Events Planning – Government Procurement Service

Events Planning – Government Procurement Service

This Framework Agreement is set up by the Authority for Events Planning, Delivery and Related Services.

United Kingdom-Liverpool: Exhibition, fair and congress organisation services

2013/S 146-253973

Prior information notice

Services

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
Contact point(s): commscategoryteam@gps.gsi.gov.uk
L3 9PP Liverpool
UNITED KINGDOM
Telephone: +44 3450103503
E-mail: supplier@gps.gsi.gov.ukeEnablement@gps.gsi.gov.uk

Internet address(es):

General address of the contracting authority: http://gps.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)

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.B: Object of the contract (Supplies or services)

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

RM1049 Events Planning, Delivery and Related Services
II.2)Type of contract and place of delivery or of performance

Service category No 27: Other services
UK.
NUTS code UK

II.3)Information on framework agreement
II.4)Short description of nature and quantity or value of supplies or services:

This Framework Agreement is set up by the Authority for Events Planning, Delivery and Related Services. It will allow Central Government departments, their Arms Length Bodies (ALBs) and the Wider Public Sector who are Contracting Bodies, to utilise this Framework Agreement for events management services.
Government has an events requirement which spans a variety of markets (Financial, B2B, B2C, Health, etc), audiences (e.g. Press, Consumer, Businesses, Tourism) and across various locations (ranging from Regional and National to Overseas and International events). Through this framework the Supplier will provide Events Planning, Delivery and Related Services to meet the different requirements of individual Customers.
It is the intention of the Authority to closely manage compliance with the Framework Agreement during the Framework Period.
The framework will cover the provision of all aspects of Events Planning, Delivery and Related Services to the relevant Contracting Bodies. It is proposed that the requirement will be split across a number of lots, subject to the outcome of this market engagement (see lot information below).
The Supplier must have the relevant expertise to manage all of the requirements listed for a particular lot; that will provide the basis for the creation and delivery of successful events.
Estimated cost excluding VAT:
Range: between 40 000 000 and 50 000 000 GBP
Lots

This contract is divided into lots: yes

II.5)Common procurement vocabulary (CPV)

79950000, 79340000, 79951000, 79952000, 79952100, 79956000

II.6)Scheduled date for start of award procedures

10.2.2014
II.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes
II.8)Additional information:

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Government Procurement Service is due to commence a new procurement activity for events planning and delivery requirements, with an anticipated award date of February 2014.
Prior to this, Government Procurement Service is proposing to undertake market engagement with potential suppliers. The purpose of this PIN is to communicate our proposed framework structure and encourage potential suppliers to participate in our consultation exercise.
To take part in the consultation, potential suppliers should visit http://www.surveymonkey.com/s/Supplier_Consultation_Events_Planning and complete the Consultation Pack.

Information about lots

Title attributed to the contract by the contracting authority: Lot No: 1 Lot title: Events Planning and Delivery

1)Short description:

Delivery of strategic event project planning services with dedicated project manager, including where required by the customer, overseas events. Services covered by this lot include, but are not limited to:
— Project planning and management including budgetary management;
— Provision of delegate management and delegate acquisition;
— Venue sourcing, contracting and management;
— Identification and sourcing of event speakers;
— Management of paying events;
— Identification and recruitment of potential sponsors;
— Management of the production and supply of exhibition and conference graphics and display systems,
— Content and delegate pack design and production;
— Provision of on-site resource to manage and co-ordinate events;
— Event photography;
— Translation Services;
— Evaluation of events and demonstration of Return on Investment (ROI);
— Event Broadcasting Provision and Management;
— Events Media Build Services.
2)Common procurement vocabulary (CPV)

79950000, 32000000, 45212310, 32351100, 32210000, 79952000, 79952100, 79956000, 79951000

5)Additional information about lots:

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Further details of our proposed lot structure are included in our Supplier Consultation Pack.
To take part in the consultation, potential suppliers should visit: http://www.surveymonkey.com/s/Supplier_Consultation_Events_Planning

Title attributed to the contract by the contracting authority: Lot No: 2 Lot title: Audio Visual (AV) services, design and integration

1)Short description:

The Supplier will provide Audio Visual (AV) services, design and integration to meet the different requirements of individual Customers, including but not limited to:
— Provision of basic AV equipment.
— Design and installation of bespoke AV systems for events of varying sizes, including:
— Microphone systems;
— Camera systems;
— Speaker management systems;
— Interpretation booths;
— Sound production (including control);
— lighting production (and control) – for media.
2)Common procurement vocabulary (CPV)

32320000, 32340000

5)Additional information about lots:

The Contracting Authority intends to use an eTendering system in this procurement exercise and reserves the right to use a reverse auction.
Further details of our proposed lot structure are included in our Supplier Consultation Pack.
To take part in the consultation, potential suppliers should visit: http://www.surveymonkey.com/s/Supplier_Consultation_Events_Planning

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.2)Conditions for participation
III.2.1)Information about reserved contracts

Section VI: Complementary information

VI.1)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.2)Additional information:

This upcoming 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 eSourcing Suite, this can be done online at https://gpsesourcing.cabinetoffice.gov.uk by following the link ‘Register for GPS eSourcing’. 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://gps.cabinetoffice.gov.uk/i-am-supplier/respond-tender

Note that, by registering for the eSourcing Suite in this way, you will then be in a position to express an interest in any future procurements run by Government Procurement Service.
Once you have registered on the eSourcing Suite, a registered user can request access to the procurement (when it is open). This is done by emailing: expressionofinterest@gps.gsi.gov.uk

Your email must clearly state: the name and reference for the procurement; 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.
As a user of the e-Sourcing Suite you will have access to Emptoris email messaging service which facilitates all messages sent to you and from you in relation to any specific RFX event. Please note it is your responsibility to access these emails on a regular basis to ensure you have sight of all relevant information.
For technical assistance on use of the e-Sourcing Suite please contact the Government Procurement Service Helpdesk: Freephone: +44 3450103503 or Email: supplier@gps.gsi.gov.uk

Further details of our proposed framework lot structure are included in our Supplier Consultation Pack.
To take part in the consultation, potential suppliers should visit: http://www.surveymonkey.com/s/Supplier_Consultation_Events_Planning

VI.3)Information on general regulatory framework

Relevant governmental Internet sites where information can be obtained
Tax legislation http://www.hmrc.gov.uk/thelibrary/legislation.htm
Environmental protection legislation http://www.legislation.gov.uk/ukpga/1990/43/contents
Employment protection and working conditions http://www.direct.gov.uk/en/Employment/Employees/index.htm

VI.4)Date of dispatch of this notice:25.7.2013