TENDER SPECIFICATION DOCUMENT East Midlands Business Ltd

TENDER SPECIFICATION DOCUMENT East Midlands Business Ltd UK Trade & Investment Provision of Venue Sourcing Services for East Midlands Business Ltd Reference Number IEM VSS Tender for the Supply of Provision of Venue Sourcing Services for UK Trade & Investment Event Management Date: April 2015 EMB-Group Limited Registered Office: 5 Merus Court Meridian Business Park Leicester LE19 1RJ 1

Contents 1 Introduction 3 1.1 East Midlands Business Ltd 3 2 Tender Specification 3 2.1 Description of Requirement 3 2.2 Working arrangements 3 2.3 Strategy 3 2. Objectives 2.5 Data 2.6 Period of Contract 2.7 Pricing and Budget 3 Evaluation of tenders Legal, Financial and Technical Requirements 7 5 Instruction to Tenderers 7 6 Conditions of Tender 8 6.1 Representations 8 6.2 Specification 8 6.3 Tenders Excluded 8 6. Collusive Tendering 8 6.5 Freedom of Information 9 7 Timetable for Submission 9 Appendix 1: Tender Evaluation Scoring Matrix 10 Appendix 2: Example events pricing exercise 15 2

1. Introduction 1.1 East Midlands Business Ltd (EMB) East Midlands Business Ltd (EMB) is a subsidiary of the EMB Group of companies. This is a private group of companies that provides a range of business consultancy and programme management services. The Group includes East Midlands Business Limited (EMB), EMB Certification and EMB Excellence Limited (EMB-X). EMB currently delivers the UK Trade & Investment (UKTI) international trade service which is aimed at helping businesses to make the most of the opportunities and challenges that globalisation offers. EMB host the International Trade Centre in Derby where support functions and the marketing team sits, complementing the activities of the International Trade Advisers who work remotely visiting companies in the six counties of Derbyshire, Leicestershire, Lincolnshire, Northamptonshire, Nottinghamshire and Rutland. 2. Tender Specification 2.1 Description of Requirement EMB, on behalf of UKTI, are inviting tenders for the provision of a venue sourcing services. EMB are tasked with increasing the numbers of East Midlands businesses who sell their products and services overseas. As a part of the work carried out by EMB on encouraging East Midlands companies to export, we organise events throughout the year. We envisage organising between 60 and 80 events at locations throughout the region (counties as in 1.1 above) each year, and we hold the delivery contract for the next five years (until end March 2020) with a possible one year extension (so to end March 2021). 2.2 Working Arrangements The successful tenderer will be required to identify one named account manager through whom all enquiries can be filtered. A simple process for registering new venue requirements is required and an agreed turnaround time from enquiry landing to proposals being returned. 2.3 Strategy EMB works with UK Trade & Investment and other partner organisations to organise customer facing events on a range of subjects. These will range from small breakfast briefings; more formal full & half day training sessions to conferences with exhibition space and breakout room requirements. These are aimed at companies who have never exported, but we believe should consider this, through to those more experienced in international trade looking to further their ambitions and break into new markets. 3

2. Objectives On successful completion of this exercise we will have provided businesses in the region with a series of high-quality events, staged with professionalism at venues with good access ensuring ease of participation. 2.5 Requirements EMB will provide full requirements on where and when we are looking to stage events, our requirements in terms of room layout, catering, audio-visual equipment, timings and provisional numbers. There will also be a steer in terms of location as we have to ensure events are spread and evenly distributed throughout the region. 2.6 Period of Contract EMB wishes to identify a venue sourcing company to work with in order that work can commence as soon as we have received the necessary budget approval, and continuing subject to successful periodic review for the duration of the UKTI contract (as outlined in 2.1 above). 2.7 Pricing and Budget An indicative budget of 0,000-100,000 (exclusive of VAT) per year is anticipated to fund the provision of the venue hire for year of the contract. Tenderers are required to provide a detailed breakdown of costs for delivering the project. EMB would like to understand how the successful tenderer will carry out this work, their ambitions in terms of service and benefits, and the cost structure. Please also include indication of experience of carrying out publicly funded work in particular. It is a requirement that the successful bidder meets the venue costs and in turn invoices EMB. EMB s normal payment terms for approved invoices is 30 days. 3. Evaluation of Tenders Tenders will be evaluated by 3 staff from EMB who will select the applicant that provides the most economically advantageous tender. Tenderers are asked to submit within their tenders information that will correspond to the key areas of the evaluation as follows:

