University of Southampton Event Management Services

University of Southampton Event Management Services

The University of Southampton has a procurement opportunity for the supply of events management services intended for use by one of its departments.

United Kingdom-Southampton: Event services

2016/S 157-285595

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

University of Southampton
University Road
Contact point(s): Procurement
For the attention of: Suzanne Carlisle
SO17 1BJ Southampton
United Kingdom
Telephone: +44 2380595688
Fax: +44 2380598029

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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


I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

The University of Southampton is procuring on behalf of itself and the entities listed in (VI.3) Additional Information

Section II: Object of the contract


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

Events Management Services.

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

Service category No 26: Recreational, cultural and sporting services

NUTS code UKJ32

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with a single operator

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 600 000 and 2 000 000 GBP

II.1.5)Short description of the contract or purchase(s)

The University of Southampton has a procurement opportunity for the supply of events management services intended for use by one of its departments — the NIHR Evaluation, Trials and Studies Coordinating Centre (NETSCC ). This tender invites you to submit your response for a solution that conforms to the specification contained within the Invitation to Tender documents.
NETSCC manages the events management contract on behalf of the Department of Health, for organisations forming part the National Institute of Health Research (NIHR), this is an informal organisation consisting of various research organisations. The events range in size and duration from small, one day meetings to large meetings and conferences spanning multiple days. Alongside those events, there will be third party events where it is necessary to ensure that research entities, approved by the Department of Health, has appropriate and consistent presence and appearance at an agreed programme of events. In 2016 this included, for example, NHS Expo, NHS R&D Forum, Patient Information Forum (NICE 2016) and NHS Confederation.
NETSCC is looking to commission several events annually alongside production of digital literature. The department is looking for a supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.
In order to meet this requirement, the University is seeking to put in place a sole-supplier framework agreement for the provision of events management services for use by NETSCC and the Department of Health. It is the intention that the University of Southampton and the Department of Health are able to utilise this Framework, however the supplier appointed will be expected to work with other contracting authorities, working together under the broad heading of NIHR, who may give input and detail to the services provided. Such input is subject to approval by the Department of Health. The Framework will also be open to the participating organisations listed in VI.3.
The successful supplier will be required to provide strategic event and project management services, which includes areas such as:
(a) Event Management:
— Assistance with sourcing and selection of venues.
— Managing the arrangements for the production of meeting materials, audio-visual and accommodation requirements.
— Management of design, audio visual, staging and technical support requirements.
— Co-ordination of the production and distribution of attendee booking system to include taking payment for conference attendance where necessary.
— Provision of point of contact for attendees prior to the event and staff to register delegates and manage events on the day.
— Production, circulation and analysis of resources such as joining instructions, delegate pack and feedback forms.
— Liaison with other relevant centres within the NIHR where necessary regarding their individual requirements.
(b) Project Management:
— Project management of the design, layout, proof reading and production of University and NIHR reports.
— Project management of the design and conceptualisation of ad hoc print and communications assignments including a range of traditional and social media projects.

A broader appreciation of the NIHR can be obtained from their website — — while a full list of the contracting authorities participating in this framework agreement can be found at the (VI.3) Additional Information section of this contract notice.

Framework Term:
The University proposes to enter into a Framework Agreement(s) for a maximum period of 4 years with the successful bidder.
This will comprise of an initial contract period of 2 years with an option to extend by a further 2 years subject to satisfactory performance and at the discretion of the University.

II.1.6)Common procurement vocabulary (CPV)

79952000, 79952100, 55100000, 98112000, 98110000, 98111000, 55120000, 79950000, 79956000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no


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:

Bidders are advised that the estimated value of this contract in its entirety is 600 000 — 2 000 000 GBP (excluding VAT).
This value is intended to reflect the initial framework period of 2 years plus the value of any agreement extensions up to a total contract term of 4 years.
The estimated contract value for the initial contract period is 300 000 GBP — 750 000 GBP (excluding VAT)
Due to the nature of this project, it has been deemed unsuitable for division into lots. The risk of dividing the requirement would render the execution of the contract excessively technically difficult, not cost effective and would undermine the proper execution of the contract.
II.2.2)Information about options
II.2.3)Information about renewals

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

Starting 1.10.2016. Completion 30.9.2020

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The Contracting Authority reserves the right to require deposits, guarantees, bonds, warranties and other forms of appropriate security.

