GREAT EXHIBITION OF THE NORTH 2018 Business Summit: Event Management and Production

INVITATION TO TENDER (ITT)

Date: 20th December 2017

Subject to funding, this contract will be part-funded by England European Regional Development Fund as part of the European Structural and Investment Funds Growth Programme 2014-2020.

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CONTENTS1. SERVICES SOUGHT..................................................................................................2. BACKGROUND..........................................................................................................

2.1. NewcastleGateshead Initiative...........................................................................................4

2.2. Great Exhibition of the North (GEOTN)...............................................................................4

2.3. Innovation Sub-Project.......................................................................................................6

2.4. Business Summit.................................................................................................................6

3. BUSINESS SUMMIT DETAIL.....................................................................................3.1. Objectives...........................................................................................................................7

3.2. Business type......................................................................................................................7

3.3. Content...............................................................................................................................8

3.4. Participation........................................................................................................................9

3.5. Partner organisations........................................................................................................10

3.6. Audience...........................................................................................................................10

4. SERVICES TO BE PROVIDED................................................................................4.1. Event Management and Production.................................................................................11

5. BUDGET...................................................................................................................6. TENDER INSTRUCTIONS.......................................................................................

6.1. Tender Timetable..............................................................................................................14

6.2. Tender Submission Instructions........................................................................................15

6.3. Preparing your Tender: Some basic rules..........................................................................15

6.4. Tender Checklist................................................................................................................16

7. EVALUATION OF TENDERS...................................................................................7.1. The Evaluation Process.....................................................................................................17

7.2. Shortlisting of Tenders......................................................................................................17

7.3. Presentations by Shortlisted Tenderers............................................................................18

7.4. Determining the winning Tender......................................................................................18

7.5. Contract award.................................................................................................................18

7.6. Contract Award Criteria....................................................................................................19

7.7. Quality Requirements (90%).............................................................................................21

7.8. Price (10%)........................................................................................................................21

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Schedules to be completed

1 Mandatory Requirements2 Skills and Experience Requirements3 Summit Proposal 4 Summit Pricing 5 Form of Tender 6 Certificate of Non-Collusion and Non-Canvassing

Appendices

1 GX Summary2 ERDF and ESF Branding and Publicity Requirements

(July 2017)3 GEOTN Brand Guidelines4 Terms and Conditions for the supply of goods

and/or services

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1. Services Sought

NewcastleGateshead Initiative (NGI) is seeking the services of a company to deliver the following aspects of a Business Summit for Great Exhibition of the North:

Event Management All logistical services.

All other aspects, including content development, securing speakers and marketing for the Business Summit, are the subject of a separate tender; please note that we are unable to consider tenders for both contracts from the same company.

2. Background

2.1. NewcastleGateshead Initiative

The focus of NewcastleGateshead Initiative’s activity is economic growth; the organisation works to change perceptions and create positive profile in order to attract visitors, major conferences and events, students, boost economic growth, new investment and create jobs. Established in 2000, NewcastleGateshead Initiative is a public-private partnership supported by Gateshead Council, Newcastle City Council, and over 170 private sector partner organisations across North East England. Over the past 15+ years, the organisation has established a strong track record of successful delivery and as a result has grown both its partnership base and portfolio of work – all with the aim of creating a supportive environment for wider economic development.

NewcastleGateshead Initiative (NGI) is the delivery organisation and accountable body for the Great Exhibition of the North (GEOTN) a three-month exhibition taking place over 80 days in NewcastleGateshead from 22nd June until 9th September 2018.

2.2. Great Exhibition of the North (GEOTN)GEOTN will be a true celebration and showcase of the best art, culture, design and innovation from across the North of England. It is a free event targeted at family audiences.

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GEOTN is expected to attract an audience of three million; through the Exhibition visitors will interact with a range of businesses, inventors, artists and entrepreneurs, all of whom will gain exposure on a global stage. For more information on the GEOTN visit https://getnorth2018.com.

NGI and the GEOTN team are working with a number of partner delivery organisations and with the Department for Digital, Culture, Media & Sport (DCMS).

