Department for International Trade Events Management Services

Department for International Trade Events Management Services

The selected providers will be responsible for the design and delivery of innovative and market-leading events.

United Kingdom-London: Event services

2016/S 166-299652

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Secretary of State for International Trade on behalf of the Crown
1 Victoria Street
Contact point(s): Commercial Team
SW1H 0ET London
United Kingdom
E-mail: eventsprocurement@trade.gsi.gov.uk

Internet address(es):

General address of the contracting authority: https://www.gov.uk/government/organisations/department-for-international-trade

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

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from:The above mentioned contact point(s)

Tenders or requests to participate must be sent to: 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

Economic and financial affairs

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Department for Exiting the European Union
9 Downing Street
SW1A 2AG London
United Kingdom

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Events Management Services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
NUTS code

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

The Department for International Trade (DIT) is a UK Government department working with businesses based in the United Kingdom to assist their success in international markets, and with overseas investors looking to the UK as an investment destination.
DIT has professional advisers around the UK and in more than 100 countries. The Department also works closely with Scottish Enterprise, Invest Northern Ireland and Business Wales.
DIT Marketing and Communications is launching a national movement to engage 1 000 000 more UK businesses in the conversation about international trade.
Through a mix of export and investment focused campaign activity, we will convert this business audience of 1 000 000 to 100 000 new exporters, contribute to the growth of UK exports to 1 000 000 000 000 GBP, as well as increase foreign direct investment to 1 500 000 000 000 GBP by 2020. With the UK currently positioned as the sixth largest economy, the increase in export and investment activity will establish the UK as the third largest economy in the world. It will also maintain the UK’s position as Europe’s no.1 destination of choice for foreign direct investment.
DIT is undertaking a tender exercise to appoint suitably capable and experienced providers of events management services. The selected providers will be responsible for the design and delivery of innovative and market-leading events that drive improved quality and value to DIT customers and to support DIT’s objectives.
DIT is seeking to award a contract to deliver event services within each of the 8 Lots that represent DIT’s total service requirements. The Suppliers will be responsible for delivering a significant proportion of services to UK customers through the DIT HQ Event and Missions programme in the UK and Overseas. This programme encompasses a diverse and bespoke range of inward missions, outward missions, UK sector events, overseas sector events and high profile events such as the International Festival of Business, British House at the Olympics and programme design and activation of major international events such as world expos. It is estimated that the programme will encompass c400 events per year. Each project will be programme managed by the DIT in-house events teams.

II.1.6)Common procurement vocabulary (CPV)

79952000, 79952100

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

DIT is seeking to award 8 contracts, one for each Lot. Each awarded contract will be for a period of 36 months with the option to extend by further periods up to a total of 24 months.
Estimated value excluding VAT:
Range: between 60 000 000 and 98 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: DIT is seeking to award 8 contracts, 1 for each Lot. Each awarded contract will be for a period of 36 months with the option to extend by further periods up to a total of 24 months.

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Specialist Live Events

1)Short description

2)Common procurement vocabulary (CPV)

79952000, 79952100

3)Quantity or scope

Suppliers are envisaged to provide the following Services for the programme of work with the internal DIT HQ Events and Missions Team to develop the design of event;
Design, sourcing and production of innovative content and speaker acquisition
Recruitment of UK and international companies to attend events;
Stakeholder Management;
Production of relevant marketing and brand assets to include design and build of exhibition stands and a suite of brand assets;
Management of asset inventory and distribution;
Design and management of technical production;
Creative design;
Procurement and management of all sub-contractors and suppliers required to deliver the events;
Management of end-to-end programme logistics;
Management of all pre-event, on site and post event delegate logistics to include registration, venue sourcing and management, travel and accommodation where required, feedback management, collection of fees where required, inputting of customer data into the DIT CDMS system;
Management of a VIP Concierge service when required;
Sponsorship activation management;
Design and completion of Post Event Reports incorporating feedback from Point of Delivery returns to feed back into a continuous improvement process;
End-to-end budget and finance management and provision of financial forecasts; and
Provision of MI which is readily accessible for review by the HQ Events Team.
The Supplier for Lot 1 will provide the above Services for the programme of large scale, multi sector, high profile and complex events.
Estimated value excluding VAT: 23 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)
5)Additional information about lots

Lot No: 2 Lot title: Bio-Economy, Agritech, Chemicals, Healthcare and Life

1)Short description

2)Common procurement vocabulary (CPV)