Section Weight (A) Score (B) Weighted Score (A x B) Max 95 FINANCIAL ASSESSMENT 2 1 Financial Stability Please submit full accounts for your last 2 Financial Years. These should include, as a minimum, balance sheets and profit and loss accounts or cash flow statements. UNDERSTANDING OF THE TENDER REQUIREMENTS 3 2 A demonstrable understanding of the potential scope of the project and those issues that will be critical to the implementation, development and sustainability of the project. The Tenderer will need to demonstrate that they have the appropriate qualities and resources to successfully deliver the requirement. REQUIREMENT SPECIFIC The Tenderer is requested to : 3 Executive Summary highlighting the major strengths of the proposal; Background clarifying an understanding of the brief and the critical issues surrounding the proposed project; Professional experience and knowledge this should cover details of relevant tender experience (i.e. similar contracts) METHODOLOGIES FOR DELIVERY AND PERFORMANCE 3 Methodologies proposed for contract delivery: Operational location for delivery of the services Facilities and systems that will be required, Details of monitoring & evaluation 5

measures and standards. STAFF INVOLVED IN THE PROJECT 2 5 The Tenderer is required to provide details of the proposed key personnel, responsible for managing and delivering the project (including Names, professional qualifications, relevant experience and CVs). PRICING 6 The Tenderer is required to provide a clear and detailed breakdown of the pricing structure of the proposal showing all elements of expenditure relating to the contract see appendix 2. EQUAL OPPORTUNITIES, ENVIRONMENTAL & QUALITY MANAGEMENT POLICIES 1 7 The Tenderer is required to provide details of Health & Safety, Equal Opportunities, Environmental and Quality Management policies relevant to the Scope of Supply tendered for. Care will be taken not to discriminate against small organisations and start up businesses. If the Tenderer has responded with an acceptable statement as to why they have no policies then the tender will be scored appropriately. 8 THIS SECTION WILL ONLY BE USED IF THE TENDERER HAS PRESENTED TO THE EVALUATION TEAM Tenderers may be required to carry out a presentation in front of a panel established by EMB. Please refer to appendix 1 for a copy of the Tender Evaluation Scoring Matrix. 6

. Legal, Financial and Technical Requirements A checklist of information to be submitted as part of your tender proposal is detailed below: Provide details of company size, legal status, management structure, current operating location, level of staff resources assigned to the project and an indication of their project management structure and capability; Provide details of company turnover for the last three years; Provide copies of the company accounts for the last two years; Provide names, experience and professional qualifications of the key personnel who will be responsible for undertaking the work; Provide experience of previous work relevant to the contract (including client details, approximate scale of work, and dates / confirmation of delivery); Provide the names and contact details of two referees to whom you have provided a similar service in the last two years, along with a summary of the services provided. 5. Instruction to Tenderers Your bid should be sent electronically to tenders@embltd.co.uk titled Tender Response for Provision of Venue Sourcing Services by 13:00 on 1 st May 2015. Tenderers should note that in the event that a bid is considered to be fundamentally unacceptable on a key issue, regardless of its other merits, that bid may be rejected. Tenders submitted after the stipulated time and date advised will be rejected and returned to the tenderer. If you require further information concerning the tender process, or the nature of the proposed contract, in the first instance please contact tenders@embltd.co.uk with the subject line Tender for Provision of Venue Sourcing Services. No questions will be answered that provide a competitive advantage to any party tendering. Should questions arise during the tendering period which in our judgement are of material significance, we will inform all tenderers to explain the nature of the question, and our formal reply. All tenderers should then take that reply into consideration when preparing their own bids, and we will evaluate bids on the assumption that they have done so. 7