Some of the key objectives for the GEOTN include:

Attracting an audience of three million; Building local pride amongst people living and working across the

North of England; Changing attitudes and perceptions towards the North of England

as a place to live, to work, to study and to invest; Building pride and changing attitudes will deliver a powerful and

compelling legacy for the GEOTN; Boosting inward investment; Attracting and retaining talent; Attracting more visitors to the North from across the UK and

overseas; Encouraging more young people, especially girls, to study STEM

subjects; Accelerating the growth of North East Local Economic Partnership

(NELEP) SMEs and scaleups to maximising the economic potential of the region’s smart specialisation areas alongside the North’s prime capabilities;

Promote the inspirational and creative programme through innovative marketing and PR solutions and platforms;

Engage and inspire a wide range of audiences regionally, nationally and internationally;

Change perceptions and address stereotypes of the North through positive and engaging media coverage;

Provide a lasting legacy for NewcastleGateshead and the participating venues and partners;

To reach and engage a social media audience of six million;

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To secure high-profile, positive and inspirational national and international coverage (across print, online and broadcast outlets) about Great Exhibition of the North, with a reach of two billion;

To generate an overall economic impact of £184m in NewcastleGateshead and the surrounding region.

2.3. Innovation Sub-ProjectAs part of GEOTN, we will deliver an Innovation Sub-Project with European Regional Development Fund (ERDF) support. This tender document includes information on the Innovation Sub-Project as the successful tenderer will need to consider the project, its priorities and its objectives, in the development of the Business Summit and in consideration of the Exhibition’s range of audiences.

The Innovation Sub-Project will consist of mentorship and innovation expertise, challenge competitions, business grants, hacks and workshops, some of which are to be held during the Business Summit. The sub-project will promote innovation growth by providing NELEP SMEs with the knowledge, data, financial support and platform to develop new ideas, products, services, and working processes.

The project will principally focus on Smart Specialisation areas of economic activity (AEAs) in Passenger Vehicle Manufacture; Subsea and Offshore Technology; Life Sciences and Health; Creative, Digital, Software and Technology Based Services.

2.4. Business Summit The name ‘Business Summit’ is a working title and subject to change. For the purposes of this tendering process the name ‘Business Summit’ or ‘Summit’ will be used throughout.

During the GEOTN, a Business Summit will be held to facilitate business to business activity and showcase regional industrial strengths and the prime capabilities of the ‘Northern Powerhouse’ region, in line with the wider objectives of the GEOTN. NGI are seeking to appoint a supplier to event manage and produce the Business Summit – event management and production includes the development of the Summit design, production and installation, and event management in the run up to the event and at the event itself including registration, hosting, stewarding and

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security. This event is likely to be three days in duration starting on Tuesday 3 July 2018.

Early planning for the Business Summit has commenced in line with broader GEOTN delivery and funder requirements. The successful tenderer would be required to build on this initial work on content and development of the Summit, and utilise existing brand guidelines for all marketing and communications outputs.

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3. Business Summit Detail

3.1. ObjectivesThe model for the Business Summit must align with the objectives of the ERDF Innovation Sub-Project and the wider GEOTN. The Summit will help to stimulate new ideas and facilitate productive collaborations and supply chain linkages between NELEP SMEs and larger businesses from the wider North.

Objectives include:

Deliver an inspirational showcase and exhibition of the North’s industrial strengths (new and emerging) to local and international SMEs and large businesses;

Provide a ‘business to business’ moment; Support and promote start-ups and scale-ups form the region; Connect existing and emerging businesses from the region to

further opportunities for collaboration; Inspire and inform the new generation of

businesses/entrepreneurs and showcase innovation, new ideas and thought leadership;

Increase inbound investment and outbound trade by revealing regional strengths in experimentation, innovation and growth;

Acquire and retain the best talent by promoting business opportunities in the North;

Create a platform for sponsors to interact with regional opportunities to maximise their investment and profile

Deliver significant media coverage in regional, national and international press.

The Summit will also provide a platform for Ministerial visits that GEOTN may wish to host. Delegates will include representatives of businesses at all scales and from multiple sectors, including some high-profile attendees and speakers.

3.2. Business typeThe purpose of the Summit is to showcase innovation in the NELEP area and across the wider North. In particular, in line with the Innovation Sub-Project, it must profile SMEs that are developing new products, services and implementing new working processes; in this way the Summit will

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help to stimulate new ideas and facilitate productive collaborations and supply chain linkages between NELEP SMEs and larger businesses from the wider North.

With regard to the Innovation Sub-project, the Summit must thus demonstrate a focus on businesses working in the NELEP Smart Specialisation areas in Passenger Vehicle Manufacture; Subsea and Offshore Technology; Life Sciences and Health; Creative, Digital, Software and Technology Based Services. It will also benefit SMEs working in emerging technologies - e.g. virtual or augmented reality experiential content; civic technology; blockchain (or distributed ledger technology); Internet of Things (IoT); Information orientated software development; mobile collaboration and e-learning.

