Venue Sourcing

Descriptions

Business Wales provides a first class business support service to small and medium sized enterprises (SMEs) in Wales, on behalf of the Welsh Government, funded by the European Regional Development Fund. The service is delivered by Growth Partnership Wales, a partnership of Business in Focus, Antur Teifi and Serco.Superfast Business Wales is a new service element of Business Wales, which started in January 2016. It supports eligible businesses across Wales understand, adopt and exploit the benefits of Superfast Broadband.This procurement process is seeking to establish a contract with an organisation to provide a venue finding and booking service to support delivery of the Superfast Business Wales contract across Wales. We are looking for an organisation that can provide us with a quality and customer focused venue finding and booking service which will enable us to deliver our varied events programme to our clients across all 22 local authority areas throughout Wales. On average, Serco ESE will deliver around 47 to 60 events per quarter, ensuring that the programme is accessible regardless of the business location.Venues will need to be found in each of the 22 local authority areas of Wales; be fully checked for accessibility; health and safety and environmental awareness; have access to WIFI and be suitable to host on average, up to 20 delegates for 2-4 hour workshops. On average we deliver between 6-8 breakfast briefing events that will need to accommodate up to 35 delegates. There are currently a number of venues that the programme use and these would be shared with the successful bidder.Deliverer ProfileThe winning bidding organisation will need to demonstrate:- A clear methodology for delivering a high quality, customer focused and efficient venue finding and booking process- A good understanding of our requirements including best use of financial resources- Commitment to sourcing accessible venues and those that show good environmental credentialsThe successful deliverer will be required to provide the following services:- To source and provide suggestions for quality venues to meet the necessary requirements and budget instructions- Where possible, a written choice of at least three venues for consideration – giving details on costs, facilities (including parking, ICT connectivity and equipment availability), catering arrangements and local transport links, allowing us to make an informed choice and provide information to our funders on why a particular venue was chosen over another- The choice of venues should not to be limited to hotels but should include community centres, village halls, innovation centres etc. We would welcome your suggestions on alternative venues which would attract our business clients- To be able to liaise with the venue so that we receive the best value and possible discounts for bulk booking etc.- As Serco ESE/Superfast Business Wales is committed to providing accessible services to all you will need to ensure that venues meet our accessibility criteria- To be able to settle payments for the venues and associated event costs (e.g. external catering and / or equipment hire) on our behalfOverall contract valueSerco Regional Services Ltd will contract with the successful Tenderer and it is anticipated that the contract will be awarded for the period to the end of 2020 subject to regular performance reviews.There is no indicative budget for the services mentioned above. In terms of fee proposals, what is sought is a service charge fee for the entire booking journey, per booking, not for the actual cost of the venue / catering / equipment hire etc which will be paid at cost to the successful bidder to discharge venue invoices.NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=68589.