TRN 1032/06/2015 - Design , build and dismantlement of conference stand for Offshore Europe

The Oil and Gas Authority 2015 are seeking a supplier or suppliers to undertake the Design, Build and dismantlement of the stand at Offshore Europe conference on 7th – 11th September. The supplier will be expected to make all the necessary on site arrangements for the power lighting, internet connection, contractors passes, build-up and breakdown of the stand and to have somebody on site at all times of the show to manage these requirements and cover. The stand should be branded as Oil and Gas Authority with an overarching banner and should have a simple, bright and open design that welcomes people. This is to be achieved by using images and messages provided by the OGA in conjunction with an engaging exhibition stand. Description: The stand should include:

• Single curved reception desk which will be the focal point for OGA enquiries identified as such, with shelf space behind. This should be towards the rear of the open part of the stand to enable one person to man the area and see around the stand. • Refreshment table with 2 kettles as well as a fridge to be situated close to the reception desk • Internet access at the OGA reception desk. • A water cooler and waste paper bin situated near to the reception desk. • A lockable storage area with shelving and coat hooks. • A lockable office with a Desk/table to accommodate 6 chairs, to be used for small meetings. To the rear of the stand. • Literature racks for display. • Display areas where key messages for OGA can be displayed. • Seating/meeting area with a mixture of high tables, stools and low tables and soft seating. • Three distinct pods/area for HMT, BIS and DECC • Artwork for the stand - The stand should look professional however given the current situation within the Oil and Gas Industry with the price of oil, the aim is to keep the costs to a minimum.

You will be expected to make all the necessary on site arrangements for power, lighting, internet connections, contractor’s passes, build-up and breakdown of the stand and have somebody on site at the time of the show to manage these requirements and cover in case any IT/Technical queries arise on the day.

Suppliers must provide details as to how they will manage sub-contractors and what percentage of the tendered activity (in terms of monetary value) will be sub-contracted.

The Stand build will be at Aberdeen Exhibition and Conference Centre in Aberdeen. Build is usually carried out between the 5th September and 7th of September with handover of keys etc. by 4pm on the afternoon of 7th September

You will also be required to work closely with ourselves on the details of the stand build on a regular basis leading up to the conference, so the ability to meet either face to face or via a mutually convenient communications route will be essential. The dismantlement of the stand is to be carried out at the close of the conference on Friday 11th September.

Additional information: How to Apply If you wish to take part in this procurement please see the attached Tender documents attached to this Notice and send your completed Proposal to Sylvia Buchan and Marian Bruce at address stipulated in the “Who to Contact” section. Any late submissions will not be considered. DECC reserves the right to halt the procurement process and to not award a contract. DECC will not be held liable for recovery of costs from unsuccessful bids if a contract is not awarded. All costs will be borne by the bidding organisations. If a contract is created it will be upon DECC Standard Terms and Conditions, which are available on Contracts Finder with this notice. Completed tender submission must be returned by post to DECC, address given at the top of this advertisement, by 29th June 2015. We require 2 hard copies (one of which must be signed). Electronic versions of your bids are to be sent AFTER the deadline to [email protected] and [email protected] . If successful and upon contract signature, the supplier is expected to attend a kick-off meeting taking place on 6th July 2015. Project completion is required by 11th September 2015.