Strategic Event Management and Support Tender

Strategic Event Management and Support Tender – Glasgow

The Institution now has a number of on-going large scale strategic events which take place throughout each academic year.

United Kingdom-Glasgow: Event services

2018/S 123-279651

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

City of Glasgow College
190 Cathedral Street
Glasgow
G4 0RF
United Kingdom
Telephone: +44 1413755167
E-mail: deborah.fagan@cityofglasgowcollege.ac.uk
NUTS code: UKM82

Internet address(es):Main address: http://www.cityofglasgowcollege.ac.uk/

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00453

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

The Provision of Strategic Event Management and Support

Reference number: CS/CoGC/18/030

II.1.2)Main CPV code

79952000

II.1.3)Type of contract

Services

II.1.4)Short description:

The Institution now has a number of on-going large scale strategic events which take place throughout each academic year. From Graduations to Education Symposiums, the Institution continues to make its mark across the UK, Europe and beyond. Given the significance and frequency of events the Institution requires the services of a Professional Events Management Company to assist and support the Events Team, Senior Management and Executive Team at key times throughout the year. Support is required across the following:

— informing and briefing key personnel (Public and Private figures),

— brand / design advice for key events,

— drafting content and wrap around support for Corporate Events,

— corporate messaging and themed content,

— invitations, database compilation and management,

— sourcing materials, activity and personnel to support each event,

— sourcing relevant guest / celebratory speakers,

— international delegations.

II.1.5)Estimated total value

Value excluding VAT: 250 000.00 GBP

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)

79952000

II.2.3)Place of performance

NUTS code: UKM82

Main site or place of performance:

City of Glasgow College, City Campus, 190 Cathedral Street, Glasgow, G4 0RF.

Riverside Campus, 21 Thistle Street, Glasgow, G5 9XB.

II.2.4)Description of the procurement:

3.1.1.2 The Institution now has a number of on-going large scale strategic events which take place throughout each academic year. From Graduations to Education Symposiums, the Institution continues to make its mark across the UK, Europe and beyond. Given the significance and frequency of events the Institution requires the services of a Professional Events Management Company to assist and support the Events Team, Senior Management and Executive Team at key times throughout the year. Support is required across the following:

— informing and briefing key personnel (Public and Private figures),

— brand / design advice for key events,

— drafting content and wrap around support for Corporate Events,

— corporate messaging and themed content,

— invitations, database compilation and management,

— sourcing materials, activity and personnel to support each event,

— sourcing relevant guest / celebratory speakers,

— international delegations.

II.2.5)Award criteria

Criteria below

Quality criterion – Name: Experience of the organisation / Weighting: 17

Quality criterion – Name: Case study / Weighting: 15

Quality criterion – Name: Staffing provision / Weighting: 10

Quality criterion – Name: Brand protection and promotion / Weighting: 10

Quality criterion – Name: Contract management / Weighting: 5

Quality criterion – Name: Added-value / Weighting: 5

Quality criterion – Name: Business continuity planning / Weighting: 2

Quality criterion – Name: Fair work practises / Weighting: 2

Quality criterion – Name: Equality and diversity / Weighting: 2

Quality criterion – Name: Modern slavery / Weighting: 2

Price – Weighting: 30

II.2.6)Estimated value

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

Duration in months: 36

This contract is subject to renewal: yes

Description of renewals:

Option to extend up to 24 months after the initial 36 month period.

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

III.1.2)Economic and financial standing

Minimum level(s) of standards possibly required:

Please refer to Part 4 B Economic and Financial Standing of the ESPD.

The College will use the following ratios to evaluate a bidder’s financial status.

Bidders must confirm within their response to the relevant question within the “Qualification envelope” that as a minimum, 2 out of the 3 ratios can be met and what the value of each ratio is.

