Invitation to Quote
MIPIM Cannes 2018 – Event Delivery Services
Term: August 2017 – March 2018
1. Overview of Requirements
Liverpool Vision now invite quotations for Event Delivery Services to support its team during MIPIM 2018.
Liverpool city region has attended MIPIM led by a private sector steering group for four years. As a delegation, event programme and showcase it has grown in size and stature year on year.
Whilst the MIPIM programme is a renowned success it also has reached its capacity in terms of team delivery and management and in order to maintain both its high quality and to expand the programme and the profile, an event team is required to work alongside Marketing Liverpool (a department of Liverpool Vision) on all elements of event delivery.
2. The Client
The client is Liverpool Vision Limited (company registration number 06580889) working on behalf of the private sector MIPIM Steering Group.
Who Are We?
Working closely with private sector businesses in the city, Liverpool Vision is the Mayor of Liverpool’s economic development company incorporating:
· Marketing Liverpool
· Invest Liverpool
· Special projects, such as the International Festival for Business 2016 (IFB2016).
What Is Our Purpose?
Liverpool Vision’s purpose is to enhance the brand of Liverpool, attracting investment and creating jobs to ensure a more prosperous future for the city.
How Do We Do This?
Through raising the profile of our offer we will generate interest from investors and visitors that will both help attract new investment and encourage existing businesses to grow. We will, together with private and public sector partners maximise opportunities by participating in major events such as MIPIM, International Festival for Business (in 2016, 2018 and 2020) and Visitor Economy exhibitions. By working in partnership with commercial partners in the private sector we will communicate positive messages about the city to local, national and international audiences.
What Are Our Values?
Liverpool Vision’s is committed to the highest standards of ethical conduct and integrity in its business activities and to providing a high-quality service to all its customers and partners. Liverpool Vision believes that all its workers should be treated with dignity and respect and everyone is encouraged and supported to be the best they can be. We believe in taking responsibility, being creative and innovative and working together as a team for the benefit of the city.
3. The Event
What is MIPIM?
MIPIM is the premier event in the European Real Estate calendar and has become Europe’s showcase for major cities, property developments, investment opportunities and international networking.
It has over 2,000 exhibiting companies covering 80 countries with 20,000 individual participants. Over 4,000 of these are investors and 3,000 Chief Executive or Chairman level.
MIPIM takes place annually and in 2018 takes place Tuesday 13th – Friday 16th March.
Liverpool at MIPIM
Liverpool at MIPIM is directed by a private sector steering group consisting of Deloitte, Arup, Peel, Knowledge Quarter, K2, GVA and Marketing Liverpool. In 2017 it had 36 partners at the following levels:
Headline Sponsor: The Signature Group
Partners:
Arup, Brock Carmichael, Deloitte, Grosvenor, GVA, K2, Kier, Liverpool Knowledge Quarter, ION Property Developments, Peel, Promenade, Redrow, Verum Victum Healthcare
Associate:
BLOK, Bruntwood, Carpenter Investments, City Residential, Countryside, Curtins, Elliot Group, ENA Shaw, Falconer Chester Hall, Harcourt, Harworth Group, ISG, Liverpool BID, Live Verde, MODA Living, Morgan Sindall, Network Space Holdings, Steven Hunt Associates, Wirral Waters, Wirral MBC
The Stand
The Liverpool stand is the focal point for networking, a touch base for the Liverpool delegation and an opportunity for partners and sponsors to showcase their activities.
The Liverpool stand is used as an informal networking and event hub. It has Wi-Fi, constant refreshments, sockets and charge up points, and partners are invited to use the space as a workspace and drop in hub. There is a daily drinks reception at 5pm.
The stand is delivered in partnership with Bean Coffee who supply all refreshments. It is designed by K2 Architects in association with Marketing Liverpool and its build is managed by Marketing Liverpool who attends on site to make final amends.
Event Schedule
In 2017 the MIPIM event schedule was a combination of Liverpool initiated events, and those delivered by partners as follows:
Monday 13th March 2017
12.30pm Leadership lunch at Hotel Marriott hosted by Max Steinberg
3.00pm Waterfront Summit (Liverpool event)
Max Steinberg to host, facilitated by Greg Clarke
With 10 invited waterfront cities
Quai 21, 21 Quai Saint Pierre, Angle Rue du port, 06400 Cannes
6.00pm Drinks reception at the Manchester Pavilion with Mayor Joe Anderson and Sir Howard Bernstein (Manchester event)
7.00pm Liverpool delegation dinner at Ciro (Liverpool event)
33 Rue Bivouac Napoleon, 06400 Cannes
All leadership present
Tuesday 14th March 2017
10.00am: Mayor Joe Anderson Liverpool stand welcome (Liverpool event)
10.30am Garden Festival Site Liverpool stand event (Liverpool event) K2, Arup and Liverpool City Council
11.30am Wirral MBC Liverpool stand event (Liverpool event)
12.30pm Morgan Sindall Lunch Event (Partner event) Grand Hotel Gardens, Le Croissette
4.00pm: Leadership Think Tank (MIPIM event)
Council Chief Execs and Leaders
5.00pm John Barnes on stand with LEP showcase (Liverpool event)
Liverpool stand drinks reception
7.00pm Liverpool Partner Drinks Reception (Liverpool event)
Radisson Blu
8.00pm: Liverpool Partner Dinner (Liverpool event)
Radisson Blu
Liverpool delegation and guests
Max Steinberg to host
Speakers: Mayor Joe Anderson, Cllr Phil Davies, Lawrence Kenwright, John Barnes
Wednesday 15th March 2017
8.00am Liverpool Knowledge Quarter and Morgan Sindall (Partner event)
An overview of the Knowledge Quarter and an exclusive update on Paddington – Liverpool’s newest urban village, Five Seas Hotel, 1 Rue Notre Dame, 06400 Cannes
9.15am Liverpool and Wirral Waters Event (Partner event)
Hotel Barrier, The Majestic Hotel
10.45am Brock Carmichael stand event (Liverpool event)
11.30am Curtins stand event (Liverpool event)
11.30am “Events as a Catalyst for Investment” (Leeds) Panel session with Ged Fitzgerald hosted by
Bolton Council
2.00pm Signature Group stand event
3.00pm How cities are shaping new investment and development (DIT) opportunities across the North West.
Government Pavilion
Deborah McLaughlin and Richard McCarthy (Capita) will discuss what makes the North West such an attractive place for investment with Salford City Council CEO Jim Taylor, Phil Davies, Council Leader The Wirral and Ged Fitzgerald, CEO, Liverpool City Council. Facilitated by Greg Clark CBE
5.00pm Liverpool drinks reception on stand in association with BID
Thursday 16th March 2017
11.00am The Signature Group stand event (Liverpool event)
12.30pm Liverpool Investment Lunch (Liverpool event) Aboard the ARUP yacht
Ged Fitzgerald and Cllr Phil Davies, Volker
2.45pm Sir Howard Bernstein – Liverpool / Manchester competition or complement? (Liverpool event)
5.00pm Liverpool stand drinks reception
5.30pm Sir Howard Drinks reception (Manchester event)
Friday 17th March 2017
10.40am Flight departs Nice arriving into LJLA 12.05pm
Delivery Team
· Liverpool at MIPIM is directed by a private sector steering group
· We have a retained event manager for Cannes who is used to secure venues in France and manage details of bookings with venues
· Marketing, finance, stand design and management is delivered by Marketing Liverpool
· An independent project manager is retained to direct the overall approach, secure the private sponsors, liaise with leadership and support the steering group
The gap is the management of the detail of the events, the registration of all delegates, response to enquiries, management of team logistics and all other elements that are part of the full event process for MIPIM.
4. Specific Service Requirements
The Liverpool delegation needs a team to work alongside it to deliver the detail of the programme and manage the administration around it. This will include:
· Liaising with the Cannes event manager on all details of venues and menus
· Managing all logistics including liaison regarding coach transfers, flights, and other partner queries
· Delivering all event logistics for the high profile MIPIM events hosted by Liverpool including a Waterfront event, Monday night informal dinner, Tuesday night formal dinner and others (TBC) including invitations, speaker briefings, RSVP’s and table plans (this entails liaising with the event manager in Cannes / managing guest lists / ensuring the smooth running of the event with the suppliers appointed by the Cannes team / working with the project manager to facilitate details)
· Support and manage the events that take place on stand including facilitation of presentations, management of the schedule and marketing tactics
· Ensure all signed up delegates have registered passes working closely with Reed MIDEM
· Work with the team to manage the partner events that take place in advance of MIPIM. These are usually hosted in a partner venue and breakfast is served
Liverpool Vision require the successful Service Provider to have:
· Evidence of skills in delivering international events and ideally past experience of MIPIM Cannes
· Evidence of excellent project management and event delivery for multiple private sector and public sector clients
· Evidence of skills in liaising with chief executive and senior management representatives
· Ability to meet tight deadlines and targets
· Evidence of ability to deliver multiple event logistics across a 5-day period
5. Timescales for the Event
Due to the nature of the project Liverpool Vision require the prospective selected team to work closely alongside them from initiation to delivery. Key dates as follows (these are indicative and subject to change);
· August - tender process (see section 8 for detailed timings)
· Upon contract award - initial briefing on the project and outline of roles and responsibilities
· September - start work on MIPIM with the team
· October to March - planning, management and delivery
· Sunday 11th – Friday 18th March 2018 event team needed in Cannes
6. Tender Response
Tenderers shall provide a detailed proposal that includes a high level Management Summary and outlines: -
a) 15% The approach to working on this programme and methodology to support
b) 10% Outline of the challenges faced when working on international events
c) 25% Case studies of three international events that are relevant
d) 15% Case studies showing excellent project management and event delivery for multiple private sector and public sector clients with references provided
e) 15% Team delivering on behalf of MIPIM
f) 20% Value for Money (note: a budget in the region of £12,500 + VAT has been allocated. LV need to demonstrate best value for money).
· Plus, completion and return of Appendix 1.
7. Evaluation
Responses will be evaluated against the response requirements set out in Section 6, on the basis of the following award criteria, weighted as indicated:
Responses, other than Cost, will be scored as follows. Intermediate scoring, for example 3.7, is permissible: -
0 / Poor / No response or partial response and poor evidence provided in support of it. Does not give confidence in the ability of the Tenderer to deliver the services.1 / Weak / Response is supported by a weak standard of evidence in several areas giving rise to concern about the ability of the Tenderer to deliver the services.
2 / Satisfactory / Response is supported by a satisfactory standard of evidence in most areas but a few areas lacking detail/evidence giving rise to some concerns about the ability of the Tenderer to deliver the services.
3 / Good / Response is comprehensive and supported by good standard of evidence. Gives confidence in the ability of the Tenderer to deliver the services. Meets the requirements.
4 / Very good / Response is comprehensive and supported by a high standard of evidence. Gives a high level of confidence in the ability of the Tenderer to deliver the services. May exceed the requirements in some respects.
5 / Excellent / Response is very comprehensive and supported by a very high standard of evidence. Gives a very high level of confidence the ability of the Tenderer to deliver the services. May exceed the requirements in most respects.
An example of scoring using the method above: a supplier is rated at 3.7 out of a possible 5. The weighting for that particular criteria is 45%.
To calculate their actual score: - (3.7 / 5.0) x 45 =33% (out of a possible 45%).
VFM will be evaluated using the following method:
20% will be awarded to the lowest cost bid and the remaining Tenderers will be allocated scores based on their deviation from this figure.
For example, if the lowest price is £11,000 and another bidder’s cost is £14,000, then the lowest priced Tenderer gets 20% (full marks) for cost and the other Tenderer gets 15.7% and so on (£11,000 / £14,000 x 20 = 15.7%).
8. Timescales for the Tender
Activity / DatePublication of ITQ / 16th August 2017
Opportunity to raise items for clarification ends / 23rd August 2017 by 1:00pm
LV response to clarification requests / 24th August 2017
Return of completed ITQ response to LV / 30th August 2017 by 2:00pm
Presentation / Interview with shortlisted tenderers (If required) / 5th September 2017
Contract Award Notice (subject to contract and due diligence) / w/e 8th September 2017
Service Commencement / 18th September 2017
* There is an opportunity to ask Liverpool Vision for further information to assist you in the preparation of your responses during the Items for Clarification period. If you have an Item for Clarification please e-mail Zac Roberts () during this period.
Two written copies of your response should be submitted in a sealed envelope, stating “ITQ Response for MIPIM Cannes 2018 – Event Delivery Services” and marked for the attention of: Zac Roberts, Procurement Assistant, Liverpool Vision, 10th Floor, The Capital, 39 Old Hall Street, Liverpool, L3 9PP, this should include a soft copy, stored on an electronic memory device (USB Stick or CD).
If delivering by hand, please be advised that because of a barrier system in a shared building, you will need to ask reception in the Capital Building to phone Liverpool Vision (0151) 600 2900 to advise that your submission has arrived for collection.
External envelopes must not indicate the identity of your organisation.
9. The Award
Notwithstanding the Important Notice below, any contract awarded subsequent to this ITQ will be subject to the enclosed terms and conditions.