Notice Information
Notice Title
Events Management
Notice Description
The University of Southampton NETSCC Team 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 appropriate and consistent presence and appearance at an agreed programme of events. In 2016 this included, for example, NHS Expo, NHS R&D Forum, Patient Information Forum (NICE 2016) and NHS Confederation. 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 a supplier for the provision of events management services for use by NETSCC, its partner institutions within the NIHR and the possibility of further usage if required from other departments within the University. The successful supplier will be required to provide strategic event and project management services, which includes areas such as but not limited to: o Assistance with sourcing and selection of venues, including visiting each venue prior to booking to confirm suitability (contract with the venue will be held with NETSCC). Please note that any venues that are sourced will have to be done so in line with the University of Southampton procurement guidelines. o Social distancing requirements must be considered when venue planning and innovative ideas to allow delegates to social distance for each event due to the recent pandemic outbreak. Some events will be delivered virtually, attended in person by delegates or a hybrid approach. Tenderers will need to be flexible and adaptable as the situation continues to be evolving and changing and be up to date with Government advice. o Liaison with speakers regarding production of meeting materials, audio-visual and accommodation requirements o Co-ordination of the production and distribution of attendee booking system to include taking payment for conference attendance where necessary o In consultation with NIHR centre leading on the event and DH create themes or visuals to represent the content of the event, utilising equipment already created or to maximise the value of new materials created o Sub-contracting and management of design, audio visual, staging and technical support requirements to a suitable provider for the production of an event o Liaison with relevant centres within the NIHR regarding general requirements o Provision of point of contact for attendees prior to the event and staff to register delegates and manage events on the day o Circulation of joining instructions, programmes and lo... Additional information: 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. Potential suppliers/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 potential supplier/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 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 response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University. Costs and Expenses: Potential suppliers/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 potential suppliers/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. Is a Recurrent Procurement Type? : No
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-b5fd17-ae11a8a6-36b8-4959-818c-1cc7739520a3
- Publication Source
- Contracts Finder
- Latest Notice
- https://www.contractsfinder.service.gov.uk/Notice/8412f021-9f87-4b74-b50f-f22e9b4b8037
- Current Stage
- Tender
- All Stages
- Tender
Procurement Classification
- Notice Type
- Tender Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Open
- Procurement Method Details
- Open procedure (above threshold)
- Tender Suitability
- SME
- Awardee Scale
- Not specified
Common Procurement Vocabulary (CPV)
- CPV Divisions
79 - Business services: law, marketing, consulting, recruitment, printing and security
-
- CPV Codes
79952000 - Event services
Notice Value(s)
- Tender Value
- £1,000,000 £1M-£10M
- Lots Value
- Not specified
- Awards Value
- Not specified
- Contracts Value
- Not specified
Notice Dates
- Publication Date
- 18 Dec 20205 years ago
- Submission Deadline
- 21 Jan 2021Expired
- Future Notice Date
- Not specified
- Award Date
- Not specified
- Contract Period
- 1 Apr 2021 - 31 Mar 2023 1-2 years
- Recurrence
- Not specified
Notice Status
- Tender Status
- Active
- Lots Status
- Not Specified
- Awards Status
- Not Specified
- Contracts Status
- Not Specified
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- UNIVERSITY OF SOUTHAMPTON
- Contact Name
- Available with D3 Tenders Premium →
- Contact Email
- Available with D3 Tenders Premium →
- Contact Phone
- Available with D3 Tenders Premium →
Buyer Location
- Locality
- SOUTHAMPTON
- Postcode
- SO16 7NS
- Post Town
- Southampton
- Country
- England
-
- Major Region (ITL 1)
- TLJ South East (England)
- Basic Region (ITL 2)
- TLJ3 Hampshire and Isle of Wight
- Small Region (ITL 3)
- TLJ36 Central Hampshire
- Delivery Location
- TLJ South East (England)
-
- Local Authority
- Test Valley
- Electoral Ward
- Chilworth, Nursling & Rownhams
- Westminster Constituency
- Romsey and Southampton North
Further Information
Notice Documents
-
https://www.contractsfinder.service.gov.uk/Notice/8412f021-9f87-4b74-b50f-f22e9b4b8037
18th December 2020 - Opportunity notice on Contracts Finder -
https://in-tendhost.co.uk/universityofsouthampton/aspx/
Additional information on how to apply for this contract
Notice URLs
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.
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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. 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