Hosting of Telemark Ski Training and Racing Competitions

Hosting of Telemark Ski Training and Racing Competitions

Contract value: £10,000 – £113,000. The Authority has a requirement for a 1 year contract with options for a further 3 years for the provision of a venue, services and facilities for Telemark ski training and racing competitions hosting up to 170 personnel comprised of 150 competitors and 20 officials for up to 15 days in January of each year.

Provision of Services and Facilities for Exercise Telemark Titan Events 2016-19

Reference number:HQLF4A/008

Deadline date:24/10/2014

This deadline is for…Deadline for Expression of Interest

Contract value: £10,000 – £113,000

Location where the contract is to be carried out:Hampshire and Isle of WightHampshire and Isle of Wight,

Is this suitable for smaller suppliers?Yes

Name of the buying organisation:Ministry of Defence, C&C

Description of the contract

Recreational, cultural and sporting services. The Authority has a requirement for a 1 year contract with options for a further 3 years for the provision of a venue, services and facilities for Telemark ski training and racing competitions hosting up to 170 personnel comprised of 150 competitors and 20 officials for up to 15 days in January of each year. The contractor will be required to provide a championship venue that is able to conduct Telemark ski racing events, which must be on mainland Europe, and no more than 1200km from Calais, no further than 3 hours drive from an international airport and have good public transport links. The contractor will be required to provide suitable slopes for teaching beginners through to race techniques, prior to the delivery of a race programme that will meet FIS Telemark regulations requiring a jump, a loom (a large banked turn) and a suitable skating area in the finish. All dedicated race slopes/courses are to meet Federation International de Ski (FIS) standards and be homologated for GS. Any race slope should take a maximum of 20 minutes to get from the finish area back to the start area by use of lifts; ideally 10 minutes or less. An area to run a ‘mountain race’, with ascent and descent (both on and off piste) in controlled conditions is also required. Suitable medical and mountain rescue support is required to support the training and racing, as are homologated timing systems and appropriate safety provisions and netting. A suitable race office is to be provided with the ability to connect to broadband internet and conduct administration. A suitable location for 150 personnel to attend a prize giving is also required. Facilities for racer’s personal ski preparation are required. Any accommodation must be in proximity of the race venue and facilities. Provision core championship dates are 9 – 21 Jan with Authority Officials arriving 07 Jan, these dates are To Be Confirmed (TBC) and dates may vary +/- 5 days for future option years if taken up. At the Tender stage there will be a requirement for the Evaluation Team to visit the site to verify the evidence provided in Tender responses during the Tender Evaluation period. To be considered to be invited to tender for this requirement economic operators must submit responses to Pre-Qualification Questions as part of Expressions of Interest (EOI). Supplementary Pre-Qualification Information detailing the Pre-Qualification Questions, selection criteria and evaluation information can be obtained by email from (Tel: +44 1264381306). The Pre-Qualification EOI must be submitted via e-mail to the Authority (within the time limit specified) and should include the name, postal and e-mail address, telephone and fax numbers of the Economic Operators (EO) designated point of contact within the. It is the responsibility of the EO to ensure that their EOI has been received with the Pre-Qualification responses. Confirmation of receipt should be sought within 2 working days of issue where an EO has not received an acknowledgement by the Authority. Failure to submit responses to the Pre-Qualification Questions will result in the economic operator being deemed as ‘non-compliant’ and therefore eliminated from the process and not invited to tender for this requirement: The Authority intends to invite no more than 6 Economic Operators to tender for this requirement based upon the 6 highest scoring Pre-Qualification Question Responses received as part of Expressions of Interest. Only those Economic Operators that can demonstrate a sufficient level of technical or professional ability against the Authority’s pre-qualification criteria may be invited to tender.



Classification of the contract

92622000Sports-event organisation services

Additional information

Contract type:Services – 26

Is it a framework agreement?No

Is this contract related to a programme of funding?No

Contract will be awarded based on:Most economically advantageous tender in terms of: The criteria stated in the contract documents

Estimated length of contract:30/06/2015 – 29/06/2016

Who to contact

Contact nameAnnmarie Hall, WM2-C2

Organisation nameMinistry of Defence, C&C

AddressArmy HQ Commercial, Procurement 4 & Wider Markets, Level 2, Zone 8, IDL 437, Ramillies Building, Marlborough Lines, Monxton Road, Andover, SP11 8HT


Extension number:

Fax+44 1264381218

Web address

How to apply

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender. Electronic Trading Potential suppliers must note the Authority’s intention to use electronic trading utilising the Ministry of Defence’s standard Purchase to Payment (P2P) system operating under the Defence Electronic Commerce Service, which shall be a special condition for the performance of this Contract. You can find details on the P2P system at In the event that P2P is taken up; the Contractor shall be required to sign DEFFORM 30 (Electronic Transaction Agreements) and unconditionally accept DEFCON 5J (Unique Identifiers), DEFCON 129J (The Use of Electronic Business Delivery Form); and DEFCON 522J (Payment under P2P). The estimated contract value ranges from the estimation of a 1 year contract through to the total value of a 1 year contract with 3 option years, should the options be taken up. Any resulting Contract will include options to extend in periods of 1 Year up to a further 3 years. If a group of economic operators submits a bid, the group must nominate a lead organisation to deal with the Authority. The Authority shall require the group to form a legal entity before entering into the contract. A signed Letter of Good Standing from Economic Operators invited to Tender will be required as part of Tender responses submitted. Award Criteria: The Most Economically Advantageous Tender (MEAT) in terms of the criteria stated in the specifications, in the Invitation to Tender. From 2 April 2014 the Government is introducing its new Government Security Classifications Policy (GSC) to replace the current Government Protective Marking Scheme. A key aspect of this is the reduction in the number of security classifications used. All suppliers to the Department are encouraged to make themselves aware of the changes as it may impact on this Requirement. The link below to the website provides information on the new GSC website. The Authority reserves the right to amend any condition related to security of information to reflect any changes in national law or government policy. If any contract documents are accompanied by instructions on safeguarding classified information (e.g. a Security Aspects Letter), the Authority reserves the right to amend the terms of these instructions to reflect any changes in national law or government policy, whether in respect of the applicable protective marking scheme, specific protective markings given, the aspects to which any protective marking applies, or otherwise.