TRANSPORT SERVICES FOR MAJOR EVENTS

Tender description

TRANSPORT SERVICES FOR MAJOR EVENTS Lot 1: The FCDO’s Major Events Team (Protocol) provides a comprehensive event management service to FCDO, organising meetings, conferences, summits and events throughout the UK, be it a meeting for 20, a reception for 200, or an International Summit for 2,000+. The service includes finding the right venue from the fine rooms of the FCDO at Lancaster House to conference centres and hotels throughout the UK. The team offers a full delegate management package and oversee and organise of all the event arrangements. Services include arranging, production & media facilities, catering, security, ICT/resilience and transport services. FCDO will be hosting a number of major events in 2023 to 2025, some of which may require the services of a transport provider. Some of these events will be high profile attended by Heads of States or Governments and are therefore expected to attract considerable media presence. The FCDO would like to conduct early market engagement with the supply market place to gauge the markets interest and appetite to provide a combined, single supplier contract for Transportation Services to include a transport planning service and the hire of ground transportation (i.e. vehicle hire and drivers). Feedback from the market will serve to inform and refine FCDO’s procurement strategy and specification for these services. Suppliers are invited to attend a supplier engagement day to be held in London on 11th September 2023 at one of the FCDO’s offices in London. To register your interest in attending, please register onto the FCDO procurement portal at https://fcdo.bravosolution.co.uk/web/login.html and answer three simple questions*. (* See INSTRUCTIONS ON HOW TO ACCESS OUR PROCUREMENT PORTAL AND HOW TO EXPRESS INTEREST IN THIS OPPORTUNITY (Section VI.3 Additional Information of this notice) for details on how to answer the questions). Due to room capacity, attendance is limited to two individuals per supplier. Further details will be shared via the portal by 4th September 2023 once you have registered your interest. Please note, at this stage the FCDO is seeking expressions of interest only and will therefore not be answering any specific clarification questions on the specifications. Services Required: Transport Planning Advisory Service The FCDO is seeking a consultancy services contractor experienced in delivering specific transport planning and traffic management provisions for high profile major events who can produce the following for each event they are contracted to work on: • Production of high-level Transport Strategies and subsequent Transport Management plans • Production of Venue Transport Operation Plans • Production of Vehicle Access Plans and Vehicle Access and Parking Permits • Advise and facilitate the transport movement of VIPs in the lead up to and during events • Support and scrutiny on existing transport plans • Operational support in executing detailed transport management plans • Collaboration with other suppliers contracted to support the delivery of the event • Design and implementation of transport hubs if and when required • The creation of a transport Command, Contract and Communications (C3) plans • Liaising with local authorities to ensure events comply with local law and apply for relevant permissions where necessary • Working with police networks Contract value – up to £5 million over 3 years Ground Transport The FCDO requires a Ground Transport Service for VIPs, accredited delegates, media and HMG staff at major events. Ground transport consists of the hire of various vehicles from saloons, MPV’s, luxury coaches and staff buses/coaches, all electric where possible. Drivers will be required who will need to be vetted and accredited in line with the security requirements of the particular event. Contract value – up to £25 million over 3 years Additional information: FCDO will be the main Contracting Authority but the final contract will be open to other HMG departments. For details and a full list of Central Government Departments, their Executive Agencies and their Non Departmental Public Bodies (NDPBs), and any successors, please see Section VI.3 Additional Information of this notice