Hosted Events and Conferencing Services (NIHR)

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 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.

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.

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.

How to obtain Tender Documents:

Website: https://in-tendhost.co.uk/universityofsouthampton/aspx/Home

The Tender documents can be accessed when logged into In-Tend by selecting 'View Details' on the relevant tender advert and clicking the 'Express Interest' tab. Once in the tender there are five tabs - 'Tenders', 'ITT', 'Correspondence', 'Clarifications' and 'History'. Select the 2nd tab ('ITT') where you will find useful information under 'Tender Details'. Continue to scroll down to the heading 'Tender Documents Received' where you will be able to view and download the documents.

Please download all the documents and read very carefully.

Note that the return documents Tenders must submit with their tender response are:

- File 6: Compliance and Selection Requirements - File 7: Qualitative Response Requirements - File 8: Commercial Response Requirements - File 9: Additional Response Requirements

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