In terms of wider GEOTN objectives, the Summit will also showcase the North’s wider sector strengths in line with the Industrial Strategy and Northern Powerhouse Independent Economic Review. It will also accommodate the involvement of GEOTN corporate partners as they will be integral in the delivery of the wider Exhibition objectives and deliver clear benefits to NELEP businesses.

3.3. ContentIn summary, the Business Summit will focus on the innovation strengths of the North - it will amplify current capabilities, showcase what’s new and highlight forthcoming opportunities. Content must be designed to:

Create a must-attend business event that celebrates Northern creativity and innovation in business to significantly contribute to the economic wellbeing of the North of England;

Bring to life Northern innovation in a three-day business event. The event must be inspirational, educational and unexpected;

Demonstrate innovation as the ‘watch-word’ for the region – ingenuity, invention and innovation is everywhere;

Link to the major pillars of the Industrial Strategy to showcase Northern sectoral strengths, especially related to the themes of the Great Exhibition of the North.

The following areas present a framework on which to build content, and are central to the design of the Business Summit:

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Industrial Strategy ‘Building a Britain Fit for the Future published January 2017;

Northern Powerhouse Independent economic review , published 2016 – including the North’s prime capabilities (Advanced Manufacturing; Energy; Health Innovation; Digital) and enabling capabilities (Financial & Professional Services; Logistics; Education) identified in the report;

Science and Innovation Audits published by BEIS: of the 25 wave one , wave two and wave three reports published/announced over the last year, eleven have a Northern focus and brought together consortia of businesses, LEPs, universities and major sector-specific stakeholders to align their regional areas of industrial strength.

Complementing the wider GEOTN, the Business Summit needs to be designed to broadcast success and potential. Innovation will be showcased through exhibits, interactive knowledge sharing, networking, presentations and workshops to help stimulate learning and forge business connections. Our initial thoughts are that the showcase could be brought to life via a number of dedicated ‘Zones’ within the Summit that could include:

Innovation ‘Zone’: a showcase of game changing products, applications and services developed by innovative Northern and NELEP businesses and inspiring entrepreneurs;

Trailblazing Scale-Ups: a showcase of successful scale-up businesses, who have made the transition from a mid-sized enterprise to a large business with global reach;

Great Museum of the Future: a zone providing insight into the unique business and societal opportunities around new emerging innovative technologies such as artificial intelligence, 5G, materials science and machine learning;

Connection and collaboration ‘Zone’: a brokerage zone, that facilitates connections between businesses and a range of collaborative projects and innovation challenges;

Networking and learning ‘Pavilion’: a networking pavilion within the Summit, where businesses can exchange ground breaking ideas, gain insights into new trends and make new business connections.

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3.4. ParticipationThe following organisations will have an important role to play in the Business Summit:

Innovation Sub-Project Steering Group members and their organisations (e.g.: Innovation SuperNetwork, Innovate UK, RTC North, Business Durham)

Central government – DCMS, DCLG, BEIS, DIT, Northern Powerhouse Partnership programme, Northern MPs (cross-party)

Local government – Gateshead Council, Newcastle City Council, other Northern city leaders, growth hubs and combined authorities

Regional and national business consortia/trade bodies – LEPs, CBI, Chambers of Commerce, Federation of Small Businesses, Northern Powerhouse Partnership, Science Parks, Enterprise Centres, Catapults

Core cities and pan-Northern organisations such as: Transport for the North, Tech North, N8 Research Partnership, NHSA, Northern Power Women

Local businesses at all scales (entrepreneur, start-up, scale-up, SME, MNC)

Local and regional universities and other skills providers – N8, Durham, Newcastle, Northumbria, Sunderland, Teesside universities, University Technical College, Hyper Island, FE colleges and schools

Investors, e.g.: angels, venture capitalists Premier partners of the GEOTN.

3.5. Partner organisations The successful tenderer will work with the Innovation sub-project’s steering group which has representation from Innovate UK, Innovation SuperNetwork RTC North and Business Durham. It is also expected that the tenderer will work alongside existing organisations that deliver innovation support in the NELEP region including but not limited to the universities, the Growth Hub and NE BIC.

The successful tenderer will work alongside the GEOTN Innovation Champion to ensure full alignment with wider GEOTN objectives, the Innovation Strategy and outputs targets in relation to ESIF investment.

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The successful tenderer will work closely with a delivery team including colleagues in DCMS, Gateshead Council, Newcastle City Council and other delivery partners such as the GEOTN/Summit Marketing & Communications team.

3.6. AudienceThe Business Summit speaks to many different audiences, from many different sectors across the region, the UK and the world, they include:

NELEP Scaleups; NELEP SMEs; Large UK businesses; Policymakers and government; International buyers and investors; NELEP support organisations (e.g. Innovation SuperNetwork, RTC

North) Educators and educational institutions (universities, research

institutions, think tanks and research institutions); Media (global, UK, regional).