79952000, 79952100

3)Quantity or scope

Suppliers are envisaged to provide the following Services for the programme of work with the internal DIT HQ Events and Missions Team to develop the design of event;
Design, sourcing and production of innovative content and speaker acquisition
Recruitment of UK and international companies to attend events;
Stakeholder Management;
Production of relevant marketing and brand assets to include design and build of exhibition stands and a suite of brand assets;
Management of asset inventory and distribution;
Design and management of technical production;
Creative design;
Procurement and management of all sub-contractors and suppliers required to deliver the events;
Management of end-to-end programme logistics;
Management of all pre-event, on site and post event delegate logistics to include registration, venue sourcing and management, travel and accommodation where required, feedback management, collection of fees where required, inputting of customer data into the DIT CDMS system;
Management of a VIP Concierge service when required;
Sponsorship activation management;
Design and completion of Post Event Reports incorporating feedback from Point of Delivery returns to feed back into a continuous improvement process;
End-to-end budget and finance management and provision of financial forecasts; and
Provision of MI which is readily accessible for review by the HQ Events Team.
The Suppliers for the Sector Events Lots (2 — 8) will also provide the following additional services individually to DIT as required:
Access to sector networks globally;
Provision of sector specific content;
Access to sector specific thought leaders;
Sector specific recruitment campaign design and delivery; and
Sector specific campaign activation.
The Supplier for Lot 2 will provide the above Services for events in the Bio-Economy, Agritech, Chemicals, Healthcare and Life Sciences sectors- these are 4 distinct sectors with their own DIT teams and distinct markets. Each runs a programme of inward and outward trade missions, participation at major trade shows both domestically and internationally.
Estimated value excluding VAT: 4 500 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)
5)Additional information about lots

Lot No: 3 Lot title: Advanced Manufacturing, Marine, Space, Defence FDI (intelligence), Advanced Engineering, Aerospace, Aid Funded Business and Automotive

1)Short description

2)Common procurement vocabulary (CPV)

79952000, 79952100

3)Quantity or scope

Suppliers are envisaged to provide the following Services for the programme of work with the internal DIT HQ Events and Missions Team to develop the design of event;
Design, sourcing and production of innovative content and speaker acquisition
Recruitment of UK and international companies to attend events;
Stakeholder Management;
Production of relevant marketing and brand assets to include design and build of exhibition stands and a suite of brand assets;
Management of asset inventory and distribution;
Design and management of technical production;
Creative design;
Procurement and management of all sub-contractors and suppliers required to deliver the events;
Management of end-to-end programme logistics;
Management of all pre-event, on site and post event delegate logistics to include registration, venue sourcing and management, travel and accommodation where required, feedback management, collection of fees where required, inputting of customer data into the DIT CDMS system;
Management of a VIP Concierge service when required;
Sponsorship activation management;
Design and completion of Post Event Reports incorporating feedback from Point of Delivery returns to feed back into a continuous improvement process;
End-to-end budget and finance management and provision of financial forecasts; and
Provision of MI which is readily accessible for review by the HQ Events Team.
The Suppliers for the Sector Events Lots (2 — 8) will also provide the following additional services individually to DIT as required:
Access to sector networks globally;
Provision of sector specific content;
Access to sector specific thought leaders;
Sector specific recruitment campaign design and delivery; and
Sector specific campaign activation.
The Supplier for Lot 3 will provide the above Services for events in the Advanced Manufacturing, Marine, Space, Defence FDI (intelligence), Advanced Engineering, Aerospace, Aid Funded Business and Automotive sectors. Whilst these sectors are strongly aligned and fall under a broad heading there are 6 separate and distinct DIT sector teams who specialize in these sectors. Each runs a programme of inward and outward trade missions, participation at major trade shows both domestically and internationally.
Estimated value excluding VAT: 5 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)
5)Additional information about lots

Lot No: 4 Lot title: Infrastructure, Airports, Construction, Mining, Rail and Water

1)Short description

2)Common procurement vocabulary (CPV)

79952000, 79952100

3)Quantity or scope

Suppliers are envisaged to provide the following Services for the programme of work with the internal DIT HQ Events and Missions Team to develop the design of event;
Design, sourcing and production of innovative content and speaker acquisition
Recruitment of UK and international companies to attend events;
Stakeholder Management;
Production of relevant marketing and brand assets to include design and build of exhibition stands and a suite of brand assets;
Management of asset inventory and distribution;
Design and management of technical production;
Creative design;
Procurement and management of all sub-contractors and suppliers required to deliver the events;
Management of end-to-end programme logistics;
Management of all pre-event, on site and post event delegate logistics to include registration, venue sourcing and management, travel and accommodation where required, feedback management, collection of fees where required, inputting of customer data into the DIT CDMS system;
Management of a VIP Concierge service when required;
Sponsorship activation management;
Design and completion of Post Event Reports incorporating feedback from Point of Delivery returns to feed back into a continuous improvement process;
End-to-end budget and finance management and provision of financial forecasts; and
Provision of MI which is readily accessible for review by the HQ Events Team.
The Suppliers for the Sector Events Lots (2 — 8) will also provide the following additional services individually to DIT as required:
Access to sector networks globally;
Provision of sector specific content;
Access to sector specific thought leaders;
Sector specific recruitment campaign design and delivery; and
Sector specific campaign activation.
The Supplier for Lot 4 will provide the above Services for events in the Infrastructure, Airports, Construction, Mining, Rail and Water sectors. Each sector within Infrastructure reports to one overall director but each has a distinct team. Whilst UK customers may cross the sectors there are also very separate needs from each sector. Each runs a programme of inward and outward trade missions, participation at major trade shows both domestically and internationally.
Estimated value excluding VAT: 8 500 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)
5)Additional information about lots

