Supply of PA Systems for Major Events for Bournemouth Borough Council

The scope of the contract is to supply Bournemouth Borough Council with a PA system for major events that are held annually.

United Kingdom-Bournemouth: Public address systems

2014/S 201-355415

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Council of the Borough of Bournemouth
Town Hall, Bourne Avenue
Contact point(s): Strategic Procurement Team
BH2 6DY Bournemouth
UNITED KINGDOM
Telephone: +44 1202451417
E-mail: procurement@bournemouth.gov.uk
Fax: +44 1202454889

Internet address(es):

General address of the contracting authority: www.bournemuth.gov.uk

Further information can be obtained from: The Council of the Borough of Bournemouth
Internet address: www.supplyingthesouthwest.org.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The Council of the Borough of Bournemouth
Internet address: www.supplyingthesouthwest.org.uk

Tenders or requests to participate must be sent to: The Council of the Borough of Bournemouth
Internet address: www.supplyingthesouthwest.org.uk

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: no

Section II: Object of the contract

II.1)Description

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

The Supply of PA Systems for Major Events for Bournemouth Borough Council.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Bournemouth, Dorset.

NUTS code UKK21

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)

Bournemouth Borough Council is looking to appoint the services of a dynamic and proactive company with extensive Public Address System experience for the Council’s major tourism events.
The Tourism Department of Bournemouth Borough Council currently organises two major events annually; the Bournemouth Air Festival and the Bournemouth Wheels Festival.
The Wheels Festival attracts 500 000 people across 3 days in May and the Bournemouth Air Festival which attracts 1 300 000 visitors across 4 days at the end of August.
The nature of an open event site in the town’s prime beach front location requires a highly experienced company with the ability to deliver a full public address system where over 50 % is being rigged on a sandy beach during the peak summer season.
The event site covers 2 miles across two levels which needs a fully zoned public address system and commentary unit with a team on site throughout to deal with technical issues.
The Council also reserve the right to ask the supplier to provide these services at other major Council events (where it is anticipated in excess of 250 000 people are expected over a period of a few days).
Bournemouth Borough Council reserves the right to add and remove events from the Council’s tourism calendar as required. The Council does not guarantee that either the Wheels Festival or the Air Festival or any other major event that is added to the Bournemouth Tourism calendar during the length of the contract will remain the same or continue entirely.

For further information on the requirement, please express an interest through www.supplyingthesouthwest.org.uk in order to view the documentation.

II.1.6)Common procurement vocabulary (CPV)

48952000

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: no

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 scope of the contract is to supply Bournemouth Borough Council with a PA system for major events that are held annually.
The Council also reserve the right to ask the supplier to provide these services at other major Council events(where it is anticipated in excess of 250 000 people are expected over a period of a few days).
Bournemouth Borough Council reserves the right to add and remove events from the Council’s tourism calendar as required depending on budget constraints.
The length of the contract is for 3 years subject to funding with 2 possible 1 year extensions.
It is estimated that the cost for the Supply of PA Systems at both of the two current Major Festivals (The Wheels Festival and the Bournemouth Air Festival) is up to GBP 70 000 per annum.
To allow for a possible increase in the number of major events that the Council undertakes during the length of the contract, the contract value is being set at GBP 100 000 per annum. The OJEU Notice has therefore been issued at a value of up to GBP 100 000 per annum.
This a full contract value of up to GBP 500 000 over the full length of the contract (5 years) if all extensions are taken.
Estimated value excluding VAT: 500 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The length of this contract is for three years with the option to extend annually for a further 2 years.
Therefore if all extensions are taken the full length of the contract will be 5 years.
Provisional timetable for recourse to these options:
in months: 24 (from the award of the contract)

II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Starting 1.1.2015. Completion 31.12.2019

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The Council reserves the right to require guarantees and performance bonds or bank guarantees to secure any advance payments/warranty or maintenance as felt appropriate.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payments will be made in accordance with the standard terms of payment detailed in the tender documents.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

If a group of economic operators submit a bid, the group must nominate a lead organisation to deal with the Council. The Council shall require the group to form a legal entity or to undertake joint and several liability before entering into the contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes

Description of particular conditions: Please express an interest in the opportunity through www.supplyingthesouthwest.org.uk in order to view the tender documents. The tender documents provide further details on the requirements, evaluation criteria and conditions for the contract.

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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.

Please express an interest in the opportunity through www.supplyingthesouthwest.org.uk in order to view the tender documents. The tender documents provide further details on the requirements, evaluation criteria and conditions for the contract.

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 of these turnovers is available.

Minimum level(s) of standards possibly required: Please express an interest in the opportunity through www.supplyingthesouthwest.org.uk in order to view the tender documents. The tender documents provide further details on the requirements, evaluation criteria and conditions for the contract.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:

Minimum level(s) of standards possibly required:

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: yes

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

Envisaged number of operators: 6

Objective criteria for choosing the limited number of candidates: Please express an interest in the opportunity throughwww.supplyingthesouthwest.org.uk in order to view the tender documents. The tender documents provide further details on the requirements, evaluation criteria and conditions for the contract.

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

An electronic auction will be used: no

IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

9PWB-GS13ZR

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: 19.11.2014 – 14:00

IV.3.4)Time limit for receipt of tenders or requests to participate

19.11.2014 – 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: 3 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: All tenders are sealed electronically and opened by the Councils Democratic Services.

Section VI: Complementary information

VI.1)Information about recurrence

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

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

The Council and Borough of Bournemouth
Town Hall, Bourne Avenue
BH2 6DY Bournemouth
UNITED KINGDOM
E-mail: procurement@bournemouth.gov.uk
Telephone: +44 1202451417
Internet address: www.supplyingthesouthwest.gov.uk
Fax: +44 1202454889

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:

15.10.2014