The 3 ratios to be evaluated are:

— profitability: this is taken as profit after tax but before dividends and minority interests. If a company makes a profit then it is a pass for this ratio,

— liquidity: this is calculated as current assets less stock and work in progress, divided by current liabilities. If the answer is greater that or equal to “one” then it is a pass for this ratio,

— gearing: this is calculated as the total external secured borrowing (short term and long term) divided by shareholder funds expressed as a percentage. If the answer is less than or equal to 100% it is considered a pass for this ratio.

Where 2 out of the 3 ratios cannot be met, the College may take the undernoted into consideration when assessing financial viability and the risk to the College, providing that the Bidder can supply evidence to substantiate any of the mitigating criteria. This list is not exhaustive and other criteria may be considered where proposed by a bidder as mitigating factors:

— Would the bidder have passed the checks if prior year accounts had been used?

— Were any of the poor appraisal outcomes ‘marginal’?

— Does the bidder operate in a market which, traditionally, requires lower liquidity or higher debt finance?

— Does the bidder have sufficient reserves to sustain losses for a number of years?

— Does the bidder have a healthy cash-flow?

— Is the bidder profitable enough to finance the interest on its debt?

— Is most of the bidder’s debt owed to group companies?

— Is the bidder’s debt due to be repaid over a number of years, and affordable?

— Have the bidder’s results been adversely affected by “one off costs” and / or “one off accounting treatments”?

— Do the bidder’s auditors (where applicable) consider it to be a “going concern”?

— Do Keynote (where applicable) consider the bidder to be a “going concern”?

— Will the bidder provide a Parent Company Guarantee?

— Is the bidder the single supplier / source of the Goods / Works / Services in the marketplace?

The College will obtain an Equifax Report or similar financial verification systems to validate the information provided.

Please refer to Part 4 B.

Bidders must confirm they can provide the following supporting evidence prior to award:

— Employer’s (Compulsory) Liability Insurance = 5 000 000 GBP,

— Product Liability Insurance = 2 000 000 GBP,

— Public Liability Insurance = 10 000 000 GBP.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

ESPD Question 4C.6 Technical and Professional Ability (Qualifications).

The bidder as a company will require to ensure that all individuals who will be engaged in the delivery of the contract must be appropriately vetted in accordance with the Protection of Vulnerable Groups (Scotland) Act 2007.

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:

The relevant contact will be subject to a performance management system with Scorecards.

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

Obligation to indicate the names and professional qualifications of the staff assigned to performing 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: no

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: 17/08/2018

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: 17/08/2018

Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes

Estimated timing for further notices to be published:

June 2021.

VI.2)Information about electronic workflows

Electronic ordering will be used

Electronic payment will be used

VI.3)Additional information:

Bidders may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Declarations and Certificates:

In an open tendering procedure prior to any award being made the successful bidder must provide the undernoted certificates, declarations and/or completed questionnaires to evidence their compliance with the relevant questions within the Qualification Questionnaire.

All certificates, declarations and questionnaires can be found within the Attachment area of PCS-T.

Appendix A: Form of tender.

Appendix B: Freedom of information (if applicable).

Appendix C: supply chain code of conduct.

Appendix G: GDPR Assurance Assessment.

Appendix J: PVG Act Declaration.

In the case of an open tender this information will not be required to be uploaded and submitted with the bid, but will instead be requested by the College following the conclusion of the evaluation of the Qualification, Technical and Commercial Questionnaires and prior to the award of the tender.

Failure to provide this information or in the event that the information provided does not support or evidence the statements made within the Qualification Questionnaire, will invalidate any bid. In this scenario the College will seek to obtain the relevant information and evidence from the second highest scoring bidder and so on, and upon verification will award the contract to this bidder instead.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 11272

For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

(SC Ref:548161)

VI.4)Procedures for review

VI.4.1)Review body

City of Glasgow College
190 Cathedral Street
Glasgow
G4 0RF
United Kingdom
Telephone: +44 1413755167Internet address: http://www.cityofglasgowcollege.ac.uk/

VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

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

VI.5)Date of dispatch of this notice:

27/06/2018