Pavilion Exhibition Design and Delivery for British Film Institute

Pavilion Exhibition Design and Delivery for British Film Institute

The BFI is looking to procure services for years 2014, 2015 and 2016 to project manage the UK Film Centre pavilion at the Cannes Film Festival, from design management to logistical delivery. This will include working with contractors to develop exhibition an space and working floorplan.

United Kingdom-London: Cultural event organisation services

2013/S 181-312706

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

British Film Institute
21 Stephen Street
W1T 1LN London
UNITED KINGDOM
Telephone: +44 279578987

Internet address(es):

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

Address of the buyer profile: http://www.bfi.org.uk/about-bfi/business-services/selling-bfi

Electronic access to information: http://www.bfi.org.uk/about-bfi/business-services/selling-bfi

Electronic submission of tenders and requests to participate: http://www.bfi.org.uk/about-bfi/business-services/selling-bfi

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

Body governed by public law
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:

UK Film Centre in Cannes: Logistical Delivery.
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 FR823

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. Located in International Village section on the world’s most important and prestigious film festival and market, the Cannes Film Festival, the UK Film Centre pavilion has the role of promoting the UK industry presence and its business and cultural offerings to the world stage. It is the one central place at the festival which provides information about every aspect of the UK film industry to accredited delegates.
Its specific primary aims are to:
— Showcase and promote UK film excellence.
— Provide information about UK films at Cannes, whether in the festival or the market.
— Provide information about UK film professionals, organisations and companies in Cannes or how to find them in the UK if not at Cannes.
— Provide information about key topics of interest to international delegates wanting to work with the UK or know more about UK Film culture, eg tax credit, UK film festivals, audience information, new talent.
— Provide a programme of network events that encourages international professionals to meet and make UK contacts.
— Provide a events programme to highlight and openly discuss relevant key issues to the industry eg. panel discussions, presentations and Q&As.
— Provide a venue for meetings and for UK businesses and partners to host events.
— Provide communication facilities and services to support UK film professionals, sponsors and partners.
The BFI is looking to procure services for years 2014, 2015 and 2016 to project manage the UK Film Centre pavilion at the Cannes Film Festival, from design management to logistical delivery. This will include working with contractors to develop exhibition an space and working floorplan, running an information and bookings desk, logistical delivery of an events programme, managing audio-visual recording and photography, applying branding and being brand ‘police’ for the UK FILM brand (the lead ‘umbrella’ brand which hosts the pavilion), VIP and delegate hospitality, furniture management and pavilion dressing, PRing activity and events, sourcing suppliers, liaising with multiple partners including commercial partners, liaising with the festival office and Cannes Marche, freighting to location, day to day troubleshooting, quality control, evaluation to KPIs and monitoring – all within a tightly controlled budget.
The UK Film Centre is a key platform in the UK FILM communications strategy and so there is a high reputational risk to the industry if operations were insufficient. Therefore the successful vendor needs to instil absolute confidence as a delivery partner. Experience of international film (and possibly TV) markets and festivals would be perceived as advantageous.
II.1.6)Common procurement vocabulary (CPV)

79952100

II.1.7)Information about Government Procurement Agreement (GPA)
II.1.8)Lots
II.1.9)Information about variants
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

Estimated value excluding VAT:
Range: between 300 000 and 400 000 GBP
II.2.2)Information about options
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (from the award of the contract)

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
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: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at http://www.delta-esourcing.com/delta/project/reasonsForExclusion.html#pcr

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.
As set out in the Pre-Qualifying Questionnaire or Tender Documentation

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available
As set out in the Pre-Qualifying Questionnaire or Tender Documentation
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
(a) a list of the works carried out over the past 5 years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: – where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, – where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work
(d) A description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities
(e) Where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate
(f) The educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work
(g) For public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract
(h) A statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years
(i) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract
(j) An indication of the proportion of the contract which the services provider intends possibly to subcontract
(k) With regard to the products to be supplied: (i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests; (ii) certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards
As set out in the Pre-Qualifying Questionnaire or Tender Documentation
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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

Restricted
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
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

2013/067
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: 13.10.2013 – 23:59
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

14.10.2013 – 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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=73494151

GO Reference: GO-2013913-PRO-5117633

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:13.9.2013