Modification notice
Modification of a contract/concession during its term
Section I: Contracting
entity
I.1) Name and addresses
Natural Resources Wales
Ty Cambria House, 29 Newport Road
Cardiff
CF24 0TP
UK
Contact person: Mike Carr
Telephone: +44 3000654009
E-mail: mike.carr@cyfoethnaturiolcymru.gov.uk
NUTS: UKL
Internet address(es)
Main address: http://naturalresourceswales.gov.uk
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0110
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Print & Production, Graphic Design, Brand Development, Event Management and Editorial Services
Reference number: itt_73862
II.1.2) Main CPV code
79822500
II.1.3) Type of contract
Services
II.2) Description
Lot No: 3
II.2.1) Title
Bilingual Event Management Service, including Event Presentation Materials
II.2.2) Additional CPV code(s)
79952000
II.2.3) Place of performance
NUTS code:
UKL
Main site or place of performance:
Ty Cambria, 29 Newport Road, Cardiff CF24 0TP
II.2.4) Description of the procurement
NRW have had success in promoting and communicating the diversity of our services; e.g. the forestry and agricultural sectors, including but not limited to issues from water and flood defences to countryside management at two key events, The Royal Welsh Show and the Eisteddfod Festival.
We are committed to repeating both our attendance and success at both of these events for the foreseeable future, as well as looking for other event opportunities to promote our services in the most effective way possible; accordingly, we are looking for a supplier who can work with our communications team to deliver a ‘managed service’ including but not limited to:- project management, design, transportation, installation, hosting and presenting.
Events supported by NRW are all about interaction between those hosting the event, fellow exhibitors and visitors. Whilst not an exhaustive list NRW believe the key benefits of Event and Display Materials as: -
- Giving a human face to our organisation;
- Providing information directly and personally to our customers;
- Receiving direct feedback from customers and stakeholders;
- Launching initiatives to a target audience; either as part of or alongside the main event. This could also include policy approaches;
- Providing keynote speaking opportunities;
- Providing other opportunities for more specialist contact through seminars, clinics or on-stand presentations;
- Providing us with an opportunity to work with our partners;
- Improving public/community relations and instil goodwill;
- Enhancing or managing our reputation and profile;
- Raising our brand image and public profile;
Whilst not limited to; NRW require the design, build and production with associated event management for: -
- Stand design and build
- Staging and Materials for events (including consumables)
- Display Materials, such as
- pull-ups
- banners
- nomadic design and creation of models and family activities
NRW have previously and expect in future to have a presence at national and local events including the Eisteddfodau and the Royal Welsh Show. This lot also covers both external and internal ad hoc conferences and workshops.
NRW holds a Team NRW day – our staff conference which current thinking leads us to believe will be annual. This draws around 800 of our staff together for a day and we require a managed service for this, including the provision of food, exhibition materials and consumables.
In recognition of the significance of these events it is essential that supplier(s) work with NRW’s communications team to ensure that all projects and outputs are delivered according to our business objectives and plans and essentially be reflective of our values and identity.
Resultant designs and publications etc., must be in both English and Welsh - but not separate designs
NRW requires the supplier to assist in:
- Bringing ideas to life by creating compelling stories;
- Building upon and protecting our reputation;
- Delivering and supporting bespoke guest experiences and unique activities;
- Innovative hands on activities for event visitors;
- Providing an onsite presence to support hospitality and on-site assistance;
II.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
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
Section IV: Procedure
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2019/S 064-149364
Section V: Award of contract/concession
Lot No: 3
Contract No: itt_73862
Title: Bilingual Event Management Service, including Event Presentation Materials
V.2 Award of contract/concession
V.2.1) Date of conclusion of the contract/concession
12/06/2019
V.2.2) Information about tenders
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor/concessionaire
the ontrac agency ltd
the ontrac agency ltd, 46 mochdre enterprise park
NEWTOWN
SY16 4LE
UK
Telephone: +44 1686620400
NUTS: UKL24
The contractor/concessionaire is an SME:
Yes
V.2.4) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot:
/concession: 200 000.00
GBP
Section VI: Complementary information
VI.3) Additional information
(WA Ref:132160)
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
Internet address(es)
URL: http://naturalresourceswales.gov.uk
VI.5) Date of dispatch of this notice
22/06/2023
Section VII: Modifications to the contract/concession
VII.1) Description of the procurement after the modifications
VII.1.1) Main CPV code
79822500
VII.1.2) Additional CPV code(s)
79952000
VII.1.3) Place of performance
NUTS code:
UKL
VII.1.4) Description of the procurement
Lot No: 3
Bilingual Event Management Service, including Event Presentation Materials
NRW have had success in promoting and communicating the diversity of our services; e.g. the forestry and agricultural sectors, including
but not limited to issues from water and flood defences to countryside management at two key events, The Royal Welsh Show and the
Eisteddfod Festival.
We are committed to repeating both our attendance and success at both of these events for the foreseeable future, as well as looking for
other event opportunities to promote our services in the most effective way possible; accordingly, we are looking for a supplier who can
work with our communications team to deliver a ‘managed service’ including but not limited to:- project management, design,
transportation, installation, hosting and presenting.
Events supported by NRW are all about interaction between those hosting the event, fellow exhibitors and visitors. Whilst not an
exhaustive list NRW believe the key benefits of Event and Display Materials as: -
- Giving a human face to our organisation;
- Providing information directly and personally to our customers;
- Receiving direct feedback from customers and stakeholders;
- Launching initiatives to a target audience; either as part of or alongside the main event. This could also include policy approaches;
- Providing keynote speaking opportunities;
- Providing other opportunities for more specialist contact through seminars, clinics or on-stand presentations;
- Providing us with an opportunity to work with our partners;
- Improving public/community relations and instil goodwill;
- Enhancing or managing our reputation and profile;
- Raising our brand image and public profile;
Whilst not limited to; NRW require the design, build and production with associated event management for: -
- Stand design and build
- Staging and Materials for events (including consumables)
- Display Materials, such as
- pull-ups
- banners
- nomadic design and creation of models and family activities
NRW have previously and expect in future to have a presence at national and local events including the Eisteddfodau and the Royal Welsh
Show. This lot also covers both external and internal ad hoc conferences and workshops.
NRW holds a Team NRW day – our staff conference which current thinking leads us to believe will be annual. This draws around 800 of
our staff together for a day and we require a managed service for this, including the provision of food, exhibition materials and
consumables.
In recognition of the significance of these events it is essential that supplier(s) work with NRW’s communications team to ensure that all
projects and outputs are delivered according to our business objectives and plans and essentially be reflective of our values and identity.
Resultant designs and publications etc., must be in both English and Welsh - but not separate designs
NRW requires the supplier to assist in:
- Bringing ideas to life by creating compelling stories;
- Building upon and protecting our reputation;
- Delivering and supporting bespoke guest experiences and unique activities;
- Innovative hands on activities for event visitors;
- Providing an onsite presence to support hospitality and on-site assistance;
VII.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Start:
12/06/2019
End:
31/10/2023
Applicable clauses are 72(1)(c) and 72(1)(e) of the Public Contracts Regulations 2015
VII.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the procurement: 222 000.00 GBP
The contract/concession has been awarded to a group of economic operators:
No
VII.1.7) Name and address of the contractor/concessionaire
the ontrac agency ltd
the ontrac agency ltd, 46 mochdre enterprise park
NEWTOWN
SY164LE
UK
Telephone: +44 1686620400
NUTS: UK
The contractor/concessionaire is an SME:
Yes
VII.2) Information about modifications
VII.2.1) Description of the modifications
The original duration of this Lot was 4 years
The original value of this Lot was GBP 200,000.
The revised duration and value will be 4 years 4 months and GBP 222,000
The Duration and Value are the Only Modifications being carried out
VII.2.2) Reasons for modification
Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee
Description of the circumstances which rendered the modification necessary and explanation of the unforeseen nature of these circumstances:
This extension is occurring to allow time for re-tendering which was not completed by the initial timeframe due to unforeseen absence in the procurement team. Applicable clauses are 72(1)(c) and 72(2)(e) of the Public Contracts Regulations 2015
VII.2.3) Increase in price
Updated total contract value before the modifications (taking into account possible earlier contract modifications and price adaptions and, in the case of Directive 2014/23/EU, average inflation in the Member State concerned)
Value excluding VAT: 200 000.00 Currency: GBP
Total contract value after the modifications
Value excluding VAT: 222 000.00 Currency: GBP