Events Management Tender Warwickshire

Events Management Tender Warwickshire

Provision of Events Management from Warwickshire County Council’s Old Shire Hall and Courts Complex.

UK-Warwick: hotel meeting and conference services

2012/S 148-247688

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Warwickshire County Council
Warwickshire County Council, Shire Hall,
Contact point(s): John Findlay (WCC) and Dominic Lees (Mace Group)
For the attention of: John Findlay
CV34 4RL Warwick
Telephone: +44 7769726749

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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

Regional or local authority
I.3)Main activity

General public services
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:

Provision of Events Management from Warwickshire County Council’s Old Shire Hall and Courts Complex.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 11: Management consulting services [6] and related services
Main site or location of works, place of delivery or of performance: The Old Shire Hall Complex, Warwick.
NUTS code
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)

The Council wish to secure viable use for the Grade I and II* listed set of court rooms, shire hall and judges lodgings in the centre of Warwick. The contract would provide managed services and/or lease of the assett in the creation of a multi-use facility that may offer the best opportunity to introduce public access to the site, secure revenue income and create a viable and sustainable use for the courts, hall and lodgings within the constraints and opportunities of the historic site – this approach may create but is not limited to;
: An events management facility for weddings, conferences, dinners and seminars.
: A heritage attraction that opens the facility to public use.
: A facility that promotes and supports links with the educational activity learning programme for the county.
: A heritage visitor tour that supports and promotes partnership events and shared access to the heritage attractions within Warwick.
: A retail and comercial offer that provides bespoke accommodation / offices / kitchens / catering facilities in support of the events and facility programme.
II.1.6)Common procurement vocabulary (CPV)

55120000, 80490000, 92521100, 55311000, 55523000, 55410000, 98351000, 55900000, 79993000, 80000000, 92300000, 92000000, 98000000

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: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

In order to maximise the benefit gained through open tender to the market, the Council are willing to enter a flexible agreement over a minimum of a four years on either a lease or service contract (or both) model. Each approach may have a range of values dependent upon quantum of service or investment required. We would therefore assume a range of values to the contract.
Estimated value excluding VAT:
Range: between 20 000,00 and 30 000 000,00 GBP
II.2.2)Information about options

Options: yes
Description of these options: The product or service for tender may be wholly defined by the bidders through a staged negotiation process, within a range of stated objectives for the Council on either a lease or service contract(or both) model over a minimunm of four years.
Provisional timetable for recourse to these options:
in months: 12 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 5
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 60 (from the award of the contract)
II.3)Duration of the contract or time limit for completion

Starting 1.11.2012. Completion 1.11.2017

Section III: Legal, economic, financial and technical information

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

A deposit/s and or parent company gurantee/s and/or bond/s may be required depending on the solution offered.
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

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Council will supply applicable terms and conditions in the ITN document (Form of lease and Service Contract).
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: Evidence as requested in the PQQ Document.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Evidence as requested in the PQQ Document.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Evidence as requested in the PQQ Document.
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

Some candidates have already been selected (if appropriate under certain types of negotiated procedures) no
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: In accordance with the PQQ process.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated yes
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

Time limit for receipt of requests for documents or for accessing documents: 31.8.2012 – 11:59
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

31.8.2012 – 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

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening 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
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:1.8.2012