Section one: Contracting authority
one.1) Name and addresses
The Courtauld Institute of Art
Somerset House, Strand
London
WC2R 0RN
Contact
Natalia Fenyoe
natalia.fenyoe@courtauld.ac.uk
Telephone
+44 2039477748
Country
United Kingdom
NUTS code
UKI31 - Camden and City of London
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.delta-esourcing.com/tenders/UK-UK-London:-Event-services./5J433GCW2A
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.delta-esourcing.com/tenders/UK-UK-London:-Event-services./5J433GCW2A
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
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
The Courtauld Events Supplier Framework
Reference number
586596678
two.1.2) Main CPV code
- 79952000 - Event services
two.1.3) Type of contract
Services
two.1.4) Short description
The Courtauld hosts a huge variety of events ranging from receptions for hundreds of people hosted by corporate companies and private individuals, small donor dinners to international exhibition openings. This Framework is for Events Services suppliers covering five Lots (Catering, Production, Furniture Hire, Entertainment and Floristry) for internal Courtauld events, however suppliers appointed to the Framework will also be listed on the Approved Supplier List for external event clients (any work for such events will be a direct arrangement between the supplier and external client and not be undertaken under this Framework).
two.1.5) Estimated total value
Value excluding VAT: £1,780,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 5
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
Any combination of lots
two.2) Description
two.2.1) Title
Catering
Lot No
1
two.2.2) Additional CPV code(s)
- 79952000 - Event services
- 55520000 - Catering services
two.2.3) Place of performance
NUTS codes
- UKI31 - Camden and City of London
Main site or place of performance
Camden and City of London
two.2.4) Description of the procurement
The Courtauld hosts a huge variety of events ranging from receptions for hundreds of people hosted by corporate companies and private individuals, small donor dinners to international exhibition openings. The Supplier will provide a comprehensive events Catering service, delivered in a safe and efficient manner. Catering required will include canapé receptions including options for one bite canapés, static nibbles, food stations and bowl food, dinners to include pre-dinner canapes, and two or three course seated meals as well as catering for breakfast events that may range from tea/coffee, pastries, fruit and yogurt pots to a seated hot breakfast. Suppliers will be required to offer both a full drinks service to include hot drinks, soft drinks and alcohol as well a corkage option. See additional information below. Estimated Framework Lot 1 spend £250K-£350k (year 1), £150k-£250k (years 2-4). See additional information below.
two.2.6) Estimated value
Value excluding VAT: £1,100,000
two.2.7) Duration of the contract or the framework agreement
Duration in months
48
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
This Framework covers internal Courtauld events, however suppliers appointed to the Framework will also be listed on the Approved Supplier List for external event clients (any work for such events will be a direct arrangement between the supplier and external client and not be undertaken under this Framework). This is a Light Touch Regime procurement (see ITT for details).
two.2) Description
two.2.1) Title
Production
Lot No
2
two.2.2) Additional CPV code(s)
- 79952000 - Event services
- 31527260 - Lighting systems
- 32321200 - Audio-visual equipment
- 32232000 - Video-conferencing equipment
- 32323300 - Video equipment
- 79952100 - Cultural event organisation services
- 39100000 - Furniture
- 72224000 - Project management consultancy services
- 39143200 - Dining-room furniture
- 39151000 - Miscellaneous furniture
- 39156000 - Lounge and reception-area furniture
two.2.3) Place of performance
NUTS codes
- UKI31 - Camden and City of London
Main site or place of performance
Camden and City of London
two.2.4) Description of the procurement
The Courtauld hosts a huge variety of events ranging from receptions for hundreds of people hosted by corporate companies and private individuals, small donor dinners to international exhibition openings. The Supplier shall provide a range of technical services to The Courtauld, which shall include some or all of: lighting, audio, video, staging and project management, on a case by case basis. Typically, this will include the installation of ambient lighting for an event, the provision of sound for speeches during an event (which may be required across multiple rooms) with the ability to show a presentation or film as required and a lectern or small stage for speeches/presentations. Digital content maybe required for some events including filming, live streaming and editing. Estimated Framework Lot 2 spend £40-80k per year. See additional information below.
two.2.6) Estimated value
Value excluding VAT: £320,000
two.2.7) Duration of the contract or the framework agreement
Duration in months
48
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
This Framework covers internal Courtauld events, however suppliers appointed to the Framework will also be listed on the Approved Supplier List for external event clients (any work for such events will be a direct arrangement between the supplier and external client and not be undertaken under this Framework). This is a Light Touch Regime procurement (see ITT for details).
two.2) Description
two.2.1) Title
Furniture Hire
Lot No
3
two.2.2) Additional CPV code(s)
- 79952000 - Event services
- 39100000 - Furniture
- 39151000 - Miscellaneous furniture
- 39156000 - Lounge and reception-area furniture
- 39143200 - Dining-room furniture
two.2.3) Place of performance
NUTS codes
- UKI31 - Camden and City of London
Main site or place of performance
Camden and City of London
two.2.4) Description of the procurement
The Courtauld hosts a huge variety of events ranging from receptions for hundreds of people hosted by corporate companies and private individuals, small donor dinners to international exhibition openings. The Supplier shall provide a range of furniture hire options to The Courtauld, which shall include lounge, reception and dining furniture and bar hire. The Supplier shall have access to a suitable range of products which may include but is not limited to, armchairs, sofas, stools, ottomans, benches, poseur tables, coffee, café and dining tables, dining chairs, production bars and bars used for food stations, either as their own stock or via sub-contracted rental. The Supplier shall ensure that all products meet the necessary safety standards for use, and are appropriately maintained. Estimated Framework Lot 3 spend £10-25k per year. See additional information below.