Lot No: 5 Lot title: Consumer Goods — Retail and Food & Drink

1)Short description

2)Common procurement vocabulary (CPV)

79952000, 79952100

3)Quantity or scope

Suppliers are envisaged to provide the following Services for the programme of work with the internal DIT HQ Events and Missions Team to develop the design of event;
Design, sourcing and production of innovative content and speaker acquisition
Recruitment of UK and international companies to attend events;
Stakeholder Management;
Production of relevant marketing and brand assets to include design and build of exhibition stands and a suite of brand assets;
Management of asset inventory and distribution;
Design and management of technical production;
Creative design;
Procurement and management of all sub-contractors and suppliers required to deliver the events;
Management of end-to-end programme logistics;
Management of all pre-event, on site and post event delegate logistics to include registration, venue sourcing and management, travel and accommodation where required, feedback management, collection of fees where required, inputting of customer data into the DIT CDMS system;
Management of a VIP Concierge service when required;
Sponsorship activation management;
Design and completion of Post Event Reports incorporating feedback from Point of Delivery returns to feed back into a continuous improvement process;
End-to-end budget and finance management and provision of financial forecasts; and
Provision of MI which is readily accessible for review by the HQ Events Team.
The Suppliers for the Sector Events Lots (2 — 8) will also provide the following additional services individually to DIT as required:
Access to sector networks globally;
Provision of sector specific content;
Access to sector specific thought leaders;
Sector specific recruitment campaign design and delivery; and
Sector specific campaign activation.
The Supplier for Lot 5 will provide the above Services for events in the Consumer Goods — Retail and Food & Drink sectors. There are two headline sectors falling in the Consumer Goods Lot, but the market is very complex and broken further into smaller specialisms all of which fall under this umbrella. The UK customer base is very diverse. Each runs a programme of inward and outward trade missions, participation at major trade shows both domestically and internationally.
Estimated value excluding VAT: 9 250 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)
5)Additional information about lots

Lot No: 6 Lot title: Energy, Nuclear, Oil & Gas and renewables

1)Short description

2)Common procurement vocabulary (CPV)

79952000, 79952100

3)Quantity or scope

Suppliers are envisaged to provide the following Services for the programme of work with the internal DIT HQ Events and Missions Team to develop the design of event;
Design, sourcing and production of innovative content and speaker acquisition
Recruitment of UK and international companies to attend events;
Stakeholder Management;
Production of relevant marketing and brand assets to include design and build of exhibition stands and a suite of brand assets;
Management of asset inventory and distribution;
Design and management of technical production;
Creative design;
Procurement and management of all sub-contractors and suppliers required to deliver the events;
Management of end-to-end programme logistics;
Management of all pre-event, on site and post event delegate logistics to include registration, venue sourcing and management, travel and accommodation where required, feedback management, collection of fees where required, inputting of customer data into the DIT CDMS system;
Management of a VIP Concierge service when required;
Sponsorship activation management;
Design and completion of Post Event Reports incorporating feedback from Point of Delivery returns to feed back into a continuous improvement process;
End-to-end budget and finance management and provision of financial forecasts; and
Provision of MI which is readily accessible for review by the HQ Events Team.
The Suppliers for the Sector Events Lots (2 — 8) will also provide the following additional services individually to DIT as required:
Access to sector networks globally;
Provision of sector specific content;
Access to sector specific thought leaders;
Sector specific recruitment campaign design and delivery; and
Sector specific campaign activation.
The Supplier for Lot 6 will provide the above Services for events in the Energy, Nuclear, Oil & Gas and renewables sectors. Each sector within Energy reports to one overall director but each has a distinct team. Whilst UK customers may cross the sectors there are also very separate needs from each sector. Each runs a programme of inward and outward trade missions, participation at major trade shows both domestically and internationally.
Estimated value excluding VAT: 8 500 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)
5)Additional information about lots

