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Published 16 Mar 2023, 17:00 GMT

Official UK procurement notice

Provision of Provision of Events Services Framework Agreement for NMIS Group and IBioIC

Official notice

Authority: University of Strathclyde (Education)

Framework agreement4 lotsServicesOpen procedureSME suitable
Sectors: Business Services & Consultancy (79) Delivery: Scotland (UKM)
Framework ceiling (notional)£1,580,000total for 4 lots · framework ceiling, not attributable revenue
Submissions closed 17 Apr 2023awarded 16 Oct 2023
Lots 4see the lot list below

What is being bought4 lots · detail below

Published requirement description

On behalf of the National Manufacturing Institute Scotland (NMIS) Group and the Industrial Biotechnology Innovation Centre (IBioIC), the University of Strathclyde is putting in place a multi-lot, multi-supplier Framework Agreement for Event Services.

This framework will cover the following:

  • Fully Managed Events Service (NMIS)
  • Fully Managed Events Service (IBioIC)
  • Stand Design and Build
  • Event Staging

It should be noted whilst this framework is intended to be used primarily by NMIS Group and IBioIC, it will be available for other areas of the University to use if their requirements fit within the framework.

CPV: Event services · Exhibition stands · Stage construction works

How this framework works

From the published notice
Bids received
9 bids on the busiest of 4 lots · 7 suppliers appointed

Lots and requirements (4)Procurement structure

4 lots · no lot values published · same evaluation weights on every lot
Lot #1Fully Managed Event Service (NMIS)AwardedRenewal

This Lot will provide a fully managed event service for requirements estimated to be budgeted between 50,000.00GBP- 250,000.00 GBP

This Lot will cover fully managed event service for events estimated up to 500 delegates; plus exhibitors and speakers.

This Lot will include, but not be limited to:

  • Project management
  • Design and provision of staging and rigging and furniture
  • Provision of hybrid AV and in person AV/production equipment and services
  • Host and speaker management
  • Delegate management
  • Exhibitor management
  • Onsite support
  • Catering
  • Venue sourcing
  • Marketing communications for event Additional information: Economic operators may be excluded from the competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015. Please see the ITT contained on the PCS-Tender project relevant to the procurement and the other Tender documents for further information.
Delivery: Scotland
Extensions: The Contracting Authority reserves the right to request additional deliveries by the successful tenderer either intended as partial replacement of the supplies or installations or as the extension of existing supplies or installations. The Contracting Authority may at its sole discretion exercise this option. Interested Parties should note that should the Contracting Authority exercise this option the estimated total framework value may increase by up to an additional 50%. · The duration is inclusive of the contract extension period. The contracting authority exercises the right to extend this contract by 2 x 12 month periods. The extension will be utilised at the sole discretion of the contracting authority.Variant bids: not allowed
79952000 Event services
Lot #2Fully Managed Event Service (IBioIC)AwardedRenewal

correction on awarded suppliers against Lot 2

Delivery: Scotland
Extensions: The Contracting Authority reserves the right to request additional deliveries by the successful tenderer either intended as partial replacement of the supplies or installations or as the extension of existing supplies or installations. The Contracting Authority may at its sole discretion exercise this option. Interested Parties should note that should the Contracting Authority exercise this option the estimated total framework value may increase by up to an additional 50%. · The duration is inclusive of the contract extension period. The contracting authority exercises the right to extend this contract by 2 x 12 month periods. The extension will be utilised at the sole discretion of the contracting authorityVariant bids: not allowed
79952000 Event services
Lot #3Exhibition Stand Design and BuildAwardedRenewal

This Lot will focus on the stands utilised for events and is anticipated to cover third party events such as exhibitions

For this Lot, the client organising the event will facilitate the event management.

