{ "uri": "https://www.find-tender.service.gov.uk/api/1.0/ocdsRecordPackages/ocds-h6vhtk-04a478", "publisher": { "name": "Cabinet Office", "scheme": "GB-GOR", "uid": "D2", "uri": "https://www.gov.uk/government/organisations/cabinet-office" }, "publishedDate": "2025-03-31T12:11:48+01:00", "license": "http://www.nationalarchives.gov.uk/doc/open-government-licence/version/3/", "publicationPolicy": "https://www.gov.uk/government/publications/open-contracting", "version": "1.1", "extensions": [ "https://standard.open-contracting.org/profiles/eu/latest/en/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_amendment_rationale_classifications_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_budget_breakdown_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_contract_completion_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_documentation_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_pagination_extension/master/extension.json", "https://raw.githubusercontent.com/open-contracting-extensions/ocds_suitability_extension/master/extension.json", "https://raw.githubusercontent.com/portaledcahn/ocds_Links_extension/main/extension.json", "https://raw.githubusercontent.com/cabinetoffice/ocds_uk_extension/main/extension.json" ], "packages": [ "https://www.find-tender.service.gov.uk/api/1.0/ocdsRecordPackages/ocds-h6vhtk-04a478" ], "records": [ { "ocid": "ocds-h6vhtk-04a478", "releases": [ { "ocid": "ocds-h6vhtk-04a478", "id": "031304-2024", "date": "2024-10-01T11:06:33+01:00", "tag": [ "tender" ], "description": "E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).\nAll documentation in relation to this tender can be downloaded from In-Tend.\nTenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend.\nRegular monitoring of the portal is the responsibility of the tenderer.\nIf you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.\nOnce you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. \nOnce you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'.\nPotential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.\nFurther instructions for the submission of responses are below:\nTo submit your return:\n1. Log in.\n2. Click 'Tenders'.\n3. Locate the relevant project.\n4. View details.\n5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender').\n6. Click on the 'Attach Documents' button and upload your return.\n7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return.\n8. Click the red 'Submit Return' button.\nPlease note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.\nPublication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015, the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. \nBy submitting a response, tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.\nCosts and Expenses: Tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement.\nUnder no circumstances will the University be liable for any costs or expenses borne by tenderers or any of their supply chain, partners or advisers in this procurement process.\nThe University is not liable for any costs in the event of the cancellation of this procurement process.", "initiationType": "tender", "tender": { "id": "2023UoS-0816", "legalBasis": { "id": "32014L0024", "scheme": "CELEX" }, "title": "Hosted Events and Conferencing Services (NIHR)", "status": "active", "classification": { "scheme": "CPV", "id": "55120000", "description": "Hotel meeting and conference services" }, "mainProcurementCategory": "services", "description": "The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events. \nThe events range in size and duration from small, one day meetings, to large meetings and conferences spanning multiple days. \nAlongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has an appropriate and consistent presence and appearance at an agreed programme of events. \nNETSCC is looking to commission several events annually alongside production of digital literature. \nThe department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.\nThe University is looking to award a contract for a fixed term of 2 years and 3 months, with the option to extend for an additional 2 years.\nIt should be noted that the current contract between the NETSCC and University of Southampton expires 30th April 2027. In the event that the University is not re-awarded this contract, the agreement between NETSCC and the Supplier may be novated to the new contracting party.\nIn the event that the agreement between NETSCC and University of Southampton is not re-awarded, there may be the need for services to be provided to University of Southampton under this contract for up to 6-months of the 2-year extension period.", "value": { "amount": 1000000, "currency": "GBP" }, "lots": [ { "id": "1", "description": "The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events. \nThe events range in size and duration from small, one day meetings, to large meetings and conferences spanning multiple days. \nAlongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has an appropriate and consistent presence and appearance at an agreed programme of events. \nNETSCC is looking to commission several events annually alongside production of digital literature. \nThe department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.