4. Services to be Provided

4.1. Event Management and Production

The appointed organisation/individual would:

Conceptualise and design the Summit layout and look and feel, in collaboration with GEOTN’s Innovation Champion, local authority and university partners, DCMS, and members of the GEOTN team;

Create/Commission set designs and floor plans; Negotiate any relevant licenses; Manage the commissioning / hire of any event signage, branding,

furniture, staging Procure and manage all technical equipment and crew over and

above that that may be provided by the venue of provided by a corporate partner as a VIP contribution to the event

Liaise with venue on venue management and if required provide onsite project management including Get in and Get out and any additional onsite requirements during the event

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Create Health and Safety policy statements, Method Statements and Risk Assessment - ensuring that all operational and construction guidelines are adhered to;

Process any advance registrations; Attend any meetings and reviews with GEOTN, Innovation

Champion and relevant partners; Work with the GEOTN Volunteer Manager to create volunteer

plans; Production of branding collateral for the Summit, including but not

limited to: Naming and logo design; Creation of brand guidelines / brand book and style guide; Exhibition panels; Stage backdrops; Venue branding and Summit signage; Registration stands; Tickets and ticketing process; Delegate packs, lanyards, name tags, etc

During event Process registrations at event; Devise and manage all relevant hospitality events as part of the

Summit; Organise and contract on-site logistics team (including but not

limited to Hosts, Registration Desk Assistants, Event Porters, Stewarding and Security).

On-site management Delegate management; Manage all AV requirements; Manage all staff and volunteers attached to the Summit.

FinanceDevelop, implement and manage relevant contracts in relation to the Summit including but not limited to venue, infrastructure, AV, marketing, catering, photography, staffing. The appointed organisation or individual would be required to meet the following ERDF compliance:

Ensure all purchases are procured compliantly; Comply with ERDF document retention requirements.

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The Summit production must achieve the following:

Incorporate multiple formats (interactivity, immersive sessions, connection and collaboration zones, masterclasses, pitches, seminars, panels, keynotes, networking, one-to-ones, workshops, simulation, presentations etc);

Support different types of content (themes, topics, questions, profiles, provocations, sectors, sub-sectors, digital applied technologies, how the past has influenced the future.);

Build on the innovation brand for the NELEP region; Provide a cohesive experience at the event.

For information, our overall ambition for the event is that it will:

Encompass the North of England, whilst highlighting the benefit to NELEP scale-ups and SMEs;

Ensure alignment to Innovation Sub-Project objectives relating to stimulating economic / business growth, with a focus on NELEP scale-ups;

Complement local, regional and national strategy; Include appropriate representation from key players within NELEP

innovation ecosystem support inbound investment and outbound trade; respond to the skills agenda; promote and support scale-ups and SMEs from NELEP area;

Planning and delivery will be managed via:

Regular liaison with GEOTN delivery team (including NGI, DCMS, local authorities) and relevant partners. During the scoping stage a production schedule will be developed with agreed milestones. These will be used as a basis for regular monitoring and review.

The delivery team will also include an event curation company (to be appointed via separate tender).

5. Budget

The proposed budget for the GEOTN Business Summit production is up to a maximum of £150,000 (excluding VAT). These costs should cover:

Management fee Set and Staging

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Technical equipment* Technical facilities + Additional power AV * Staffing / crew including an on-site management team

*(we are negotiating potential equipment support from corporate partners so we may be able to get some equipment provided free or at a reduced cost) Please include all costs in your tender, however we withhold the right to remove any items if these can be provided free of charge

6. Tender Instructions

Summary instructions and contact details for

NGI reference Business Summit Event Management and Production

Period of Contract 7 months from February 2018 – August 2018. The final 4 weeks will be handover activity including final reporting.

Tender Submission deadline

5pm on 24.01.2018

Contact details and deadline for queries or clarifications

If you have any queries, these should be addressed via email to:Laura Partridge Innovation ChampionGreat Exhibition of the NorthNewcastleGateshead Initiative9th Floor, Baltic Place East, South Shore Road, Gateshead NE8 3AEE-mail: laurap@getnorth2018.comThe subject field of all query emails must include the phrase “Tender 2 Summit QUERY”.

by 19th January 2018.

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Please note: If you wish NGI to treat a query (and NGI's answer) as confidential, you must state this when submitting your query. If, in the opinion of NGI, the query is not confidential, NGI will inform you and you will have an opportunity to withdraw it. If the query is not withdrawn, the response will be published on https://getnorth2018.com/

The name of the company raising the question will not be published.

