Event services

Tender description

The University of Southamtpon (NETSCC) manages the events management contract on behalf of the NIHR for the organisation of approved meetings and researcher training events. The events range in size and duration from small, one day meetings to large meetings and conferences spanning multiple days. Alongside those events initiated by the NIHR, there will be third party events where it is necessary to ensure that the NIHR 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. The objective of the NETSCC at the University of Southampton is to purchase high-quality event management services. This includes video conferences, webinars and other types of remote conferencing as well as events held in venues. The successful tenderer is expected to co-ordinate and implement logistics but also to accompany NETSCC in the creation of an event, implementing that concept and measuring the outcomes. The services may comprise a wide variety of tasks from the sending of invitations to participants, follow up of the attendance, invitations and contacts with speakers, moderators, up to the arrangement of all travel, booking of meeting rooms and connected services such as audio-visual systems, audio systems for participants, interpretation (if required) and accommodation for the participants. Each event may require several types of services and events and which will require different levels of preparation and coordination. Procurement process: the University is conducting this procurement using the open procedure in accordance with the requirements of the Public Contracts Regulations 2015 (PCR 2015) for the purpose of procuring the services described in the specification contract period: the University proposes to enter into a contract for a maximum period of 4 years with the successful tenderer. 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. Contract value: it is estimated that the annual value of this contract will be between GBP 150 000 and GBP 250 000 with the total value for the 4-year contract term being estimated, therefore, as between GBP 600 000 and GBP 1 000 000 excluding VAT. This value comprises the total amount paid to the events management company but excludes any sums paid for hire directly to the venues.