Meetings and Events Venues within the County of Dorset

Meetings and Events Venues within the County of Dorset

Dorset County Council are seeking providers for admission to a framework agreement that can offer the provision of meeting venue facilities in specific geographical areas within Dorset.

UK-Dorchester: hotel meeting and conference services

2012/S 227-373775

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Dorset County Council
Dorset Procurement, Dorset County Council, County Hall
Contact point(s): Mrs Sureya Hart
For the attention of: Mrs Sureya Hart
DT1 1XJ Dorchester
UNITED KINGDOM
Telephone: +44 1305221250
E-mail: s.hart@dorsetcc.gov.uk
Fax: +44 1305228567

Internet address(es):

General address of the contracting authority: www.supplyingthesouthwest.org.uk

Address of the buyer profile: www.supplyingthesouthwest.org.uk

Further information can be obtained from: supplyingthesouthwest.org.uk
All documentation relating to this process is hosted on the following Procurement Portal. http://www.supplyingthesouthwest.org.uk New users will be required to register into the system and clear instructions are given and contact point is available within the portal. By registering against the CPV categories quoted on this opportunity you will be able to see this and other opportunities against those CPV codes. Users are also able to view all opportunities. Internet: http://www.supplyingthesouthwest.org.uk/
UNITED KINGDOM

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: supplyingthesouthwest.org.uk
All documentation relating to this process is hosted on the following Procurement Portal. http://www.supplyingthesouthwest.org.uk New users will be required to register into the system and clear instructions are given and contact point is available within the portal. By registering against the CPV categories quoted on this opportunity you will be able to see this and other opportunities against those CPV codes. Users are also able to view all opportunities. Internet: http://www.supplyingthesouthwest.org.uk/
UNITED KINGDOM

Tenders or requests to participate must be sent to: supplyingthesouthwestorg.uk
All documentation relating to this process is hosted on the following Procurement Portal. http://www.supplyingthesouthwest.org.uk New users will be required to register into the system and clear instructions are given and contact point is available within the portal. By registering against the CPV categories quoted on this opportunity you will be able to see this and other opportunities against those CPV codes. Users are also able to view all opportunities. Internet: http://www.supplyingthesouthwest.org.uk/
UNITED KINGDOM

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: yes

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting authority:

Meetings and Events Venues within the County of Dorset.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 17: Hotel and restaurant services
Main site or location of works, place of delivery or of performance: The main place of service delivery will be within the County of Dorset. The service will be for all directorates of Dorset County Council and potentially to other partner authorities in the South West Region who may at a later date adopt the terms and conditions of this agreement, via prior arrangement. Please see www.swcouncils.gov.uk for further information regarding those South West authorities. The potential estimated total value is likely to exceed the indicative range of spend if other partner organisations decide to participate.

NUTS code UKK22

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 30
Duration of the framework agreement

Duration in years: 4
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 720 000 and 900 000 GBP

II.1.5)Short description of the contract or purchase(s)

Dorset County Council are seeking providers for admission to a framework agreement that can offer the provision of meeting venue facilities in specific geographical areas within Dorset.
II.1.6)Common procurement vocabulary (CPV)

55120000

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: yes
Tenders may be submitted for one or more lots
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 Dorset County Council (DCC) currently operates an Internal Room Booking System which provides a centralised list of rooms allowing staff to book meeting rooms throughout Dorset County Council establishments. This has reduced the need for booking external rooms, reducing cost. There are instances where Dorset County Council Rooms are not appropriate for the type of meeting which is being held.
Dorset County Council are tendering for a framework agreement that can offer the provision of meeting venue facilities within the county of Dorset. The framework is being tendered in 10 geographical lots.
— Lot 1 Weymouth and Portland.
— Lot 2 Dorchester.
— Lot 3 Bridport, Lyme Regis and Beaminster.
— Lot 4 Sherborne.
— Lot 5 Sturminster Newton.
— Lot 6 Gillingham and Shaftesbury.
— Lot 7 Blandford Forum.
— Lot 8 Verwood and Wimborne.
— Lot 9 Christchurch.
— Lot 10 Swanage and Wareham.
Although contractors can bid for any one area within any lot direct ordering will be used to call off from the framework as the framework providers will be ranked within each Lot. The first ranked venue will be offered the opportunity to quote for the contract. If the venue is unable to accept the order, the second ranked supplier will be offered the opportunity to quote for the contract, and so on. The following are key stages in the direct ordering process:
— develop a clear statement of the service requirements,
— offer the work to the suppliers in the Lot in the ranking order,
— award the call-off contract by placing a direct order.
Estimated value excluding VAT:
Range: between 720 000 and 900 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Weymouth and Portland

1)Short description
2)Common procurement vocabulary (CPV)

55120000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 2 Lot title: Dorchester

1)Short description
2)Common procurement vocabulary (CPV)

55120000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 3 Lot title: Bridport, Lyme Regis and Beaminster

1)Short description
2)Common procurement vocabulary (CPV)

55120000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 4 Lot title: Sherborne

1)Short description
2)Common procurement vocabulary (CPV)

55120000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 5 Lot title: Sturminster Newton

1)Short description
2)Common procurement vocabulary (CPV)

55120000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 6 Lot title: Gillingham and Shaftesbury

1)Short description
2)Common procurement vocabulary (CPV)

55120000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 7 Lot title: Blandford Forum

1)Short description
2)Common procurement vocabulary (CPV)

55120000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 8 Lot title: Verwood and Wimborne

1)Short description
2)Common procurement vocabulary (CPV)

55120000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 9 Lot title: Christchurch

1)Short description
2)Common procurement vocabulary (CPV)

55120000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Lot No: 10 Lot title: Swanage and Wareham

1)Short description
2)Common procurement vocabulary (CPV)

55120000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

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

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
III.2.3)Technical capacity
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

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 below

1. Price. Weighting 60

2. Quality. Weighting 40

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:

SWCE-8Z6GX9
IV.3.2)Previous publication(s) concerning the same contract

no
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: 10.1.2013 – 14:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

10.1.2013 – 14:00
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

Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 14.1.2013 – 14:30
Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 1.2.2016.
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:21.11.2012