Please note that interviews/presentations will be held on either 31 January or 1 February 2018 at the NGI office. The specific date and time will be confirmed as shortlisting is progressed, this date may have to be changed.

6.1. Tender Timetable Please find below an outline (indicative) tender timetable (please note: NGI reserve the right to amend at its discretion).

Stage Date

Publication of invitation to tender 22.12.2017

Q&A period 08.01.2018 – 19.01.2018

Tender response submission deadline

5pm on 24.01.2018

Evaluation of Tender responses 25.01.2018 – 26.01.2018

Shortlisted companies informed 29.01.2018

Shortlisted company presentations 31.01.2018 – 01.02.2018

Contract award 08.02.2018

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6.2. Tender Submission InstructionsAll completed Tender responses must be submitted electronically via https://getnorth2018.com/business-summit-event-management-production-tender/

You must submit your Tender response by 5pm on 24 January 2018.

You are solely responsible for ensuring your Tender is received by NGI in accordance with the ITT's instructions. NGI is under no obligation to accept late tenders.

Please allow sufficient time to upload your tender submission. All required documents should be uploaded within a single zip file. NGI recommend that the total file size should be no bigger than 10mb.

For guidance, NGI recommend commencing the upload of your tender 24 hours prior to the deadline to ensure any technical problems can be addressed prior to the tender deadline.

6.3. Preparing your Tender: Some basic rules Your Tender must be written in English; You must follow in your Tender response the numbering format as

set out for the questions in this ITT; Only one Tender is allowed from each Tenderer. If a Tenderer

submits more than one Tender, NGI will evaluate the one with the latest time of submission (provided it was submitted before the Tender submission deadline) and disregard the other(s);

The Tender (including price) should remain valid for a minimum period of 90 days;

Evaluators will not cross-reference responses between different questions. If you wish to cross refer to information given in response to a different question, please include a full cross reference stating where the information can be found in your tender response. Any attachment submitted as part of your Tender must also be fully cross referenced in your answer to the relevant question, otherwise the information that the attachment contains will not be considered as part of your Tender;

Please do NOT embed documents into any other documents - this may result in the documents not being able to be opened and as such your Tender may be considered a non-compliant submission;

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If you think that any of the information given in your Tender is commercially sensitive (meaning it could reasonably cause prejudice to your organisation if disclosed to a third party), then you must clearly mark this as ‘Not for disclosure to third parties‘. You should also give valid reasons in support of the information being exempt from disclosure under the Freedom of Information Act and the EIR. (See Appendix 1: Important Notices, below, for further details on how NGI will deal with Tenders which contain information marked as 'Not for disclosure to third parties‘.)

6.4. Tender Checklist Please note: If you do not provide all of the items in the checklist this may cause your tender to be non-compliant and not considered further.

No Item Included in Tender?

1Completed copy of Schedule 1 (mandatory requirements: milestones and grounds for exclusion)

2 Completed copy of Schedule 2 (skills and experience requirements)

3 Completed copy of Schedule 3 (Summit proposal)

4 Completed copy of Schedule 4 (pricing)

5 Completed copy of Schedule 5 (form of Tender)

6 Completed copy of Schedule 6 (certificate of non-collusion and non-canvassing)

7. Evaluation of Tenders

7.1. The Evaluation ProcessEach Tender will be checked to ensure it is a compliant bid in accordance with the terms of this ITT. If you fail to submit a compliant

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bid your Tender will not be considered further. Compliant Tenders will be evaluated against the Award Criteria set out below.

NGI are not bound to accept the lowest or any Tender. NGI also reserve the right to reject a Tender where the pricing of the Tender appears to be abnormally low.

NGI reserve the right to seek clarification from any or all of the Tenderers during the evaluation period in order to fully understand the Tenders submitted.

7.2. Shortlisting of TendersOnly those Tenders which have passed both of the pass/fail Mandatory Requirements within Schedule 1 will go on to be further evaluated based on their responses given within Schedule 2 'Skills and Experience Requirements’.

Only those Tenders which:

1. pass both Mandatory Requirements 1.1 and 1.2 within Schedule 1;2. meet all of the minimum score thresholds for requirements 2.1

and 2.2 set out in Schedule 2: 'Skills and Experience Requirements’; and

3. receive one of the top 10 highest scores for responses to requirements 2.1 and 2.2 in Schedule 2: 'Skills and Experience Requirements’

will have their responses to the questions within Schedule 3: 'Summit Proposal’ evaluated and scored (the 'Shortlisted Tenderers').

