


II.1.5)Estimated total value

Value excluding VAT: 1 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)

55120000 Hotel meeting and conference services

II.2.3)Place of performance

Main site or place of performance:

Events are to be held across the UK and will be agreed throughout the life of the contract. For example they were previously held in London, Leeds, Leamington Spa.


II.2.4)Description of the procurement:


The objective of the NETSCC at the University of Southampton is to purchase high-quality event management services. This includes video conferences, webinars and other types of remote conferencing as well as events held in venues. The successful tenderer is expected to co-ordinate and implement logistics but also to accompany NETSCC in the creation of an event, implementing that concept and measuring the outcomes.

The services may comprise a wide variety of tasks from the sending of invitations to participants, follow up of the attendance, invitations and contacts with speakers, moderators, up to the arrangement of all travel, booking of meeting rooms and connected services such as audio-visual systems, audio systems for participants, interpretation (if required) and accommodation for the participants. Each event may require several types of services and events and which will require different levels of preparation and coordination.

Procurement process: the University is conducting this procurement using the open procedure in accordance with the requirements of the Public Contracts Regulations 2015 (PCR 2015) for the purpose of procuring the services described in the specification

contract period: the University proposes to enter into a contract for a maximum period of 4 years with the successful tenderer. This will comprise of an initial contract period of 2 years with an option to extend by a further 2 years subject to satisfactory performance and at the discretion of the University.

Contract value: it is estimated that the annual value of this contract will be between GBP 150 000 and GBP 250 000 with the total value for the 4-year contract term being estimated, therefore, as between GBP 600 000 and GBP 1 000 000 excluding VAT. This value comprises the total amount paid to the events management company but excludes any sums paid for hire directly to the venues.


II.2.5)Award criteria

Criteria below
Quality criterion – Name: Logistics / Weighting: 25 %
Quality criterion – Name: Relationship management / Weighting: 10 %
Quality criterion – Name: Flexibility and client support / Weighting: 10 %
Quality criterion – Name: Risk management / Weighting: 20 %
Quality criterion – Name: Interview / Weighting: 15 %
Cost criterion – Name: Commercial response / Weighting: 20 %

II.2.6)Estimated value

Value excluding VAT: 1 000 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

This contract is likely to be subject to renewal towards the end of this contract period.


II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

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

Lots: this contract is not suitable for splitting into lots. The risk of dividing the requirement into lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract.


Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.2)Economic and financial standing

List and brief description of selection criteria:


To support the financial assessment, the University will obtain a Business Risk Report for all (Potential Suppliers/Tenderers) and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.

The University reserves the right to exclude a tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a tenderer’s business risk score is: ‘Moderate Risk’, ‘High Risk’, ‘Very High Risk’, or ‘Not Rated’; based on the rating provided by Creditsafe.

Where a business risk score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the Invitation to Tender document set.


Minimum level(s) of standards possibly required:


Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:

Employers (compulsory) liability: GBP 10 million per occurrence.

Public liability: GBP 10 million per occurrence.

Product liability: GBP 10 million per occurrence.

Professional indemnity insurance: GBP 5 million per occurrence.


III.1.3)Technical and professional ability

List and brief description of selection criteria:


Tenderers attention is drawn to the mandatory requirements of the award criteria:

— grounds for mandatory exclusion;

— grounds for discretionary exclusion;

— economic and financial standing;

— insurance;

— environmental management;

— health and safety;

— compliance with conditions of contract;

— mandatory requirements of the specification — please refer to the Invitation to Tender document set (File 4).


Section IV: Procedure


IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system

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

Date: 21/01/2021
Local time: 12:00
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: 4 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 21/01/2021
Local time: 12:01

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

The estimated timiing for a recurrent procurement will be approximately 1 December 2023.


VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted

VI.3)Additional information:


eTendering Portal: the University is utilising an electronic tendering tool, InTend ( to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).All documentation in relation to this tender can be downloaded from InTend. Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of selection stage and/or invitation to tender responses will be conducted via InTend. Regular monitoring of the portal is the responsibility of the potential supplier/tenderer. If you are not already registered as a supplier with the University of Southampton, you will need to register in InTend in order to access the procurement documentation. Once you have logged in as a supplier:

— click on ‘Tenders’;

— locate the relevant project; and

— click ‘View Details’.

Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking ‘Express Interest’. Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via InTend. Further instructions for the submission of responses are below:

To submit your return:

1) log in;

2) click ‘Tenders’;

3) locate the relevant project;

4) view details;

5) click on the tab relating to the relevant project stage (e.g. ‘Invitation to Tender’);

6) click on the ‘Attach Documents’ button and upload your return;

7) check All your response documents are uploaded and displayed in the ‘My Tender Return’ panel. The system will only permit your organisation to make one return;

8) click the red ‘Submit Return’ button.

Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend. Publication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University. Costs and Expenses: Potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process. The University is not liable for any costs in the event of the cancellation of this procurement process.


VI.4)Procedures for review

VI.4.1)Review body

Official name: University of Southampton
Town: Southampton
Postal code: SO17 1BJ
Country: United Kingdom

VI.5)Date of dispatch of this notice: