Conference and Event Management Service

The Health Research Board

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 EUR 45 million and we manage a research investment portfolio of approximately EUR 200 million. 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 3 years with an option to renew for a fourth year.

Deadline

The time limit for receipt of tenders was 2021-04-15. The procurement was published on 2021-03-16.

Suppliers

The following suppliers are mentioned in award decisions or other procurement documents:

• Conference Partners Ltd.

Who?

• The Health Research Board

What?

• Hotel services › Hotel meeting and conference services

Where?

• Eastern and Midland › Dublin

Procurement history

Date	Document
2021-03-16	Contract notice
2022-04-23	Contract award notice

Contract notice (2021-03-16)
Object
Scope of the procurement
Title: Hotel meeting and conference services
Reference number: HRB 2021 Conferences and Events
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 EUR 45 million and we manage a research investment portfolio of approximately EUR 200 million. 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 3 years with an option to renew for a fourth year.

Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union
Common procurement vocabulary (CPV)
Code: Hotel meeting and conference services 📦
Additional CPV: Hotel meeting and conference services 📦
Place of performance
NUTS region: Dublin 🏙️

Procedure
Procedure type: Open procedure
Type of bid: Submission for all lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Body governed by public law
Awarding authority name: The Health Research Board
Postal address: 67-72 Grattan House, Lower Mount St
Postal town: Dublin 2
Contact
Internet address: https://www.hrb.ie/ 🌏
E-mail: jmurphy@hrb.ie 📧
Phone: +353 12345000 📞
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=184769&B=ETENDERS_SIMPLE 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=184769&B=ETENDERS_SIMPLE 🌏

Reference
Dates
Date dispatched: 2021-03-16 📅
Submission deadline: 2021-04-15 📅
Publication date: 2021-03-19 📅
Identifiers
Notice number: 2021/S 055-138222
OJ-S issue: 55

Object
Scope of the procurement
Short description:

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 3 years with an option to renew for a fourth year.

Estimated total value: 540 000 EUR 💰
Short description:

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.

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:

— 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,

Estimated value excluding VAT: 540 000 EUR 💰
Duration: 36 months
Description of renewals: One renewal for 12-month period at the end of 3 years.
Additional information: None.
Place of performance
Main site or place of performance: Dublin.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity: N/a.

Procedure
Legal basis: 32014L0024
Time of receipt of tenders: 17:00
Languages in which tenders or requests to participate may be submitted: English 🗣️
Tender validity period: 3 months
Tender opening date: 2021-04-15 📅
Tender opening time: 17:00
Place: Electronic opening of postbox by HRB staff.

Contracting authority
Identity
National registration number: N/a
Contact
Contact point: Josephine Murphy
Address of the buyer profile: https://irl.eu-supply.com/ctm/Company/CompanyInformation/Index/261 🌏
Documents URL: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=184769&B=ETENDERS_SIMPLE 🌏

Complementary information
Review body
Name: High Court
Postal address: Inns Quay
Postal town: Dublin 7
Postal code: D07
Country: Ireland 🇮🇪
Phone: +353 18886000 📞
E-mail: highcourtcentraloffice@courts.ie 📧
Source: OJS 2021/S 055-138222 (2021-03-16)

Contract award notice (2022-04-23)
Object
Scope of the procurement
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.

Total value of the procurement: 540 000 EUR 💰
Notice metadata
Document type: Contract award notice

Procedure
Type of bid: Not applicable

Contracting authority
Identity
Postal address: 67-72 Grattan House
Postal code: Lower Mount St

Reference
Dates
Date dispatched: 2022-04-23 📅
Publication date: 2022-04-28 📅
Identifiers
Notice number: 2022/S 083-222831
Refers to notice: 2021/S 055-138222
OJ-S issue: 83

Object
Scope of the procurement
Short description:

This contract is intended to be for three years with an option to renew for a fourth year.

• 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)

• Provision of online platform for the event

Additional information: None
Place of performance
Main site or place of performance: Dublin

Procedure
Award criteria
Quality criterion (name): Proven track record for delivering events
Quality criterion (weighting): 35%
Quality criterion (name): Experience qualifications and expertise of staff
Quality criterion (weighting): 20%
Quality criterion (name): Ideas generation for successful operation of a hybrid event
Quality criterion (weighting): 15%
Price (weighting): Cost 30%

Award of contract
Date of contract conclusion: 2021-09-27 📅
Name: Conference Partners Ltd.
National registration number: 8288489Q
Postal address: Suite 21 The Hyde Building
Postal town: Dublin 18
Postal code: Carrickmines
Country: Ireland 🇮🇪
Phone: +353 12968688 📞
E-mail: caroline.stanners@conferencepartners.com 📧
Internet address: WWW.conferencepartners.com 🌏
Total value of the procurement: 540 000 EUR 💰
Information about tenders
Number of tenders received: 7

Reference
Additional information
none
Source: OJS 2022/S 083-222831 (2022-04-23)

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