Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
University of Southampton
10007185
University Road, Highfield
Southampton
SO171BJ
UK
Contact person: Morgan Hughes
E-mail: procurement@soton.ac.uk
NUTS: UKJ32
Internet address(es)
Main address: https://www.southampton.ac.uk/
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
Hosted Events and Conferencing Services (NIHR)
Reference number: 2023UoS-0816
II.1.2) Main CPV code
55120000
II.1.3) Type of contract
Services
II.1.4) Short description
The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) 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, on 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 an appropriate and consistent presence and appearance at an agreed programme of events.
NETSCC is looking to commission several events annually alongside production of digital literature.
The department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.
The University conducted this procurement using the open Procedure in accordance with the requirements of the Regulations for the purpose of procuring the services described in the Specification.
It should b noted that the current contract between the NETSCC and University of Southampton expired 30th April 2027. In the event that the University is not re-awarded, there may be the need for services to be provided to the University of Southampton under this contract for up to 6-months of the 2-year extension period.
The contract will be effective upon signing.
The estimated value of the contract was between £600,000.00 and £1,000,000.00 excluding VAT. This was the maximum contract value for the full contract period including any extension periods. This value included all related services, but did not include fees paid by the University directly to venues.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
1 000 000.00
GBP
II.2) Description
II.2.3) Place of performance
NUTS code:
UK
II.2.4) Description of the procurement
The University of Southampton - NETSCC ((NIHR (National Institute for Health and Care Research), Evaluation, Trials and Studies Coordinating Centre) 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, on 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 an appropriate and consistent presence and appearance at an agreed programme of events.
NETSCC is looking to commission several events annually alongside production of digital literature.
The department is looking for an events management supplier that can demonstrate experience of working with a large and complex organisation with multiple stakeholders.
The University conducted this procurement using the open Procedure in accordance with the requirements of the Regulations for the purpose of procuring the services described in the Specification.
It should b noted that the current contract between the NETSCC and University of Southampton expired 30th April 2027. In the event that the University is not re-awarded, there may be the need for services to be provided to the University of Southampton under this contract for up to 6-months of the 2-year extension period.
The contract will be effective upon signing.
The estimated value of the contract was between £600,000.00 and £1,000,000.00 excluding VAT. This was the maximum contract value for the full contract period including any extension periods. This value included all related services, but did not include fees paid by the University directly to venues.
II.2.5) Award criteria
Quality criterion: Mandatory Requirements
/ Weighting: Pass/Fail
Quality criterion: Highly Desirable Requirements
/ Weighting: 30.00%
Quality criterion: Desirable Requirements
/ Weighting: 50.00%
Cost criterion: Event Setup, Management & Resource Development and Production Costs
/ Weighting: 20.00%
II.2.11) Information about options
Options:
No
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.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2024/S 000-031304
IV.2.9) Information about termination of call for competition in the form of a prior information notice
The contracting authority will not award any further contracts based on the above prior information notice
Section V: Award of contract
Contract No: 2023UoS-0816
Title: Hosted Events and Conferencing Services (NIHR)
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
03/03/2025
V.2.2) Information about tenders
Number of tenders received: 5
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Clarity Travel Limited
07413801
Manchester
UK
NUTS: UKD33
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 800 000.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.4) Procedures for review
VI.4.1) Review body
University of Southampton
Southampton
UK
VI.5) Date of dispatch of this notice
31/03/2025