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INVITATION TO TENDER: COI/BIS/406288
Revised Tender
Department for Business Innovation and Skills
“Make it (in) Great Britain” 2012 Olympic and Paralympic Games Showcase
1) Introduction
COI has been approached by the Department for Business Innovation and Skills
(BIS) to assist in the delivery of their “Make it (in) Great Britain” Showcase during the
2012 Olympic and Paralympic Games. The current planned dates for the Showcase
are 24 July to 9 September 2012.
This tender has been sent to all agencies in Lot 2 on the Live Events Framework.
The contract is for the period 9 June 2011 until 28 October 2012.
BIS have received Efficiency Reform Group (ERG) approval to hire a venue for this
showcase and have contracted with the Science Museum. However we are planning
on gaining full approval once this tender process is complete and so any contract
with a successful agency will need to take into account any recommendations from
ERG.
A scoping exercise was completed by Crown Business Communications for this
project; the report from this is included as an appendix to this tender. Please be
aware that some elements have now changed, so in any cases of conflicting
information please assume this tender document supersedes the study. We expect
the reply to tender to discuss creative solutions to the core objectives of this tender.
2) Overview
The Olympic and Paralympic Games represent a significant, timely and unrepeatable
opportunity to change how the UK sees itself and how those we trade with see us. All
across Government wish to capitalise on this opportunity to build public and business
confidence in the UK and aid economic recovery.
BIS’s response to this vision is to align these objectives with its own to change the
image of manufacturing and other sectors using the period of the 2012 Games. To
achieve this, BIS decided that a physical exhibition/showcase focussed on present
and future opportunities and success in manufacturing and wider innovation would be
key. To bring this to life, the “Make it (in) Great Britain” showcase will need to be
about innovation, cutting edge design and a reputation for successful delivery.
The showcase will challenge people’s perception about what it is the UK makes in
terms of innovative products and will encourage young people and their families to
think about a career in manufacturing, engineering or design.
In BIS’s “Plan for Growth”, published alongside the Budget as part of their pledge to
promote the manufacturing sector, they said; “ the Government will launch a high
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profile industry showcase alongside the 2012 Olympic and Paralympic games.” BIS
further said that this showcase will be open to the public, and international visitors to
London for the 2012 Olympic and Paralympic Games.
BIS economists estimate, from examining evidence from past Olympic and
Paralympic Games, that this project could contribute about £100m towards growth.
The current working brand for this project is “Make it (in) Great Britain” and this will
focus on all the key areas of the growth review which is about;
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Starting, financing and growing business.
Investment and exports.
Educated and flexible workforce.
There are three main elements to the project which are:
1) A promotional engagement strategy: This has at its core a debate about
the products and people that the UK should be showcasing during 2012
Olympic and Paralympic Games.
2) The physical exhibition or showcase: an exhibition of the UK’s strength
as an innovative nation as exemplified by existing and pre-market products.
3) An events programme during the 2012 Olympic and Paralympic Games,
focusing on Business Networking Events.
The showcase, running for a period of six weeks, will be the culmination of a
promotional engagement strategy building both public and business confidence in
Great Britain and supporting the growth agenda. It will demonstrate that the UK is a
leading world innovator and will contribute to changing the profile of, and the growth
in, UK business. At its core, the Showcase needs to be surprising and engaging for
all of its target audiences.
Key objectives
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To build business and public confidence in the UK as an innovative Nation.
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To stimulate debate about “ Make it (in) Great Britain “
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To identify future ‘stars’ of manufacturing, entrepreneurship and innovation
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To give opportunity to future ‘stars’ to be projected onto a high profile
national platform
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To raise awareness of what the very best of Britain is in terms of products,
innovations and enterprising people.
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To support growth amongst UK companies.
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To change the perception of manufacturing in the UK so that:
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Manufacturing grows as a sector in the UK.
More young people see manufacturing as a worthwhile career.
There is greater investment in innovation by UK manufacturing
companies.
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To support export of UK products and services.
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To promote growth by encouraging UK companies to do business with each
other and with international companies during the 2012 Olympic and
Paralympic Games.
Background: Modern manufacturing in the UK
UK manufacturing has a major role to play in the Coalition Government’s strategy to
return the economy to a path of long-term growth which is sustainable and more
balanced across the regions and industries.
In 2009, manufacturing was the third largest sector in the UK economy after business
services and the wholesale/retail sector. It generated around £140bn in gross value
added and employed around 2.6 million people, representing over 11% and 8% of
total UK national output and employment respectively.
