Graduation Ceremony Site Services
Contract notice
Services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Plymouth University
Drake Circus
Contact point(s): Procurement and Sustainability
For the attention of: Sheilagh Francis
PL4 8AA Plymouth
UNITED KINGDOM
Telephone: +44 1752582057
E-mail:
Fax: +44 1752588171
Internet address(es):
General address of the contracting authority: https://in-tendhost.co.uk/plymouthuni/
Address of the buyer profile: www.plymouth.ac.uk/procurement
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
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:
Graduation Ceremony Site Services
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
Service category No 27: Other services
NUTS code UKK41
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)
University graduations are a prestige event and the culmination of many years study for the graduands. Since 2008 Plymouth University has held its graduations in large marquees on Plymouth Hoe.
In addition to the graduation ceremonies themselves there will also be a number of high profile black tie events in the marquees as well as other less formal events during the graduation period.
Plymouth University holds its graduations in 3 large marquees on Plymouth Hoe. The University anticipates hosting in the region of 23,000 students and guests
Plymouth University is seeking to appoint a company or companies with appropriate experience to provide the services listed below for the Hoe site throughout September 2013.
Lot 1 Event Production and Site Management
Lot 2 Security
Lot 3 Power Supply and Generators
Lot 4 Power Distribution
Lot 5 Sound and Lighting
Lot 6 Toilets
Lot 7 Hire of Furniture
Lot 8 Marquee
Bidders may apply for one or more, or indeed all lots
It is imperative that you clearly identify in your tender response the Lot(s) you are tendering for. Failure to do so may result in your tender being deemed non-compliant.
In addition to the graduation ceremonies themselves there will also be a number of high profile black tie events in the marquees as well as other less formal events during the graduation period.
Plymouth University holds its graduations in 3 large marquees on Plymouth Hoe. The University anticipates hosting in the region of 23,000 students and guests
Plymouth University is seeking to appoint a company or companies with appropriate experience to provide the services listed below for the Hoe site throughout September 2013.
Lot 1 Event Production and Site Management
Lot 2 Security
Lot 3 Power Supply and Generators
Lot 4 Power Distribution
Lot 5 Sound and Lighting
Lot 6 Toilets
Lot 7 Hire of Furniture
Lot 8 Marquee
Bidders may apply for one or more, or indeed all lots
It is imperative that you clearly identify in your tender response the Lot(s) you are tendering for. Failure to do so may result in your tender being deemed non-compliant.
II.1.6)Common procurement vocabulary (CPV)
79952000, 39100000, 31320000, 92370000, 31100000, 24955000, 35000000, 39520000
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: yes
Tenders may be submitted for one or more lots
Tenders may be submitted for one or more lots
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
II.3)Duration of the contract or time limit for completion
Duration in months: 48 (from the award of the contract)
Information about lots
Lot No: 1 Lot title: Event Production and Site Management Services1)Short description
Event Production and Site Management Services as per Lot 1 specification which includes:
Pre-event consultancy
Site management for all events
All staffing, including sub-contractors
Co-ordination of waste disposal
Temporary Power Fuel management
Internal Dressing of the Marquees
Pre-event consultancy
Site management for all events
All staffing, including sub-contractors
Co-ordination of waste disposal
Temporary Power Fuel management
Internal Dressing of the Marquees
2)Common procurement vocabulary (CPV)
79952000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
The operator will be responsible for the management of the site prior to, during and post the event.
Lot No: 2 Lot title: Event Site Security Services
1)Short description
Event Site Security services as per Lot 2 Specification. The operator will also provide Plymouth University with advice relating to the event security prior to the ceremonies.
2)Common procurement vocabulary (CPV)
35000000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
All operators must have CRB certification
All must be vetted in accordance with BS 7499:2007
Required use of dog handlers and dogs
All officers will be trained to minimum industry standard SITO BJT and must be licensed by the SIA
All must be vetted in accordance with BS 7499:2007
Required use of dog handlers and dogs
All officers will be trained to minimum industry standard SITO BJT and must be licensed by the SIA
Lot No: 3 Lot title: Event Site Power Supply and Generators
1)Short description
Event Site Power Supply and Generators as per Lot 3 Specification. Fuel Management is not required.
2)Common procurement vocabulary (CPV)
31100000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Lot No: 4 Lot title: Event Site Power Distribution
1)Short description
Event Site Power Distribution as per Lot 4 Specification.
2)Common procurement vocabulary (CPV)
31320000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
Operators must be registered with a goverment registered governing body as an electrical contractor.
