Services - 14906-2015

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16/01/2015    S11

United Kingdom-London: Cultural event organisation services

2015/S 011-014906

Prior information notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Official name: The Department for Culture, Media and Sport (DCMS)
Postal address: 100 Parliament Street
Town: London
Postal code: SW1A 2BQ
Country: United Kingdom
Contact person:

Internet address(es):

General address of the contracting authority:

Further information can be obtained from:
The above mentioned contact point(s)

I.2)Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local sub-divisions
I.3)Main activity
Recreation, culture and religion
I.4)Contract award on behalf of other contracting authorities
The contracting authority is purchasing on behalf of other contracting authorities: no

Section II.B: Object of the contract (Supplies or services)

II.1)Title attributed to the contract by the contracting authority:
First World War Commemorative Event Thiepval.
II.2)Type of contract and place of delivery or of performance
Service category No 26: Recreational, cultural and sporting services


II.3)Information on framework agreement
II.4)Short description of nature and quantity or value of supplies or services:
The Department for Culture, Media and Sport wish to commission a suitably experienced event management company to deliver a large scale First World War centenary commemorative event at the Commonwealth War Graves Commission Thiepval Memorial, France on 1.7.2016. The event will reflect the history and significance of the site and remember the men of all nations who lost their lives during the Battle of the Somme.
The event company will work with the DCMS project lead and numerous stakeholders to advise on the design and content, and to plan and deliver, a high profile commemorative event for the 100th anniversary of the Battle of the Somme. The event will take place in a rural, outside location of striking natural beauty and historic significance, and will be filmed live and broadcast around the world. The commemoration will include an all night vigil the evening before involving the military and a limited number of members of the public. Viewing points in local towns for this, and also for viewing the commemorative event itself, will need to be established and be appropriately organised and manned. We anticipate considerable interest in attending this event and foresee the need for a public ballot for tickets to attend the main event and a smaller sub ballot to attend the evening vigil. This will need to be open to people in the UK, Europe and beyond. We anticipate the ballot will need to launch in the summer of 2015. Public attendance is likely to be around 8 000 with an additional 2 000 VIPs.
The location of the site makes arrival and departure procedures very difficult. We anticipate the need for a large park and ride facility, probably from more than 1 location. The requirement is expected to include:
— Delivery of a public ballot for attendance at the main commemorative event (8 000) and a separate ballot for the vigil (200 descendants);
— Delivery of a televised, live, 1 hour event, at Thiepval Memorial to take place on 1.7.2016 at approx. 12:00 noon CET time, and an all-night vigil on the evening of 30.6.2016;
— Delivery of 3 additional viewing areas in the local vicinity with the aim of doubling the number of people who can view the event;
— The sourcing, management and delivery of all identified support buildings, security fencing, seating, catering and facilities requirements to run alongside the event set, including production, design and build, contracting and securing appropriate suppliers, managing risks, erection/break-down and layout;
— Delivery of a park and ride facility for those attending the event, using multiple locations and in liaison with relevant stakeholders;
— Security, health and safety, risk assessment and insurance/liability arrangements;
— Transport and security arrangements for high profile guests in and out of the memorial site and surrounding area;
— Guest list management including invitations, accreditation, logistics and communications;
— Provision of power generators and water supplies to deliver all aspects of the event;
— Provision of team radio control system for internal communications and Wi-Fi equipment for external communication accessibility;
— Project management from end to end;
— Fluent language skills in English and French-Multiple stakeholder management and collaboration (e.g. CWGC, Royal British Legion, Broadcasters and other media, VIP guests (Heads of State level) A site visit is being held in February 2015 — please see the Additional Information section below (II.7).


This contract is divided into lots: no
II.5)Common procurement vocabulary (CPV)

79952100 Cultural event organisation services

II.6)Scheduled date for start of award procedures
II.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.8)Additional information:
An indicative project timetable is provided below.
— Event Management Company site visit with brief — France — Tuesday 17.2.2015;
— Event Management Company site information with brief — London — Thursday 19.2.2015;
— Issue of ITT — 27.2.2015;
— Deadline for proposal — 24.4.2015;
— Project Start/contract commencement — 29.5.2015;

— Event date — 30th June and 1.7.2016.

The site visit in France on 17.2.2015 is optional however prospective bidders are strongly encouraged to attend, as this will be the only site visit conducted as part of the tender process. The site visit is intended to provide information which may be useful in preparing your tender response, and to offer the opportunity to ask questions in person. The site visit will include a briefing at a location in Beaurains, France, following the Thiepval visit. Attendees will need to provide their own transport to, from and between locations. The London event on 19.2.2015 is intended for those who are unable to attend the France site visit. Prospective bidders choosing to attend either of these events will do so at their own expense. Please note that attendees will be restricted to 2 people per company for each event. If you would like to attend either event, please contact by Monday 9th February at 12:00 noon with the subject ‘100548 — Somme event — (company name)'. Please include the following information in your e-mail:

—Which event you would like to attend (France or London);
— Company name and address;
— Names of proposed attendees, job titles and contact details for each (phone and e-mail).

Queries should be addressed to

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.2)Conditions for participation
III.2.1)Information about reserved contracts

Section VI: Complementary information

VI.1)Information about European Union funds
The contract is related to a project and/or programme financed by European Union funds: no
VI.2)Additional information:
To view this notice, please click here:

GO Reference: GO-2015114-PRO-6288832.
VI.3)Information on general regulatory framework
VI.4)Date of dispatch of this notice: