Provide Conference Services to the British Council

6 Lots. Lot 1: Sponsorship Management Services. Lot 2: Exhibition and Poster Management Services.

United Kingdom-London: Event services

2018/S 233-532784

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

British Council
10 Spring Gardens
London
SW1A 2BN
United Kingdom
Contact person: Brian D’Mello
E-mail: brian.dmello@britishcouncil.org
NUTS code: 00

Internet address(es):Main address: www.britishcouncil.org

Address of the buyer profile: https://in-tendhost.co.uk/britishcouncil

I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/britishcouncil

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Other activity: Registered Charity

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Going Global Conferences 2020 — 2022

Reference number: BC/00661

II.1.2)Main CPV code

79952000

II.1.3)Type of contract

Services

II.1.4)Short description:

Going Global, an annual conference (the “Event”) focuses on our work in Higher Education and Skills. This open forum brings together 1 100 leaders of tertiary education from more than 80 countries to discuss and debate issues and challenges centred on a yearly theme, with an aim to increase global partnership and networks between universities, students, practitioners and higher education leaders. The British Council is seeking suppliers to work on the different lots of this tender across a period of three years. The tender is divided into 6 lots:

— Lot 1: Sponsorship Management Services,

— Lot 2: Exhibition and Poster Management Services,

— Lot 3: Registration Services,

— Lot 4: Mobile Conference App Development and Support,

— Lot 5: Film and Live Stream Services,

— Lot 6: Social Media and Daily Briefing Services.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: yes

Tenders may be submitted for all lots

II.2)Description

II.2.1)Title:

Sponsorship Management Services (to be bid for with Lot 2)

Lot No: 1

II.2.2)Additional CPV code(s)

79342200

II.2.3)Place of performance

NUTS code: 00

Main site or place of performance:

Year 1: Conference hosted in London. Year 2: Conference to be hosted abroad. Location and dates TBC in 2021. Year 3: Conference location and dates TBC in 2022.

II.2.4)Description of the procurement:

— identify and approach potential Going Global conference sponsors with opportunities of various sponsorship packages. These packages are established by the British Council’s Going Global team and shared with the supplier through the sponsorship brochure to be provided by the British Council,

— the supplier will have an exclusive right to promote the Event to any organisations pre-approved in writing by the British Council, apart from the established sponsors from previous conferences, to be informed in writing by the British Council to the supplier,

— manage relationships with secured sponsors prior, on site and after the event. More details can be found in the tender documents.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 31/10/2019

End: 31/07/2022

This contract is subject to renewal: yes

Description of renewals:

Tbc

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

II.2)Description

II.2.1)Title:

Exhibition and Poster Management Services (to be bid for with Lot1)

Lot No: 2

II.2.2)Additional CPV code(s)

79341000

72224000

II.2.3)Place of performance

NUTS code: 00

Main site or place of performance:

Year 1: Conference hosted in London.

Year 2: Conference to be hosted abroad. Location and dates TBC in 2021.

Year 3: Conference location and dates TBC in 2022.

II.2.4)Description of the procurement:

— identify and approach potential Going Global conference exhibitors with participation opportunities prepared by the British Council’s Going Global team and presented in sponsorship and exhibition participation brochure. Such brochure will be provided by the British Council to the Supplier,

—manage relationships with selected Exhibitors prior, on site and after the Event on payments, stand types, furniture, shipments, timings and all other queries,

— target at selling a minimum of 70 % of available exhibition space — at the least (approximately 16 3 x 3 square meter stands). The number of exhibition space square meters available will be revised for 2021 and 2022 conferences, depending on the venue. More details can be found in the tender documents.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 31/10/2019

End: 31/07/2022

This contract is subject to renewal: yes

Description of renewals:

Tbc

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

II.2)Description

II.2.1)Title:

Registration Services

Lot No: 3

II.2.2)Additional CPV code(s)

55120000

II.2.3)Place of performance

NUTS code: 00

Main site or place of performance:

Year 1: Conference hosted in London.

Year 2: Conference to be hosted abroad. Location and dates TBC in 2021.

Year 3: Conference location and dates TBC in 2022.

