Exhibition Stand Build and Management Services

Concepts

• business services
• stand components
• design stand concepts
• exhibition stand build
• stand
• stand setup
• exhibition
• maintenance services
• stand build
• management

Location

Contract will be managed by UKDSE UK, however activity will take place on a global basis

Description

Requirement for services related to exhibition stand build and management for a global programme of security and defence exhibitions.

Total Quantity or Scope

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.

CPV Codes

• 79000000 - Business services: law, marketing, consulting, recruitment, printing and security

Indicators

Other 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. 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