\nThe University is conducting this procurement using the Open Procedure in accordance with the requirements of the Regulations for the purpose of procuring the services described in the Specification.\nThe University proposes to enter into a Contract for four years and three months - this will be the maximum contract period.\nThis will comprise of an initial contract period of two years and three months for the provision of services, inclusive of a three months period for contract mobilisation, with an optional extension period of two years.\nIt should be noted that the current contract between the NETSCC and University of Southampton expires 30th April 2027. In the event that the University is not re-awarded this contract, the agreement between NETSCC and the Supplier may be novated to the new contracting party.\nIn the event that the agreement between NETSCC and University of Southampton is not re-awarded, there may be the need for services to be provided to University of Southampton under this contract for up to 6-months of the 2-year extension period.\nThe contract will be effective upon signing. \nThe estimated value of the contract is between £600,000.00 and £1,000,000.00 excluding VAT. This will be the maximum contract value for the full contract period including any extension periods. This value includes all relate services, but does not include fees paid by the University directly to venues. Additional information: This contract is NOT suitable for splitting into lots. The risk of dividing the requirement into Lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract.", "awardCriteria": { "criteria": [ { "name": "Mandatory Requirements", "type": "quality", "description": "Pass / Fail" }, { "name": "Highly Desirable - Section 1 - Logistics Requirements", "type": "quality", "description": "5.00%" }, { "name": "Highly Desirable - Section 2 - Relationship Management Requirements", "type": "quality", "description": "10.00%" }, { "name": "Highly Desirable - Section 3 - Flexibility and Client Support Requirements", "type": "quality", "description": "12.50%" }, { "name": "Highly Desirable - Section 4 - Risk Management Requirements", "type": "quality", "description": "2.50%" }, { "name": "Desirable - Section 1 - Logistics Requirements", "type": "quality", "description": "10.00%" }, { "name": "Desirable - Section 4 - Risk Management Requirements", "type": "quality", "description": "5.00%" }, { "name": "Desirable - Section 5 - Economic, Environmental and Social Value Requirements", "type": "quality", "description": "10.00%" }, { "name": "Desirable - Section 6 - Software and Reporting Requirements", "type": "quality", "description": "15.00%" }, { "name": "Desirable - Section 7 - Implementation Plan Requirements", "type": "quality", "description": "10.00%" }, { "name": "Event Setup and Management Costs", "type": "cost", "description": "15.00%" }, { "name": "Resource Development and Production Costs", "type": "cost", "description": "5.00%" }, { "name": "Additional Costs", "type": "cost", "description": "For Information Only" } ] }, "value": { "amount": 1000000, "currency": "GBP" }, "contractPeriod": { "durationInDays": 1530 }, "hasRenewal": false, "submissionTerms": { "variantPolicy": "notAllowed" }, "hasOptions": false, "status": "active" } ], "items": [ { "id": "1", "deliveryAddresses": [ { "region": "UK" } ], "deliveryLocation": { "description": "Events are to be held across the UK and will be agreed throughout the duration of the contract. For example, previous events have been held in London, Leeds and Leamington Spa." }, "relatedLot": "1" } ], "submissionMethod": [ "electronicSubmission" ], "submissionMethodDetails": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home", "selectionCriteria": { "criteria": [ { "type": "suitability", "description": "To support the financial assessment, the University will obtain a Business Risk Report for all Tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.\nThe University reserves the right to exclude a Tenderer or request provision of further assurances such as parent company / bank guarantee where a Tenderer's Business Risk Score is: ''Moderate Risk''; ''High Risk''; ''Very High Risk''; or ''Not Rated'', based on the rating provided by Creditsafe.\nWhere a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used.\nThis method is detailed within the Invitation to Tender document set.", "appliesTo": [ "supplier" ] }, { "minimum": "Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:\nEmployers (Compulsory) Liability: £ 10 Million GBP per occurrence.\nProduct Liability: £ 10 Million GBP per occurrence.\nPublic Liability: £ 10 Million GBP per occurrence.