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
www.health.org.uk
CONTENTS
1.0
What we are seeking
3
2.0
About the Health Foundation
3
3.0
Legal Status of the Foundation
3
4.0
Background
3
5.0
Scope of the work
5
6.0
Deliverables
6
7.0
Budget
6
8.0
Assessment and selection criteria
7
9.0
Timetable
7
10.0 Instructions on the tender/selection process
7
11.0 Contract arrangements
8
12.0 Acceptance of tender and further information
8
1.0
What we are seeking
1.1 The Health Foundation is seeking a supplier to design and construct a new bespoke
corporate exhibition stand and provide ongoing storage and event logistics (design,
project management, installation, dismantling and removal services), as outlined in
section 5.0: Scope of the work.
1.2 The 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.
1.3 The 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.
2.0
About 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.
3.0
Legal Status of the Foundation
3.1 The Foundation is a UK registered Charity (No 286987) and a company limited by
guarantee (No. 1714937) registered in England and Wales.
4.0
Background
4.1 Each 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.
4.2 In 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.
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4.3 On 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.
4.4 As 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.
4.5 The key events we have identified for 2016 include: International Forum on Quality
and Safety, NHS Confederation and NHS Expo (see section 5.0).
4.6 In 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
4.7 In 2016, the Health Foundation is embarking on a project with the Empathy
Museum to create an immersive experience called A mile in my shoes.
4.8 Our 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.
4.9 We 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
4.10 In 2014/15 we also embarked on an initiative, co-funded by NHS England, called Q.
4.11 Q 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.
4.12 Q 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.
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5.0
Scope of the work
5.1 The Health Foundation corporate stand
5.1.1 The 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.


5.1.2 Considerations:

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.
5.1.3 Confirmed 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
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5.2 A mile in my shoes
5.2.1 The 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.


5.2.2 Confirmed 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
5.3 Q
5.3.1 The 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.
6.0
Deliverables
6.1 Responses to this tender should present a detailed description of how each of the
services outlined in section 5.0 would be delivered.
6.2 Anticipated 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.
7.0
Budget
7.1 There is no agreed budget for this work.
7.2 The 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.
7.3 The 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
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their proposed budget and activities provide the Health Foundation with value for
money.
8.0
Assessment and selection criteria
8.1 Tender 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.
8.2 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.
9.0
Timetable
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.
10.0 Instructions on the tender/selection process
10.1 It is anticipated that this tender will follow the timetable outlined in section 9.0.
10.2 All tender responses submitted will be reviewed by a panel of Health Foundation
staff and marked against the criteria outlined in section 8.0.
10.3 Following this assessment, a shortlist will be drawn up and all tender responders
will be notified of the outcome as soon as possible.
10.4 Shortlisted suppliers will be expected to attend an interview and make a
presentation at the Health Foundation offices in London.
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10.5 Following interviews and presentations, the Health Foundation will select a
preferred supplier.
10.6 Once 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.
10.7 The Health Foundation will undertake due diligence of the chosen supplier before
the contract is signed.
10.8 It is anticipated that the contract will run for three years in the first instance.
11.0 Contract arrangements
11.1 The Foundation standard contract for delivery of services is attached. In some
circumstances the Foundation may be prepared to accept the provider’s own
contract.
11.2 The Health Foundation will retain ownership of all materials being stored.
12.0 Acceptance of tender and further information
12.1 Please confirm whether you plan to respond to this tender by emailing
Jenny.Quinn@health.org.uk by 5 pm on Wednesday 27 January 2015.
12.2 Please 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, Catherine.riedel@health.org.uk.
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