Events Management Servics

The University of Southampton has a procurement opportunity for the supply of events management services intended for use by one of its departments - the NIHR Evaluation, Trials and Studies Coordinating Centre (NETSCC ). This tender invites you to submit your response for a solution that conforms to the specification contained within the Invitation to Tender documents.

NETSCC is looking to commission several events annually alongside production of digital literature. The department is looking for a supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders. In order to meet this requirement, the University is seeking to put in place a sole-supplier framework agreement for the provision of events management services for use by NETSCC and the Department of Health. It is the intention that the University of Southampton and the Department of Health are able to utilise this Framework, however the supplier appointed will be expected to work with other contracting authorities, working together under the broad heading of NIHR, who may give input and detail to the services provided. Such input is subject to approval by the Department of Health. The Framework will also be open to the participating organisations listed in the OJEU Contract Notice.

The successful supplier will be required to provide strategic event and project management services, which includes areas such as:

(a) Event Management - Assistance with sourcing and selection of venues - Managing the arrangements for the production of meeting materials, audio-visual and accommodation requirements - Management of design, audio visual, staging and technical support requirements - Co-ordination of the production and distribution of attendee booking system to include taking payment for conference attendance where necessary - Provision of point of contact for attendees prior to the event and staff to register delegates and manage events on the day - Production, circulation and analysis of resources such as joining instructions, delegate pack and feedback forms. - Liaison with other relevant centres within the NIHR where necessary regarding their individual requirements.

(b) Project Management - Project management of the design, layout, proof reading and production of University and NIHR reports. - Project management of the design and conceptualisation of ad hoc print and communications assignments including a range of traditional and social media projects.

Framework Term The University proposes to enter into a Framework Agreement(s) for a maximum period of four years with the successful bidder. This will comprise of an initial contract period of 2 years with an option to extend by a further 2 years subject to satisfactory performance and at the discretion of the University.

Additional information: The University is utilising an electronic tendering tool (In-Tend: https://in-tendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with bidders. All documentation in relation to this tender can be downloaded from the In-Tend portal.

Bidders are advised that there will be no hard copy documents issued to organisations and all communications with the University including the submission of PQQ and/or Invitation to Tender Responses will be conducted via the In-Tend portal. Regular monitoring of the portal is the responsibility of the bidder.

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 tender 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 company against the project and access all documentation by clicking ‘Express Interest’.

Bidders are advised that formal expressions of interest in the project must be by way of completion and return of the relevant Pre-Qualification (if applicable) or Invitation to Tender documents via the In-Tend portal.

Further instructions for the submission of Invitation to Tender responses are below. To submit your return, please follow the instructions below: 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 that, to preserve the integrity of the tendering procedure, all queries must made be via the correspondence function within the In-Tend portal.

In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), 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 tender response, bidders are consenting to publication of this information unless otherwise agreed in advance with the University.

Due to the nature of this service, it has been deemed unsuitable for division into lots.

Bidders are advised that the estimated value of this agreement in its entirety is between £600,000 and £2,000,000 GBP (excluding VAT).

This value is intended to reflect the initial contract period of two years PLUS the cost of any contract extensions up to a total contract term of four years.

The estimated value for the initial framework period is £300,000 - £750,000 GBP (excluding VAT).