Shortlisted Tenderers will be informed via email. Tenderers that have not been shortlisted will receive an email from NGI with feedback on why their Tender was not shortlisted.

7.3. Presentations by Shortlisted TenderersAs part of the evaluation process, the Shortlisted Tenderers will be required to attend a presentation. Presentations are expected not to exceed 30 minutes each, followed by questions from the selection panel. The use of slide decks is optional.

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All Shortlisted Tenderers are required to ensure their proposed project team will available on the presentation date to present to NGI's evaluation panel.

Shortlisted Tenderers will need to make key members of their delivery team available who will be responsible for the provision of the Contract. This will be to demonstrate your understanding and approach as outlined in your Tender. It will also allow NGI an opportunity to clarify any aspect of your Tender.

Tenderers should register attendance, including the names and job titles of those who will be attending, by emailing Laura Partridge at laurap@getnorth2018.com.

Although the presentations themselves will not be scored NGI will use the information/clarifications provided in the presentations to moderate the provisional scores awarded to Shortlisted Tenderers for their responses to Schedule 3: 'Summit Proposal’.

7.4. Determining the winning TenderFollowing the moderation of the scores after the presentations by the Shortlisted Tenderers, the total ‘Quality Requirements’ score (i.e. the scores received for responses to Schedules 2 and 3) for each Shortlisted Tenderer will be added to their score for Schedule 4: 'Pricing' to give a final score for that Tenderer.

The winning Tender will be the Tender which receives the highest overall weighted score under the contract award criteria set out below.

In the event of a tie between the total score of two or more Tenders, the winning Tender will be the Tender which scored most highly against requirement 3.1 (Proposal) of Schedule 3: Summit Proposal.

7.5. Contract awardThe winning Tenderer will be notified by NGI. Shortlisted Tenderers that have not been successful will receive feedback from NGI on why their Tender was not successful.

Following notification of contract award, the final form of contract between NGI and the successful Tenderer will be agreed and finalised.

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Any contract award will be conditional on the Contract being approved under NGI internal procedures and NGI being generally able to proceed.

7.6. Contract Award CriteriaTenders will be evaluated to determine which is the most economically advantageous tender, using the following weighted contract award criteria:

Level 1 Level 2 Level 3

Criteria Weighting Criteria Weighti

ng Criteria Weighting

Quality requirements

90%

Mandatory requirements

Pass / Fail

Key milestones Pass / Fail

Grounds for exclusion Pass / Fail

Skills and experience

50%

Skills 25%

Experience 25%

Proposal 40%

Bringing together the views of the GEOTN and multiple partners to provide a cohesive look and feel for the Summit which reflects its overall

10%

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objectives

The design, presentation and build of set designs and floor plans and the production of branding collateral.

10%

Venue liaison in the run up to the event and onsite project management and AV management

10%

During the event: Coordination of an on-site logistics team for registration, hosting, stewarding and security.

5%

Ensuring the following are all in place for the event:

Technical equipment

Signage

Furniture

Relevant Licences

Health and Safety policy statements, Method Statements and Risk Assessments

5%

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Price 10%

TOTAL 100%

7.7. Quality Requirements (90%)This section contains questions/requirements that make up 90% of the overall evaluation score. The questions/requirements and related scoring criteria are set out Schedules 1, 2 and 3 below.

7.8. Price (10%)Tenderers must fill in the Pricing document (Schedule 4: Pricing) to provide all of the obligations under the Contract.

All prices shall be stated in pounds sterling and exclusive of VAT.

A total of 10 marks is available for Price. Scores for Price will be rounded up or down to the nearest decimal place.

The Tender with the lowest price will be given the maximum available marks; the other prices submitted will be scored as below:

Lowest Price x 10 marks = ?? marks

Your Price

A worked example:

Tenderer A offers £10,000 and is the lowest priced Tender.

Tenderer B offers £10,200.

Tenderer C offers £10,500.

The overall scores for price would be as follows:

Tenderer A will score the maximum 10 marks

Tenderer B will score £10,000/£10,200 = 0.98 x 10 = 9.8 marks

Tenderer C will score £10,000/£10,500 = 0.95 x 10 = 9.5 marks

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SCHEDULE 1: MANDATORY REQUIREMENTSMandatory Requirements Evaluation

Methodology

1.1 Key Milestones

Please confirm that your Summit Proposal (as set out in Schedule 3: Summit Proposal) can be delivered within the required timescales as detailed below:

Key MilestonesPlease note: With exception of the Business Summit being held during the first week of July 2018, all dates listed below may be subject to change.