The UK is one of the world’s leading manufacturers. In 2009, UK exports of
manufactured goods totalled some £205bn, representing around 53% of total UK
exports by value. The majority of UK manufacturing exports are Chemicals and
Chemical Products (including Pharmaceuticals), Transport Equipment (including
Aerospace) and Electrical and Optical Equipment (e.g. Medical Instrumentation).
Economic Rationale for the Project:
Image of Manufacturing
The image of UK manufacturing has been identified as a key theme to be addressed
in the Coalition Government’s Growth Review. The sector has undergone a
complete transformation in the last sixty years, yet the sector’s image has remained
poor. This stems from a lack of accurate information about the characteristics of
modern manufacturing and the possible opportunities and salaries associated with a
career in the industry.
The long term effect is that the sector is slowly starving of talent as the best and
brightest pursue careers elsewhere. 49% of 7-11 year olds think it would be boring to
be an engineer and only 12% of 11-16 year olds claim to have some knowledge of
what a career in engineering is like1.
Furthermore, in 2008/9 around 43% of first degree graduates had a Science,
Technology, Engineering and Mathematics (STEM) related degree, however less
than 5% of graduates with a STEM related degree went directly into employment in
the UK manufacturing sector2. In addition the poor image of manufacturing
negatively influences inward investment decisions.
Evidence of benefits to UK companies participating in Showcasing
Potential benefits to firms showcasing their latest ideas, technologies and products at
a showcase and related business events during Games time include new direct
selling opportunities, developing relationships with other firms in the industry as well
as domestic and international trade organisations and profile raising with potential
1
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(Engineering UK, 2009-10).
BIS analysis of HESA destination data
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customers. Increased awareness of the latest trends in manufacturing at home and
abroad gained from these events may also have a positive impact on innovation, for
example, if firms use the new information and knowledge gathered from these events
to develop new or improved products.
Available evidence suggests that the potential benefits generated by showcasing
events are likely to outweigh the costs by a considerable margin. Evidence from the
UK Trade and Investment (UKTI) Tradeshow Access Programme (TAP) which
provides support for trade fairs, estimates that there is a benefit of £5 for every £1
spent on the programme3. This 5:1 benefit-cost ratio is consistent with the findings of
another study by Oxford Economics, which suggests that the returns to businesses
from attending conferences and trade shows is in the range of $4-$5.99 for each
dollar spent4.
Separate research, including business surveys, also highlights the benefits of
showcases and exhibitions. For example:
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Around two thirds of businesses believe that exhibitions increase corporate
and/or brand recognition and also assist in gaining/retaining market share
More than 85% of attendees at exhibitions use them to become aware of new
products and evaluate vendors for future purchase
More than 80% of businesses believe that exhibitions provide an opportunity
to discuss ideas with professionals in their industry
Almost 90% of businesses say that exhibitions keep firms up-to-date on the
latest trends and developments in the industry and also save time and money
by bringing many vendors under one roof at the same time5
It should be noted that the above benefits do not include wider ‘spillover’ benefits
associated with trade fairs and showcasing events. For example, the promotion of
UK manufacturing capabilities with respect to skills, knowledge and innovation could
enhance the reputation and profile of British industry more broadly. Greater
awareness of the UK’s productive capabilities could also encourage foreign owned
companies based abroad to invest in the UK.
Industry sectors that are likely to play the main part within the Showcase are as
follows:
 Low carbon
 Biomedical
 Creative media
 Automotive
 Aerospace
 Construction
Please feel free to challenge these by providing evidence of the ones that are most
critical to represent both present and future UK manufacturing and innovation
strength including being able to surprise the audience to a degree whereby they say
“I didn’t know that the UK made that!”.
Report for UKTI prepared by London Economics, ‘Evaluation of UK Trade and Investment’s Tradeshow Access
Programme’ (2008). TAP supports UK firms at overseas trade fairs in two ways: the offer of financial support of
eligible organisations to exhibit at trade fairs overseas, and; provision of grants to Accredited Trade Organisations to
provide marketing and/or promotional support to raise the profile of a UK Group. The evaluation of TAP found that
the annual benefit was £57.1 million, at a programme cost of £11.2 million.
4
Oxford Economics, ‘The Return on Investment of US Business Travel’ (2009). Returns were cited by business
executives.
5
All survey results are provided by the Centre for Exhibition Industry Research (2009)
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Target Audience
The Showcase will be open to all members of the public, who are an important
segment of the visitor profiles that BIS have identified. However the message and
content of the Showcase will also need to reflect the other key audiences that BIS
wish to reach. These are:
Showcase Exhibition audiences:
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The British Public.