Operators must abide by the IEE wiring regulation (BS7671) and the electricity act 1989
Operators must abide by BS5266 (Emergency Lighting) and BS7909 (Temporary electrical systems)
Operators must abide by the IEE wiring regulation (BS7671) and the electricity act 1989
Operators must abide by BS5266 (Emergency Lighting) and BS7909 (Temporary electrical systems)
Lot No: 5 Lot title: Event Site Sound and Lighting
1)Short description
Event Site Sound and Lighting as per Lot 5 Specification
2)Common procurement vocabulary (CPV)
92370000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Operators must abide by the IEE wiring regulation (BS7671) and the electricity act 1989
Operators must abide by BS7909 (Temporary electrical systems).
Operators must be registered with a goverment registered governing body as an electrical contractor.
Operators must abide by BS7909 (Temporary electrical systems).
Operators must be registered with a goverment registered governing body as an electrical contractor.
Lot No: 6 Lot title: Event Site Toilets
1)Short description
Event site toilets as per Lot 6 Specification
2)Common procurement vocabulary (CPV)
24955000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Lot No: 7 Lot title: Event Hie of Furniture
1)Short description
Event Hire of Furniture as per Lot 7 Specification
2)Common procurement vocabulary (CPV)
39100000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
There are no storage facilities on the Hoe and it is therefore likely that multiple furniture deliveries/collections will be required throughout the duration of the events.
Lot No: 8 Lot title: Event Site Marquees
1)Short description
Event Site Marquees as per Lot 8 Specification
2)Common procurement vocabulary (CPV)
39520000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Marquees and any associated equipment must be of a standard for a prestigious event of this nature.
Photographs of your marquees in situ at similar events must be provided.
Photographs of your marquees in situ at similar events must be provided.
Lot No: 8 Lot title: Event Site Marquees
1)Short description
Event Site Marquees as per Lot 8 Specification
2)Common procurement vocabulary (CPV)
39520000
3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
Duration in months: 48 (from the award of the contract)
5)Additional information about lots
Marquees and any associated equipment must be of a standard for a prestigious event of this nature.
Photographs of your marquees in situ at similar events must be provided.
Photographs of your marquees in situ at similar events must be provided.
Section III: Legal, economic, financial and technical information
III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Terms as stated 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:
Joint and severable liability.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: no
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: All expressions of interest must be submitted on the University's In-Tend electronic tendering site web address:
https://in-tendhost.co.uk/plymouthuni
Legal position - means of proof required: signed statement of good standing in accordance with regulation 23 of the Public Contracts Regulations 2006III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Bank reference, VAT number, company accounts for the last 3 years, last 3 years:turnover, evidence of Insurances held, statement of contingent liability or loss, statement of any pending litigation.
Minimum level(s) of standards possibly required: Economic operators must be able to demonstrate that they have been trading for at least 3 years and that the turnover of the office(s) providing the service is not less than 4 times greater than the potential contract value per annum
Minimum level(s) of standards possibly required: Economic operators must be able to demonstrate that they have been trading for at least 3 years and that the turnover of the office(s) providing the service is not less than 4 times greater than the potential contract value per annum
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Statement of facilities and technical resources, average manpower and managerial staff, details of quality assurance procedures, details of technicians/technical bodies who can assist, list of similar contracts and references, performance against relevant sustainabilty criteria, which may include environmental and social considerations.
Minimum level(s) of standards possibly required:
Economic operators must be able to demonstrate their experience of providing a similar service within the UK Higher Education Sector or within the Public Sector.
Statement of facilities and technical resources, average manpower and managerial staff, details of quality assurance procedures, details of technicians/technical bodies who can assist, list of similar contracts and references, performance against relevant sustainabilty criteria, which may include environmental and social considerations.
Minimum level(s) of standards possibly required:
Economic operators must be able to demonstrate their experience of providing a similar service within the UK Higher Education Sector or within the Public Sector.
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
Open
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
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:
SF/UoP/Grad_SiteService/005/013
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: 8.4.2013 - 17:00
Payable documents: no
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
9.4.2013 - 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
in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Date: 9.4.2013 - 12:15
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
University of Plymouth
Drake Circus
PL4 8AA Plymouth
UNITED KINGDOM
E-mail:
Telephone: +44 1752582057
Internet address: www.plymouth.ac.uk
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The University will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into
The Public Contracts Regulations 2006 (as amended) (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
The Public Contracts Regulations 2006 (as amended) (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
27.2.2013