Provision of Graduation Ceremonies Venue Services

{
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    "id": "ocds-h6vhtk-02eda7-2021-12-21T16:34:02Z",
    "date": "2021-12-21T16:34:02Z",
    "ocid": "ocds-h6vhtk-02eda7",
    "description": "Procedure Please note this is a competitive procedure with negotiation which has two stages. The first stage is a Pre Qualification Questionnaire - PQQ and those who are successfully shortlisted on the criteria set out in the PQQ will be invited to the second stage Invitation to Tender - ITT. The Negotiation stage then takes place after bidders have submitted their tender returns and they have been evaluated in line with the criteria set out in the ITT. The University of South Wales may award the contract on the basis of the initial tenders without negotiation. This we have indicated, in the contract notice and in the invitation to confirm interest - PQQ, that we reserve the possibility of doing so. Community Benefits The University is committed to delivering Community Benefits through its sourcing activity. Community Benefits are a Core requirement of the contract and will be evaluated as part of the quality assessment questions provided in the PQQ. Upon award, the successful Bidder will be expected to work with the University to maximise the Community Benefits delivered through this contract. Submissions Your tender submission must be uploaded to the Sell2Wales portal Postbox. Your submission must be received by the closing time and date. You should allow adequate time for the loading of your documents so as to ensure receipt as the Postbox will electronically close at the deadline time and no further submissions will be accepted. Tender submissions outside of this method will not be considered. NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=117030. The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx. Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority's economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are: The number of hours you will commit to offering talks or opportunities to relevant courses studying in related areas eg event management. The number of graduate employment opportunities you could or will provide including internships, apprenticeships, relevant training, work placements etc. You may also suggest further community benefits that you feel are relevant and appropriate to USW. (WA Ref:117030)",
    "initiationType": "tender",
    "tender": {
        "id": "1727",
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        },
        "title": "Provision of Graduation Ceremonies Venue Services",
        "status": "active",
        "classification": {
            "scheme": "CPV",
            "id": "55000000",
            "description": "Hotel, restaurant and retail trade services"
        },
        "mainProcurementCategory": "services",
        "description": "The University of South Wales (USW) requires a one or more suppliers to provide a suitable venue to host the University of South Wales Graduation Ceremonies. The venue should be large enough to accommodate the scale and frequency of graduation ceremonies (See Section 6). Requiring suitably qualified and experienced Event Management and Production services to work with key University staff on the planning, production and delivery of the graduation ceremonies. Further details available in the detailed specification.",
        "lots": [
            {
                "id": "1",
                "description": "The University of South Wales (USW) requires a one or more suppliers to provide a suitable venue to host the University of South Wales Graduation Ceremonies. The venue should be large enough to accommodate the scale and frequency of graduation ceremonies (See Section 6). Requiring suitably qualified and experienced Event Management and Production services to work with key University staff on the planning, production and delivery of the graduation ceremonies. Further details available in the detailed specification. The University is happy to consider some limitations on the venue availability in this process, recognising that venues may already have prior contracted bookings. At a minimum the University is looking for a sole supplier for all of the July dates for a minimum of three years of the contract. Suppliers are able to bid for a combination of date availability. The University may award contracts to multiple suppliers, dependant on date availability. It is anticipated that the pricing shall remain fixed at the same rate for the duration of the contract.",
                "hasOptions": true,
                "contractPeriod": {
                    "durationInDays": 1440
                },
                "hasRenewal": true,
                "renewal": {
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                "secondStage": {
                    "minimumCandidates": 3,
                    "maximumCandidates": 5
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                "selectionCriteria": {
                    "description": "At PQQ stage an overall minimum quality threshold is set at 70%. Submissions scoring 69% or less are to be dismissed."
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                "submissionTerms": {
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                "options": {
                    "description": "At a minimum the University is looking for a sole supplier for all of the July dates for a minimum of three years of the contract. Suppliers are able to bid for a combination of date availability. The University may award contracts to multiple suppliers, dependant on date availability."
                },
                "status": "active"
            }
        ],
        "items": [
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                "relatedLot": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "79952000",
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                    }
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        "procurementMethod": "selective",
        "procurementMethodDetails": "Competitive procedure with negotiation",
        "coveredBy": [
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        "procurementMethodRationaleClassifications": [
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                "scheme": "TED_PT_AWARD_CONTRACT_WITHOUT_CALL",
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            }
        ],
        "procurementMethodRationale": "The contract is to enable USW to host graduation ceremonies, involving a large number of individuals (an estimated 15,000 awarded students plus their guests. USW's premises are not sufficient in size to hold the number of people due to be involved in this event(s). Having explored the hospitality market's offering and availability on the dates of the graduation ceremonies, USW has concluded there is only one provider with sufficient capacity and availability, International Convention Centre (ICC Wales). Save for International Convention Centre (ICC Wales), no other third-party organisation can support USW in hosting the forthcoming graduation ceremonies. For these reasons, USW wishes to award a contract directly to International Convention Centre (ICC Wales), to hold the graduation ceremonies between 14th and 18th March 2022, 4th and 8th April 2022, 18th and 22nd July 2022, in accordance with regulation 32(2)(b)(ii) (Use of the Negotiated Procedure without Prior Publication) of the PCR.",
        "submissionMethod": [
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        "submissionMethodDetails": "https://sell2wales.gov.wales",
        "communication": {
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        "selectionCriteria": {
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                    "type": "suitability",
                    "description": "Interested parties are initially required to complete and submit a Pre-Qualification Questionnaire (PQQ) Document which is supplied as the first stage of the selection process. The information requested in the PQQ provides information on the technical capability, contractor suitability and experience and the resource and capacity of organisations interested in bidding. See PQQ requirements document",
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        "contractTerms": {
            "performanceTerms": "Contract performance monitoring will be a feature of this contract. The performance of the Service Provider will be monitored at regular intervals during the contract.",
            "hasElectronicOrdering": true,
            "electronicInvoicingPolicy": "allowed",
            "hasElectronicPayment": true
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        "secondStage": {
            "noNegotiationNecessary": true,
            "invitationDate": "2022-02-11T00:00:00Z"
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        "tenderPeriod": {
            "endDate": "2022-01-31T12:00:00Z"
        },
        "submissionTerms": {
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        "hasRecurrence": false
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    "awards": [
        {
            "id": "026170-2021-1",
            "relatedLots": [
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            "status": "active",
            "suppliers": [
                {
                    "id": "GB-FTS-31999",
                    "name": "ICC Wales"
                }
            ]
        }
    ],
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        {
            "id": "GB-FTS-31998",
            "name": "University of South Wales",
            "identifier": {
                "legalName": "University of South Wales"
            },
            "address": {
                "streetAddress": "University of South Wales, Finance Dept, Llantwit Road",
                "locality": "Pontypridd",
                "region": "UKL",
                "postalCode": "CF37 1DL",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "telephone": "+44 1443482385",
                "email": "procurement@southwales.ac.uk",
                "faxNumber": "+44 1443482384"
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                "locality": "Newport",
                "region": "UKL",
                "postalCode": "NP181HQ",
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            "address": {
                "streetAddress": "Procurement Manager, University of South Wales, Finance Dept, Llantwit Road",
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                "region": "UKL",
                "postalCode": "CF37 1DL",
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            },
            "contactPoint": {
                "name": "Sharon Jenkins",
                "email": "sharon.jenkins@southwales.ac.uk",
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            "dateSigned": "2021-10-15T00:00:00+01:00"
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}