Participants in Restricted invitation to tender with a call for competition London, 8 th May 2017
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1 Participants in Restricted invitation to tender with a call for competition London, 8 th May 2017 Accompanying letter with the Restricted invitation to tender with a call for competition (in accordance with VOL = the procurement and tender process by the German Ministry for Economic Affairs and Energy) (to remain with the bidder) Annexes: - Expression of interest Application - Schedule of Annexes - Forms Ladies & Gentlemen, The intends to outsource the services described below (please see 1.2.) 1. Details of outsourced service 1.1. About the Client The is the UK branch office of the Deutsche Zentrale für Tourismus e.v. (DZT) - the national tourism organisation in Germany. For more than 60 years, DZT has been marketing Germany as a tourist destination, on behalf of the Federal government. It markets Germany's diversity in terms of tourism, worldwide. DZT is represented around the world with 11 international branches and 19 sales agencies. They provide the basis for marketing and ensure that Germany's "profile as a branded tourist destination" is as conspicuous as possible, worldwide Background to this outsourcing The is hosting the Germany Travel Show in the beginning of February 2018 in London and is looking for a suitable venue to accommodate a 2-day workshop with an evening sit-down dinner and Blogger Breakfast. The subject of order does also include catering and Audio Visual (AV) services. The Germany Travel Show is the only Germany related workshop in the UK and welcomes about 45 German exhibitors and 160 visitors (Trade and Press) over two days The award includes: 1 room for seminar and a sit-down dinner (approx. 120 people cabaret style) -1 day (7.00am midnight) 1 room for workshop, table top presentation with 46 x 4tf trestle tables & four chairs per table, approx. 160 visitors 1 full day (7.00am midnight), 1 half day (7.00am 3.00pm)
2 1 room to host a sit-down Blogger Breakfast (boardroom style) for about 25 people - 1 morning (7:00am 10:00am) Security, cleaning, insurance, cloakroom (if applicable) AV services include (for 2 days): Stage (approx. 6m x 2m) Screen for presentation (approx. 6 x 3.50m) Laser projector Lapel or countryman microphones (2x) Lectern with microphone Laptop Seamless switcher Gobo projections (2-3 gobos) plus production Ambient Lighting (e.g. uplighters, stage lights, dimmers, moving lights, etc.) PA system/sound system with speakers Music Extension cables Catering power distribution Deliveries/collections Technicians onsite (full day) 42 plasma TV Catering services include (for 2 days): Finger Food Lunch Buffet with tea, coffee, soft drinks (approx. 100 people) Selection of mini pastries & cakes with tea, coffee, soft drinks (approx. 200 people) Canapés (approx. 120 people) 3 Course sit down menu with drinks (German sparkling wine, German white wine, German red wine, beer, soft drinks) approx. 120 people Continental breakfast (approx. 25 people) with coffee, tea, soft drinks Deliveries/collections Waiting staff Corkage fee (if applicable) 1.4. Location: London / UK 1.5. Completion deadline/service period Service commences: 1 st February 2018 Service terminates: 2 nd February Distribution into tranches The contract will be awarded to one bidder.
3 2. Notes on contract-award procedure 2.1. Type of award Restricted invitation to tender with a call for competition (in accordance with 3 (3) a) VOL/A) 2.2. Awards are granted by: 60 Buckingham Palace Road London SW1W 0AH 2.3. Enquiries: Information is available from: 60 Buckingham Palace Road London SW1W 0AH Jeanette.schuchmann@germany.travel 2.4. Examination of bidders' suitability Bidders' suitability is investigated according to the criteria not only of financial & economic capabilities but also specialist & technical capabilities, with particular reference to the documents, declarations and certifications mentioned in clause Conditions of application 3.1. Form and content of Expression of interest Applications External presentation Written Expression of interest Applications must be presented in a sealed envelope marked "TENDER GTS 2018 in the position indicated in clause 3.8. Digital Applications are not accepted Amendments; Supplements; Explanatory notes Amendments and supplements to the documents of contractual conditions are not permissible. Where explanatory notes appear necessary in the interests of improved assessment of the Expression of interest Application, they may be attached as annexes. Any changes made by the Bidder to its documents must be unequivocal.
