ETENDERS

Contract award notice

Information

Published

Date of dispatch of this notice: 23/04/2022

External Reference: 2022-200039

TED Reference: 2022/S 083-222831

Contract award notice

Contract award notice

Results of the procurement procedure

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.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.1.6)

Information about lots

This contract is divided into lots: no
II.1.7)

Total value of the procurement

Value excluding VAT:  540000.00  EUR
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

Criteria below
Quality criterion  -  Name:  Proven track record for delivering events  /  Weighting:  35%
Quality criterion  -  Name:  Experience qualifications and expertise of staff  /  Weighting:  20%
Quality criterion  -  Name:  Ideas generation for successful operation of a hybrid event  /  Weighting:  15%
Price  -  Weighting:  Cost 30%
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 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.2.1)

Previous publication concerning this procedure

Notice number in the OJ S: 2021/S 055-138222

Section V: Award of contract

Contract No: 1

Title: Conference and Event Management Service

A contract/lot is awarded: yes
V.2)

Award of contract

V.2.1)

Date of conclusion of the contract

27/09/2021
V.2.2)

Information about tenders

Number of tenders received:  7
Number of tenders received from SMEs:  7
Number of tenders received from tenderers from other EU Member States:  7
Number of tenders received from tenderers from non-EU Member States:  0
Number of tenders received by electronic means:  7
The contract has been awarded to a group of economic operators :  no
V.2.3)

Name and address of the contractor

Conference Partners Ltd.
8288489Q
Suite 21 The Hyde Building
Dublin 18
Carrickmines
IE
Telephone: +353 12968688
E-mail: caroline.stanners@conferencepartners.com
NUTS code:  IE -  IRELAND
Internet address: WWW.conferencepartners.com

The contractor is an SME : yes
V.2.4)

Information on value of the contract/lot (excluding VAT)

Initial estimated total value of the contract/lot:  540000.00  EUR
Total value of the contract/lot:  540000.00  EUR

Section VI: Complementary information

VI.3)

Additional information

none
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