ETENDERS

Contract notice

Information

Published

Date of dispatch of this notice: 16/03/2021

Expire date: 15/04/2021

External Reference: 2021-283349

TED Reference: 2021/S 055-138222

Contract notice

Cached Version

Contract notice

Directive 2014/24/EU

Section I: Contracting authority

I.1)

Name and addresses

The Health Research Board
N/A
67-72 Grattan House
Dublin 2
Lower Mount St
IE
Contact person: Josephine Murphy
Telephone: +353 12345000
E-mail: jmurphy@hrb.ie
NUTS code:  IE -  IRELAND
Internet address(es):
Main address: https://www.hrb.ie/
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/261

I.3)

Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at:  
http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=184769&B=ETENDERS_SIMPLE
Additional information can be obtained from
the abovementioned address:  
Tenders or requests to participate must be submitted
electronically via:  http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=184769&B=ETENDERS_SIMPLE
Tenders or requests to participate must be submitted
to the abovementioned address
I.4)

Type of the contracting authority

Body governed by public law
I.5)

Main activity

Health

Section II: Object

II.1)

Scope of the procurement

II.1.1)

Title

Conference and Event Management Service
Reference number:  HRB 2021 Conferences and Events
II.1.2)

Main CPV code

55120000  -  Hotel meeting and conference services
II.1.3)

Type of contract

Services
II.1.4)

Short description

The Health Research Board (HRB) is a state agency that supports research and provides evidence to prevent illness, improve health and transform patient care. The HRB has 65 staff. Our annual budget is in excess of €45m and we manage a research investment portfolio of approximately €200m. The agency is funded mainly by the Department of Health, and Board members are appointed by the Minister for Health.
The HRB need a conference and event company that can cater for any size of event, in any format that may be dictated by the needs of the target audience at hand. They must have proven experience and recognised expertise in using online event platforms, complex abstract management systems along with a proven track record or qualifications for handling these aspects of an event.
This contract is intended to be for three years with an option to renew for a fourth year.
II.1.5)

Estimated total value

Value excluding VAT: 540000.00  EUR
II.1.6)

Information about lots

This contract is divided into lots: no
II.2)

Description

II.2.2)

Additional CPV code(s)

55120000  -  Hotel meeting and conference services
II.2.3)

Place of performance

NUTS code:  IE061 -  Dublin
Main site or place of performance:  
Dublin
II.2.4)

Description of the procurement

The Health Research Board (HRB) is a state agency that supports research and provides evidence to prevent illness, improve health and transform patient care. The HRB has 65 staff. Our annual budget is in excess of €45m and we manage a research investment portfolio of approximately €200m. The agency is funded mainly by the Department of Health, and Board members are appointed by the Minister for Health.
The HRB need a conference and event company that can cater for any size of event, in any format that may be dictated by the needs of the target audience at hand. They must have proven experience and recognised expertise in using online event platforms, complex abstract management systems along with a proven track record or qualifications for handling these aspects of an event.
We are looking for a company that can provide a full range of professional conference management services from ‘in person’ events to online events and hybrid events that embrace both online and in person participation.
This contract is intended to be for three years with an option to renew for a fourth year.
Services required for events include, but are not limited to:
‘In person’ events
• Search for and procurement of, venues and third-party suppliers
• Administration and logistics including:
 online registration
 event planning
 management of scientific paper peer-review processes
 delegate services (in advance and during the conference)
• budget management (including securing three quotes for all services supplied and third-party invoicing)
Online events
• Provision of online platform for the event
• Administration and logistics including:
 online registration
 event planning
 management of scientific paper peer-review processes
 delegate services (in advance and during the conference)
Hybrid or ‘hub and spoke’ events (part in person/ part online)
In addition to all the services outlined for both the ‘in person’ and online events,
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: 540000.00  EUR
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:  
One renewal for 12 month period at the end of three years
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

None

Section III: Legal, economic, financial and technical information

III.1)

Conditions for participation

III.1.1)

Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:  N/A
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 the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement : no
IV.2)

Administrative information

IV.2.2)

Time limit for receipt of tenders or requests to participate

Date:  15/04/2021
Local time:  17:00
IV.2.4)

Languages in which tenders or requests to participate may be submitted

English
IV.2.6)

Minimum time frame during which the tenderer must maintain the tender

Duration in months : 3  (from the date stated for receipt of tender)
IV.2.7)

Conditions for opening of tenders

Date:  15/04/2021
Local time:  17:00
Place:  
Electronic opening of psotbox by HRB staff

Section VI: Complementary information

VI.1)

Information about recurrence

This is a recurrent procurement:  yes
VI.2)

Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used
VI.4)

Procedures for review

VI.4.1)

Review body

High Court
Inns Quay
Dublin 7
D07
IE
Telephone: +353 18886000
E-mail: Highcourtcentraloffice@courts.ie