Book Library: The Courtauld Events Supplier Framework

UK-London: Event services.
Preliminary Questions
   This notice is for Prior information notice: No
   This notice is for Contract notice: Yes
   This notice is for Contract award notice: No
         
Section I: Contracting Authority

I.1) Name and addresses:
       The Courtauld Institute of Art
       Somerset House, Strand, London, WC2R 0RN, United Kingdom
       Tel. +44 2039477748, Email: natalia.fenyoe@courtauld.ac.uk
       Contact: Natalia Fenyoe
       Main Address: https://www.courtauld.ac.uk
       NUTS Code: UKI31
      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       
   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
   Further information can be obtained from: the above mentioned address    
   Tenders or requests to participate must be sent: electronically via -- https://www.delta-esourcing.com/tenders/UK-UK-London:-Event-services./5J433GCW2A          
         to the abovementioned address

I.4) Type of the contracting authority    
   Body governed by public law
I.5) Main activity:    
   Education

Section II: Object

II.1) Scope of the procurement
   II.1.1) Title: The Courtauld Events Supplier Framework          
         Reference number: 586596678          
   II.1.2) Common Procurement Vocabulary:       
      79952000 - Event services.
   II.1.3) Type of contract: SERVICE

   II.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).          
   II.1.5) Estimated total value:       
      Value excluding VAT (give figures only) : 1,780,000 - Currency : GBP
   II.1.6) Information about lots:
      This contract is divided into lots: Yes                
      If yes, tenders should 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

   II.2) Lot Description - 1    
   II.2.1) Title: Catering
         Lot Number: 1          
   II.2.2) Additional CPV code(s):       
      79952000 - Event services.          
      55520000 - Catering services.       
   II.2.3) Place of performance:       
      Region Codes:               
         UKI31 - Camden and City of London
   II.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.    
   II.2.6) Estimate value
      Value excluding VAT (give figures only) : 1,100,000 - currency : GBP        
   II.2.7) Duration of the contract, framework agreement                    
      Duration in months - 48    
   II.2.13) Information about European Union funds
      The procurement is related to a project and/or programme financed by European Union funds : NO           
   II.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).    

   II.2) Lot Description - 2    
   II.2.1) Title: Production
         Lot Number: 2          
   II.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.       
   II.2.3) Place of performance:       
      Region Codes:               
         UKI31 - Camden and City of London
   II.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.    
   II.2.6) Estimate value
      Value excluding VAT (give figures only) : 320,000 - currency : GBP        
   II.2.7) Duration of the contract, framework agreement                    
      Duration in months - 48    
   II.2.13) Information about European Union funds
      The procurement is related to a project and/or programme financed by European Union funds : NO           
   II.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).    

   II.2) Lot Description - 3    
   II.2.1) Title: Furniture Hire
         Lot Number: 3          
   II.2.2) Additional CPV code(s):       
      79952000 - Event services.          
      39100000 - Furniture.          
      39151000 - Miscellaneous furniture.          
      39156000 - Lounge and reception-area furniture.          
      39143200 - Dining-room furniture.       
   II.2.3) Place of performance:       
      Region Codes:               
         UKI31 - Camden and City of London
   II.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.    
   II.2.6) Estimate value
      Value excluding VAT (give figures only) : 100,000 - currency : GBP        
   II.2.7) Duration of the contract, framework agreement                    
      Duration in months - 48    
   II.2.13) Information about European Union funds
      The procurement is related to a project and/or programme financed by European Union funds : NO           
   II.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).    

   II.2) Lot Description - 4    
   II.2.1) Title: Entertainment
         Lot Number: 4          
   II.2.2) Additional CPV code(s):       
      79952000 - Event services.          
      92300000 - Entertainment services.       
   II.2.3) Place of performance:       
      Region Codes:               
         UKI31 - Camden and City of London
   II.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.    
   II.2.6) Estimate value
      Value excluding VAT (give figures only) : 120,000 - currency : GBP        
   II.2.7) Duration of the contract, framework agreement                    
      Duration in months - 48    
   II.2.13) Information about European Union funds
      The procurement is related to a project and/or programme financed by European Union funds : NO           
   II.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).    

   II.2) Lot Description - 5    
   II.2.1) Title: Floristry
         Lot Number: 5          
   II.2.2) Additional CPV code(s):       
      79952000 - Event services.          
      03121200 - Cut flowers.          
      03121210 - Floral arrangements.          
      77330000 - Floral-display services.       
   II.2.3) Place of performance:       
      Region Codes:               
         UKI31 - Camden and City of London
   II.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.    
   II.2.6) Estimate value
      Value excluding VAT (give figures only) : 140,000 - currency : GBP        
   II.2.7) Duration of the contract, framework agreement                    
      Duration in months - 48    
   II.2.13) Information about European Union funds
      The procurement is related to a project and/or programme financed by European Union funds : NO           
   II.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 III: Legal, Economic, Financial And Technical Information

III.1) Conditions for participation
   III.1.4) Objective rules and criteria for participation    
      List and brief description of rules and criteria:
         see procurement documents            

III.2) Conditions related to the contract
   III.2.1) Information about a particular profession    
      Reference to the relevant law, regulation or administrative provision:          
         Not Provided    
   III.2.2) Contract performance conditions       
      see procurement documents        
      
Section IV: Procedure   

IV.1) Description   
   IV.1.1) Type of procedure              
         Open procedure                               
   IV.1.3) Information about a framework agreement or a dynamic purchasing system          
         The procurement involves the establishment of a framework agreement                    
         In the case of framework agreements justification for any duration exceeding 4 years:                
            Not Provided    
   IV.1.6) Information about electronic auction
         An electronic auction will be used - Not Provided          
   IV.1.8) Information about Government Procurement Agreement (GPA )
         The contract is covered by the Government Procurement Agreement (GPA) - Not Provided
IV.2) Administrative information       
   IV.2.1) Previous publication concerning this procedure    
   Notice number in OJEU: Not Provided    
   IV.2.2) Time limit for receipt of expressions of interest          
         Date - 30/06/2021 Local Time - 16:00       
   IV.2.4) Languages in which tenders or requests to participate may be submitted:       
         English               

Section VI: Complementary Information       
VI.2) Information about electronic workflows                
    Electronic ordering will be used                
    Electronic invoicing will be accepted                
    Electronic payment will be used    
VI.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-202162-PRO-18338412 TKR-202162-PRO-18338411              
VI.4) Procedures For Appeal
   VI.4.1) Body responsible for appeal procedures:
       The Courtauld Institute of Art
       Somerset House, Strand, London, WC2R 0RN, United Kingdom
       Tel. +44 20739477777                
   VI.4.2) Body responsible for mediation procedures:
       The Courtauld Institute of Art
       Somerset House, Strand, London, WC2R 0RN, United Kingdom
       Tel. +44 20739477777       
   VI.4.3) Review procedure
      Precise information on deadline(s) for review procedures:                
         Not Provided    

VI.5) Date Of Dispatch Of This Notice: 02/06/2021