4 Signature All documents together with forms (where envisaged) -- and any explanatory notes -- must be signed, and the signatory's name must be stated Documents to be attached The documents listed in clause 3.2.1, below, must be attached to the Expression of interest Application Completed, dated and signed "Expression of Interest application "Schedule of annexes to "Expression of Interest Application", completed, dated and signed; "Details of Bidder" Form 1, completed, dated and signed; "Bidders' Association Declaration" (where applicable) Form 2, completed, dated and signed ; "Appointment of subcontractors for services to be outsourced" (where applicable) Form 3, completed, dated and signed; Completed, dated and signed Form 4 "References for the services of the bidder in the last three years ; Completed, dated and signed Form 5 "References for the responsible project manager(s) and their services in the last three years ; Completed, dated and signed Form 6 "Certification of fulfilment of requirements" Documents for assessment of suitability The following documents must be submitted together with the Expression of interest Application, for purposes of assessment of the Bidder's suitability: Details of Bidder corresponding to Form 1 "Details of Bidder" together with all information requested therein (indicated separately for each member of Bidders Association, where applicable); Bidder's References corresponding to Form 4 "References for the responsible project manager(s) and their services within the last three years" References for employees of Bidder/subcontractor corresponding to Form 5 "References for the responsible project manager(s) and their services in the last three years" (where applicable: indicated separately for each member of Bidders Association). Completed, dated and signed Form 6 "Certification of fulfilment of the requirements under services profile Presentation of floor plans highlighting available rooms, layout and size Location map: please indicate the location of the venue in London
5 It is mandatory to present the above declarations; any Expression of interest Applications which do not comprise these declarations, or not in a complete form, will be the subject of a request for their submission, in line with the VOL conditions, within a designated deadline. Furthermore, the information requested for presentation in the Forms must be presented integrally and in each of the envisaged boxes. If, for any objective reasons, there should be any information which it is not possible for a Bidder to enter in one or in several boxes, then this situation must be referred to in respect of the box or boxes affected, and also explained in the same place or elsewhere. In the event of the absence of any information which is still not submitted after a repeated request and without any objective reason being explained, DZT will have no alternative but to exclude the affected Expression of interest Application from the procedure without further notice Bidders Associations Industrial associations and other associated bidders are subject to joint & several liability for the fulfilment of the services offered, and all of the members of the Bidders association must be mentioned in the Expression of interest Applications; furthermore, one of their members must be designated as the authorised representative for the contract-award procedure, for the negotiation and for the execution of the contract Passing-out of services to subcontractors The Bidder must indicate the nature and extent of the services which it intends to transfer to subcontractors, and must indicate their names. In the securing of offers from subcontractors, the Bidder is under obligation to involve smaller and medium-sized companies (to a reasonable extent) and to issue subcontracted orders to smaller and medium-sized companies to the extent consistent with contractually-compliant execution of the service, and to abide by the criteria of fair competition in its transfer of part-services and, furthermore, not to place the subcontractor subject to less favourable conditions with particular reference to the mode of payment and the deposit payments than those negotiated under the contract awarded to the Bidder itself. Only in welljustified exceptional cases will the Client's approval for the passing-out of services to subcontractors be withheld Reimbursement of expenditures The process of preparation of Expression of interest Applications is not reimbursed. No costs of duplication for the dispatch of these contract-award documents are reimbursed. Declaration obligation After Bidders' Expression of interest applications have been opened, they may be requested to provide clarification and additional information in order to clear up any equivocal aspects concerning the Expression of interest applications or concerning the Bidders themselves.
6 Anti-corruption Directive In line with the Federal Governmental Directive on the prevention of corruption as issued in the Federal Government on 30 July 2004, the Bidder declares its willingness to bind over its employees who will be collaborating in the provision of the services to fulfil the mandatory regulations governing the expert fulfilment of their obligations arising from the order. Expression of interest Applications Expression of interest Applications must be presented by 24th May noon, to the following office: TENDER GTS Buckingham Palace Road London SW1W 0AH Date on which request for presentation of Bid is sent 30 th May 2017 Medium in which information is sent The request for presentation of a bid is issued electronically. Expression of interest Applications/bids must be sent by post. Binding deadline The binding deadline ends on 31 st July 2017 We look forward to receiving your Expression of interest Application, and remain Yours Faithfully
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