Young people of school, further and higher education age and their parents,
who could be encouraged to enter a career in manufacturing, creative
industries, innovation or design.
International and domestic media who will be encouraged to write about UK
expertise including the 20,000 unaccredited media in London for the 2012
Games.
Key international business and political leaders who can influence
international perceptions of UK competitive strengths.
Business
Investment managers
Business networking and parallel event audiences
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British business including entrepreneurs, high growth businesses and
businesses seeking to export products and services.
International businesses looking at the UK as an inward investment
destination or to partner with UK companies.
Your tender should address how your proposed solutions will address and engage
with all these audiences.
3) The Brief
It is recognised that this tender might require you to subcontract different partners to
deliver a quality and robust offer. These partnerships should be clearly identified in
your tender documentation and you, as the agency on the COI Live Events
Framework, will be the lead partner.
BIS has been very clear that they see the delivery of the Showcase being a result of
a series of effective, collaborative partnerships with all suppliers.
As indicated earlier there are three main elements to the project:
i) Promotional Engagement Strategy
Following from the background provided in Section Two, it is within this area that the
successful agency will be creating the narrative for the Showcase, running the
process of stimulating interest and building awareness to deliver the content of the
programme.
At its core will be the promotional engagement strategy. This will help to establish
what will be featured in the physical showcase and the event programme during the
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Olympic/Paralympic Games in 2012. It will be both products and people focussed.
The outcome will be a showcase of what Britain really wants to show the rest of
World when they come calling for the 2012 Games
This activity will need to find the products/people that we want to showcase during
the exhibition as a narrated exhibition of UK manufacturing and innovative strength in
the chosen sectors. You should discuss in your reply to tender how this narrative can
be enhanced by the showcase being within the Science museum and possibly linking
to their existing exhibits.
The promotional engagement strategy could include:
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A selection (competition) element to encourage public discussion that will
reflect the best innovative products/services for our “Make it (in) Great
Britain” Showcase. BIS will identify an external selection panel of partners
and experts as part of the selection process, to find 50 new innovative
products not yet on the market. It is expected that the products will in the
main be sourced from “pre-qualified” sources and we envisage these will be
found from the Technology Strategy Board programme, the Queens Award
programme, university spin-offs and from regional companies sourced from
regional business leads and International Trade Advisors.
A promotional campaign to create awareness of the showcase and to
promote the selected products/people.
We would also want to consider whether products displayed as part of the
wider programme of manufacturing exhibitions in Government buildings and
other public spaces can be part of the “Make it (in) Great Britain” exhibition.
A focus on entrepreneurs that can “Make it (in) Great Britain” as part of Global
Enterprise Week with “Start-up Britain”.
Working with “World Skills” to see whether skilled UK winning teams should
be in the showcase.
A celebration for the Queens Jubilee looking at Queens Award companies
that will be part of the “Make it (in) Great Britain” exhibition.
An international exhibition of the best new products from the showcase in
British Embassies in strategic markets after the Games.
We have already had discussions with colleagues in the Economic Legacy Board
about this programme including: the Department for Environment, Food and Rural
Affairs (DEFRA) on sustainability; the Skills Funding Agency about World Skills and,
with other parts of BIS (Enterprise Directorate and Technology Strategy Board) about
entrepreneurship and innovation including possible activity around Innovate 2011.
Some of this development will come from a continued engagement with others
across government specifically through:
 Home Affairs (Olympic & Paralympic Games) Cabinet Sub-committee to engage
with Ministers from other Government Departments
 The No10 led "Promoting Britain Abroad" Group
 Further discussions with the Economic Legacy Board for the 2012 games.
The successful agency will be responsible for managing the promotional engagement
element of the Showcase.
As part of your tender response, please provide an outline timetable of activity to
support the above and your ideas on how to structure the process of gathering and
processing entries.
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We also expect you to provide advice on how you would deliver the following
elements of the programme:
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Regional inclusion and awareness raising
Outreach work to our key audiences.
Mobilising SME’s
Managing the communication campaign
Management of the content for the Showcase in association with BIS
Website management
Managing all media with BIS press office
Sponsor identification, recruitment and management
Please address each of these areas within your response.
ii) Showcase
The physical showcase will be the culmination of the campaign and will be a core
narrated exhibition that tells the story of UK expertise by focussing on products. The
Showcase will be free to attend.
The core public opening times for the Showcase will be 10.00 to 18.00. However if a
set-up period is required for an evening business event we would need to consider
closing some parts, or all of the showcase an hour earlier. However we would prefer
to keep access to the public open for as long as possible.