\nProfessional Indemnity: £ 5 Million" }, { "type": "technical", "description": "Tenderers attention is drawn to the MANDATORY requirements of the award criteria:\nGrounds for mandatory exclusion\n- Mandatory technical requirements M1 to M2\n- Failure to meet the minimum requested score for Highly Desirable requirements 1.1, 2.1, 2.2, 3.1, 3.2 and 4.1\nGrounds for discretionary exclusion\n- Economic & Financial Standing\n- Insurance\n- Compliance with equality legislation\n- Health & Safety\n- Legal requirements", "appliesTo": [ "supplier" ] } ] }, "procurementMethod": "open", "procurementMethodDetails": "Open procedure", "tenderPeriod": { "endDate": "2024-11-05T12:00:00Z" }, "submissionTerms": { "languages": [ "en" ], "bidValidityPeriod": { "durationInDays": 120 } }, "awardPeriod": { "startDate": "2024-11-05T12:01:00Z" }, "bidOpening": { "date": "2024-11-05T12:01:00Z" }, "hasRecurrence": false, "contractTerms": { "hasElectronicOrdering": true, "electronicInvoicingPolicy": "allowed", "hasElectronicPayment": true } }, "parties": [ { "name": "UNIVERSITY OF SOUTHAMPTON", "id": "GB-UKPRN-10007185", "identifier": { "legalName": "UNIVERSITY OF SOUTHAMPTON", "id": "10007185", "scheme": "GB-UKPRN" }, "address": { "streetAddress": "BUILDING 85, HIGHFIELD CAMPUS,UNIVERSITY ROAD", "locality": "SOUTHAMPTON", "region": "UKJ32", "postalCode": "SO171BJ", "countryName": "United Kingdom" }, "contactPoint": { "name": "Morgan Hughes", "telephone": "+44 2380595000", "email": "procurement@soton.ac.uk", "url": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home" }, "roles": [ "buyer" ], "details": { "url": "http://www.southampton.ac.uk", "buyerProfile": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home", "classifications": [ { "scheme": "TED_CA_TYPE", "id": "BODY_PUBLIC", "description": "Body governed by public law" }, { "scheme": "COFOG", "id": "09", "description": "Education" } ] } }, { "name": "University of Southampton", "id": "GB-FTS-8641", "identifier": { "legalName": "University of Southampton" }, "address": { "streetAddress": "University Road", "locality": "Southampton", "postalCode": "SO17 1BJ", "countryName": "United Kingdom" }, "contactPoint": { "email": "procurement@soton.ac.uk" }, "roles": [ "reviewBody" ] } ], "buyer": { "id": "GB-UKPRN-10007185", "name": "UNIVERSITY OF SOUTHAMPTON" }, "language": "en" }, { "ocid": "ocds-h6vhtk-04a478", "id": "011984-2025", "date": "2025-03-31T12:11:47+01:00", "tag": [ "award", "contract" ], "initiationType": "tender", "tender": { "id": "2023UoS-0816", "legalBasis": { "id": "32014L0024", "scheme": "CELEX" }, "title": "Hosted Events and Conferencing Services (NIHR)", "status": "complete", "classification": { "scheme": "CPV", "id": "55120000", "description": "Hotel meeting and conference services" }, "mainProcurementCategory": "services", "description": "The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events.\nThe events range in size and duration from small, on day meetings, to large meetings and conferences spanning multiple days.\nAlongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has an appropriate and consistent presence and appearance at an agreed programme of events.\nNETSCC is looking to commission several events annually alongside production of digital literature.\nThe department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.\nThe University conducted this procurement using the open Procedure in accordance with the requirements of the Regulations for the purpose of procuring the services described in the Specification.\nIt should b noted that the current contract between the NETSCC and University of Southampton expired 30th April 2027. In the event that the University is not re-awarded, there may be the need for services to be provided to the University of Southampton under this contract for up to 6-months of the 2-year extension period. \nThe contract will be effective upon signing.\nThe estimated value of the contract was between £600,000.00 and £1,000,000.00 excluding VAT. This was the maximum contract value for the full contract period including any extension periods. This value included all related services, but did not include fees paid by the University directly to venues.", "lots": [ { "id": "1", "description": "The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events.\nThe events range in size and duration from small, on day meetings, to large meetings and conferences spanning multiple days.\nAlongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has an appropriate and consistent presence and appearance at an agreed programme of events.\nNETSCC is looking to commission several events annually alongside production of digital literature.\nThe department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.\nThe University conducted this procurement using the open Procedure in accordance with the requirements of the Regulations for the purpose of procuring the services described in the Specification.\nIt should b noted that the current contract between the NETSCC and University of Southampton expired 30th April 2027. In the event that the University is not re-awarded, there may be the need for services to be provided to the University of Southampton under this contract for up to 6-months of the 2-year extension period. \nThe contract will be effective upon signing.