Date Stage / Activity

February - March 2018 Scoping with GEOTN, partners and venue. Designs drafted and reviewed. Relevant licences and policies secured.

March 2018 Designs completed and agreed.

April 2018 Exhibition component build underway, Event Management Plan complete.

May – June 2018 On site logistics plan complete and agreed. Exhibition component build complete.

3-5 July 2018 Exhibition install and on-site build.On-site logistics for registration, hosting, stewarding and security.Business Summit held

July - August 2018 Reporting and evaluation

The following methodology will be used to evaluate the above quality requirement:

Pass – a Tenderer will be deemed to have passed this requirement if they confirm that they can meet the required timescales as detailed in the

Pass / Fail

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Mandatory Requirements Evaluation Methodology

‘Key Milestones' table

Fail – a Tenderer will be deemed to have failed this requirement if they do not confirm that they can meet the requirements of the specification within the required timescales as detailed in the 'Key Milestones' table or confirm that they can meet the requirements but not within the required timescales.

1.2 Grounds for Mandatory or Discretionary Exclusion

Please answer both questions a) and b).

a) Please indicate if, within the past five years you, your organisation or any other person who has powers of representation, decision or control in your organisation has been convicted anywhere in the world of any of the offences listed under the Mandatory Exclusion Grounds set out on this webpage. If your answer to any of those questions is 'Yes' please provide further details.

b) Please indicate if, within the past three years, anywhere in the world any of the following situations listed under Discretionary Exclusion Grounds set out on this webpage have applied to you, your organisation or any other person who has powers of representation, decision or control in your organisation. If yes please provide further details.

If there are grounds for exclusion, there is an opportunity to explain the background and any measures you have taken to rectify the situation (we call this self-cleaning).

A Tenderer will be deemed to ‘pass’ this question if in respect of both a) and b) above they answer “no”. Where a Tenderer answers “yes” in respect of either a) or b) above, NGI may deem the Tenderer to have passed this question where the Tenderer has provided sufficient evidence to NGI in accordance with the “self-cleaning” measures.

Pass / Fail

SCHEDULE 2: SKILLS AND EXPERIENCE REQUIREMENTSThis section carries an overall rating of 50% of the overall Quality Requirements

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The following methodology will be used to evaluate the responses given for requirements 2.1 and 2.2 below:

Very Good Demonstrates a very good understanding of requirements in development and delivery of an event of this nature and a very good level of relevant experience/capability

Complete confidence in ability to develop and deliver an event of this nature

Very good prospects for successful delivery

5 marks

Good Demonstrates a good understanding of requirements in development and delivery of an event of this nature and a good level of relevant experience/capability

High level of confidence in ability to develop and deliver an event of this nature

Good prospects for successful delivery

4 Marks

Acceptable Demonstrates a level of understanding of requirements in development and delivery of an event of this nature and a level of relevant experience/capability that is acceptable but below the ideal

Acceptable level of confidence in ability to develop and deliver an event of this nature

Acceptable prospects of successful delivery

3 marks

Poor Demonstrates a limited understanding of requirements in development and delivery of an event of this nature with limited relevant experience/capability

Low level of confidence in ability to develop and deliver an event of this nature

Low probability of successful delivery

2 marks

Very poor Demonstrates a very limited understanding of, or very limited relevant experience/capability in development and delivery of an event of this

1 marks

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nature

Very low level of confidence in ability to develop and deliver event of this nature

Very low probability of successful delivery

Unacceptable

No response provided / demonstrates no understanding of requirements in development and delivery of an event of this nature with no relevant experience  /capability

No confidence in ability to develop and deliver an event of this nature

No prospect of successful delivery

0 marks

Skills & Experience requirements Evaluation Methodology

2.1 Skills

Please provide details of your organisation's:

Event planning skills and ability to manage events of a similar size and scope to this contract;

Collaborative project experience and capacity to manage events involving multiple partners, stakeholders and audiences;

Organisational and management structure, demonstrating key roles and responsibilities of staff that would be working on the contract and accountability arrangements as they apply to the project; and

A summary of the relevant qualifications relating to each member of the Tenderer's team that will be assigned to this contract.

Please ensure your response to this question does not exceed 1,000 words

25% weighting

Please note, a minimum score of 3 marks is required for this question in order for your Tender to be evaluated further.

2.2 Experience

Please provide details of: 3 examples of previous events of

25% weighting

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Skills & Experience requirements Evaluation Methodology

comparable scope and value to this contract that you have successfully delivered and / or projects where you successfully delivered an event of scale to a fixed deadline. All examples must relate to events delivered within the last 3 calendar years.

