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

Descriptions

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 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 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 requirementScottish 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 at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=320853The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspxSuppliers 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.