Section one: Contracting authority
one.1) Name and addresses
Department for Culture, Media and Sport
100 Parliament Street
London
SW1A 2BQ
Contact
DCMS Commercial
dcms-emc-procurement@dcms.gov.uk
Country
United Kingdom
Region code
UKI - London
Internet address(es)
Main address
Buyer's address
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
Recreation, culture and religion
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
EVENT MANAGEMENT COMPANY FOR MAJOR CEREMONIAL EVENTS
Reference number
103978
two.1.2) Main CPV code
- 79952000 - Event services
two.1.3) Type of contract
Services
two.1.4) Short description
PROCUREMENT SUBJECT TO LIGHT TOUCH REGULATIONS 74 TO 77 OF THE PUBLIC CONTRACTS REGULATIONS 2015.
This is a Contract Notice related to a Prior Information (PIN) published by the Department for Culture, Media & Sport (DCMS) on 30th April 2024. Reference: https://www.find-tender.service.gov.uk/Notice/013957-2024
DCMS is seeking to appoint a suitably experienced Event Management Company (EMC) for the provision of planning and, if activated, delivery of Major Royal Ceremonial Event(s) (Events) in London.
The Estimated total value included in this Notice is the estimated maximum value if the Authority were to take up all options available under this contract.
The appointed EMC will be required to:
- prepare and maintain an Event Management Plan for the delivery of Events,
- hold a supply chain at sufficient readiness for no-notice Event delivery,
- deliver the Event(s) if required/ Activated.
Services will include detailed planning, design, testing & exercising, and management services including financial control, and appointment, engagement and management of subcontractors.
This contract will include working in close and regular partnership with a number of stakeholders including Government and Public Bodies and the Royal Household to ensure delivery is professional and meets the expectations of stakeholders. Should it occur, the largest Event activates at no notice, over a c2 week timeframe, encompassing a large geographic footprint across multiple specific locations in London, attracts hundreds of thousands of (unticketed) spectators and hundreds of millions via media broadcast. The scale, scope and complexity cannot be underestimated and sensitivity towards the significance of the Event is paramount. Events will be broadcast live worldwide and attract a large media presence. Delivering the requirements of the media, in terms of stands, access controls and media villages form important elements of the required service.
two.1.5) Estimated total value
Value excluding VAT: £105,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 71242000 - Project and design preparation, estimation of costs
two.2.3) Place of performance
NUTS codes
- UKI - London
Main site or place of performance
Westminster, London
two.2.4) Description of the procurement
PROCUREMENT SUBJECT TO LIGHT TOUCH REGULATIONS 74 TO 77 OF THE PUBLIC CONTRACTS REGULATIONS 2015.
The Contract is for 103978 - Event Management Company For Major Royal Ceremonial Events.
To obtain further information, please follow these steps:
1. Log in to the supplier portal at http://dcms.my.site.com/
2. Locate the opportunity using 'My Proposals and Quotes' - using the reference ‘103978 - Event Management Company For Major Royal Ceremonial Events’ as required.
If you cannot see the opportunity after following the above, please contact support@atamis.co.uk who are able to assist with any project access issues or any log-in/ registration issues.
3. Download the Non-Disclosure Agreement (NDA) for review
4. Return a signed NDA to DCMS via the Atamis e-Sourcing messaging system (interested Bidders are advised to do this as soon as possible) -
5. Once DCMS have reviewed and returned the signed NDA you will be added to the ITT project.
DCMS is conducting this procurement exercise via Atamis e-sourcing portal as detailed above. Interested organisations will be required to complete a Non-Disclosure Agreement (NDA) prior to being provided access to the procurement documents or any other documents regarding the requirement. The NDA is available within the Atamis e-sourcing portal link above; completed NDA’s are to be returned via the Messaging function within the portal. Upon receipt of a signed copy of the NDA, DCMS will carry out due diligence on the organisation applying to verify authenticity prior to providing access to the procurement workspace within Atamis where the procurement documentation can be viewed.
Organisations that do not provide a signed copy of the NDA directly to DCMS via the Atamis Portal messaging system will not be granted access to the procurement workspace and documentation.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £105,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
This contract is subject to renewal
Yes
Description of renewals
Requirement may be subject to renewal
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
Some elements of the Services are optional (to be exercised at the discretion of the Authority)
The Estimated total value included in this Notice is the estimated maximum value if the Authority were to take up all options available under this contract.
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
PROCUREMENT SUBJECT TO LIGHT TOUCH REGULATIONS 74 TO 77 OF THE PUBLIC CONTRACTS REGULATIONS 2015.
Progress to receiving Invitation to Tender documentation is conditional upon the complete unconditional acceptance of the NDA for this procurement exercise. Please note that the timeframe allocated for tendering activities commences from the date of this notice.
Please provide a signed copy of the NDA directly to DCMS via the Atamis e-sourcing messaging system.
If an organisation encounters any difficulties in accessing the system please contact support@atamis.co.uk.
Additional CPV Codes
71242000 - Project and design preparation, estimation of costs.
72224000 - Project management consultancy services.
79421000 - Project-management services other than for construction work.
79421100 - Project-supervision services other than for construction work.
24955000 - Chemical toilets.
35821000 - Flags.
35821100 - Flagpole.
79710000 - Security services.
48952000 - Public address systems.
32000000 - Radio, television, communication, telecommunication and related equipment.
32344210 - Radio equipment.
32344280 - Portable radios.
34928200 - Fences.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
Unconditional acceptance of Authority's Non-Disclosure Agreement to obtain the Invitation to Tender Documentation.
Adherence to Light touch regulations - LIGHT TOUCH REGULATIONS 74 TO 77 OF THE PUBLIC CONTRACTS REGULATIONS 2015.
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
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: No
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2024/S 000-013957
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
5 July 2024
Local time
12:00pm
Changed to:
Date
15 July 2024
Local time
10:00am
See the change notice.
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: 4 November 2024
four.2.7) Conditions for opening of tenders
Date
5 July 2024
Local time
2:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
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
PROCUREMENT SUBJECT TO LIGHT TOUCH REGULATIONS 74 TO 77 OF THE PUBLIC CONTRACTS REGULATIONS 2015.
Receipt of the Invitation to Tender documentation is conditional upon the complete unconditional acceptance of the NDA for this procurement exercise. Please note that the timeframe allocated for tendering activities commences from the date of this notice.
Please provide a signed copy of the NDA directly to DCMS via the Atamis e-sourcing messaging system.
If an organisation encounters any difficulties in accessing the system please contact support@atamis.co.uk.
Additional CPV Codes
71242000 - Project and design preparation, estimation of costs.
72224000 - Project management consultancy services.
79421000 - Project-management services other than for construction work.
79421100 - Project-supervision services other than for construction work.
24955000 - Chemical toilets.
35821000 - Flags.
35821100 - Flagpole.
79710000 - Security services.
48952000 - Public address systems.
32000000 - Radio, television, communication, telecommunication and related equipment.
32344210 - Radio equipment.
32344280 - Portable radios.
34928200 - Fences.
six.4) Procedures for review
six.4.1) Review body
Department for Culture, Media and Sport
100 Parliament Street
London
SW1A 2BQ
Country
United Kingdom
Internet address
six.4.2) Body responsible for mediation procedures
High Court of England and Wales
7 Rolls Building, Fetter Lane, London EC4A 1NL
London
EC4A1NL
Country
United Kingdom