This Lot will include, but not be limited to:

  • Stand design
  • Stand delivery
  • Logistics, Stand Delivery and Decommission
  • Stand dismantle, storage and disposal Additional information: Economic operators may be excluded from the competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015. Please see the ITT contained on the PCS-Tender project relevant to the procurement and the other Tender documents for further information.
Delivery: Scotland
Extensions: The Contracting Authority reserves the right to request additional deliveries by the successful tenderer either intended as partial replacement of the supplies or installations or as the extension of existing supplies or installations. The Contracting Authority may at its sole discretion exercise this option. Interested Parties should note that should the Contracting Authority exercise this option the estimated total framework value may increase by up to an additional 50%. · The duration is inclusive of the contract extension period. The contracting authority exercises the right to extend this contract by 2 x 12-month periods. The extension will be utilised at the sole discretion of the contracting authority.Variant bids: not allowed
39154100 Exhibition stands79952000 Event services
Lot #4Event StagingAwardedRenewal

The clients require a suitably qualified supplier to provide staging for events held in-house. It is anticipated that the events will host between 50-150 people and be held in a theatre or banquet/cabaret style for an academic or industrial audience.

Lot 3 will include, but is not limited to:

  • Provision and set up of audio-visual equipment
  • Provision and set up of furniture
  • Provision and set up of stage
  • Provision and set up of draping
  • Logistics, project management and health and safety Additional information: Economic operators may be excluded from the competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015. Please see the ITT contained on the PCS-Tender project relevant to the procurement and the other Tender documents for further information.
Delivery: Scotland
Extensions: The Contracting Authority reserves the right to request additional deliveries by the successful tenderer either intended as partial replacement of the supplies or installations or as the extension of existing supplies or installations. The Contracting Authority may at its sole discretion exercise this option. Interested Parties should note that should the Contracting Authority exercise this option the estimated total framework value may increase by up to an additional 50%. · The duration is inclusive of the contract extension period. The contracting authority exercises the right to extend this contract by 2 x 12-month periods. The extension will be utilised at the sole discretion of the contracting authority.Variant bids: not allowed
39154100 Exhibition stands45237000 Stage construction works79952000 Event services

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored · same split on all 4 lots
Quality: 70%Price: 30%
Published sub-criteria (2)
  • Quality: 70%
  • Cost: 30%
Published award criteria (2)
  • Quality: 70
  • Cost: 30
Conditions of participation2
  • Economic & financial standing

    4B1.2

    4B.5.1 – 4B.5.3

    Minimum: 4B1.2 Bidders are required to have an general yearly turnover of a minimum of 400,000.00 GBP for the last 3 years. 4B.5.1 – 4B.5.3 It is a requirement of this contract that bidders can hold or commit to obtain prior to the commencement of any subsequently awarded contract, the ty…
  • Technical & professional ability

    4C.1.2

    4D.1.4

    Minimum: 4C.1.2 Bidders will be required to provide examples that demonstrate that they have the relevant experience to deliver the services/supplies as described in par II.2.4 of the Contract Notice or the relevant section of the Site Notice. For each Lot the tenderer is bidding for, th…
What this means for your bid
  • Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
  • “Provision of Provision of Events Services Framework Agreement for NMIS…” is a framework: the contest is a place on its panel, not a single contract.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record · publisher note attached
Procedure method
Open procedure
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Services
Notice status
Awarded
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Framework agreement
Who may use this agreement
Not stated in the notice; call-off rights may be limited to the establishing authority
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
No (one-off requirement)
First published
16 Mar 2023, 17:00 GMT
Last source update
29 Jan 2024, 16:04 GMT
Award evaluation window
17 Apr 2023 – …
Authority reference
UOS-23988-2022
FTS notice number
2024/S 000-002957
Classification (CPV)
Event servicesExhibition standsStage construction works
Delivery area
Scotland (UKM)
Official registry OCID
ocds-h6vhtk-03b3a6 Find a Tender

Publisher note: The Contracting Authority reserves the right to award this framework at its sole discretion to a single supplier or multiple suppliers on each Lot. The Contracting Authority reserves the right to award the framework in whole or in part or not at all. The Contracting Authority offers no guarantee that any level of business or continuity of business will be transacted under the Framework Agreement and the Contracting Authority shall not be bound to place any orders or to provide continuity of orders under the Framework Agreement. The Contracting Authority reserves the right to award the Lots separately, and to not award the framework in its entirety at the one time. (SC Ref:756273)

