Section one: Contracting authority
one.1) Name and addresses
University of Exeter
Northcote House
Exeter
EX4 4QH
Contact
Jo Tudor
Telephone
+44 1392723333
Country
United Kingdom
NUTS code
UKK - South West (England)
National registration number
RC000653
Internet address(es)
Main address
Buyer's address
https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/53042
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=87992&B=EXETER
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=87992&B=EXETER
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
Provision of Event Services Framework
Reference number
UOE/2024/023/JT
two.1.2) Main CPV code
- 79952000 - Event services
two.1.3) Type of contract
Services
two.1.4) Short description
Event Exeter, operating as part of the University of Exeter, is responsible for overseeing all events held across its Streatham and St Luke’s campuses. These events span a broad range of sizes and types, from smaller functions for approximately 100 attendees to large-scale concerts and gatherings for up to 1,700 guests. Events are held year-round, with security needs adapted to meet the unique demands of each occasion. To successfully run these events we are looking for a range of suppliers to join our internal framework from which we will call off as needed. The areas we require are security, medical cover, marquee hire and furniture and equipment hire, detailed in four separate lots.
two.1.5) Estimated total value
Value excluding VAT: £800,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Lot 1 – Event Security Services
Lot No
1
two.2.2) Additional CPV code(s)
- 79710000 - Security services
two.2.3) Place of performance
NUTS codes
- UKK - South West (England)
two.2.4) Description of the procurement
Event Exeter, part of the University of Exeter, manages events across its Streatham and St Luke’s campuses, requiring professional security to ensure safety, licensing compliance, and venue integrity. Events range from small functions to large gatherings of up to 1,700 attendees, with 50–60 events annually. Some occasions need up to 50 security staff for crowd control and access management. Enhanced measures may be required for high-risk events or overnight protection of venues and equipment.
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: £550,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
2 further 12 month extensions available
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
two.2.14) Additional information
Attached as document
two.2) Description
two.2.1) Title
Lot 2 -Event Medical Cover
Lot No
2
two.2.2) Additional CPV code(s)
- 79625000 - Supply services of medical personnel
- 85141000 - Services provided by medical personnel
two.2.3) Place of performance
NUTS codes
- UKK - South West (England)
- UK - United Kingdom
two.2.4) Description of the procurement
To ensure the health, safety, and welfare of all attendees, Event Exeter includes event medical cover as a critical component in its planning and risk assessment procedures for specific events. Cover will be required year-round, with staffing and resource levels determined by event demand. Event Exeter will work closely with the medical provider to ensure adequate notice for staffing requirements, with flexible arrangements to accommodate events booked with shorter lead times.
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: £95,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
2 further 12 month extensions available
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
two.2.14) Additional information
Attached as document
two.2) Description
two.2.1) Title
Lot 3 - Marquee Hire
Lot No
3
two.2.2) Additional CPV code(s)
- 39150000 - Miscellaneous furniture and equipment
- 39300000 - Miscellaneous equipment
two.2.3) Place of performance
NUTS codes
- UKK - South West (England)
two.2.4) Description of the procurement
We periodically require marquees for events such as conferences, open days, and corporate gatherings. These adaptable structures must suit diverse needs, including seating, dining, staging, and exhibitions. Requirements vary by event, encompassing different sizes, designs, flooring, lighting, and climate control. The aim is to provide tailored, weather-resistant spaces that ensure comfort, functionality, and alignment with each event’s theme and needs.
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: £135,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
2 further 12 month extensions available
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
two.2.14) Additional information
Attached as document
two.2) Description
two.2.1) Title
Lot 4 - Furniture & Equipment Hire
Lot No
4
two.2.2) Additional CPV code(s)
- 39300000 - Miscellaneous equipment
- 39150000 - Miscellaneous furniture and equipment
- 39151000 - Miscellaneous furniture
- 39153000 - Conference-room furniture
two.2.3) Place of performance
NUTS codes
- UKK - South West (England)
two.2.4) Description of the procurement
Event Exeter, part of the University of Exeter, oversees events on the Streatham and St Luke’s campuses, providing furniture and equipment as needed. For specialised requirements, such as seating, staging, or lighting, external hire is used to tailor setups for events ranging from small gatherings to large conferences. Working with trusted suppliers, Event Exeter ensures safety, quality, and flexibility, delivering customised solutions for academic, corporate, and formal functions.
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: £35,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
2 further 12 month extensions available
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
two.2.14) Additional information
Attached as document
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
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: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
3 January 2025
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
3 January 2025
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: 2030
six.4) Procedures for review
six.4.1) Review body
royal Court of Justice
Strand
London
WC2A 2LL
Country
United Kingdom