This story will be told using a number of techniques:
Exhibition
The exhibition will be made up of different elements. Permanent exhibits that clearly
communicate the story of current UK expertise and products within a “competition
zone” that will change on a weekly basis to ensure we engage with key sectors and
technologies..
We envisage the following types of display:
 Actual products
 Interactive media – including enabling visitors to input their view of
manufacturing based on what they have experienced in the showcase
 Personal testimony from key manufacturers – in person and film
The “competition zone” will highlight a number (6 – 8) of innovative products not yet
on the market and visitors will be asked to vote on these products. It is expected that
these products will change each week. A cadre of nearly 50 Products will be needed
for the period of the exhibition.
You will need to accommodate a small number of VIP visits (such as leading
business people or politicans) working with UK Trade & Investment (UKTI), Foreign
& Commonwealth Office (FCO), and London & Partners. This may necessitate
temporarily closing the exhibition area to the public. We don’t however envisage
more than about four such visits over the period of the Showcase.
In order to create a buzz or festival feel to the exhibition we are also open to ideas
about how the space can further be bought to life and these could include having
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guest entrepreneurs on site, staging “have a go” days in conjunction with World skills
or utlising the inventor in residence at the Science Museum.
In your tender you should present your vision of how this area will work and how it
will engage our key audiences.
Please also consider how any assets or exhibits could be utilised post event, to
extend the event life as much as possible. Considerations would be to extend the
reach internationally for a period of time beyond the Games Please provide some
recommendations on what could be possible within your proposal. These
recommendations do not need to be budgeted for.
The current opening for the Showcase is planned for 24 July 2012, 3 days prior to the
opening of the Olympic Games on 27 July 2012. As part of your response, please
make recommendations if you believe the opening date for the Showcase should be
moved to allow more time before the Olympic Games opening.
Media Centre
BIS would like to include a media centre to generate wider stories with the nonaccredited media about aspects of UK performance in manufacturing including,
design, innovation and skills.
We see this Centre/Studio area being visible to Showcase attendees to create a buzz
around the space and delivering elements such as interviews, vox pop montages,
podcasts, hosting other programmes and acting as a stage for announcements.
This media centre is likely to be mobile at least once a week going to a different
location in London and possibly across the UK. We will use this to further engage
with the audience and potential audience for the showcase and to bring colour to
stories around the people and products in the showcase.
We are also exploring whether we can put satellite exhibitions elsewhere in London
during the Games to drive a diverse audience to the showcase, this will be in
Government buildings, in the UKTI run British Business Embassy at Lancaster
House, in business headquarters (e.g. CBI) and even outside London.
You are invited as part of your tender to suggest how this would work operationally
and you are welcome to approach and then recommend media partners to deliver
this element.
iii) Business Networking Events
The final core element of the Showcase is a series of business networking events
within the showcase during the 2012 Games period.
The Showcase will be available for business events at the following times outside of
the public opening times:
 Breakfast: 08.00 to 10.00
 Evening receptions: 18.00 to 22.00
It is proposed that BIS hold up to six events of its own during the Showcase and
these will include:
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1. An event to launch the Showcase and announce the products that will be in
the competition zone.
Events to mark:
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The opening ceremony of the Olympic Games.
The closing ceremony of the Olympic Games.
The opening ceremony of the Paralympic Games.
The closing ceremony of the Paralympic Games.
The best of the “Great Debates” which is a science and society initiative to
show the link between science and sport organised by the Royal Institute.
All associated costs for the BIS hosted events need to be included within the overall
Showcase budget.
In addition to mark BIS’s commitment that the 2012 Games are about the whole of
the UK we will allow 10 days during the Showcase for events that focus on areas
outside London and the South East including for Learning Enterprise Partnerships
(LEPS) or geographical groupings of LEPs to hold their own regional events in the
showcase (10 – 12 events). These will be organised in partnership with the 2012
Business Network that BIS is managing ( former RDAs). We would expect the
Network members to recruit the audience and contribute to the catering for these
events but this is a core part of this tender and should be included in your plans
Other options to explore include a focus on entrepreneurs (including with the “Startup Britain” project) and a focus on UK skills drawing on the “World Skills” experience.
We will also ensure that skilled individuals (including STEM graduates) get
introductions within the showcase to leaders from manufacturing and the business
start-up community.
We will also explore whether business partners, companies and not for profit
organisations will want to use the Showcase for events that make sense to them or
their members. Any additional costs created by any of these events not hosted by
BIS should be billed to the responsible organisation. These should be billed at cost
only for additional items or catering that may be required. They will not be charged to
use the space.
We would like to be able to provide some coverage of the sport via screens during
these events, as part of your response can you please detail any licensing
requirements that may be required to do this.
In your tender please detail how you see these events working and how you will
include them with other elements of the Showcase.
Venue
After a significant venue search, BIS has selected the Science Museum to host the
Showcase. The area contracted is Level 1. Discussions and negotiations will be
required regarding set up and break down days. Please indicate in your reply to
tender how long you would need for build and deconstruction of the exhibition. The
successful agency will be responsible for interactions with the venue to make the
showcase a success but will not be required to hold the contract.
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Level 1 is a 700 square-metre blank-canvas gallery in an L-shape formation.
Attached in the appendices is a basic floor plan and photos of it both empty and setup for some different events.
The venue will be a key partner in the delivery of the Showcase and we anticipate the
successful agency will work closely with them to achieve this and ensure additional
effective joined up promotion of the event.
BIS would like to ensure that all appropriate associations/links to current Science
Museum content is utilised, for example, the Showcase is to feature the present and
future aspects; where as the Science Museum can provide the context of the story of
British expertise through history. We would like to maximise the opportunities to use
appropriate associated themes with the Museum.
We would also expect the successful agency to co-ordinate with the Science
Museum to understand any other activities planned by the Museum over the time of
the Showcase to avoid any clashes and ensure mutually beneficial time tabling.
The successful agency will also be required to manage any catering requirements
throughout the Showcase that arise from your plans although all catering will have to
be sourced through the venues approved suppliers.
In your response please detail how you would make this space work for the
Showcase. We would also like you to estimate the time you will require for build/set
up and break down of the Showcase.
Opening of the showcase
The successful agency will be responsible for managing an opening event for the
showcase within the Science Museum. Your tender response should include your
creative ideas for these and highlight how they will contribute to the overall
objectives.
As previously mentioned, the opening is currently planned for 24 July 2012, please
advise if you believe it would be more effective to change the opening date.
Sponsorship and Partnerships
We know that sponsorship and partnerships with business will be key to delivering
this Showcase and achieving our objectives.
BIS is seeking for the successful agency to explore the potential for direct
sponsorship. We recognise that this will be challenging as we cannot promise
sponsors that their products will be showcased in exchange for sponsorship as this
would invalidate that this showcase is about the “Best of British”. We would also
welcome in kind contributions, such as a Media Partner and for larger organisations
supporting small companies that are part of the Showcase to bring their products to
market.
Consideration should first be given to existing official London 2012 partners and
supporters.
The Showcase is about the Best of British products and is not a trade show. It would
be difficult to charge participating companies the full cost of us showcasing their
products as this would make the Showcase more about those that can pay the
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highest cost. We would expect the companies involved to meet their own costs in
supplying the exhibits and contributing people and PR to promote those products.
BIS will provide guidance if this isn’t possible for some companies. Although it is for
the successful agency to ensure they fit within the overall narrative and are of a high
quality and the look and feel of all exhibits is in keeping with the overall theme.
The successful agency will need to identify all the products that best tell the narrative
(working with BIS’ external advisory board) and the premarket products for the
competition zone.
BIS are looking for an agency that has a proven track record, either themselves or
with a partnered organisation, in achieving partnership with the private sector for
similar events.
As part of your response, please provide the following:
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Details of your experience in this area
Your approach for this requirement, including follow up with sponsors post
event
Your anticipated value of sponsorship/value in kind that could be achieved
You will receive support from BIS in lead generation and guidance to ensure
appropriateness of sponsors.
Website
The successful agency is required to build and manage an evolving event website to
communicate throughout the life cycle of the Showcase. Due to government
restrictions on the creation of new sites, this should be a microsite as part of the BIS
site. The successful agency will therefore need to work closely with the appropriate
team at BIS to ensure this can be achieved where possible, providing the content for
use.
If not possible to host all elements as part of the BIS site, you will need to provide a
solution that enables a seamless link to their site.
Pre event – to act as a portal of information about the Showcase and promote to the
target audiences
During the Showcase – to host digital content such as interviews, vox pops, visitor
comments, video, photos, updates on content.
Post event – to host all materials from the Showcase for those who couldn’t attend to
have a virtual experience of the content. It should continue to allow interaction for
some time after the Showcase has closed until such time it is more appropriate to
become a static source of information.
The site should also provide a live Twitter feed and links to any other social
networking that you propose.
Competition product management – the site will be used to record and manage the
competition entries, and allow access to BIS/judges.
Your response should include details on how and what you would plan to deliver.
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Branding
The branding for the Showcase is not yet confirmed. It is likely the Showcase will
use a brand developed to align all government activity during the Games, so any
branding developed for your tender should be for illustration purposes only and you
should not focus on developing an actual brand for use.
