Section one: Contracting authority
one.1) Name and addresses
Department for the Economy - Invest Northern Ireland
Bedford Square, 1 Bedford Street
BELFAST
BT2 7ES
Contact
SSDAdmin.CPDfinance-ni.gov.uk
SSDAdmin.CPD@finance-ni.gov.uk
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
Buyer's address
https://etendersni.gov.uk/epps
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://etendersni.gov.uk/epps
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://etendersni.gov.uk/epps
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Economic and financial affairs
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
ID 3801617 DfE Invest NI - Event Management Services
Reference number
ID 3801617
two.1.2) Main CPV code
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
two.1.3) Type of contract
Services
two.1.4) Short description
Invest NI wishes to appoint a suitable Contractor to manage and deliver the full annual events portfolio which plays a vital role in engaging with and communicating their messages to target audiences providing a strategic platform to promote its programmes and advisory services to ultimately facilitate annual programme referral and participation targets, help identify and build a pipeline of potential customers and support and encourage linkage of the Client’s core customer segments. Delivery includes provision of management and logistical support services with a mix of face to face, online and hybrid events; promotion, registration and management of delegate bookings; design, production, storage, cataloguing, delivery and installation of set, staging and display stand requirements and promotional materials; and to provide and manage an online conference solution which can deliver virtual, hybrid and in-person events. Submissions are welcomed from both agencies and consortiums.
two.1.5) Estimated total value
Value excluding VAT: £5,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79342200 - Promotional services
- 79900000 - Miscellaneous business and business-related services
- 79933000 - Design support services
- 79950000 - Exhibition, fair and congress organisation services
- 79951000 - Seminar organisation services
- 79952000 - Event services
- 79956000 - Fair and exhibition organisation services
- 79995200 - Cataloguing services
- 79996000 - Business organisation services
- 55120000 - Hotel meeting and conference services
- 63121100 - Storage services
two.2.3) Place of performance
NUTS codes
- UKN0 - Northern Ireland
two.2.4) Description of the procurement
Invest NI wishes to appoint a suitable Contractor to manage and deliver the full annual events portfolio which plays a vital role in engaging with and communicating their messages to target audiences providing a strategic platform to promote its programmes and advisory services to ultimately facilitate annual programme referral and participation targets, help identify and build a pipeline of potential customers and support and encourage linkage of the Client’s core customer segments. Delivery includes provision of management and logistical support services with a mix of face to face, online and hybrid events; promotion, registration and management of delegate bookings; design, production, storage, cataloguing, delivery and installation of set, staging and display stand requirements and promotional materials; and to provide and manage an online conference solution which can deliver virtual, hybrid and in-person events. Submissions are welcomed from both agencies and consortiums.
two.2.5) Award criteria
Quality criterion - Name: Methodology and Resource Management / Weighting: 24
Quality criterion - Name: Core Event Delivery Team Experience / Weighting: 12
Quality criterion - Name: Event Director / Manager Experience / Weighting: 12
Quality criterion - Name: Display Stand Requirements / Weighting: 6
Quality criterion - Name: Provision and Management of an online conference solution which can also be used to deliver hybrid events / Weighting: 6
Cost criterion - Name: Scenario Cost 1 / Weighting: 6.8
Cost criterion - Name: Scenario Cost 2 / Weighting: 6.8
Cost criterion - Name: Scenario Cost 3 / Weighting: 6.8
Cost criterion - Name: Scenario Cost 4 / Weighting: 6.8
Cost criterion - Name: Scenario Cost 5 / Weighting: 6.8
Cost criterion - Name: Storage Facility Cost (per annum cost) / Weighting: 4
Cost criterion - Name: Online conference solution which can also be used to deliver hybrid events (per annum cost) / Weighting: 2
two.2.6) Estimated value
Value excluding VAT: £5,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
Prior to expiry of contract anticipated to be April 2026.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.3) Technical and professional ability
List and brief description of selection criteria
Previous Company Experience. Secure Storage Facility (post award)
Minimum level(s) of standards possibly required
Pass/Fail
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
The Client will monitor the Contractor’s performance against the specified KPIs and as detailed in the Commercial Conditions of Contract Schedule 3 Contract Management/Monitoring Schedule.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
4 April 2022
Local time
3:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 3 July 2022
four.2.7) Conditions for opening of tenders
Date
4 April 2022
Local time
3:30pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: 3 months prior to expiry of this contract anticipated to be February 2026.
six.3) Additional information
Contract Monitoring. The Contractor’s performance on the contract will be regularly monitored. Contractors not delivering on contract requirements is a serious matter. It means the public purse is not getting what it is paying for. If a Contractor fails to reach satisfactory levels of contract performance they will be given a specified time to improve. If, after the specified time, they still fail to reach satisfactory levels of contract performance, the matter will be escalated to senior management in CPD for further action. If this occurs and their performance still does not improve to satisfactory levels within the specified period, it may be regarded as an act of grave professional misconduct and they may be issued with a Certificate of Unsatisfactory Performance and the contract may be terminated. The issue of a Certificate of Unsatisfactory Performance will result in the contractor being excluded from all procurement competitions being undertaken by Centres of Procurement Expertise on behalf of bodies covered by the Northern Ireland Procurement Policy for a period of twelve months from the date of issue of the certificate.” This project will be used to progress the Government’s wider social, economic and environmental objectives.
six.4) Procedures for review
six.4.1) Review body
The UK does not have any such bodies with responsibility for appeal/mediation procedures.
As above
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
CPD will comply with the Public Contracts Regulations 2015 and, where appropriate, will incorporate a standstill period (i.e. a minimum of 10 calendar days) at the point information on the award of contract is communicated to tenderers. That notification will provide full information on the award decision. This provides time for the unsuccessful tenderers to challenge the award decision before the contract is entered into.