Department for Digital, Culture, Media and Sport: Ceremonial and Event Management Services

UK-LONDON: Event services.


Preliminary Questions
   This notice is for prior information only: Yes
   This notice aims at reducing time-limits for receipt of tenders: No
   This notice is a call for competition: No
         
Section I: Contracting Authority

I.1) Name and addresses:
       Department for Digital, Culture, Media and Sport
       Floor 4, 100 Parliament Street, LONDON, SW1A 2BQ, United Kingdom
       Tel. +44 2072116000, Email: commercial@culture.gov.uk
       Contact: Margaret Christensen
       Main Address: https://www.gov.uk/government/organisations/department-for-digital-culture-media-sport
       NUTS Code: UK
      Specifications and additional documents: As Above
I.2) Joint procurement:
   The contract involves joint procurement: No.
   The contract is awarded by a central purchasing body: No .

I.3) Communication          
   Further information can be obtained from: the above mentioned address

I.4) Type of the contracting authority    
   Body governed by public law
I.5) Main activity:    
   Recreation, culture and religion

Section II: Object
      
II.1) Scope of the procurement - 1
   II.1.1) Title: Ceremonial and Event Management Services    
          Reference number: 101622
   II.1.2) Common Procurement Vocabulary:       
      79952000 - Event services.
   II.1.3) Type of contract: SERVICES
   II.1.4) Short description:    
      Provision of events and project management services in respect of a number of Royal and State Ceremonial events in London and Windsor, that are of national and international significance.

The programme of events include but are not limited to:
• National Service of Remembrance at the Cenotaph (Remembrance Sunday)
• State Visits to the UK by foreign Heads of State
• Flag flying for numerous events i.e. Trooping the Colour and Commonwealth Day
• A number of other major royal events
• Other memorial occasions on an adhoc basis

Please be advised that the estimated value of this requirement is estimated to be £40million - £50million which comprises a programme of planned events worth between £1million - £2million per annum and other unplanned major events.

For more information about this opportunity, please visit the Delta eSourcing portal at:          
   II.1.5) Estimated total value: Not Provided
   II.1.6) Information about lots:
      This contract is divided into lots: No          
      Maximum number of lots that may be awarded to one tenderer: Not Provided       
      The contracting authority reserves the right to award contracts combining the following lots or groups of lots: Not Provided

II.2) Lot Description          
   II.2.2) Additional CPV code(s):       
      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.       
   II.2.3) Place of performance:       
      Region Codes:               
         UKI - LONDON    
   II.2.4) Description of the procurement:       
      DCMS is seeking a supplier that will provide a full turnkey event and project management service. The services that are required include but are not limited to the following:
• Event planning, coordination and management
• Planning of works and delivery
• Project Management
• Logistics management
• Event digital services - large screens for media broadcasting
• Supply chain management (sourcing, and managing suppliers/sub-contractor, negotiating costs, delivery arrangement, payment colelction and processing)
• Financial management and reporting
• Reinstatement works
• Storage of temporary structures and event items
• Provision and installation of Public Address System
• Provision and deployment of portable radios
• Provision and management of Public Toilets
• Provision of stewards and support staff
• Provision of flags and flagpoles
• Provision of temporary media structures and enclosures
• Installation of event items and other temporary structures    
   II.2.14) Additional information       
      Not Provided


II.3) Estimated Date of publication
         15/06/2020
      
      
Section IV: Procedure   

IV.1) Description       
   IV.1.8) Information about Government Procurement Agreement (GPA )
         The contract is covered by the Government Procurement Agreement (GPA) - YES

Section VI: Complementary Information    
VI.3) Additional Information:       
   The purpose of this Prior Information Notice (PIN) is to:
• Provide advance notice that DCMS is to consider undertaking a tendering exercise to set up a new contract to support the department in the delivery of State Ceremonial occasions and other Royal events
• Understand the market interest in this procurement
• Identify suppliers who would like to participate in a market engagement exercise. The market engagement exercise will provide an opportunity for supplier to engage with the Authority and to inform the department's approach, structure and requirements for the services.

To this end, the Authority invites interested parties to email: ceremonials-procurement@culture.gov.uk to confirm attendance at an Information Briefing on 26 November 2019 from 9:20am - 14:00pm at the Authority's offices in London.
The deadline for registration to the Information Briefing is by midday on 20 November 2019. Please note that all attendees will be required to sign a Non disclosure Agreement, a copy of which will be available on registration.

Further to this Information Briefing the Authority will provide potential bidders the opportunity to review an outline of the scope of services and provide feedback via a market sounding questionnaire.
Participation in this consultation exercise is entirely voluntary and will not affect the ability of any interested party to express and interest in response to any subsequent call for competition. Further, any participation will: (i) Not in itself constitute a formal expression of interest for the purposes of any subsequent procurement; and (ii) Will also be at the tenderer's own expense.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=437878796
GO-20191030-PRO-15528149 TKR-20191030-PRO-15528148        

VI.5) Date Of Dispatch Of This Notice: 30/10/2019