Exhibition Stand and Pavilion Framework for Scottish Enterprise
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.
United Kingdom-Glasgow: Exhibition stands
2014/S 198-350301
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
I.3)Main activity
I.4)Contract award on behalf of other contracting authorities
Section II: Object of the contract
II.1.1)Title attributed to the contract by the contracting authority:
II.1.2)Type of contract and location of works, place of delivery or of performance
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)
II.1.4)Information on framework agreement
maximum number of participants to the framework agreement envisaged: 7
Duration of the framework agreement
Duration in months: 48
Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT:
Range: between 1 130 500 and 1 615 000 GBP
II.1.5)Short description of the contract or purchase(s)
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 fourth 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 4 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 two, 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 four 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.
There will be 3 frameworks in total and this framework Number 2 and covers Pavilion Framework for Food & Drink, Textiles and Oil & Gas Sectoral Events excluding large Country Pavilions with individual booths
This would include events such as Oil and Gas Australia — Perth Australia (AOG), Oil and Gas Asia and Subsea Asia both currently in Kuala Lumpur, LAGCOE – Lafeyette, USA, DUG — San Antonio, USA, CIOTC — Beijing, China.
Hoffex — Hong Kong, Gulf Food – Dubai, Seafood Expo North America — Boston USA, Sial, this year in Paris, Food and Hotel Asia — Singapore, Foodex — Japan.
Decorex — London
Currently these Pavilions range in size from circa 36 m² to 180 m². The Pavilions can contain a combination of Food Demo area/kitchen with small amount of Scottish company individual booths or pods and small hospitality lounge area and Information point, a more general open Pavilion with Reception desk, informal seating for 1:1 meetings, private meeting room and store with a group of Scottish companies using the Pavilion as a base to work from or Pavilion with similar features but including a number of individual pods. These Pavilions in the majority of cases would be custom build exhibition stands with the very occasional use of quality system.
We will be looking to include 5 to 7 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 custom build stands globally to this scope and scale 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=321729
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)
II.1.8)Lots
II.1.9)Information about variants
II.2.1)Total quantity or scope:
Range: between 1 130 500 and 1 615 000 GBP
II.2.2)Information about options
Description of these options: The contract will be for 3 years with the option to extend for a further 1 year period.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
II.2.3)Information about renewals
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
Section III: Legal, economic, financial and technical information
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.4)Other particular conditions
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
III.2.3)Technical capacity
Details will be included in the Pre-Qualification Questionnaires and/or the Invitation to Tender documents.
III.3.2)Staff responsible for the execution of the service
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
Objective criteria for choosing the limited number of candidates: The tender exercise must be of a manageable size.
IV.2.1)Award criteria
IV.2.2)Information about electronic auction
IV.3.1)File reference number attributed by the contracting authority:
IV.3.4)Time limit for receipt of tenders or requests to participate
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
Section VI: Complementary information
VI.1)Information about recurrence
Estimated timing for further notices to be published: Every 3 to 4 years.
VI.3)Additional information
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.
Under this procurement the contractor will be required to support the authority’s economic and social regeneration objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations.
(SC Ref:321729)
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. Email: 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
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.5)Date of dispatch of this notice: