Published date: 31 December 2018

Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.


Closing: 11 January 2019

Contract summary

Industry

  • Entertainment services - 92300000

Location of contract

Any region

Value of contract

£10,000

Procurement reference

BHCKIN-2019/1

Published date

31 December 2018

Closing date

11 January 2019

Contract start date

16 January 2019

Contract end date

12 February 2019

Contract type

Service contract

Procedure type

Restricted procedure (above threshold)

A two-stage procedure, where the first stage is used to select suppliers, who are then invited to bid in the second stage.

This procedure can be used for procurements above the relevant contract value threshold.

This is an accelerated procedure.

Justification

UK/Jamaica Fair is slated for 9th February 2019 giving a small window of opportunity to identify and engage a contractor to manage the event.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

No

Description

The British High Commission - Kingston is seeking a qualified event management firm that has capacity
to undertake the following:
- Coordinate the 2019 UK/Jamaica Fair to include full event set-up and pull-down of venue
- Be able to coordinate and lead on invitation delivery; manage guest list and guest access to event
- Engage in sponsorship management
- Has demonstrable experience with social media coverage and media relations
- Has demonstrable experience executing large scale, high guest count events
- Has capacity to create bespoke images, design and venue features in line with theme (Innovation UK)
of the event

Minimum requirements:
The 2019 UK/Jamaica Fair should highlight the innovation of the United Kingdom with the theme displayed
throughout the venue highlighting the modern UK, showcasing emerging and new trends across the UK
as it relates to technology; food & drink; education; environment and culture.

Deadlines:

Oral presentation - 8th January
Proposal submission - 11th January
Bid confirmation - 15th January
Project start - 16th January (weekly updates) Venue set up - 5th February
Event - 9th February
Pull Down - 9th - 12th February

Total cost:

Please set out your proposed costs under the following headings:
Venue (set up/décor/pull down)
Guest management system
Sponsorship management
Professional management fee

To apply:

Your quote must be received by 17:00 on 11th January. It should constitute once copy in Excel format and one in Adobe Acrobat (.pdf) and submitted to helen.hart@fco.gov.uk with copy to racquel.peters@fco.gov.uk and heather.wright@fco.gov.uk suing the title: RFQ Response - BHCKIN-2019/1

More information

Attachments

Additional text

Quality Standards and Key Performance Indicators:

- Adhering to FCO's Health & Safety Standards
- Adhering to brand integrity of the British High Commission
- Adhering to the British High Commission security protocols
- Adhering to agreed timelines
- Timely and effective communication
- Timely delivery of physical targets

Security and confidentiality:

1 .All persons (including sub-contractors) and vehicles entering the compound must be logged/notified with our
Security Team .
2. No weapons are allowed on the compound.
3.All persons are expected to adhere to Data Protection confidentiality. No communications should be shared
with third parties without express consent.
4. No photographs may be taken without express consent.

Dependencies and assumptions:

Access to the compound between the hours of 8:00 and 16:30 Monday to Friday may be given upon request.
During the week of 3rd February leading up to the event, the compound may be accessed up to 22:00.

Change control:

Changes and Variations to this contract will be notified in writing up to 31st January 2019.

About the buyer

Contact name

Helen Hart

Address

28 Trafalgar Road
Kingston 10 Jamaica
MK15 9EF
England

Telephone

876-881-7674

Email

helen.hart@fco.gov.uk