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

As defined in the Invitation to Tender documentation.

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

No special legal form will be required for bidding purposes but the University will require to contract with a legal entity. In the case of organisations applying as a consortia or joint venture, full details for each member must be provided. It will be necessary for each member to sign an undertaking that they shall be jointly and severally liable, or to require a single provider to take primary liability for the performance of the contract.
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

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In accordance with Directive 2014/24/EU of the European Parliament and of the Council and the Public Contracts Regulations 2015.
To support the financial assessment, the University will obtain a financial appraisal report from CreditSafe. This report provides the University with an overall Risk Score, which will be used to assess the applicant’s financial standing. The University reserves the right to exclude or request provision of further assurances, such as parent company/bank guarantee or performance bonds, where bidders financial scoring is classed as ‘Satisfactory — Below Expectations’ (49-30) or Poor (29 or below).
Further details are provided within the Invitation to Tender documents (File 2).
Minimum level(s) of standards possibly required: Organisations are advised that a requirement of this tender is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:
Employers (Compulsory) Liability: 5 000 000 GBP per occurrence
Public Liability: 5 000 000 GBP per occurrence
Professional Indemnity 5 000 000 GBP per occurrence
All values stated are in GBP.
It is a legal requirement that all companies hold Employer’s (Compulsory) Liability of 5 000 000 GBP as a minimum. Please note that this requirement is not applicable to Sole Traders.
Tenderers will be excluded if they fail to confirm satisfactory insurance levels.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with Directive 2014/24/EU and the Public Contracts Regulations 2015.
Minimum level(s) of standards possibly required:
As defined in the Invitation to Tender documents (if applicable).
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: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

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

An electronic auction will be used: no
IV.3)Administrative information

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


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: 27.9.2016 – 11:59
Payable documents: no

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

27.9.2016 – 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


IV.3.7)Minimum time frame during which the tenderer must maintain the tender

in days: 90 (from the date stated for receipt of 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

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

VI.3)Additional information

The University is utilising an electronic tendering tool (In-Tend: to manage this procurement and to communicate with bidders.

All documentation in relation to this tender can be downloaded from the In-Tend portal. Bidders are advised that there will be no hard copy documents issued to organisations and all communications with the University including the submission of PQQ and/or Invitation to Tender Responses will be conducted via the In-Tend portal.
Regular monitoring of the portal is the responsibility of the bidder.
If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the tender documentation.
Once you have logged in as a supplier: click on ‘Tenders’; locate the relevant project; and click ‘View Details’. Once you are in the project screen, you will be able to register your company against the project and access all documentation by clicking ‘Express Interest’.
Bidders are advised that formal expressions of interest in the project must be by way of completion and return of the relevant Pre-Qualification (if applicable) or Invitation to Tender documents via the In-Tend portal.
Further instructions for the submission of Invitation to Tender responses are below.
To submit your return, please follow the instructions below:
1. Log In
2. Click ‘Tenders’.
3. Locate the relevant project.
4. View Details.
5. Click on the tab relating to the relevant project stage (e.g. ‘Invitation to Tender’).
6. Click on the ‘Attach Documents’ button and upload your return.
7. Check ALL your response documents are uploaded and displayed in the ‘My Tender Return’ panel. The system will only permit your organisation to make one return.
8. Click the red ‘Submit Return’ button.
Please note that, to preserve the integrity of the tendering procedure, all queries must made be via the correspondence function within the In-Tend portal.
In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a tender response, bidders are consenting to publication of this information unless otherwise agreed in advance with the University.
Participating Institutions.
This framework will be open for call-off contracts from the following Customers:
University of Southampton;
University Road;
SO17 1BJ;
Department of Health
Richmond House
79 Whitehall
Leeds Teaching Hospitals NHS Trust
Leeds Innovation Centre
103 Clarendon Road
University of Leeds
21 Queen Street
LGC (Laboratory of the Government Chemist)
Queens Road
TW11 0LY.

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:



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