Section one: Contracting authority
one.1) Name and addresses
Department for Business and Trade
Old Admiralty Building
London
SW1A 2DY
Contact
commercialmarevents@businessandtrade.gov.uk
commercialmarevents@businessandtrade.gov.uk
Country
United Kingdom
Region code
UK - United Kingdom
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
www.gov.uk/government/organisations/department-for-business-and-trade
Buyer's address
www.gov.uk/government/organisations/department-for-business-and-trade
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
Additional information can be obtained from the above-mentioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://uktrade.app.jaggaer.com/web/login.html
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
Economic and financial affairs
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Exhibition Stand Build and Management Services
Reference number
3301
two.1.2) Main CPV code
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
two.1.3) Type of contract
Services
two.1.4) Short description
Requirement for services related to exhibition stand build and management for a global programme of security and defence exhibitions.
two.1.5) Estimated total value
Value excluding VAT: £4,800,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
Main site or place of performance
Contract will be managed by UKDSE UK, however activity will take place on a global basis.
two.2.4) Description of the procurement
Services Required
Design: Design stand concepts in line with the UKDSE brand, objectives and specifications and provide 2D/3D renderings and revisions
Stand Build: Contruction, installation and dismantle of stand at UK and overseas events, in compliance with organisers terms and conditions. To include installation of audio-visual systems, lighting systems, air conditioning, power outlets, and other electrical components within the exhibition stand. To also include catering arrangements.
Contract management: Specified role to manage the contract with UKDSE and to manage budgets, spend, reviews and change management
Project management: Day-to-day event project management of overseas or UK exhibition in build phases and during the exhibition, working with a UKDSE project manager.
Logistics and Transportation: Handling logistics and transportation of the stand components to the event venue, ensuring timely delivery and installation and dismantle.
On-site Management: Providing on-site support during the event, including stand setup, standby during exhibition, dismantling, and addressing any issues that may arise.
Graphics and Branding: Creation and incorporation of branding elements such as logos, graphics, and signage into the stand design.
Production: High quality production of agreed graphics and branding to a range of size specifications.
Audio-Visual Integration: Integrating audio-visual equipment, lighting, and interactive displays.
Storage and Maintenance: Where necessary offering storage facilities for stand components between events and providing maintenance services to keep the stand in optimal condition.
two.2.14) Additional information
As part of early market engagement, DBT requesta information from suppliers (RFI) to help inform our thinking and the commercial strategy for these services. Information provided will be treated as commercially sensitive and will not have a bearing on the outcome of procurement for these services. Please email commercialmarevents@businessandtrade.gov.uk to request an RFI template.
two.3) Estimated date of publication of contract notice
2 September 2024
Section four. Procedure
four.1) Description
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
Section six. Complementary information
six.3) Additional information
The Department for Business and Trade (“DBT”) has a potential requirement for the provision of Exhibition Stand Build and Management for UK Defence and Security Exports (UKDSE). The Secretary of State for DBT is the contracting authority responsible for meeting this anticipated requirement. DBT would like to give notice of the intention to reprocure a contract for these services and intends to publish the Contract Notice on 2 September 2022*
UK Defence and Security Exports (UKDSE) is part of the DBT. With a focus on “Export. Invest. Win”, UKDSE’s ambition is to be recognised as the most knowledgeable, ethical and effective defence and security export support organisation in the world.
UKDSE earmarks a programme of global defence and security exhibitions for attendance and promotion of the UK’s defence capabilities.
Key Details
Procurement Route: RM6124 Communications Marketplace
Estimated Contract value: £4.8m ex VAT with £1.2m max spend pa
Anticipated Contract length: 3 years + potential 1 year extension
Open to SMEs/Consortia: Yes
Key Dates*
Request for Information (RFI) Deadline: 31 May 2024
Market Engagement Event: 3 July 2024
Deadline for registering on RM6124: 12 August 2024
Procurement Launch: 2 September 2024
Submission Deadline Stage : 1 October 2024
Submission Deadline Stage 2: 22 November 2024
Contract Award: 21 January 2025
Service Commencement: 1st April 2024
*indicative dates only, subject to change
The full specification shall be provided with the contract documents but it is expected to incorporate the requirements set out in the table below.
Services Required
Design: Design stand concepts in line with the UKDSE brand, objectives and specifications and provide 2D/3D renderings and revisions
Stand Build: Construction, installation and dismantle of stand at UK and overseas events, in compliance with organisers terms and conditions. To include installation of audio-visual systems, lighting systems, air conditioning, power outlets, and other electrical components within the exhibition stand. To also include catering arrangements.
Contract management: Specified role to manage the contract with UKDSE and to manage budgets, spend, reviews and change management
Project management: Day-to-day event project management of overseas or UK exhibition in build phases and during the exhibition, working with a UKDSE project manager.
Logistics and Transportation: Handling logistics and transportation of the stand components to the event venue, ensuring timely delivery and installation and dismantle.
On-site Management: Providing on-site support during the event, including stand setup, standby during exhibition, dismantling, and addressing any issues that may arise.
Graphics and Branding: Creation and incorporation of branding elements such as logos, graphics, and signage into the stand design.
Production: High quality production of agreed graphics and branding to a range of size specifications.
Audio-Visual Integration: Integrating audio-visual equipment, lighting, and interactive displays.
Storage and Maintenance: Where necessary offering storage facilities for stand components between events and providing maintenance services to keep the stand in optimal condition.
Request for Information (RFI)
As part of early market engagement, DBT are requesting information from suppliers to help inform our thinking and the commercial strategy for these services. Any information provided during early market engagement will be treated as commercially sensitive.
Interested in this opportunity? Please follow the steps below:
Email commercialmarevents@businessandtrade.gov.uk to register your interest and to receive the RFI template
Register on the Communications Marketplace by 12 August 2024 (Click Description/Apply to Join). Please note that registration is MANDATORY in order to gain access to this procurement. https://www.crowncommercial.gov.uk/agreements/RM6124