Exhibition Pavilion Framework for Scottish Enterprise

Exhibition Pavilion Framework for Scottish Enterprise

Exhibition pavilion framework for large country pavilions with individual company booths.

United Kingdom-Glasgow: Exhibition stands

2014/S 198-350124

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Scottish Enterprise
Atrium Court, 50 Waterloo Street
Contact point(s): Procurement
For the attention of: Margaret Riddell
G2 6HQ Glasgow
UNITED KINGDOM
Telephone: +44 8456078787
E-mail: margaret.riddell@scotent.co.uk
Fax: +44 1412481600

Internet address(es):

General address of the contracting authority: http://www.scottish-enterprise.com/

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00398

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

Regional or local agency/office

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: no

Section II: Object of the contract

II.1)Description

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

P15-0085 Exhibition pavilion framework for large country pavilions with individual company booths.

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

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Worldwide.

NUTS code UK

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

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 5

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 1 904 000 and 2 720 000 GBP

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

Frameworks Background and Rationale
Scottish Development International (SDI) is the international arm of Scottish Enterprise (SE), Highlands and Islands Enterprise (HIE) and the Scottish Government (SG) providing services to support international trade and inward investment for the whole of Scotland.
Helping Scottish companies to grow their exports – currently valued at 26 000 000 000 GBP — and attracting inward investment to Scotland from overseas are crucial parts of how we help Scotland’s economy to grow. Events and exhibitions help us do both these activities as they provide a way to easily connect with potential buyers and investors.
In the last year, we’ve assisted almost three thousand Scottish companies to export, with 228 of these companies having high export potential that is expected to generate 1 200 000 000 GBP in international trade, an increase of 53 % on 2012/13 projections. By raising both the number of Scottish companies exporting and the value of exports, we can help Scotland’s economy to grow and flourish.
Developing these international connections through activities like events and exhibitions are especially important as we follow up on the opportunities with new and emerging global markets generated during this year with Scotland hosting the Commonwealth Games, the Year of Homecoming and, most recently, the Ryder Cup.
Our future overseas exhibitions programme is seeking to put Scottish businesses in front of over 1 500 000 potential buyers of their products and services in over 200 countries globally.

We intend to create three procurement frameworks, comprising appointed companies, that will be called on to support our attendance at international trade events and exhibitions over the next 3 years, with potential to extend for a 4th year if required.

This support includes the design, manufacture, transport, construct and dismantle of exhibition stands and pavilions, plus project managing Scottish companies’ individual booth requirements, attending regular production meetings and providing on-site assistance during the trade event.
Creating these frameworks means we can spend less time on the administration of appointing a supplier, and more time working with companies who attend these events and exhibitions with us. We would anticipate savings from the reuse of stands and materials, and we encourage potential bidders to outline their ideas for more cost effective delivery.
We also generate income from some events as companies pay for their individual stand booths at certain events. Last year we generated over 340 000 GBP of income to offset against costs.
We expect an overall reduction in spend across all of our trade events and exhibitions over the next four years as we continue to consider opportunities for delivering similar or greater impact in different ways – such as greater use of digital technology, more tailored overseas programmes and securing speaker slots and panel appearances for Scottish companies, rather than traditional exhibition space.
While we are unable to make an exact estimate of savings at this stage — because our programme of trade exhibitions will be designed to respond to the best opportunities for Scottish companies — our target is to reduce our current spend of 1 850 000 GBP annually by 10 % year-on-year.
Companies appointed to the frameworks will be required to follow Scottish Enterprise’s new pavilion design and branding guidelines. These will be supplied to companies to ensure consistency of brand experience and to achieve economies of scale across pavilions. Companies will be expected to reuse as much as possible from previous stands and pavilions to create cost efficiencies and maintain our sustainable approach to events — in line with Scottish Enterprise’s Sustainable Procurement Policy and Greener and Accessible Events Guide.
We’ll create three frameworks to provide support to our different industry sectors:
Exhibition Pavilion Framework for general sectoral events
Exhibition Pavilion Framework for Food & Drink, Textiles and Oil & Gas sectoral events
Exhibition Pavilion Framework for large country pavilions with individual company booths
Framework Total event attendees/forecasts for all events (between April 2014 and April 2015)
Exhibition Pavilion Framework for general sectoral events 865 765 (from 200 countries)
Exhibition Pavilion Framework for Food & Drink, Textiles and Oil & Gas sectoral events 410 497 (from 170 countries)
Exhibition Pavilion Framework for large country pavilions with individual company booths 240 430 (from 140 countries)
Total 1 516 692
It’s difficult to put an exact cost for each contract yet as we don’t know all the event attendance details at this moment, for example which events we’ll attend in a year or 2, or how many companies will attend each future event with us. This information has a bearing on what each exhibition stand will need, so we’ve given a range between the lower and upper spend for each framework.
We estimate that the total commission value over the next 4 years for each framework, excluding VAT, will be:
General sectors between 1 400 000 GBP and 2 000 000 GBP
Food & Drink, Textiles and Oil & Gas between 1 100 000 GBP and 1 600 000 GBP
Large country pavilions with individual company booths between 1 900 000 GBP and 2 700 000 GBP
Overview of the requirement
Scottish Development International (SDI) is the international arm of Scottish Enterprise, Highlands and Island Enterprise (HIE) and the Scottish Government (SG) providing services to support international trade and inward investment for the whole of Scotland.
SDI’s International Exhibition Team provides best practice and specialist event and exhibition advice and support across SDI/SE and controls, manages and arranges the delivery of circa 45 Scottish Pavilions globally per annum. To deliver some or all of these future events we will require the support of a selection of Exhibition Stand Contractors to Pavilion design, manufacture, transport, construct and dismantle and Project manage Scottish companies individual requirements, attend regular production meetings and provide on-site back up for duration of the show and in some cases provide one member of staff for the hospitality area.
There will be 3 frameworks in total and this framework is Number 3 and covers Large Country Pavilions with individual Scottish Company booths.
This would include events such as Offshore Technology Conference held annually in Houston Texas,(OTC),Offshore Europe Aberdeen (OE which alternates each year with Offshore Northern Seas held in Stavanger (ONS) and Seafood European Global in Brussels (SEG) formally European Seafood Exposition (ESE). Currently this framework focuses on the Food and Drink and Oil and Gas Sectors but is not closed to other sectors in the future should the Pavilion fit the criteria.
Currently these Pavilions are between 350 m² –705 m². The Pavilions contain a large busy hospitality business lounge, kitchen, servery, meeting room, between 20/30 Scottish company individual booths, Reception area and in the case of the food exhibition also contain chef’s kitchen and seafood bar. These pavilions have been in the past constructed with Maxima Light system with bespoke elements resulting in the Pavilion being of a very high quality and are easily modified to address last minute changes e.g. company drop out etc.
We will be looking to include 3 to 5 suppliers for this Framework. The Framework is envisaged to commence March 2015. The framework will be for a 3 year term with an option to extend by 1 year.
At Pre Qualification Stage you will be required to demonstrate that you have experience of building pavilions of this scope and size on an international level and that if appropriate you have proven partners that can deliver to the required high standard.
At the next stage, the tender stage, you will be required to include a mock tender submission to a specific brief, adhering to our Exhibition Design Guidelines and our Branding Guidelines supplied at ITT stage.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site athttp://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=320853