6. Conditions of Tender 6.1 Representations A tenderer may contact EMB using the e-mail address tenders@embltd.co.uk to obtain any further information about the requirements of the contract or the tendering procedures if these are not evident or clear from the documents supplied to tenderers. 6.2 Specification For the avoidance of doubt, the tender specification document shall include all requirements explicit or implied within the invitation to tender. It must be recognised that EMB reserve the right to withdraw this tender document and all funding contained within it without notice. 6.3 Tenders Excluded No Tender will be considered for acceptance if the tenderer has indulged or attempted to indulge in any corrupt practice or canvassed the tender with an officer of EMB. If a Tenderer has indulged or attempted to indulge in such practices and the tender is accepted, then grounds shall exist for the termination of the contract and the claiming of damages from the successful Tenderers. It is unlikely that any tender will be accepted which (a) is incomplete or inaccurately or inadequately completed or which purports to impose conditions other than those provided in the contract documents and (b) is delivered out of time or in a manner other than specified in this specification. 6. Collusive Tendering In submitting a tender against this contract, the Tenderer confirms that he has not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangement with any other person. The Tenderer also certified that at no time, before or following the submission of the tender, has the Tenderer carried out any of the following acts: (i) communicating to a person other than the person calling for the tenders the amount or approximate amount of the proposed tender, except where such disclosure is required for the purpose of obtaining insurance; (ii) entering in to any agreement or arrangement with any person that he shall refrain from tendering or as to the amount of any tender to be submitted; (iii) offering or paying or giving or agreeing to give any sum of money or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other tender or proposed 8

tender for the said work or any act or thing of the sort described above. In the context of this clause, the word person includes any persons and any body or association, corporate or incorporated; and any agreement or arrangement includes any such transaction, formal or informal, and whether legally binding or not. 6.5 Freedom of Information Information in relation to this tender may be made available on demand in accordance with the requirements of the Freedom of Information Act 2000. Tenderers should state is any of the information supplied by them is confidential or commercially sensitive or should not be disclosed in to a request for information under the Act. Tenderers should state why they consider the information to be confidential or commercially sensitive. This will not guarantee that the information will not be disclosed but will be examined in the light of the exemptions provided in the Act. It is important to note that information may be commercially sensitive for a time (e.g. during a tender process) but afterwards it may not be. The timing of any request for information may be extremely important in determining whether or not information is exempt. However, Tenderers should note that no information is likely to be regarded as exempt forever. 7. Timetable for Submission Date Activity 10 April 2015 Invitations to tender issued 2 April 2015 Tender question deadline 01 May 2015 Tender submission deadline 07 May 2015 Panel tender review By 15 May 2015 Decision on appointed supplier and notification to unsuccessful bidders 9

Appendix 1 Tender Evaluation Scoring Matrix Company: Assessor: Date: Tender Reference Number: Criteria from Model Tender Document Section 1: FINANCIAL ASSESSMENT Comments / Evidence Weight (A) 1-3 Score (B) 0-5 Weighted Score (A x B) Max 95 Analysis of Financial Information Does the Financial Information provided by the Tenderer give reasons for concern. Do the Accounts Statements (Trading Accounts, Statement of Accounts, Cash Flow Forecasts) provided in the Tender give reasons for concern. Is the Turnover of the Company of appropriate size to the work tendered for. 2 Points Satisfactory Points Very good Section 2 UNDERSTANDING OF THE TENDER REQUIREMENTS 2 This section establishes that a supplier has the necessary experience in the tendered field. The Model Tender Document should have requested evidence of previous work relevant to the contract. The evaluator should ascertain whether the s are relevant to the work tendered for. 10

