Audio Visual Planning and Support Contract

Audio Visual Planning and Support Contract

The Department of Health seeks to appoint an organisation (who may employ the services of sub-contractors) to support the Events Team in the provision of conference stage set design and build, Audio Visual Planning, installation and management, signage and branding.


Reference number: DH_59320

Deadline date:06/05/2014

This deadline is for… Return of Tenders is 12 Noon on 6th May 2014

Contract value:£1 – £97,000

Location where the contract is to be carried out: London

Is this suitable for smaller suppliers? Yes

Is this contract suitable for a voluntary, community and social enterprise organisations? No

Name of the buying organisation: Department of Health


Description of the contract

The Department of Health, under the direction of the Secretary of State for Health and the Prime Minister are organising a major conference on Dementia. The event will focus on the execution timeline and plan towards a Global Dementia Innovation Fund to: • stimulate greater social impact investment and innovation in dementia research • improve the prevention and treatment of dementia • improve quality of life for people with dementia and their carers The Department of Health seeks to appoint an organisation (who may employ the services of sub-contractors) to support the Events Team in the provision of conference stage set design and build, Audio Visual Planning, installation and management, signage and branding (a visual identity for the conference is already in place, so no design work will be required. The branding is attached) and the installation and management of online live streaming equipment and services to allow the event to be broadcast live (or with a short agreed delay) over the internet and for a recording to be placed online after the event. The G8 Dementia Research Summit will be a high-quality conference at The Guildhall in the heart of the City of London on 19 July 2014, the venue has been procured directly by DH.


Classification of the contract

79952000 Event services

79951000 Seminar organisation services

30193000 Organisers and accessories


Additional information

Contract type: Services – Unspecified

Is it a framework agreement? No

Is this contract related to a programme of funding? No

Contract will be awarded based on: Most economically advantageous tender in terms of: The criteria stated in the contract documents

Estimated length of contract: 13/05/2014 – 20/06/2014


Who to contact

Contact name supplier helpdesk

Organisation name Department of Health

Address Skipton House, 80 London Road, Elephant & Castle, London, SE1 6LH

Telephone 0113 254 5777

Extension number:


How to apply

This procurement exercise will be conducted using the Department’s e-Tendering portal called BMS (Business Management System) at The guidance documentation for using the Department’s BMS (e-tendering portal) is available at: How to apply: Candidates wishing to be considered for this contract must, download the tender documents, complete as required and submit the final proposal through the e-Tendering portal (BMS). Registration is a simple one-step process; the supplier must register as a company/organisation; then each employee who may undertake a tendering exercise must then register as an individual. However, please note that the standard BMS functionality will only acknowledge one recipient per supplier for each individual tender. If you require the tender to be seen by multiple users we suggest using a centralised e-mail address (e.g. Once this stage is completed, it is then possible to register expression of interest for this tender. The Log on instructions as follows: Stage 1 – New suppliers, those who have not previously contracted with DH will first need to ensure that their company details are registered in the system. 1. Go to the link above 2. Click on ‘New Supplier’. 3. Complete and send the details in the automated e-mail that appears. Within 3 working days, you will receive an e-mail with your login information; a unique username and password. Note: Standard BMS functionality requires the registered e-mail address to function as individual’s username. Post Registration Once registered, candidates must express interest as follows: 1. Go to the link above. 2. Select ‘Login into e-Tendering System’. 3. Select sourcing home page and enter Invitation to Tender (ITT) number 59320. 4. Select radio button and click on quick link to express interest, review documentation and upload your response. 5. You must then publish your reply using the publish button. For any support in submitting your ITT, please contact the e-Tendering (BMS) Help-desk at 0113 254 5777. This helpdesk is available 10:00am to 4:00pm, Monday to Friday excluding Bank Holidays. Please Note: Registration on the DH secure portal is not entering onto a preferred supplier list. Registration is solely to be able to interact with the Department electronically. The Department of Health reserves the right to discontinue the tendering process and not to award the contract.