Hosted Events and Conferencing Services (NIHR)

Concepts

• hotel meeting and conference services
• southampton
• third party events
• researcher training events
• events
• several events
• hosted events
• the events management contract
• nihr
• an events management supplier

Location

Events are to be held across the UK and will be agreed throughout the duration of the contract. For example, previous events have been held in London, Leeds and Leamington Spa.

Description

The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events. The events range in size and duration from small, one day meetings, to large meetings and conferences spanning multiple days. Alongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has an appropriate and consistent presence and appearance at an agreed programme of events. NETSCC is looking to commission several events annually alongside production of digital literature. The department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders. The University is looking to award a contract for a fixed term of 2 years and 3 months, with the option to extend for an additional 2 years. It should be noted that the current contract between the NETSCC and University of Southampton expires 30th April 2027. In the event that the University is not re-awarded this contract, the agreement between NETSCC and the Supplier may be novated to the new contracting party. In the event that the agreement between NETSCC and University of Southampton is not re-awarded, there may be the need for services to be provided to University of Southampton under this contract for up to 6-months of the 2-year extension period.

Total Quantity or Scope

The University is conducting this procurement using the Open Procedure in accordance with the requirements of the Regulations for the purpose of procuring the services described in the Specification. The University proposes to enter into a Contract for four years and three months - this will be the maximum contract period. This will comprise of an initial contract period of two years and three months for the provision of services, inclusive of a three months period for contract mobilisation, with an optional extension period of two years. … The contract will be effective upon signing. The estimated value of the contract is between £600,000.00 and £1,000,000.00 excluding VAT. This will be the maximum contract value for the full contract period including any extension periods. This value includes all relate services, but does not include fees paid by the University directly to venues.

Award Criteria

CPV Codes

• 55120000 - Hotel meeting and conference services

Indicators

• Bids should cover the whole contract.
• Renewals are not available.
• Financial restrictions apply.
• Professional qualifications are sought.

Other Information

This contract is NOT suitable for splitting into lots. The risk of dividing the requirement into Lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract. E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate). All documentation in relation to this tender can be downloaded from In-Tend. Tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend. Regular monitoring of the portal is the responsibility of the tenderer. 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 procurement 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 organisation against the project and access all documentation by clicking 'Express Interest'. Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend. Further instructions for the submission of responses are below: To submit your return: 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, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend. Publication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015, 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 response, tenderers are consenting to publication of this information unless otherwise agreed in advance with the University. Costs and Expenses: Tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by tenderers or any of their supply chain, partners or advisers in this procurement process. The University is not liable for any costs in the event of the cancellation of this procurement process.