How it was run

Official notice
Run through: Public Contracts Scotland · Who buys & how to bid on PCS
Supplier login requiredLanguage: EN
Access & registration note: Free single registration for Scotland; PCS-Tender (Jaggaer) for full bidding
Appointment period ends
17 Apr 2023, 12:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bids opened
17 Apr 2023, 12:00 BST
Detailed submission instructions & authority contactsFrom official release

www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public… ↗

Timeline

17 Apr 2023 → 29 Jan 2024 · 3 dates
  1. Admission / appointment period endsperiod end, not a bid countdown
    17 Apr 2023, 12:00 BST
  2. Bids opened
    17 Apr 2023, 12:00 BST
  3. Notice published
    29 Jan 2024, 16:04 GMT

Notice history

1 event · 3 releases on Find a Tender
  1. Status changed to complete
    20 Nov 2023, 08:47 GMT

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Suppliers appointed 7admitted to the panel · see the list ↓
Bids received 99 from SMEs · busiest of 4 lots
Contracts signed 5latest 16 Oct 2023

5 suppliers are admitted to this framework without individual award values or dates, see the supplier list below.

Contracts

All 2 of these contracts carry the same published figure, £30,000, the framework's maximum for the whole notice, not each contract's own value. They are not eleven separate sums.

  • Contract 002957-2024-UOS-23988-2023-1

    Signed
    16 Oct 2023
    Value
    ceiling above
    Status
    active
    • Change correction on listed suppliers under lot 2, Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee: correction on listed suppliers under lot 2. One supplier was duplicated in error (~Speakeasy) therefore they have now been removed and new supplier added (Metro Productions)

  • Fully Managed Event Service (NMIS)

    Signed
    16 Oct 2023
    Value
    £250,000
    Status
    active

  • Fully Managed Event Service (IBioIC)

    Signed
    16 Oct 2023
    Value
    ceiling above
    Status
    active

  • Exhibition Stand Design and Build

    Signed
    16 Oct 2023
    Value
    £100,000
    Status
    active

  • Event Staging

    Signed
    16 Oct 2023
    Value
    £15,000
    Status
    active

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · Fully Managed Event Service (NMIS)7bids · 7 electronic · 7 from abroad7——
2 · Fully Managed Event Service (IBioIC)9bids · 9 electronic · 9 from abroad9——
3 · Exhibition Stand Design and Build4bids · 4 electronic · 4 from abroad4——
4 · Event Staging3bids · 3 electronic3——

Contracting authority & participating public bodies

University of Strathclyde

Contracting authorityEducationBody governed by public lawEducation 40 George Street, Procurement Department, Glasgow, Scotland, G1 1QEContact email, phone Published organisation website ↗

Dispute resolution & review bodies

  • Glasgow Sheriff CourtReview body Glasgow

Framework contractors & participating bidders

9 commercial parties on the notice
  • Cameron PresentationsFramework contractor Burnfield Rd, Glasgow, Glasgow, UK, G46 7TH
  • Lux Events LtdFramework contractor 14 Albany Street, Edinburgh, Scotland, EH1 3QB
  • Metro Production GroupFramework contractor 2 S Gyle Cres Ln, Edinburgh, Scotland, EH12 9EG
  • Metro Production GroupFramework contractor 2 south gyle crescent lane, edinburgh, Scotland, eh12 9eg
  • Rocket Exhibitions & EventsFramework contractor 34 Halley Drive, Yoker, Glasgow, UK, G134DJ
  • SpeakeasyFramework contractor 1a Shandon Crescent, Edinburgh, Edinburgh, Scotland, EH11 1QE
  • Speakeasy ProductionsFramework contractor Unit 3A Royal Elizabeth Yard, Kirkliston, Edinburgh, UK, EH29 9EN
  • Speakeasy ProductionsFramework contractor Wildwood House, Stanley, Perth, Scotland, PH1 4NH
  • XSEM LtdFramework contractor 3 Park Court, Park Cross Street, Leeds, Yorkshire & Humber, LS1 2QH

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.