two.2.6) Estimated value
Value excluding VAT: £100,000
two.2.7) Duration of the contract or the framework agreement
Duration in months
48
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
This Framework covers internal Courtauld events, however suppliers appointed to the Framework will also be listed on the Approved Supplier List for external event clients (any work for such events will be a direct arrangement between the supplier and external client and not be undertaken under this Framework). This is a Light Touch Regime procurement (see ITT for details).
two.2) Description
two.2.1) Title
Entertainment
Lot No
4
two.2.2) Additional CPV code(s)
- 79952000 - Event services
- 92300000 - Entertainment services
two.2.3) Place of performance
NUTS codes
- UKI31 - Camden and City of London
Main site or place of performance
Camden and City of London
two.2.4) Description of the procurement
The Courtauld hosts a huge variety of events ranging from receptions for hundreds of people hosted by corporate companies and private individuals, small donor dinners to international exhibition openings. The Supplier must be able to respond to a range of briefs and budgets, providing a variety of entertainment options that are appropriate for performances in spaces hung with art works. These may include but are not limited to musical entertainment including acoustic music groups such as string quartets, pianists, guitar or accordion players, amplified musical groups such as jazz trios and singers as well as DJs; magicians and illustrators. Suppliers must be able to suggest a range of entertainment options for each brief (for example more than one string quartet group). Estimated Framework Lot 4 spend £10-30k per year. See additional information below.
two.2.6) Estimated value
Value excluding VAT: £120,000
two.2.7) Duration of the contract or the framework agreement
Duration in months
48
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
This Framework covers internal Courtauld events, however suppliers appointed to the Framework will also be listed on the Approved Supplier List for external event clients (any work for such events will be a direct arrangement between the supplier and external client and not be undertaken under this Framework). This is a Light Touch Regime procurement (see ITT for details).
two.2) Description
two.2.1) Title
Floristry
Lot No
5
two.2.2) Additional CPV code(s)
- 79952000 - Event services
- 03121200 - Cut flowers
- 03121210 - Floral arrangements
- 77330000 - Floral-display services
two.2.3) Place of performance
NUTS codes
- UKI31 - Camden and City of London
Main site or place of performance
Camden and City of London
two.2.4) Description of the procurement
The Courtauld hosts a huge variety of events ranging from receptions for hundreds of people hosted by corporate companies and private individuals, small donor dinners to international exhibition openings. Suppliers must be able to provide floral displays for a wide range of events and be able to adapt swiftly and easily to a large range of briefs, budgets and clients, and deliver creative solutions that meet The Courtauld’s policies and procedures. The floral displays required may include but not be limited to, table centres, arrangements for occasional tables and poseur tables, free standing displays on plinths or tables and bar arrangements. These shall all be of an exceptionally high standard ensuring all plant material is in peak condition. Estimated Framework Lot 5 spend £10-35k per year. See additional information below.
two.2.6) Estimated value
Value excluding VAT: £140,000
two.2.7) Duration of the contract or the framework agreement
Duration in months
48
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
This Framework covers internal Courtauld events, however suppliers appointed to the Framework will also be listed on the Approved Supplier List for external event clients (any work for such events will be a direct arrangement between the supplier and external client and not be undertaken under this Framework). This is a Light Touch Regime procurement (see ITT for details).
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.4) Objective rules and criteria for participation
List and brief description of rules and criteria
see procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
see procurement documents
Section four. Procedure
four.1) Description
four.1.1) Form of procedure
Open procedure
four.1.11) Main features of the award procedure
This is a Light Touch Regime procurement following the general style of an Open Procedure with the following features:
The Notice is issued on 2nd June 2021
Tenders must be returned by 30th June 2021 16:00 BST.
Any potential suppliers not meeting the mandatory requirements (shown as Pass/Fail questions as set out in the procurement documents) will not the remainder of their tender evaluated.
For Lot 1 only - all potential suppliers scoring within 20% points of the 8th placed scoring potential supplier following moderation of the written Quality response (50% made up of (Lot 1 Questionnaire and Case Studies)) and the Pricing (30%), and passing mandatory requirements and the minimum score for each weighted question, will be invited to practical assessment (worth the remaining 20% of the Overall Score).
The successful suppliers will be the top scoring suppliers in each lot, as follows:
Lot 1 Catering - 8 suppliers
Lot 2 Production - 5 suppliers
Lot 3 Furniture Hire - 3 suppliers
Lot 4 Entertainment - 3 suppliers
Lot 5 Floristry - 6 suppliers
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
30 June 2021
Local time
4:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
This is a Light Touch Regime procurement following the general style of an Open Procedure with the following features:
The Notice is issued on 2nd June 2021
Tenders must be returned by 30th June 2021 16:00 BST.
Any potential suppliers not meeting the mandatory requirements (shown as Pass/Fail questions as set out in the procurement documents) will not the remainder of their tender evaluated.
See ITT for further details.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://www.delta-esourcing.com/tenders/UK-UK-London:-Event-services./5J433GCW2A
To respond to this opportunity, please click here:
https://www.delta-esourcing.com/respond/5J433GCW2A
GO Reference: GO-202162-PRO-18338412
six.4) Procedures for review
six.4.1) Review body
The Courtauld Institute of Art
Somerset House, Strand
London
WC2R 0RN
Telephone
+44 20739477777
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
The Courtauld Institute of Art
Somerset House, Strand
London
WC2R 0RN
Telephone
+44 20739477777
Country
United Kingdom