Once the overarching brand is confirmed, the successful agency will need to adapt
this for use with their suggested branding for the Showcase in accordance with the
guidelines that will be provided.
Technical & Production
The appointed agency will be responsible for all event production, ensuring
compliance with relevant guidelines, such as branding, health and safety and
accessibility.
Your tender should account for the following:
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All production elements to support your creative execution
Creative lighting and branding
PA system and microphones
Media Centre
Equipment and technicians
Hot backup of all equipment
All internal and external directional signage
Access, timetabling, rehearsals, timekeeping and management of all activities
during the Showcase
Support staff
Security if required
All proposed equipment and services will need to be itemised in your budget.
Filming & Photography
You should allow for some elements of filming and photography for use on the event
website and to provide a record of key activities.
Most filming elements we would expect to be taken on by a Media Partner.
Accessibility
BIS expects the very highest standards of accessibility. Disabled access in layout,
set, staging, signage, print and communications must be exemplary.
Sustainability
Consideration should be given to the environment in your proposal for the design and
production of these events. Your tender should describe how you will make use of
sustainable materials and processes.
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Onsite
Your response should provide costs for the following support, in addition to all key
event management and technical staff:
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Full management of registration process for staff, exhibitors, sponsors etc
and any registration processes required for meetings/events held during the
Showcase. Please note it is important that this process is quick, easy and
accessible for attendees. Attendees do not need to register in advance to
view the Showcase but numbers of visitors needs to be recorded.
All co-ordination, e.g. dealing with enquiries, main point of contact for all
parties involved, stage management, speaker/host liaison.
Showcase guides and helpers to direct attendees working with Science
Museum staff as appropriate.
Act as lead agency for other sub contractors.
Ensure compliance with all necessary regulations.
Ensuring that arrangements are made for attendees with any special
requirements/disabilities.
Management of any VIPs as required.
Materials/Collateral
As a minimum BIS would like to produce a Showcase Guide for distribution during
the event. You may wish to present other items for consideration. Within this area
we would like to maximise any sponsorship opportunities.
Reporting Process
The appointed agency will be expected to work to the reporting procedures as stated
below:
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A comprehensive project management plan, detailing milestones and
timescales for the delivery of the campaign, event and sponsorship. To be
produced by the successful agency on appointment. Please provide an
outline version for your tender.
Regular updates on progress to BIS.
A detailed risk assessment to be produced for every aspect of this event,
along with contingency plans for all high impact and high likelihood risks. This
register should be produced as part of the initial planning for the event by the
successful agency, in consultation with BIS, and should be monitored and
updated as required throughout the process of the event.
KPIs will be set at the start of the project and milestones reviewed at agreed
key dates.
Senior project staff must be available to attend an agreed schedule of
meetings pre and post event.
Senior staff must be available to provide ad hoc written and verbal briefings
upon request.
Provide agenda and minute taking for all meetings and distribute within 48
hours to BIS, relevant partners and the COI contract manager.
All budgets and revisions passed to COI at the time of inception for approval.
COI should be copied in to all key correspondence.
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Post Event
The appointed agency will be expected to undertake:
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Database management of attendees including exhibitors. This should include
a report to BIS showing how many people attended across the Showcase and
where possible a breakdown of profile of the audience.
Report of campaign figures, including number of entries, number showcased.
Report of feedback from attendees, speakers, VIPs, exhibitors obtained
during and post event.
Management of event website and liaison with BIS for as long as necessary
to maintain this.
Report back on KPIs.
Consideration to the use of any assets post event.
Provision of necessary information to ensure measurement is achieved where
possible for the below event evaluation criteria.
Evaluation
Many of the measures of success for the Showcase, for example, investment and
purchasing decisions, value of exports or orders, will be impossible to attribute to the
Showcase alone. Evaluation of this will be done by an external supplier and you do
not need to include this within your budget.
What BIS does want to achieve is measurement of the Showcase’s impact in
creating the positive attitudes that contribute towards investments and purchasing
decisions.
BIS are considering the following measures:
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Attendance – aiming for at least 3,000 businesses over the period July to
September of which at least 50% will be SMEs and at least 50% will be from
outside Greater London
Exhibition attendance – attended by 200,000 visitors for the period 24 July to
9 September 2012
Media impact and coverage – at least 30 major National and International
broadsheet articles around UK manufacturing, business and innovation
performance. At least 30 sub-national articles.
Customer satisfaction - entry, exit and post event visitor surveys
Showcase Organisations satisfaction
Post competition follow up
Website traffic
E traffic – use of Twitter hashtag etc
Potential onward use of resources/exhibition elements.
