Room Booking Contract London

To provide meeting room facilities.

United Kingdom-London: Hotel meeting and conference services

2019/S 212-520314

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: The Royal Borough of Kensington and Chelsea
Postal address: Kensington Town Hall, Hornton Street
Town: London
NUTS code: UKI3
Postal code: W8 7NX
Country: United Kingdom
E-mail: procurement@rbkc.gov.uk

Internet address(es):Main address: www.rbkc.gov.uk

I.1)Name and addresses

Official name: Westminster City Council
Postal address: 64 Victoria Street
Town: London
NUTS code: UKI3
Postal code: SW1E 6QP
Country: United Kingdom
E-mail: procurement@rbkc.gov.uk

Internet address(es):Main address: www.westminster.gov.uk

I.1)Name and addresses

Official name: London Borough of Hammersmith and Fulham
Postal address: 145 King Street, Hammersmith
Town: London
NUTS code: UKI3
Postal code: W6 9JT
Country: United Kingdom
E-mail: procurement@rbkc.gov.uk

Internet address(es):Main address: www.lbhf.gov.uk

I.2)Information about joint procurement

The contract involves joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.capitalesourcing.com

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: www.capitalesourcing.com

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

I.4)Type of the contracting authority

Regional or local agency/office

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Room Booking Contract

II.1.2)Main CPV code

55120000

II.1.3)Type of contract

Services

II.1.4)Short description:

The Royal Borough of Kensington and Chelsea (the Authority) on behalf of itself, Westminster City Council and the London Borough of Hammersmith and Fulham are seeking tenders from suitable bidders to provide meeting room facilities. The Authority are advertising 1 contract opportunity, which invites tenderers to bid to supply 1 meeting venue with sufficient capacity to deliver all the indicative requirements as detailed in the specification located within a maximum distance of 1,6 kilometres (including 1,6 km) radius from either Kings Cross or Euston Rail Stations (please see the instructions to tender, Appendix 2 for map defining this area). The successful contractor will be required to supply meeting rooms which will be used as classrooms and syndicate (break out rooms) to be used by the Authority to deliver training. Further details can be found in the tender documentation.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no

II.2)Description

II.2.1)Title:

II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKI31

II.2.4)Description of the procurement:

This procurement will be using the open procedure as defined in the Procurement and Contract Regulations (2015). The contract is anticipated to commence on or around 1.4.2020 for a contract duration of 1 year, and may be at the sole discretion of the Authority extended for a further 3 contractual periods of up to 1 year each, making a total maximum contract value of 4 years.

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Location / Weighting: 10 %

Quality criterion – Name: Overview of meeting rooms and venue facilities / Weighting: 4 %

Quality criterion – Name: Accessibility of meeting rooms and venue facilities / Weighting: 2 %

Quality criterion – Name: Cleanliness of meeting rooms and venue facilities / Weighting: 2 %

Quality criterion – Name: Equipment, support and maintenance / Weighting: 5 %

Quality criterion – Name: Catering requirements / Weighting: 10 %

Quality criterion – Name: Quality assurance and continuous improvement / Weighting: 5 %

Quality criterion – Name: Social value / Weighting: 2 %

Quality criterion – Name: Total quality criteria / Weighting: 40 %

Price – Weighting: 60 %

II.2.6)Estimated value

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

Duration in months: 48

This contract is subject to renewal: no

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:

As per terms and conditions.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents

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:

As per terms and 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: 02/12/2019

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

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 02/12/2019

Local time: 12:30

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:

VI.4)Procedures for review

VI.4.1)Review body

Official name: The Royal Borough of Kensington and Chelsea
Postal address: Kensington Town Hall, Hornton Street
Town: London
Postal code: W8 7NX
Country: United Kingdom

VI.4.2)Body responsible for mediation procedures

Official name: Royal Courts of Justice
Postal address: The Royal Courts of Justice, Strand
Town: London
Postal code: WC2A 2LL
Country: United Kingdom

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

In accordance with the Public Contract Regulation 2015 the Council will incorporate a minimum 10 calendar days standstill period at the point information of an award decision is communicated to tenderers. Any action must be brought within the applicable limitation period. The purpose of the standstill period referred to above is to allow an economic operator to apply to the Court to set aside the award decision before the contract is entered into.

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

VI.5)Date of dispatch of this notice:

30/10/2019