University of Sunderland Graduation Ceremonies

University of Sunderland Graduation Ceremonies

The University of Sunderland is inviting tenders to host its graduation ceremonies, held for one full week every July, and three days every November/December.

UK-Sunderland: Recreational, cultural and sporting services

2013/S 087-148373

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

University of Sunderland
2nd Floor Edinburgh Building Chester Road
Contact point(s): Maureen Casey
For the attention of: Maureen Casey
SR1 3SD Sunderland
UNITED KINGDOM
Telephone: +44 1915152541
E-mail: tenders@sunderland.ac.uk

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

Other: University
I.3)Main activity

Education
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:

University of Sunderland Graduation Ceremonies.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 26: Recreational, cultural and sporting services
NUTS code UKC23

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)

The University of Sunderland is inviting tenders to host its graduation ceremonies, held for one full week every July, and three days every November/December. The summer ceremonies see over 12,000 students, their guests, and staff attend (two separate events per day). The successful bid would be able to accommodate an average of 1 250 people per event, and be able to manage up to 2 400 at the largest events. The venue must support a staged area able to accommodate at least 30, and preferably up to 80. The ceremony must be viewable by all attending with appropriate sound support. The winter ceremonies are smaller, with c. 500 students and guests and a stage party of up to 18.
The venue must be accessible to those with special needs, and must be able to offer considerable support in crowd management and stewarding of the occasion.
The University wishes to offer a seamless experience to our graduates and their guests, and as a result require the successful bidder to be able to offer refreshments before ceremonies and a buffet meal after, and to be licensed to serve alcohol. There is also the need to be able to host a corporate/VIP reception and meals before, in-between and after each event, to offer space for a number of photography studios, for a large area for gowning of students, and for an on-site creche (staffed by the University) for a small number of children.
On-site car parking is preferred. As students may walk between accommodation/the university and the venue, it must be in central Sunderland (no more than two miles from the Universitys City Campus).
This will be a 3 year contract with the option to extend for a further 1 year plus an additional 1 year depending upon the performance of the supplier.
Please express your interest through the Intend portal http://in-tendhost.co.uk/universityofsunderland/aspx/Home

II.1.6)Common procurement vocabulary (CPV)

92000000, 55520000, 92300000

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:
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

Will be identified in payment provisions to be included in the tender documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Group or consortia bidders must be joint and severably liable.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Bidders should note that the client is not obliged to accept any tender submitted by any party in reponse to or pursuant to the Invitation to tender amd yhat the client has the right to cancel the project at any stage.
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: Further information will be requested in the form of a pre qualification questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Further information will be requested in the form of a pre qualification questionnaire.
Minimum level(s) of standards possibly required: Further information will be requested in the form of a pre qualification questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Further information will be requested in the form of a pre qualification questionnaire.
Minimum level(s) of standards possibly required:
Further information will be requested in the form of a pre qualification questionnaire.
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

Restricted
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 3
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

UOS/Graduation Ceremonies/0413.
IV.3.2)Previous publication(s) concerning the same contract

no
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: 31.5.2013 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

31.5.2013 – 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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
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

Maureen Casey University of Sunderland
2nd Floor Edinburgh Building Chester Road
SR1 3SD Sunderland
UNITED KINGDOM
E-mail: tenders@sunderland.ac.uk
Telephone: +44 1915152541

Body responsible for mediation procedures

Maureen Casey University of Sunderland
2nd Floor Edinburgh Building Chester Road
SR1 3SD Sunderland
UNITED KINGDOM
E-mail: tenders@sunderland.ac.uk
Telephone: +44 1915152541

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:

1.5.2013