In your response please provide your thoughts on the overall evaluation, using items
from above and any other relevant measures. Your budget will need to provide costs
for delivering the evaluation methods you have recommended.
BIS Responsibilities
The successful agency in this tender will be the lead delivery agency. In addition to
the partnerships already highlighted in the tender, please see the following
clarification on BIS responsibilities.
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BIS will be responsible for providing the successful agency with guidance and
approval on all requests. They will also be putting together a working group that will
meet regularly to steer the direction of the content of the Showcase.
BIS will also be involved in the Manufacturing Working Group which will guide the
development of the Showcase and how it should engage with potentially interested
groups.
BIS will also be the lead contact for other Government organisations, they will be
working closely on this programme with colleagues from UKTI, the FCO, GOE/DCMS
and OGDS. UKTI have as their core offering an investment and export orientated
business programme, “The British Business Embassy” using Lancaster House. This
will target key companies who are investment targets including global CEOS. BIS will
work with UKTI and Promote London so that their key potential investors have a
private tour of our showcase as part of their Games time programme.
4) Budget
1.
[Information redacted under section 43 of the Freedom of
Information Act]
This does not need to cover venue hire costs but does need to cover all
incidental venue costs in addition to the space.
Sponsorship generation/value in kind can be used to offset some of these
costs or provide additional benefits depending on its nature.
Please provide a breakdown of expenditure by financial year as part of your
response.
2. No mark ups can be applied to third party supplier items or additional
management or administration fees applied.
3. Subsistence/Per diem rates applicable to on-site staff and crew are:
a. £24.40 – 24 hours *
b. £4.25 over 5 hours
c. £9.30 over 10 hours
4. Payment terms will be agreed with the winning agency when the contract is
awarded.
Any/all invoices and receipts may be requested for auditing purposes and should be
provided when requested; this will include any third party suppliers you contract. A
full breakdown for travel and subsistence should be included in your budget.
*Please note the follow restrictions to subsistence/per diem claims.
 A full 24 hours must be worked to apply for this rate
 Either crew catering OR subsistence can be applied to the costs, not both.
Exceptions to this must be discussed and agreed with the COI contract
manager before claims are submitted.
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5) Summary of services
Scope of Services included in this tender
Services included
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Overall project management
Promotional engagement/competition management
Communication campaign
Media management
Event design and production
Event website
Financial management and settlement (excluding venue settlement)
Management of sponsorship sourcing and identifying other revenue
generation opportunities
Advance and onsite venue and catering management
Advance and onsite attendee registration (where required) and management
Onsite design, technical and production services
Advance and on site exhibition management
Speaker, presenter, sponsor, VIP, staff and supplier co ordination
Event collateral
Quality assurance role for ensuring all exhibitor stands and content are of the
same high quality
Risk assessment and health and safety management
Post event activities – this will include activities such as ensuring all
outstanding payments are agreed and completed
Flexibility to meet tender objectives
It is recognised that this tender might require you to subcontract different partners to
deliver a quality and robust offer. These partnerships should be clearly identified in
your tender documentation and you, as the agency on the COI Live Events
Framework, will be the lead partner. Partnering organisations, most especially those
involved in sponsorship and the competition/campaign elements, are likely to be
required at presentation stage, so please ensure they are available.
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6) Tender Requirement
To be considered for this tender you will need to provide the following information:
1. Event proposal
Must as a minimum cover the following:
 How you will deliver all the requirements outlined
in the tender document
 Solutions to address and engage with target
audience
 Promotional engagement/competition: timetable
and process, awareness generation and content
management
 Budget for developing the brand in keeping with
the Government overarching brand.
