Section one: Contracting authority
one.1) Name and addresses
Department for International Trade
Old Admiralty Building, Admiralty Place
London
SW1A 2DY
MajorWorldEventsCommercial@trade.gov.uk
Country
United Kingdom
NUTS code
UK - United Kingdom
Internet address(es)
Main address
https://www.gov.uk/government/organisations/department-for-international-trade
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://uktrade.app.jaggaer.com/web/login.html
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://uktrade.app.jaggaer.com/web/login.html
Tenders or requests to participate must be submitted to 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
Other activity
Central Government
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
UK Pavilion at Expo 2025 Osaka - International Content Design Services (ICDS)
Reference number
Project_1349
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
His Majesty’s Government (HMG), has a requirement for the provision of International Content Design Services (ICDS) to support the delivery of the UK Pavilion (UKP) at Expo 2025 Osaka.
Expo 2025 (“Expo”) will be taking place in Osaka, Japan. Expo will run from 13th April 2025 to 13th October 2025. This World Expo is a global gathering of nations dedicated to finding solutions to pressing challenges of our time by offering a journey inside a universal theme through engaging and immersive activities. The overarching theme of Expo 2025 is “Designing Future Society for Our Lives”. Expo will welcome visitors from all over the world, allowing countries to build extraordinary pavilions and transform the host city for years to come. The UK is looking to deliver its pavilion with the theme of “See Things Differently – Tomorrow, Today”.
HMG wishes to appoint a supplier to provide creative ideas to help shape the concept, content and visitor experience for the UKP at Expo. HMG is seeking a dedicated, inventive, and inspiring creative supplier that will enable us to interpret the UK’s contribution to the theme to create the most original, inspiring and memorable visitor experience possible.
The Contract shall be split into two (2) Work Packages, (A) and (B). (A) will be a committed ask for the supplier to deliver upon award of contract. (B) will be a contract option, only commissioned by HMG if required. The contract term will run for an initial period of thirty-six (36) months, with an option to extend by up to six (6) months. Earliest estimated contract award is March 2023.
The contract has an estimated maximum budget of £1.44m (including VAT) (£1.2m excluding VAT) and this value includes any available contract option(s) (i.e., Work Package (B)).
This competition offers the awarded supplier the chance to be an integral part of the UK’s contribution to ‘Designing Future Society for Our Lives’ at Expo 2025 Osaka. Through participation at Expo 2025, the UKP aims to achieve the following strategic objectives:
• Increase positive perceptions of the UK in Japan and globally;
• Increase visitors to the UK;
• Increase the propensity of people to study in the UK;
• Develop collaborative relationships with other nations in the Asia-Pacific region and globally;
• Support Key UK international policy priorities; and
• Boost UK business in Japan
The Department for International Trade (DIT) is running this procurement on behalf of HMG. The procurement is being run as Restricted Procedure Procurement, meaning there are two stages. The publication of this notice indicates the commencement of Stage 1. Interested Suppliers should register and access the procurement documentation via the link on this notice to the e-tendering portal Jaggaer. Stage 1 requires the completion of the Standard Selection Questionnaire (SSQ) by the deadline stated on this notice. SSQ Responses will be evaluated in line with the methodology stated in the procurement documents. Suppliers will then be shortlisted for Stage 2, which will be the Invitation to Tender (ITT).
two.1.5) Estimated total value
Value excluding VAT: £1,200,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79900000 - Miscellaneous business and business-related services
- 79930000 - Specialty design services
two.2.3) Place of performance
NUTS codes
- JP - Japan
- UK - United Kingdom
Main site or place of performance
Concepts, content and ideas for experience can be developed anywhere, however will be used at Expo in Osaka, Japan
two.2.4) Description of the procurement
HMG is looking to procure the services of a creative agency to help conceive and bring to life the concept for the UK Pavilion (UKP) at Expo 2025. It will need to align with Expo’s theme of “Designing Future Society for Our Lives”, the district of “Saving Lives” that the UK’s plot has been secured in, and the UK’s Theme Statement – “See Things Differently – Tomorrow, Today”
The Supplier will be responsible for interpreting the UK’s Theme Statement into an engaging visitor experience, which informs, entertains, and promotes the UK as a world class destination for tourism, education, business and trade. The UK Theme Statement has defined the name of the main exhibition of the proposed UKP: “See Things Differently –Tomorrow, Today”. The Supplier must ensure that the theme and sub-theme flow through all proposed concepts, content and visitor experience.
The UKP will be content led, focusing on content and visitor experience as a priority, and used to promote the UK’s strengths to the world, including world-class universities, ground-breaking research, high-tech start-ups, creative industries and goods and beverage sectors.
The Supplier must work hand-in-hand with official sponsors of the UK Pavilion, who must be fully integrated into the concept and design of what is to be delivered. The UKP must be recognisably British without being over reliant on stereotypes and must engage with the local audience in a way that conveys the UK’s messages clearly.
This requirement consists of two Work Packages.
Work Package (A): Narrative/Concept, Visitor Experience, Content Design, and Conceptual Pavilion Design, Costing and Testing
As part of Work Package (A), the Supplier will be expected to deliver the following:
• Narrative / Storyboard / Concept
• Visitor Experience Proposition (Physical – which should be translatable to Virtual)
• Content Design
• Conceptual Pavilion Design
• Cost Plan
• Early Testing – local market testing of ideas in consultation with other stakeholders across HMG as well as Sponsors
Work Package (B) is a contract option which may be commissioned to the award supplier. If HMG chooses to commission Work Package (B), it may do so in whole, or in part, and may do so some time after completion of Work Package (A).
Work Package (B): Support & Advisory Services: to the full architectural design supplier; in respect of the visitor experience and content production and implementation; and ongoing monitoring and management of live experience.
Work Package (B) requires the Supplier to work in a supporting role to oversee the implementation of their concepts, proposed content and experience, ensuring the realisation of their design, which may include the following services:
- Support the supplier responsible for the full architectural design of UKP to ensure the creative vision is realised
- Creative advisory to construction supplier of UKP
- Support production and delivery of content (Fitout & Final Exhibit)
- Oversight and Management of UKP Visitor Experience and Content Production
- Monitoring and management of live experience
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £1,200,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
21 March 2023
End date
31 December 2025
This contract is subject to renewal
Yes
Description of renewals
The contract can be extended by up to a further six (6) months if so required for the decommissioning of the UK Pavilion
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
As described in this notice and the procurement documentation available through Jaggaer, Work Package (B) is an Option, and shall only be commissioned to the awarded supplier if required by HMG.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
DIT is intending to hold a Virtual Supplier Engagement Meeting on 21st November 2022 (date subject to change). If you are interested in attending, please use the messaging function in Jaggaer, confirming your interest and providing email addresses for your attendees. DIT will then send out e-invites. The session will be held on MS Teams, there will not be an option for in-person attendance.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
There is no requirement to be enrolled on professional or trade registers
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2022/S 000-030676
four.2.2) Time limit for receipt of tenders or requests to participate
Date
9 December 2022
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
17 January 2023
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
Department for International Trade
Old Admiralty Building, Admiralty Place
London
Country
United Kingdom