Event services

Tender description

The University of Southampton has a procurement opportunity for the supply of events management services intended for use by one of its departments — the NIHR Evaluation, Trials and Studies Coordinating Centre (NETSCC ). This tender invites you to submit your response for a solution that conforms to the specification contained within the Invitation to Tender documents. NETSCC manages the events management contract on behalf of the Department of Health, for organisations forming part the National Institute of Health Research (NIHR), this is an informal organisation consisting of various research organisations. The events range in size and duration from small, one day meetings to large meetings and conferences spanning multiple days. Alongside those events, there will be third party events where it is necessary to ensure that research entities, approved by the Department of Health, has appropriate and consistent presence and appearance at an agreed programme of events. In 2016 this included, for example, NHS Expo, NHS R&D Forum, Patient Information Forum (NICE 2016) and NHS Confederation. NETSCC is looking to commission several events annually alongside production of digital literature. The department is looking for a supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders. In order to meet this requirement, the University is seeking to put in place a sole-supplier framework agreement for the provision of events management services for use by NETSCC and the Department of Health. It is the intention that the University of Southampton and the Department of Health are able to utilise this Framework, however the supplier appointed will be expected to work with other contracting authorities, working together under the broad heading of NIHR, who may give input and detail to the services provided. Such input is subject to approval by the Department of Health. The Framework will also be open to the participating organisations listed in VI.3. The successful supplier will be required to provide strategic event and project management services, which includes areas such as: (a) Event Management: — Assistance with sourcing and selection of venues. — Managing the arrangements for the production of meeting materials, audio-visual and accommodation requirements. — Management of design, audio visual, staging and technical support requirements. — Co-ordination of the production and distribution of attendee booking system to include taking payment for conference attendance where necessary. — Provision of point of contact for attendees prior to the event and staff to register delegates and manage events on the day. — Production, circulation and analysis of resources such as joining instructions, delegate pack and feedback forms. — Liaison with other relevant centres within the NIHR where necessary regarding their individual requirements. (b) Project Management: — Project management of the design, layout, proof reading and production of University and NIHR reports. — Project management of the design and conceptualisation of ad hoc print and communications assignments including a range of traditional and social media projects. A broader appreciation of the NIHR can be obtained from their website — www.nihr.ac.uk — while a full list of the contracting authorities participating in this framework agreement can be found at the (VI.3) Additional Information section of this contract notice. Framework Term: The University proposes to enter into a Framework Agreement(s) for a maximum period of 4 years with the successful bidder. This will comprise of an initial contract period of 2 years with an option to extend by a further 2 years subject to satisfactory performance and at the discretion of the University.