 Media Centre: how it will work and potential Media
Partners
 Exhibition: how it will work to engage audiences,
use of assets post event
 Business Networking Events: how they will work
and be incorporated into the Showcase
 Venue: how to make the space work and
maximising the partnership
 Opening event for the showcase : creative ideas
and how they will contribute to the objectives
 Website: how/what you propose to deliver
 Materials: suggestions
2. Project Timing Plan
 Outline plan only required that includes key
decision points
3. Sponsorship/partnership
 Details of your experience
 Your proposed approach including any
partnerships required to deliver
 Your anticipated/predicted values
4. Two relevant case
studies
 These should include evidence of managing
multiple partnership events
 At least one should include successful delivery of a
large scale sponsorship requirement as part of an
event
5. CVs
 CVs highlighting relevant experience of key
personnel only
6. Credentials of all
subcontractors
7. Evaluation
 Proposal of measures
8. A fully costed budget
 Please refer to section 4 for details
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7) Tender Evaluation Criteria
Your tender submission will be evaluated against the following criteria:
Evaluation
criteria
Experience *
Sub criteria
Method of
assessment
Weighting
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Relevant experience
Event Proposal
20%
Inspires confidence in CVs
delivery
Case Studies
Suitability of
 Sufficiently
Event Proposal
35%
response *
responded to all
Event Budget
aspects
 Innovative and
practical solutions
 Demonstrates
commitment to
partnership working
Sponsorship and
 Achievable confident
Event Proposal
25%
Partnership *
solutions
 Level of relevant
experience
 Demonstration of
commitment to
success
Value for money
 Competitive rates
Event Budget
20%
*
 Well thought through
cost effective
solutions
* Presentations will ensure that the correct score has been given, in line with the
above evaluation criteria, for these questions.
8) Timelines
ITT sent by email to agencies
Friday 13 May
Confirmation of participation by email by 17.00
Tuesday 17 May
Questions to be received by email by midday
Wednesday 18 May
Answers to be given by midday
Friday 20 May
ITT responses to be with COI by midday
Thursday 2 June
Short listed agencies invited to present
Tuesday 7 June
Short listed agency presentations to BIS and COI
Thursday 9 June
Preferred agency selection on/before
Friday 10 June
Preferred agency contracted
Following ERG approval
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9) Tender Q&A
Please note the following in tender process questions:
A) The only time that a question, asked by an agency, must be supplied to all
pitching agencies is when one of the following applies:
1. It unveils something that is fundamentally missing from the brief
2. It unveils something that fundamentally changes the brief
3. It discloses a fundamental error in the brief
B) Nothing else requires to be shared. Specifically, it will not be shared when one of
the following applies, unless it fundamentally affects A) above:
1. The question shows an uncommon degree of insight
2. The brief remains true
3. The question is part of a specific agency process / thinking
All questions should be submitted by email and answers to any questions in
Category A above will be distributed by email.
10) Deadline
As stated above, the deadline for receipt of tender responses is midday on
Thursday 2 June.
You are required to submit four hard copies of your proposal and an electronic copy
by email or file transfer. If your email will be larger than 10mb then please contact me
by email and I will arrange the file transfer process with you.
Please see important information below.
11) Important Information
1. Please ensure any emailed response is no larger than 10mb.
2. Please allow at least one hour for delivery of your emails through the
government secure intranet ‘gsi’ system. If your email is received after midday
(regardless of when you sent it), the tender may be rejected.
3. The successful agency will be appointed on the basis of the information and
the offer provided.
4. Tenders may be rejected if the complete information called for is not provided
at the time of tendering.
5. The tender must show value for money and provide fair and reasonable day
rates.
12) Contractual information
The contract will be subject to COI’s Standard Terms and Conditions for the supply of
Events, Exhibitions and Technical Services (dated December 2009), to which you
signed when you joined COI’s Live Events Framework.
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As part of the Transparency Agenda, suppliers should acknowledge that, except for
any information which is declared by COI to fall within one or more of the exemptions
under the Freedom of Information Act, the content of this tender and any resulting
contract will be published and be publicity available."
13) Contact
[Information redacted under section 40 of the Freedom of
Information Act]
14) Appendices
1. ‘How to make it in Britain’ scoping document
2. 2 Science Museum Level 1 floor plans
3. 7 images of Science Museum Level 1
Some useful background reading is included within the key documents below, some
of which have been mentioned within the tender document:
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Growth Review http://www.bis.gov.uk/growth
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The path to strong sustainable and balanced growth:
http://www.bis.gov.uk/assets/biscore/corporate/docs/p/10-1296-path-tostrong-sustainable-and-balanced-growth.pdf
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Growth Review Framework for advanced manufacturing:
http://www.bis.gov.uk/news/topstories/2010/Dec/advanced-uk-manufacturing
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Manufacturing summit and exhibition information:
http://www.bis.gov.uk/news/topstories/2011/Jan/manufacturing-summit-heldto-grow-uk-industry
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Manufacturing in the UK: an economic analysis of the sector
http://www.bis.gov.uk/assets/biscore/business-sectors/docs/m/10-1333manufacturing-in-the-UK-an-economic-analysis-of-the-sector
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Business Plan http://www.bis.gov.uk/about/business-plan
Mark Prisk speeches:
http://www.bis.gov.uk/news/speeches/mark-prisk-manufacturing-summit-2011
http://www.bis.gov.uk/news/speeches/mark-prisk-cbi-manufacturing-festival
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