\nThe estimated value of the contract was between £600,000.00 and £1,000,000.00 excluding VAT. This was the maximum contract value for the full contract period including any extension periods. This value included all related services, but did not include fees paid by the University directly to venues.", "awardCriteria": { "criteria": [ { "name": "Mandatory Requirements", "type": "quality", "description": "Pass/Fail" }, { "name": "Highly Desirable Requirements", "type": "quality", "description": "30.00%" }, { "name": "Desirable Requirements", "type": "quality", "description": "50.00%" }, { "name": "Event Setup, Management & Resource Development and Production Costs", "type": "cost", "description": "20.00%" } ] }, "hasOptions": false, "status": "cancelled" } ], "items": [ { "id": "1", "deliveryAddresses": [ { "region": "UK" } ], "relatedLot": "1" } ], "procurementMethod": "open", "procurementMethodDetails": "Open procedure" }, "awards": [ { "id": "011984-2025-2023UoS-0816-1", "relatedLots": [ "1" ], "title": "Hosted Events and Conferencing Services (NIHR)", "status": "active", "suppliers": [ { "id": "GB-COH-07413801", "name": "Clarity Travel Limited" } ] } ], "parties": [ { "name": "University of Southampton", "id": "GB-UKPRN-10007185", "identifier": { "legalName": "University of Southampton", "id": "10007185", "scheme": "GB-UKPRN" }, "address": { "streetAddress": "University Road, Highfield", "locality": "Southampton", "region": "UKJ32", "postalCode": "SO171BJ", "countryName": "United Kingdom" }, "contactPoint": { "name": "Morgan Hughes", "email": "procurement@soton.ac.uk" }, "roles": [ "buyer" ], "details": { "url": "https://www.southampton.ac.uk/", "classifications": [ { "scheme": "TED_CA_TYPE", "id": "BODY_PUBLIC", "description": "Body governed by public law" }, { "scheme": "COFOG", "id": "09", "description": "Education" } ] } }, { "name": "Clarity Travel Limited", "id": "GB-COH-07413801", "identifier": { "legalName": "Clarity Travel Limited", "id": "07413801", "scheme": "GB-COH" }, "address": { "locality": "Manchester", "region": "UKD33", "countryName": "United Kingdom" }, "roles": [ "supplier" ], "details": { "scale": "large" } }, { "name": "University of Southampton", "id": "GB-FTS-5788", "identifier": { "legalName": "University of Southampton" }, "address": { "locality": "Southampton", "countryName": "United Kingdom" }, "roles": [ "reviewBody" ] } ], "buyer": { "id": "GB-UKPRN-10007185", "name": "University of Southampton" }, "contracts": [ { "id": "011984-2025-2023UoS-0816-1", "awardID": "011984-2025-2023UoS-0816-1", "title": "Hosted Events and Conferencing Services (NIHR)", "status": "active", "value": { "amount": 800000, "currency": "GBP" }, "dateSigned": "2025-03-03T00:00:00Z" } ], "bids": { "statistics": [ { "id": "2", "measure": "bids", "relatedLot": "1", "value": 5 } ] }, "language": "en" } ], "compiledRelease": { "tag": [ "compiled" ], "id": "ocds-h6vhtk-04a478-2025-03-31T12:11:47+01:00", "date": "2025-03-31T12:11:47+01:00", "ocid": "ocds-h6vhtk-04a478", "description": "E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).\nAll documentation in relation to this tender can be downloaded from In-Tend.\nTenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend.\nRegular monitoring of the portal is the responsibility of the tenderer.\nIf you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.\nOnce you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. \nOnce you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'.\nPotential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.\nFurther instructions for the submission of responses are below:\nTo submit your return:\n1. Log in.\n2. Click 'Tenders'.\n3. Locate the relevant project.\n4. View details.\n5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender').\n6. Click on the 'Attach Documents' button and upload your return.\n7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return.\n8. Click the red 'Submit Return' button.\nPlease note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.\nPublication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015, the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. \nBy submitting a response, tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.\nCosts and Expenses: Tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement.\nUnder no circumstances will the University be liable for any costs or expenses borne by tenderers or any of their supply chain, partners or advisers in this procurement process.\nThe University is not liable for any costs in the event of the cancellation of this procurement process.", "initiationType": "tender", "tender": { "id": "2023UoS-0816", "legalBasis": { "id": "32014L0024", "scheme": "CELEX" }, "title": "Hosted Events and Conferencing Services (NIHR)", "status": "complete", "classification": { "scheme": "CPV", "id": "55120000", "description": "Hotel meeting and conference services" }, "mainProcurementCategory": "services", "description": "The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events.\nThe events range in size and duration from small, on day meetings, to large meetings and conferences spanning multiple days.\nAlongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has an appropriate and consistent presence and appearance at an agreed programme of events.\nNETSCC is looking to commission several events annually alongside production of digital literature.\nThe department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.\nThe University conducted this procurement using the open Procedure in accordance with the requirements of the Regulations for the purpose of procuring the services described in the Specification.