II.2.4)Description of the procurement:

— fully manage the on-site registration process, including:

—— managing delegate queries,

—— printing certificates of attendance,

—— preventing access to unpaid attendees by requesting payment proof (if payment proof is unavailable and credit card details are not provided for guarantee purposes, delegates will not be able to attend the event),

—— keeping a record of non-attendees; and

—— updating the operations manager on the daily attendance numbers. More details can be found in the tender documents.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 31/10/2019

End: 31/07/2022

This contract is subject to renewal: yes

Description of renewals:

TBC

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

II.2)Description

II.2.1)Title:

Mobile Conference App Development and Support

Lot No: 4

II.2.2)Additional CPV code(s)

48500000

II.2.3)Place of performance

NUTS code: 00

Main site or place of performance:

Year 1: Conference hosted in London.

Year 2: Conference to be hosted abroad. Location and dates TBC in 2021.

Year 3: Conference location and dates TBC in 2022.

II.2.4)Description of the procurement:

— create, develop and maintain an application (“App”) for the purposes of networking,

— provide mobile tablet computers with touchscreen display, circuitry and battery (“Tablet”) for delegates to use on site. The Supplier shall provide the British Council with a quote for rental of 150 Tablets for participants attending the conference without access to a device. The venues will have dedicated wifi access for conference delegates. More details can be found in the tender documents.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 31/10/2019

End: 31/07/2022

This contract is subject to renewal: yes

Description of renewals:

TBC

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

II.2)Description

II.2.1)Title:

Film and Live Stream Services

Lot No: 5

II.2.2)Additional CPV code(s)

92100000

II.2.3)Place of performance

NUTS code: 00

Main site or place of performance:

Year 1: Conference hosted in London.

Year 2: Conference to be hosted abroad. Location and dates TBC in 2021.

Year 3: Conference location and dates TBC in 2022.

II.2.4)Description of the procurement:

— production of video content through speaker interviews, capturing session discussions and participant and exhibitor interviews,

— video content to be social media friendly and produced “live” to profile on social media platforms during conference. A minimum of 30 video clips, each no longer than 45 seconds,

— production of marketing video to promote following year’s conference — 2 minutes maximum length. More details can be found in the tender documents.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 31/10/2019

End: 31/07/2022

This contract is subject to renewal: yes

Description of renewals:

Tbc

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

II.2)Description

II.2.1)Title:

Social Media and Daily Briefing Services

Lot No: 6

II.2.2)Additional CPV code(s)

79410000

II.2.3)Place of performance

NUTS code: 00

Main site or place of performance:

Year 1: Conference hosted in London.

Year 2: Conference to be hosted abroad. Location and dates TBC in 2021.

Year 3: Conference location and dates TBC in 2022.

II.2.4)Description of the procurement:

— plan, prepare and conduct real-time social media coverage of the Event via the official British Council’s Twitter account to be informed in writing by the British Council,

— the Supplier shall be on-site at the Location during the Event between 20 and 22 May 2020 and the following years events when confirmed and be able to tweet from a minimum of 3 different sessions simultaneously,

— plan, prepare and produce written daily briefings of the Event content to include key quotes and highlights of the day during the Event dates. These are then to be sent to British Council by the end of each conference day so that the British Council can distribute the briefings via the conference microsite. More details can be found in the tender documents.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 31/10/2019

End: 31/07/2022

This contract is subject to renewal: yes

Description of renewals:

Tbc

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

III.1.2)Economic and financial standing

III.1.3)Technical and professional ability

III.1.5)Information about reserved contracts

III.2)Conditions related to the contract

III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes

IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 22/01/2019

Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

IV.2.7)Conditions for opening of tenders

Date: 22/01/2019

Local time: 14:00

Place:

British Council Office

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

VI.3)Additional information:

Suppliers who wish to express an interest and take part in the tender process will be required to register on our e-Tendering portal In-Tend hosted at https://in-tendhost.co.uk/britishcouncil. Once registered, bidders must log-in to the website where they can view the project and access the bidders pack and submit their return. The British Council will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. Bidders will also be required to demonstrate their capability and `means of proof` will be required. These conditions are outlined in the ITT.

VI.4)Procedures for review

VI.4.1)Review body

British Council
10 Spring Gardens
London
SW1A 2BN
United Kingdom

VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

30/11/2018