Exhibition stand design, construction, and ongoing storage and event logistics

Invitation to tender
January 2016

Prepared by: Catherine Riedel, Communications and Marketing Manager

The Health Foundation

Tel: UK 020 7257 8000

CONTENTS

1.0What we are seeking

2.0About the Health Foundation

3.0Legal Status of the Foundation

4.0Background

5.0Scope of the work

6.0Deliverables

7.0Budget

8.0Assessment and selection criteria

9.0Timetable

10.0Instructions on the tender/selection process

11.0Contract arrangements

12.0Acceptance of tender and further information

1.0What we are seeking

1.1The Health Foundation is seeking a supplier to design and construct a new bespoke corporate exhibition stand and provide ongoing storage andevent logistics (design, project management, installation, dismantling and removal services), as outlined in section5.0: Scope of the work.

1.2The Health Foundation is also seeking a supplier to construct a separate bespoke exhibition stand as part of A mile in my shoes project, and provide ongoing storage and event logistics (project management, installation, dismantling and removal services), as outlined in section 5.0: Scope of the work.

1.3The Health Foundation would like to appoint a sole supplier to deliver these services and contract the work for three years, in the first instance.A probationary period of twelve months will apply with a three month notice period.

2.0About the Health Foundation

The Health Foundation is an independent charity committed to bringing about better health and health care for people in the UK.

Our aim is a healthier population, supported by high quality health care that can be equitably accessed. We learn what works to make people’s lives healthier and improve the health care system. From giving grants to those working at the front line to carrying out research and policy analysis, we shine a light on how to make successful change happen.

We make links between the knowledge we gain from working with those delivering health and health care and our research and analysis. Our aspiration is to create a virtuous circle, using what we know works on the ground to inform effective policymaking and vice versa.

We believe good health and health care are key to a flourishing society. Through sharing what we learn, collaborating with others and building people’s skills and knowledge, we aim to make a difference and contribute to a healthier population.

3.0Legal Status of the Foundation

3.1The Foundation is a UK registered Charity (No 286987) and a company limited by guarantee (No. 1714937) registered in England and Wales.

4.0Background

4.1Each year the Health Foundation exhibits at third-party events in the UK, and occasionally abroad, to raise the organisation’s profile, disseminate publications and merchandise, and leverage networking opportunities.

4.2In 2010 the Health Foundation commissioned the design of a Quadra stand for its third party event presence. The Quadra stand no longer meets the requirements of the Health Foundation for its storage, display and networking needs.

4.3On average we disseminate 2,000 publications at a single event. Although at some of the more popular events we have seen this number has quadruple.

4.4As an organisation we have historically attended a large number of varying sized events throughout the year. The third party events strategy for the Health Foundation moving forward will be attendance at fewer events throughout the year, but we will want to maximise our impact and presence at those key events.

4.5The key events we have identified for 2016 include: International Forum on Quality and Safety, NHS Confederation and NHS Expo (see section 5.0).

4.6In 2015, the Health Foundation underwent a brand refresh to reflect the new strategic plan for 2015-18.We now require a new bespoke corporate stand that meets our objectives for each exhibition and communicates our new brand. Objectives will vary from event to event, but typically involves a balance of the objectives highlighted in section 4.1.

A mile in my shoes

4.7In 2016, the Health Foundation is embarking on a project with the Empathy Museum to create an immersive experience called Amile in my shoes.

4.8Our plan is to exhibit A mile in my Shoes at NHS Confederation and NHS Expo, and potentially other exhibits of varying sizes at separate events over the next 12 to 18 months.

4.9We will require the construction of a stand for this project. The design will be based on a similar exhibit the Empathy Museum has constructed. See slideshow of photos of the exhibit in situ.

Q

4.10In 2014/15 we also embarked on an initiative, co-funded by NHS England, called Q.

4.11Q is a diverse and growing community of people, with experience and understanding of improvement,committed to working collaboratively to improve the quality of health and care across the UK. Overtime, Q will grow to be a community of thousands.

4.12Q is a sub-brand of the Health Foundation, with a separate events strategy being developed. Q will require some sort of stand presence, either incorporated into the Health Foundation corporate stand, or as a standalone stand for networking. See 5.3.1.

5.0Scope of the work

5.1The Health Foundation corporate stand

5.1.1The Health Foundation are seeking a supplier to:

  • design and construct a new bespoke corporate stand (see considerations of design in section 5.1.2)
  • provide ongoing storage of the stand and furniture/accessories
  • provide event exhibition services including design, project management, delivery, installation, dismantling and removal.