\nIt should b noted that the current contract between the NETSCC and University of Southampton expired 30th April 2027. In the event that the University is not re-awarded, there may be the need for services to be provided to the University of Southampton under this contract for up to 6-months of the 2-year extension period. \nThe contract will be effective upon signing.\nThe estimated value of the contract was between £600,000.00 and £1,000,000.00 excluding VAT. This was the maximum contract value for the full contract period including any extension periods. This value included all related services, but did not include fees paid by the University directly to venues.", "value": { "amount": 1000000, "currency": "GBP" }, "lots": [ { "id": "1", "description": "The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events.\nThe events range in size and duration from small, on day meetings, to large meetings and conferences spanning multiple days.\nAlongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has an appropriate and consistent presence and appearance at an agreed programme of events.\nNETSCC is looking to commission several events annually alongside production of digital literature.\nThe department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.\nThe University conducted this procurement using the open Procedure in accordance with the requirements of the Regulations for the purpose of procuring the services described in the Specification.\nIt should b noted that the current contract between the NETSCC and University of Southampton expired 30th April 2027. In the event that the University is not re-awarded, there may be the need for services to be provided to the University of Southampton under this contract for up to 6-months of the 2-year extension period. \nThe contract will be effective upon signing.\nThe estimated value of the contract was between £600,000.00 and £1,000,000.00 excluding VAT. This was the maximum contract value for the full contract period including any extension periods. This value included all related services, but did not include fees paid by the University directly to venues.", "awardCriteria": { "criteria": [ { "name": "Mandatory Requirements", "type": "quality", "description": "Pass/Fail" }, { "name": "Highly Desirable Requirements", "type": "quality", "description": "30.00%" }, { "name": "Desirable Requirements", "type": "quality", "description": "50.00%" }, { "name": "Event Setup, Management & Resource Development and Production Costs", "type": "cost", "description": "20.00%" } ] }, "value": { "amount": 1000000, "currency": "GBP" }, "contractPeriod": { "durationInDays": 1530 }, "hasRenewal": false, "submissionTerms": { "variantPolicy": "notAllowed" }, "hasOptions": false, "status": "cancelled" } ], "items": [ { "id": "1", "deliveryAddresses": [ { "region": "UK" } ], "deliveryLocation": { "description": "Events are to be held across the UK and will be agreed throughout the duration of the contract. For example, previous events have been held in London, Leeds and Leamington Spa." }, "relatedLot": "1" } ], "submissionMethod": [ "electronicSubmission" ], "submissionMethodDetails": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home", "selectionCriteria": { "criteria": [ { "type": "suitability", "description": "To support the financial assessment, the University will obtain a Business Risk Report for all Tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.\nThe University reserves the right to exclude a Tenderer or request provision of further assurances such as parent company / bank guarantee where a Tenderer's Business Risk Score is: ''Moderate Risk''; ''High Risk''; ''Very High Risk''; or ''Not Rated'', based on the rating provided by Creditsafe.\nWhere a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used.\nThis method is detailed within the Invitation to Tender document set.", "appliesTo": [ "supplier" ] }, { "minimum": "Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:\nEmployers (Compulsory) Liability: £ 10 Million GBP per occurrence.\nProduct Liability: £ 10 Million GBP per occurrence.\nPublic Liability: £ 10 Million GBP per occurrence.\nProfessional Indemnity: £ 5 Million" }, { "type": "technical", "description": "Tenderers attention is drawn to the MANDATORY requirements of the award criteria:\nGrounds for mandatory exclusion\n- Mandatory technical requirements M1 to M2\n- Failure to meet the minimum requested score for Highly Desirable requirements 1.1, 2.1, 2.2, 3.1, 3.2 and 4.1\nGrounds for discretionary exclusion\n- Economic & Financial Standing\n- Insurance\n- Compliance with equality legislation\n- Health & Safety\n- Legal requirements", "appliesTo": [ "supplier" ] } ] }, "procurementMethod": "open", "procurementMethodDetails": "Open procedure", "tenderPeriod": { "endDate": "2024-11-05T12:00:00Z" }, "submissionTerms": { "languages": [ "en" ], "bidValidityPeriod": { "durationInDays": 120 } }, "awardPeriod": { "startDate": "2024-11-05T12:01:00Z" }, "bidOpening": { "date": "2024-11-05T12:01:00Z" }, "hasRecurrence": false, "contractTerms": { "hasElectronicOrdering": true, "electronicInvoicingPolicy": "allowed", "hasElectronicPayment": true } }, "parties": [ { "id": "GB-UKPRN-10007185", "name": "University of Southampton", "identifier": { "legalName": "University of Southampton", "id": "10007185", "scheme": "GB-UKPRN" }, "address": { "streetAddress": "University Road, Highfield", "locality": "Southampton", "region": "UKJ32", "postalCode": "SO171BJ", "countryName": "United Kingdom" }, "contactPoint": { "name": "Morgan Hughes", "telephone": "+44 2380595000", "email": "procurement@soton.ac.uk", "url": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home" }, "roles": [ "buyer" ], "details": { "url": "https://www.southampton.ac.uk/", "buyerProfile": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home", "classifications": [ { "scheme": "TED_CA_TYPE", "id": "BODY_PUBLIC", "description": "Body governed by public law" }, { "scheme": "COFOG", "id": "09", "description": "Education" } ] } }, { "id": "GB-FTS-8641", "name": "University of Southampton", "identifier": { "legalName": "University of Southampton" }, "address": { "streetAddress": "University Road", "locality": "Southampton", "postalCode": "SO17 1BJ", "countryName": "United Kingdom" }, "contactPoint": { "email": "procurement@soton.ac.uk" }, "roles": [ "reviewBody" ] }, { "id": "GB-COH-07413801", "name": "Clarity Travel Limited", "identifier": { "legalName": "Clarity Travel Limited", "id": "07413801", "scheme": "GB-COH" }, "address": { "locality": "Manchester", "region": "UKD33", "countryName": "United Kingdom" }, "roles": [ "supplier" ], "details": { "scale": "large" } }, { "id": "GB-FTS-5788", "name": "University of Southampton", "identifier": { "legalName": "University of Southampton" }, "address": { "locality": "Southampton", "countryName": "United Kingdom" }, "roles": [ "reviewBody" ] } ], "buyer": { "id": "GB-UKPRN-10007185", "name": "University of Southampton" }, "language": "en", "awards": [ { "id": "011984-2025-2023UoS-0816-1", "relatedLots": [ "1" ], "title": "Hosted Events and Conferencing Services (NIHR)", "status": "active", "suppliers": [ { "id": "GB-COH-07413801", "name": "Clarity Travel Limited" } ] } ], "contracts": [ { "id": "011984-2025-2023UoS-0816-1", "awardID": "011984-2025-2023UoS-0816-1", "title": "Hosted Events and Conferencing Services (NIHR)", "status": "active", "value": { "amount": 800000, "currency": "GBP" }, "dateSigned": "2025-03-03T00:00:00Z" } ], "bids": { "statistics": [ { "id": "2", "measure": "bids", "relatedLot": "1", "value": 5 } ] } }, "versionedRelease": { "ocid": "ocds-h6vhtk-04a478", "description": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).\nAll documentation in relation to this tender can be downloaded from In-Tend.\nTenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend.\nRegular monitoring of the portal is the responsibility of the tenderer.\nIf you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.\nOnce you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. \nOnce you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'.\nPotential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.\nFurther instructions for the submission of responses are below:\nTo submit your return:\n1. Log in.\n2. Click 'Tenders'.\n3. Locate the relevant project.\n4. View details.\n5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender').\n6. Click on the 'Attach Documents' button and upload your return.\n7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return.\n8. Click the red 'Submit Return' button.\nPlease note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.\nPublication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015, the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. \nBy submitting a response, tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.\nCosts and Expenses: Tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement.\nUnder no circumstances will the University be liable for any costs or expenses borne by tenderers or any of their supply chain, partners or advisers in this procurement process.\nThe University is not liable for any costs in the event of the cancellation of this procurement process." } ], "initiationType": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "tender" } ], "tender": { "id": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "2023UoS-0816" } ], "legalBasis": { "id": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "32014L0024" } ], "scheme": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "CELEX" } ] }, "title": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "Hosted Events and Conferencing Services (NIHR)" } ], "status": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "active" }, { "releaseID": "011984-2025", "releaseDate": "2025-03-31T12:11:47+01:00", "releaseTag": [ "award", "contract" ], "value": "complete" } ], "classification": { "scheme": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "CPV" } ], "id": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "55120000" } ], "description": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "Hotel meeting and conference services" } ] }, "mainProcurementCategory": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "services" } ], "description": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events. \nThe events range in size and duration from small, one day meetings, to large meetings and conferences spanning multiple days. \nAlongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has an appropriate and consistent presence and appearance at an agreed programme of events. \nNETSCC is looking to commission several events annually alongside production of digital literature. \nThe department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.