Lot No: 7 Lot title: Creative Industries, Digital Economy, Sports Economy and Education

1)Short description

2)Common procurement vocabulary (CPV)

79952000, 79952100

3)Quantity or scope

Suppliers are envisaged to provide the following Services for the programme of work with the internal DIT HQ Events and Missions Team to develop the design of event;
Design, sourcing and production of innovative content and speaker acquisition
Recruitment of UK and international companies to attend events;
Stakeholder Management;
Production of relevant marketing and brand assets to include design and build of exhibition stands and a suite of brand assets;
Management of asset inventory and distribution;
Design and management of technical production;
Creative design;
Procurement and management of all sub-contractors and suppliers required to deliver the events;
Management of end-to-end programme logistics;
Management of all pre-event, on site and post event delegate logistics to include registration, venue sourcing and management, travel and accommodation where required, feedback management, collection of fees where required, inputting of customer data into the DIT CDMS system;
Management of a VIP Concierge service when required;
Sponsorship activation management;
Design and completion of Post Event Reports incorporating feedback from Point of Delivery returns to feed back into a continuous improvement process;
End-to-end budget and finance management and provision of financial forecasts; and
Provision of MI which is readily accessible for review by the HQ Events Team.
The Suppliers for the Sector Events Lots (2 — 8) will also provide the following additional services individually to DIT as required:
Access to sector networks globally;
Provision of sector specific content;
Access to sector specific thought leaders;
Sector specific recruitment campaign design and delivery; and
Sector specific campaign activation.
The Supplier for Lot 7 will provide the above Services for events in the Creative Industries, Digital Economy, Sports Economy and Education sectors. Each sector in this lot has diverse challenges, with 11 sub sectors in Creative Industries alone and the market is very complex and the UK customer base is very diverse. Each runs a programme of inward and outward trade missions, participation at major trade shows both domestically and internationally.
Estimated value excluding VAT: 10 500 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)
5)Additional information about lots

Lot No: 8 Lot title: DSO

1)Short description

2)Common procurement vocabulary (CPV)

79952000, 79952100

3)Quantity or scope

Suppliers are envisaged to provide the following Services for the programme of work with the internal DIT HQ Events and Missions Team to develop the design of event;
Design, sourcing and production of innovative content and speaker acquisition;
Stakeholder Management;
Management of asset inventory and distribution;
Design and management of technical production;
Creative design;
Procurement and management of all sub-contractors and suppliers required to deliver the events;
Management of end-to-end programme logistics;
Management of all pre-event, on site and post event delegate logistics to include registration, venue sourcing and management, travel and accommodation where required, feedback management, collection of fees where required, inputting of customer data into the DIT CDMS system;
Design and completion of Post Event Reports incorporating feedback from Point of Delivery returns to feed back into a continuous improvement process;
End-to-end budget and finance management and provision of financial forecasts; and
Provision of MI which is readily accessible for review by the HQ Events Team.
The Suppliers for the Sector Events Lots (2 — 8) will also provide the following additional services individually to DIT as required:
Access to sector networks globally;
Provision of sector specific content; and
Access to sector specific thought leaders.
The Supplier for Lot 8 will provide the above Services for events in the DSO sector. Service in scope is the procurement of; stand design, build, graphics, installation, breakdown, freight, transport, logistics, audio/visual, catering, all on site requirements and auxiliaries. DSO has a specific Team responsible for the management and delivery of the DSO Exhibitions programme both in the UK and overseas.
Estimated value excluding VAT: 6 000 000 GBP

4)Indication about different date for duration of contract or starting/completion

Duration in months: 60 (from the award of the contract)
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Please refer to the Pre Qualification Questionnaire documents.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Please refer to the Pre Qualification Questionnaire documents.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Please refer to the Pre Qualification Questionnaire documents.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Please refer to the Pre Qualification Questionnaire documents.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Please refer to the Pre Qualification Questionnaire documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Please refer to the Pre Qualification Questionnaire documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Please refer to the Pre Qualification Questionnaire documents.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 7
Objective criteria for choosing the limited number of candidates: Between 5 and 7 Candidates will be short listed per Lot. Details of how the short list will be determined is detailed in the Pre Qualification Questionnaire.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

002

IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2016/S 120-213845 of 24.6.2016

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 26.9.2016 – 13:00
Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

26.9.2016 – 13:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

To express interest in the requirement and access the Pre Qualification Questionnaire, please visit https://procontract.due-north.com/register where the opportunity can be found by searching for the ID: DN178570, or keyword ‘events’. New suppliers will need to register. All communication must be routed through this portal.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

Department for International Trade
E-mail: eventsprocurement@trade.gsi.gov.uk

VI.5)Date of dispatch of this notice:

25.8.2016

 

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