5.1.2Considerations:

  • The design will need to reflect the refreshed brand.
  • The stand will need to be scalable, from 9m² up to 20m², with 1, 2 or 3 sides or completely open.
  • The Health Foundation can experience large influxes of people on the stand at any one time and the design needs to assist with the flow of people. In general delegates are looking to take our publications which we offer free of charge.
  • Storage is an increasingly important issue. Consideration needs to be given to capacity, flow, safety, and ease of resupplying in busy periods to ensure we can maximise our impact at events.
  • Display of publications is also important. We typically display between 20 to 30 different publications of varying sizes and weights. We also disseminate bags at events as well as other merchandise which need to be considered in the design.
  • The design should consider engaging ways to interact with delegates, particularly digital opportunities.
  • The design should be accessible to people with mobility considerations.

5.1.3Confirmed events for 2016:

The events listed below have been confirmed within the Health Foundation strategy for 2016.

Dates / Event / Location / Space
12-15 April 2016 / International forum on quality and safety in healthcare / Gottenburg, Sweden / 3 x 6m
15-17 June 2016 / NHS Confederation / Manchester / TBC
7-8 Sept 2016 / NHS Expo / Manchester / TBC

5.2A mile in my shoes

5.2.1The Health Foundation are seeking a supplier to:

  • construct a new bespoke corporate stand (design supplied by Empathy Museum)
  • provide ongoing storage of the stand and furniture/accessories
  • provide event exhibition services including design, project management, delivery, installation, dismantling and removal.

5.2.2Confirmed events for 2016:

The events listed below have been confirmed within the project schedule for A mile in my shoes for 2016.

Dates / Event / Location / Space
15-17 June 2016 / NHS Confederation / Manchester / TBC
7-8 Sept 2016 / NHS Expo / Manchester / TBC

5.3Q

5.3.1The Health Foundation is seeking a supplier to consider the requirements for Q and how best to achieve exhibition requirements. The solution would need to leverage the Health Foundation corporate stand presence by either incorporating Q’s presence into the design or develop ad hoc stand designs for Q. This can be considered as part of the design development process.

6.0Deliverables

6.1Responses to this tender should present a detailed description of how each of the services outlined in section 5.0 would be delivered.

6.2Anticipated costs for each service should be provided.
Please quote for the specific events as listed in sections 5.1.3 and 5.2.2. These will be used as indicative guidance for budgeting logistic costs for future events.

7.0Budget

7.1There is no agreed budget for this work.

7.2The Health Foundation shall not be responsible for any costs incurred by you in responding to this tender and shall not be under any obligation to you whatsoever with regard to the subject matter of this tender.

7.3The Health Foundation is committed to ensuring value for money in all our work. As a non-profit organisation, we have a responsibility to ensure that our funds are used to the maximum benefit of the public. As such, we expect applicants to explain how their proposed budget and activities provide the Health Foundation with value for money.

8.0Assessment and selection criteria

8.1Tender responses will be assessed on the extent to which they demonstrate the following.

  • The skills, understanding and resources necessary to deliver the full range of services required, as outlined in section 5.0.
  • Experience of delivering similar services for comparable organisations. References from such organisations would be particularly welcome.
  • Realistic costs for the full range of services required.
  1. As outlined in section 7.3, value for money is important, however selection will be made based on all assessment criteria and not on price alone.

9.0Timetable

Date / Deadline
Thursday 21 January 2016 / Invitation to tender sent out.
Wednesday 27 January 2016 / Acceptances of tender invitation received.
Thursday 4 February 2016 / Deadline for tender responses to be submitted to the Health Foundation.
Friday 5 February 2016 / Review of tender submissions and shortlisting.
Wednesday 10 February 2016 / Shortlisted suppliers interviewed.
Friday 12 February 2016 / Final decision and preferred supplier selected.
TBC / Final contract agreed.

10.0Instructions on the tender/selection process

10.1It is anticipated that this tender will follow the timetable outlined in section 9.0.

10.2All tender responses submitted will be reviewed by a panel of Health Foundation staff and marked against the criteria outlined in section 8.0.

10.3Following this assessment, a shortlist will be drawn up and all tender responders will be notified of the outcome as soon as possible.

10.4Shortlisted suppliers will be expected to attend an interview and make a presentation at the Health Foundation offices in London.

10.5Following interviewsand presentations, the Health Foundation will select a preferred supplier.

10.6Once a preferred supplier is chosen, time is allowed in the schedule to agree precise contract details for services, measures and pricing. This must be based on the information provided in the response to this tender.

10.7The Health Foundation will undertake due diligence of the chosen supplier before the contract is signed.

10.8It is anticipated that the contract will run for three years in the first instance.

11.0Contract arrangements

11.1The Foundation standard contract for delivery of services is attached. In some circumstances the Foundation may be prepared to accept the provider’s own contract.

11.2The Health Foundation will retain ownership of all materials being stored.

12.0Acceptance of tender and further information

12.1Please confirm whether you plan torespond to this tender by emailing 5 pm on Wednesday 27January 2015.

12.2Please contact Catherine Riedel, Marketing and Communications Manager if you would like any more information about the tender or about the Health Foundation brand by email, .

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