Award

Hosted Events and Conferencing Services (NIHR)

UNIVERSITY OF SOUTHAMPTON

This public procurement record has 2 releases in its history.

Award

31 Mar 2025 at 11:14

Award Notice
Tender

01 Oct 2024 at 10:56

Tender Notice
Summary of the contracting process

The University of Southampton is currently in the Award stage for its procurement process regarding hosted events and conferencing services on behalf of the NIHR (National Institute for Health and Care Research). This contract spans events ranging from small, single-day meetings to large, multi-day conferences. The industry category for this procurement is "Hotel meeting and conference services," taking place in the South East region of the United Kingdom. The initial tender was published on 1st October 2024, with the tender period ending on 5th November 2024. Key dates include the contract start date on 1st February 2025, and it will run until 30th April 2029, covering both the actual contract period and any extension.

This tender represents a significant opportunity for businesses that specialise in event management and have experience working with large, complex organisations. The estimated contract value ranges from £600,000 to £1,000,000 GBP, excluding VAT. Given the broad scope of events and the need for digital literature production, companies with robust capabilities in managing diverse events and stakeholders are well-suited for this contract. The open procurement method further allows SMEs to compete, presenting an excellent growth opportunity for smaller event management firms looking to expand their portfolio and client base within the public sector.

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Notice Information

Notice Title

Hosted Events and Conferencing Services (NIHR)

Notice Description

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 PS600,000.00 and PS1,000,000.00 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 Opting In / Out Please note you are required to 'Opt In' before you can access the full tender document set.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-ae5c3156-1e9b-446a-b971-6be33e627dd6
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/e74dad35-ab57-4d2f-90d1-3dbd74aae2db
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure (above threshold)
Tender Suitability
SME
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

55 - Hotel, restaurant and retail trade services

CPV Codes

55120000 - Hotel meeting and conference services

Notice Value(s)

Tender Value
£1,000,000 £1M-£10M
Lots Value
Not specified
Awards Value
£800,000 £500K-£1M
Contracts Value
Not specified

Notice Dates

Publication Date
31 Mar 202510 months ago
Submission Deadline
5 Nov 2024Expired
Future Notice Date
Not specified
Award Date
3 Mar 202511 months ago
Contract Period
30 Apr 2025 - 30 Apr 2029 4-5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
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
SO17 1BJ
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)
TLJ32 Southampton
Delivery Location
TLJ South East (England)
Local Authority
Southampton
Electoral Ward
Portswood
Westminster Constituency
Southampton Test

Supplier Information

Number of Suppliers
1
Supplier Name

CLARITY TRAVEL

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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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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