First World War Centenary Commemorative Event

First World War Centenary Commemorative Event – Thiepval

engaging an Event Management Company to work with DCMS and numerous stakeholders to advise on, and to plan and deliver, the event.

United Kingdom-London: Cultural event organisation services

2015/S 048-083712

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Department of Culture, Media and Sport
100 Parliament Street
Contact point(s): https://www.delta-esourcing.com
For the attention of: Sally Davey
SW1A 2BQ London
UNITED KINGDOM
Telephone: +44 72112213
E-mail: commercial@culture.gov.uk

Internet address(es):

General address of the contracting authority: www.gov.uk/dcms

Electronic access to information: https://www.delta-esourcing.com

Electronic submission of tenders and requests to participate: https://www.delta-esourcing.com

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

Ministry or any other national or federal authority, including their regional or local sub-divisions

I.3)Main activity

Recreation, culture and religion

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)Description

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

First World War Centenary Commemorative Event – Thiepval.

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

Services
Service category No 26: Recreational, cultural and sporting services

NUTS code FR

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)

Cultural event organisation services. As part of its centenary commemorations of the First World War, the UK Government will be hosting a large commemorative event at the Thiepval Memorial in France on Friday 1.7.2016. The main event will be preceded by an overnight vigil at the monument. It is expected that the event will be broadcast live on television in the UK and France. The Department for Culture, Media and Sport (DCMS) is the lead government department and is engaging an Event Management Company to work with DCMS and numerous stakeholders to advise on, and to plan and deliver, the event. Public attendance is likely to be around 8 000 with an additional 2 000 VIPs. The details of the requirement are subject to change but are expected to include:
— Delivery of a public ballot for attendance at the main commemorative event (8 000 guests);
— Delivery of a televised, live, 1 hour event, at Thiepval Memorial to take place on 1.7.2016 at approx. 12:00 CET time, and an all-night vigil on the evening of 30.6.2016;
— Delivery of 3 additional viewing areas in the local vicinity with the aim of doubling the number of people who can view the event;
— The sourcing, management and delivery of all identified support buildings, security fencing, seating, catering and facilities requirements to run alongside the event set, including production, design and build, contracting and securing appropriate suppliers, managing risks, erection/break-down and layout;
— Delivery of a park and ride facility for those attending the event, using multiple locations and in liaison with relevant stakeholders;
— Security, health and safety, risk assessment and insurance/liability arrangements;
— Transport and security arrangements for high profile guests in and out of the memorial site and surrounding area;
— Guest list management including invitations, accreditation, logistics and communications;
— Provision of power generators and water supplies to deliver all aspects of the event ;
— Provision of team radio control system for internal communications and Wi-Fi equipment for external communication accessibility;
— Project management from end to end;
— Fluent language skills in English and French;
— Multiple stakeholder management and collaboration (e.g. CWGC, Royal British Legion, Broadcasters and other media, VIP guests (Heads of State level).

Please refer to the ITT document for full details of the scope and requirements. This can be obtained from https://www.delta-esourcing.com/respond/K2273R4PWR

Prospective Tenderers will need to register on Delta. The Delta access code for this procurement exercise is K2273R4PWR.

II.1.6)Common procurement vocabulary (CPV)

79952100

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

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

II.1.8)Lots

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:

The budget for the work is to be confirmed but is currently anticipated to be in the region of 2 000 000 GBP – 4 000 000 GBP. The Contracting Authority reserves the right to amend this either below or above this range.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Starting 1.6.2015. Completion 31.7.2016

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:

Please refer to the ITT document.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Please refer to the ITT document.

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

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please refer to the ITT document.
Minimum level(s) of standards possibly required: Please refer to the ITT document.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to the ITT document.
Minimum level(s) of standards possibly required:
Please refer to the ITT 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

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Open

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

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:

100548

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

Prior information notice

Notice number in the OJEU: 2015/S 11-014906 of 16.1.2015

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: 23.4.2015 – 23:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

24.4.2015 – 10:00

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

in days: 90 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Date: 24.4.2015 – 11:00

Place:

London.

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

For more information about this opportunity, please visit the Delta eSourcing portal at:

https://www.delta-esourcing.com/tenders/UK-UK-London:-Cultural-event-organisation-services./K2273R4PWR

To respond to this opportunity, please click here:

https://www.delta-esourcing.com/respond/K2273R4PWR

GO Reference: GO-201534-PRO-6413438.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Department of Culture, Media and Sport
100 Parliament Street
SW1A 2BQ London
UNITED KINGDOM
E-mail: commercial@culture.gov.uk
Telephone: +44 72112213

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:

4.3.2015