\nThe University is looking to award a contract for a fixed term of 2 years and 3 months, with the option to extend for an additional 2 years.\nIt should be noted that the current contract between the NETSCC and University of Southampton expires 30th April 2027. In the event that the University is not re-awarded this contract, the agreement between NETSCC and the Supplier may be novated to the new contracting party.\nIn the event that the agreement between NETSCC and University of Southampton is not re-awarded, there may be the need for services to be provided to University of Southampton under this contract for up to 6-months of the 2-year extension period." }, { "releaseID": "011984-2025", "releaseDate": "2025-03-31T12:11:47+01:00", "releaseTag": [ "award", "contract" ], "value": "The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events.\nThe events range in size and duration from small, on day meetings, to large meetings and conferences spanning multiple days.\nAlongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has an appropriate and consistent presence and appearance at an agreed programme of events.\nNETSCC is looking to commission several events annually alongside production of digital literature.\nThe department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.\nThe University conducted this procurement using the open Procedure in accordance with the requirements of the Regulations for the purpose of procuring the services described in the Specification.\nIt should b noted that the current contract between the NETSCC and University of Southampton expired 30th April 2027. In the event that the University is not re-awarded, there may be the need for services to be provided to the University of Southampton under this contract for up to 6-months of the 2-year extension period. \nThe contract will be effective upon signing.\nThe estimated value of the contract was between £600,000.00 and £1,000,000.00 excluding VAT. This was the maximum contract value for the full contract period including any extension periods. This value included all related services, but did not include fees paid by the University directly to venues." } ], "value": { "amount": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": 1000000 } ], "currency": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "GBP" } ] }, "lots": [ { "id": "1", "description": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events. \nThe events range in size and duration from small, one day meetings, to large meetings and conferences spanning multiple days. \nAlongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has an appropriate and consistent presence and appearance at an agreed programme of events. \nNETSCC is looking to commission several events annually alongside production of digital literature. \nThe department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.\nThe University is conducting this procurement using the Open Procedure in accordance with the requirements of the Regulations for the purpose of procuring the services described in the Specification.\nThe University proposes to enter into a Contract for four years and three months - this will be the maximum contract period.\nThis will comprise of an initial contract period of two years and three months for the provision of services, inclusive of a three months period for contract mobilisation, with an optional extension period of two years.\nIt should be noted that the current contract between the NETSCC and University of Southampton expires 30th April 2027. In the event that the University is not re-awarded this contract, the agreement between NETSCC and the Supplier may be novated to the new contracting party.\nIn the event that the agreement between NETSCC and University of Southampton is not re-awarded, there may be the need for services to be provided to University of Southampton under this contract for up to 6-months of the 2-year extension period.\nThe contract will be effective upon signing. \nThe estimated value of the contract is between £600,000.00 and £1,000,000.00 excluding VAT. This will be the maximum contract value for the full contract period including any extension periods. This value includes all relate services, but does not include fees paid by the University directly to venues. Additional information: This contract is NOT suitable for splitting into lots. The risk of dividing the requirement into Lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract." }, { "releaseID": "011984-2025", "releaseDate": "2025-03-31T12:11:47+01:00", "releaseTag": [ "award", "contract" ], "value": "The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events.\nThe events range in size and duration from small, on day meetings, to large meetings and conferences spanning multiple days.\nAlongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR has an appropriate and consistent presence and appearance at an agreed programme of events.\nNETSCC is looking to commission several events annually alongside production of digital literature.\nThe department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.\nThe University conducted this procurement using the open Procedure in accordance with the requirements of the Regulations for the purpose of procuring the services described in the Specification.\nIt should b noted that the current contract between the NETSCC and University of Southampton expired 30th April 2027. In the event that the University is not re-awarded, there may be the need for services to be provided to the University of Southampton under this contract for up to 6-months of the 2-year extension period. \nThe contract will be effective upon signing.\nThe estimated value of the contract was between £600,000.00 and £1,000,000.00 excluding VAT. This was the maximum contract value for the full contract period including any extension periods. This value included all related services, but did not include fees paid by the University directly to venues." } ], "awardCriteria": { "criteria": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": [ { "name": "Mandatory Requirements", "type": "quality", "description": "Pass / Fail" }, { "name": "Highly Desirable - Section 1 - Logistics Requirements", "type": "quality", "description": "5.00%" }, { "name": "Highly Desirable - Section 2 - Relationship Management Requirements", "type": "quality", "description": "10.00%" }, { "name": "Highly Desirable - Section 3 - Flexibility and Client Support Requirements", "type": "quality", "description": "12.50%" }, { "name": "Highly Desirable - Section 4 - Risk Management Requirements", "type": "quality", "description": "2.50%" }, { "name": "Desirable - Section 1 - Logistics Requirements", "type": "quality", "description": "10.00%" }, { "name": "Desirable - Section 4 - Risk Management Requirements", "type": "quality", "description": "5.00%" }, { "name": "Desirable - Section 5 - Economic, Environmental and Social Value Requirements", "type": "quality", "description": "10.00%" }, { "name": "Desirable - Section 6 - Software and Reporting Requirements", "type": "quality", "description": "15.00%" }, { "name": "Desirable - Section 7 - Implementation Plan Requirements", "type": "quality", "description": "10.00%" }, { "name": "Event Setup and Management Costs", "type": "cost", "description": "15.00%" }, { "name": "Resource Development and Production Costs", "type": "cost", "description": "5.00%" }, { "name": "Additional Costs", "type": "cost", "description": "For Information Only" } ] }, { "releaseID": "011984-2025", "releaseDate": "2025-03-31T12:11:47+01:00", "releaseTag": [ "award", "contract" ], "value": [ { "name": "Mandatory Requirements", "type": "quality", "description": "Pass/Fail" }, { "name": "Highly Desirable Requirements", "type": "quality", "description": "30.00%" }, { "name": "Desirable Requirements", "type": "quality", "description": "50.00%" }, { "name": "Event Setup, Management & Resource Development and Production Costs", "type": "cost", "description": "20.00%" } ] } ] }, "value": { "amount": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": 1000000 } ], "currency": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "GBP" } ] }, "contractPeriod": { "durationInDays": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": 1530 } ] }, "hasRenewal": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": false } ], "submissionTerms": { "variantPolicy": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "notAllowed" } ] }, "hasOptions": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": false } ], "status": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "active" }, { "releaseID": "011984-2025", "releaseDate": "2025-03-31T12:11:47+01:00", "releaseTag": [ "award", "contract" ], "value": "cancelled" } ] } ], "items": [ { "id": "1", "deliveryAddresses": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": [ { "region": "UK" } ] } ], "deliveryLocation": { "description": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "Events are to be held across the UK and will be agreed throughout the duration of the contract. For example, previous events have been held in London, Leeds and Leamington Spa." } ] }, "relatedLot": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "1" } ] } ], "submissionMethod": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": [ "electronicSubmission" ] } ], "submissionMethodDetails": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": "https://in-tendhost.co.uk/universityofsouthampton/aspx/Home" } ], "selectionCriteria": { "criteria": [ { "releaseID": "031304-2024", "releaseDate": "2024-10-01T11:06:33+01:00", "releaseTag": [ "tender" ], "value": [ { "type": "suitability", "description": "To support the financial assessment, the University will obtain a Business Risk Report for all Tenderers and every organisation that is being relied on to meet this procurement, using an independent company 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