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available athttp://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

II.1.6)Common procurement vocabulary (CPV)

39154100, 79952000

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: no

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:

Estimated value excluding VAT:
Range: between 1 904 000 and 2 720 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: This will be a 3 year contract with the option to extend for a further period of 1 year.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 48 (from the award of the contract)

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

Starting 1.4.2015. Completion 31.3.2019

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

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

Terms and conditions for financing and payment will be contained in the invitation to tender.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: Details will be included in the Pre-Qualification Questionnaires and/or the Invitation to Tender documents.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Details will be included in the Pre-Qualification Questionnaires and/or the Invitation to Tender documents.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Details will be included in the Pre-Qualification Questionnaires and/or the Invitation to Tender documents.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

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: yes

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 10: and maximum number 12
Objective criteria for choosing the limited number of candidates: The procurement must be of a manageable size.
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

An electronic auction will be used: no
IV.3)Administrative information

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

P15-0085
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

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

12.11.2014 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

26.11.2014

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: yes
Estimated timing for further notices to be published: Every 3 to 4 years
VI.2)Information about European Union funds

VI.3)Additional information

Dates and other information contained in this notice are communicated as being indicative only and may be subject to change.
All deadlines are in UK Time.
The contracting authority does not bind itself to accept the lowest or any offer.
The contracting authority reserves the right to accept part of one or more offers.
The contracting authority will not be liable for any costs incurred by those expressing an interest in or tendering for this contract.
Compliance with all relevant legislation is required during the tendering process and the terms of any resulting contract.
Bidders may be required to attend for interview.
Any contract awarded will be subject to the law of Scotland.
The contracting authority reserves the right to source the services through existing framework agreements.
The contracting authority reserves the right to assign all or part of any contracts resulting from this process.
Scottish Enterprise is committed to promoting Community Benefits from its procurement activities. Under this procurement, the contractor, and its supply chain, will be requested to support the organisation’s social, economic and environmental objectives. Accordingly, contract performance conditions may relate in particular to social, economic and environmental considerations.
(SC Ref:320853)
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Scottish Government
Scottish Procurement, Europa House, 450 Argyle Street
G2 8LG Glasgow
UNITED KINGDOM
E-mail: spoeprocurement@scotland.gsi.gov.uk
Telephone: +44 1412425466
Internet address: http://www.scotland.gov.uk/Topics/Government/Procurement/Selling/supplier-enquiries

Body responsible for mediation procedures

Scottish Government
Scottish Procurement, Europa House, 450 Argyle Street
G2 8LG Glasgow
UNITED KINGDOM
E-mail: spoeprocurement@scotland.gsi.gov.uk
Telephone: +44 1412425466
Internet address: http://www.scotland.gov.uk/Topics/Government/Procurement/Selling/supplier-enquiries

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: In the first instance, contact the Senior Director of Facilities Management and Procurement at Scottish Enterprise, with any concerns or enquiries. E-mail: https://www.scottish-enterprise.com/help/contact-usAn economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2012 (SSI 2012/88) (as amended) may bring proceedings in the Sheriff Court or the Court of Session.

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

Scottish Government
Scottish Procurement, Europa House, 450 Argyle Street
G2 8LG Glasgow
UNITED KINGDOM
E-mail: spoeprocurement@scotland.gsi.gov.uk
Telephone: +44 1412425466

VI.5)Date of dispatch of this notice:

10.10.2014