For each example please provide details of:

The project, the name of the client, target audience, project value; delivery schedule and timeline;

References for each project that can be contacted by NGI (Only references of those Tenderers that have met the pass / fail requirements within Schedule 1 will be checked during the evaluation of Tenders). Details provided must include the name, job title and contact details of each referee.

Please ensure your response to this question does not exceed 500 words per case study (1500 words in total). Hyperlinks and images can be used for illustrative purposes but please ensure file sizes are low (see section 5.4 Tender Submission Instructions).

Please note, a minimum score of 3 marks is required for this question in order for your submission to be evaluated further.

SCHEDULE 3: SUMMIT PROPOSALThis section carries an overall rating of 40% of the overall Quality Requirements

The following methodology will be used to evaluate the responses given for requirements 3.1 below:

Term Characteristics Score

Very Good The response demonstrates that the Tenderer has a very good understanding of NGI's requirements and provides NGI with a very high level of confidence that the proposed approach is capable of meeting those requirements. The proposed approach is comprehensive, thorough and coherent and demonstrates an excellent level of alignment with NGI's objectives and/or aspirations set out in this ITT.

5

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Term Characteristics Score

Very good evidence is provided to support all aspects of the response and a very good demonstration of the Tenderer's proposals for the elements sought within the question.

Good The response demonstrates that the Tenderer has a good understanding of NGI's requirements and provides NGI with a high level of confidence that the proposed approach is capable of meeting those requirements. The proposed approach is comprehensive, thorough and coherent and demonstrates a good level of alignment with NGI’s objectives and/or aspirations set out in this ITT. Good evidence is provided to support all aspects of the response and a good demonstration of the Tenderer’s proposals for the elements sought within the question.

4

Satisfactory

The response demonstrates that the Tenderer has a satisfactory understanding of NGI's requirements and provides NGI with a satisfactory level of confidence that the proposed approach is capable of meeting those requirements. The proposed approach is comprehensive and coherent and demonstrates a satisfactory level of alignment with NGI’s objectives and/or aspirations set out in this ITT. Satisfactory evidence is provided to support all aspects of the response and the response provides a satisfactory demonstration of the Tenderer’s delivery proposals for the elements sought within the question.

3

Poor The response demonstrates that the Tenderer has a poor understanding of NGI's requirements and provides NGI with a low level of confidence that the proposed approach is capable of meeting those requirements. The proposed approach demonstrates a poor level of alignment with NGI’s objectives and/or aspirations set out in this ITT. Poor evidence is provided to support the response and the response provides a poor demonstration of the Tenderer’s delivery proposals for the elements sought within the question.

2

Very Poor The response demonstrates that the Tenderer has a 1

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Term Characteristics Score

very limited understanding of NGI's requirements and provides NGI with a very low level of confidence that the proposed approach is capable of meeting those requirements. The proposed approach demonstrates a very low level of alignment with NGI’s objectives and/or aspirations set out in this ITT. The response lacks evidence to support all aspects of the response and the response provides a very poor demonstration of the Tenderer’s delivery proposals for the elements sought within the question. The response gives some cause for concern about the delivery of NGI's objectives of the project. Little evidence is provided to support the response or demonstrate the Tenderer’s delivery proposals.

Unacceptable

The response demonstrates that the Tenderer does not understand NGI's requirements and/or that the proposal is incapable of meeting those requirements. An unacceptable, wholly inappropriate or extremely limited response which fails to address the question and/or fails to demonstrate any alignment with NGI’s objectives and/or aspirations set out in this ITT. The response has no or only highly unsatisfactory evidence to support the response and the response provides a highly unsatisfactory demonstration of the Tenderer’s delivery proposals for the elements sought within the question. The response gives substantial cause for concern about the delivery of NGI's objectives of the project.

0

Business Summit Proposal Weighting

3.1 Proposal

Please provide a written proposal detailing how you would approach the delivery of the Business Summit as described in this Tender. Within your proposal please

40% total weighting

31

Business Summit Proposal Weighting

demonstrate how you would address each of the following components:

Bringing together the views of the GEOTN and multiple partners to provide a cohesive look and feel for the Summit which reflects its overall objectives

10%

The design, presentation and build of set designs and floor plans and the production of branding collateral.

10%

Venue liaison in the run up to the event and onsite project management and AV management

10%

During the event: Coordination of an on-site logistics team for registration, hosting, stewarding and security.

5%

Ensuring the following are all in place for the event:

Technical equipment Signage Furniture Relevant Licences Health and Safety policy statements, Method Statements

and Risk Assessments

5%

Please ensure your proposal does not exceed 1,000 words in total.

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