P15-0083 Exhibition Pavilion Framework for General Sectoral Events.

Descriptions

This is a Contract Award Notice. This contract has now been awarded. Please do not respond to this notice.Frameworks Background and RationaleScottish 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 3 000 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 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 3 frameworks to provide support to our different industry sectors:Exhibition Pavilion Framework for general sectoral eventsExhibition Pavilion Framework for Food & Drink, Textiles and Oil & Gas sectoral eventsExhibition Pavilion Framework for large country pavilions with individual company boothsFramework 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 1,516,692It'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 GBPFood & Drink, Textiles and Oil & Gas between 1 100 000 GBP and 1 600 000 GBPLarge country pavilions with individual company booths between 1 900 000 GBP and 2 700 000 GBPOverview of the RequirementSDI'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 1 and covers Pavilion Framework for General Sectors.This would include, all sectors except Oil and Gas, Food and Drink and Textiles and large country pavilions with individual booths. Listed below are some of the events currently covered within these sectors.Renewable: World Future Energy Summit — Abu Dhabi, All Energy - Aberdeen, Windforce — Germany, EWEA — Copenhagen, Wave and Tidal — Japan.Technology and Advance Engineering: Mobilke World Congress — Barcelona, GITEX — Dubai, Semicon Europe — Germany, IBC — Amsterdam, GDC — San Francisco.Life Sciences and Chemicals: Bio USA, CPHI — Paris, Medica — Germany.Construction: Ecobuild — London. Tourism: China Golf, Eurobike — Germany.Currently these Pavilions range in size from circa 36 m² to 200 m². These Pavilions generally contain, depending on size, an Information Point, general seating/hospitality area for 1:1 meetings, hospitality servery, individual company pods, private meeting room and store or alternatively a more general open Pavilion with similar features but with a group of Scottish companies using the Pavilion as a base to work from. However could also include Pavilion with similar features as previous but with small quantity individual company booths. These Pavilions in the majority of cases would be custom build exhibition stands with the very occasional use of quality system or combination of both.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 of this scope and scale and that if appropriate you have proven partners that can deliver to the required high standard.At tender stage you will be required to include a mock tender submission to a specific brief, adhering to our Exhibition Design Guidelines and Branding Guidelines supplied at ITT stage.