Events Management Services for De Montfort University

Events Management Services for De Montfort University

For the delivery and support a series of graduation and matriculation ceremonies, and associated guest experiences on DMU campus in Leicester.

United Kingdom-Leicester: Event services

2016/S 159-288531

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

De Montfort Univeristy
Procurement Services, Finance Dept, The Gateway
Contact point(s): Professional Services and Research
For the attention of: Mrs J Mistry, Catagory Manager
Le1 9BH Leicester
United Kingdom
Telephone: +44 1162506336
Fax: +44 91162506069

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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


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

914 Provision of Events Management Services for De Montfort University.

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: De Montfort University, Leicester UK.

NUTS code UKF21

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)

De Montfort University (DMU) wishes to procure the services of a suitably qualified and experienced Events Management Company for the delivery and support a series of graduation and matriculation ceremonies, and associated guest experiences on DMU campus in Leicester. The graduation ceremonies are held in January and matriculation events are held in September of each year. The provision of these services shall start with the July 2017 graduation ceremonies.

In order to be considered for this tender you are required to register on the University’s e— procurement site at http://in— and then express interest in the tender. All relevant documentation will be available to download from the In-tend website. All correspondence associated with this tender must be sent via In-tend. The University will not accept hard copy, email or telephone expressions of interest.

II.1.6)Common procurement vocabulary (CPV)


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

The contract is covered by the Government Procurement Agreement (GPA): no


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:
II.2.2)Information about options
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Starting 1.2.2017.

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
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: Applicants are required to register on the University’s e-tendering website athttps://in— All relevant documentation will be available to download from the In-tend website. All correspondence associated with this tender MUST be sent via

In-tend. It is important that applicants respond to the information requested in an appropriate, clear and concise manner. The Questionnaire document stipulates the economic, financial and technical data required to enable an evaluation of suppliers wishing to participate in this procurement and will seek information including but not limited to the detail at III.2.1,III.2.2 and III.2.3 The University reserves the right to reject or disqualify a Bidder:
(a) Where the PQQ or tender is submitted late, is completed incorrectly, or is incomplete. (b) Who is deemed to be ineligible to tender in accordance with the provisions as set out in The Public Contracts Regulations 2006, part 4, Regulation 23.
(c) Who is guilty of serious misrepresentation in relation to its application and/or the process.
(d) Where there is a change in identity, control, financial standing or other factor impacting on the selection and/or evaluation process affecting the Bidder.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) appropriate statements from bankers;
(b) the submission of the firm’s balance sheets or extracts there from,where publication of a balance sheet is required under company law in the country in which the supplier is established;
(c) a statement of the firm’s overall turnover and its turnover in respect of
the goods to which the contract relates for the previous 3 financial years;

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evidence required may include but not be limited to:
(a)a list of the principal deliveries effected in the past three years, with the sums,dates and recipients, public or private, involved: in the case of public contracting
authorities,evidence to be in the form of certificates issued or countersigned by the competent authority; in the case of private purchasers,delivery to be certified by the purchaser or, failing this,simply declared by the supplier to have been effected;
(b)a description of the firm’s technical facilities, its measures for ensuring quality and its study and research facilities;
(c)indication of the technicians or technical bodies involved, whether or not belonging directly to the supplier’s firm,especially those responsible for quality control;
(d)samples,description and/or photographs of the products to be supplied, the authenticity of which must be certified if the contracting authority so requests;
(e) certificates drawn up by official quality control institutes or agencies of recognized competence attesting conformity to certain specifications or standards of products clearly identified by references to specifications or standards;
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

Envisaged minimum number 5
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


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
IV.3.8)Conditions for opening of tenders

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
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: The University will incorporate a minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Applicants have 2 working days from the notification of the award decision to request additional debriefing and that information has to be
provided a minimum of 3 working days before the expiry of the standstill period. Such additional information should be requested from contacts at the address in point I.1. If an appeal regarding the award of a 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 action in the High Court. Any such action must be brought promptly (generally within 3 months). Where a contract has 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 only award damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:



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