Contract notice
Section I: Contracting
authority
I.1) Name and addresses
University of Exeter
RC000653
Northcote House
Exeter
EX4 4QH
UK
Contact person: Jo Tudor
Telephone: +44 1392723333
E-mail: j.i.tudor@exeter.ac.uk
NUTS: UKK
Internet address(es)
Main address: http://www.exeter.ac.uk
Address of the buyer profile: https://uk.eu-supply.com/ctm/Company/CompanyInformation/Index/53042
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=87992&B=EXETER
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://uk.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=87992&B=EXETER
Tenders or requests to participate must be sent to the abovementioned address
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
Provision of Event Services Framework
Reference number: UOE/2024/023/JT
II.1.2) Main CPV code
79952000
II.1.3) Type of contract
Services
II.1.4) Short description
Event Exeter, operating as part of the University of Exeter, is responsible for overseeing all events held across its Streatham and St Luke’s campuses. These events span a broad range of sizes and types, from smaller functions for approximately 100 attendees to large-scale concerts and gatherings for up to 1,700 guests. Events are held year-round, with security needs adapted to meet the unique demands of each occasion. To successfully run these events we are looking for a range of suppliers to join our internal framework from which we will call off as needed. The areas we require are security, medical cover, marquee hire and furniture and equipment hire, detailed in four separate lots.
II.1.5) Estimated total value
Value excluding VAT:
800 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
II.2) Description
Lot No: 1
II.2.1) Title
Lot 1 – Event Security Services
II.2.2) Additional CPV code(s)
79710000
II.2.3) Place of performance
NUTS code:
UKK
II.2.4) Description of the procurement
Event Exeter, part of the University of Exeter, manages events across its Streatham and St Luke’s campuses, requiring professional security to ensure safety, licensing compliance, and venue integrity. Events range from small functions to large gatherings of up to 1,700 attendees, with 50–60 events annually. Some occasions need up to 50 security staff for crowd control and access management. Enhanced measures may be required for high-risk events or overnight protection of venues and equipment.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
550 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
2 further 12 month extensions available
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
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
II.2.14) Additional information
Attached as document
Lot No: 2
II.2.1) Title
Lot 2 -Event Medical Cover
II.2.2) Additional CPV code(s)
79625000
85141000
II.2.3) Place of performance
NUTS code:
UKK
UK
II.2.4) Description of the procurement
To ensure the health, safety, and welfare of all attendees, Event Exeter includes event medical cover as a critical component in its planning and risk assessment procedures for specific events. Cover will be required year-round, with staffing and resource levels determined by event demand. Event Exeter will work closely with the medical provider to ensure adequate notice for staffing requirements, with flexible arrangements to accommodate events booked with shorter lead times.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
95 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
2 further 12 month extensions available
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
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
II.2.14) Additional information
Attached as document
Lot No: 3
II.2.1) Title
Lot 3 - Marquee Hire
II.2.2) Additional CPV code(s)
39150000
39300000
II.2.3) Place of performance
NUTS code:
UKK
II.2.4) Description of the procurement
We periodically require marquees for events such as conferences, open days, and corporate gatherings. These adaptable structures must suit diverse needs, including seating, dining, staging, and exhibitions. Requirements vary by event, encompassing different sizes, designs, flooring, lighting, and climate control. The aim is to provide tailored, weather-resistant spaces that ensure comfort, functionality, and alignment with each event’s theme and needs.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
135 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
2 further 12 month extensions available
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
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
II.2.14) Additional information
Attached as document
Lot No: 4
II.2.1) Title
Lot 4 - Furniture & Equipment Hire
II.2.2) Additional CPV code(s)
39300000
39150000
39151000
39153000
II.2.3) Place of performance
NUTS code:
UKK
II.2.4) Description of the procurement
Event Exeter, part of the University of Exeter, oversees events on the Streatham and St Luke’s campuses, providing furniture and equipment as needed. For specialised requirements, such as seating, staging, or lighting, external hire is used to tailor setups for events ranging from small gatherings to large conferences. Working with trusted suppliers, Event Exeter ensures safety, quality, and flexibility, delivering customised solutions for academic, corporate, and formal functions.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6) Estimated value
Value excluding VAT:
35 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
2 further 12 month extensions available
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
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
II.2.14) Additional information
Attached as document
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
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:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
03/01/2025
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
03/01/2025
Local time: 12:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
2030
VI.4) Procedures for review
VI.4.1) Review body
royal Court of Justice
Strand
London
WC2A 2LL
UK
VI.5) Date of dispatch of this notice
27/11/2024