A demonstrable understanding of the potential scope of the project and those issues that will be critical to the implementation, development and sustainability of the project. The Tender should have provided a detailed synopsis of the requirements of the Tender. Their should be clear evidence of understanding the scope if supply. 2 Points Satisfactory Points Very good Section 3 REQUIREMENT SPECIFIC This should include a full understanding of the activities to be delivered as detailed in section 2.1 of the tender specification document. 2 Points Satisfactory Points Very good 11

Section METHODOLOGIES FOR DELIVERY AND PERFORMANCE 3 Has the Tender detailed the methodologies for Delivery of the Contract or the Project. Has the tender considered, where relevant, issues such as Quality, Performance Milestones, Delivery Requirements, Monitoring and Evaluation Requirements. 2 Points Satisfactory Points Very good Section 5 STAFF INVOLVED IN THE PROJECT 2 This section ascertains whether the qualifications, experience, expertise and skills of the individuals assigned to manage and deliver the contract to EMB are relevant to the scope of supply. 2 Points Satisfactory Points Very good 12

Section 6 PRICING The tenderer should provide a clear and detailed breakdown of the pricing structure of the proposal showing all elements of expenditure relating to the contract. Is the price tendered commensurate with the overall level of service being offered (value for money)? 2 Points Satisfactory Points Very good Section 7 EQUAL OPPORTUNITIES, ENVIRONMENTAL AND QUALITY MANAGEMENT POLICIES 1 Does the Tenderer have satisfactory Equal Opportunities, Environmental and Quality Management policies relevant to the Scope of Supply tendered for. Care must be taken not to discriminate against small organisations and start up businesses. If the Tenderer has responded with an acceptable statement as to why they have no policies then score appropriately. 2 Points Satisfactory 13

Points Very good Section 8 PRESENTATION DO NOT SCORE THIS SECTION UNLESS TENDERER HAS PRESENTED TO THE EVALUATION TEAM. Has the Tenderer provided a good overview of their offer detailing all the major points required. A poor presentation may lead to overall doubts about the ability of the Supplier to carry out the project. This section scores 20 points and will take the total Tender score to 115 points. 2 Points Satisfactory Points Very good Totals Provide details of overall score and total after calculation with Weightings applied. Provide overall summary comments on the Tender Summary Form available on the intranet. TOTAL 1

Appendix 2 Example events pricing exercise To enable better comparisons to be made between those companies submitting a tender, please provide pricing for the following events which would form typical requirements. In each case please name the venue and room selected. i) Breakfast briefing event Location: Nottinghamshire Timing: set up from 0730. Delegates arrive 0830. Finish 1000. Numbers: 0 delegates Catering: breakfast sandwiches on arrival, with a selection of drinks available throughout Layout: cabaret style, with desk for projector if required, and top table for three presenters. Equipment: projection screen needed. Own laptop and projector can be used, microphones and speakers not essential. Other: ease of parking is important, please state access and indicate any associated costs. ii) Half day training Location: Northamptonshire Timing: set up from 0800. Delegates arrive 0900. Finish 100. Numbers: 20 delegates Catering: Drinks on arrival and at a break. Buffet lunch. Layout: cabaret style, with desk for projector if required Equipment: projection screen needed. Own laptop and projector can be used, need flip chart and internet access. Other: ease of parking is important, please state access and indicate any associated costs. iii) Full day conference Location: Leicestershire Timing: set up from 0730 (or night before). Delegates arrive 0830. Finish 1700. Numbers: 120 delegates Catering: Drinks on arrival and at a AM+PM break. Hot two course seated lunch. Layout: theatre style, with desk for projector if required Additional three breakout rooms for workshops 30 in each cabaret style. Equipment: projection screen needed in all rooms. Have access to own laptops and two projectors, but will need two further projectors. Internet access and flip charts required. Main room to have a lectern, speakers and microphones. Other: ease of parking is important, please state access and indicate any associated costs. 15