Invitation to Tender for the Provision of Signage
Document 2 – Scope of Services
1. Introduction
1.1. ACC Liverpool’s requirements are driven by our clients and their events. The
Contractor shall provide a professionally managed, high quality signage service,
capable of covering all signage and graphic production requirements to meet the
needs of ACC Liverpool and our clients.
The Contractor must be a true partner and work closely with ACC Liverpool
promoting continuous improvement and helping ACC Liverpool to enhance our brand
and service quality through the provision of high quality, timely and innovative
signage services.
1.2. The products and services that may be supplied under this Contract are detailed
in Section 3 below.
1.3. The prices for the products and services are detailed in Appendix 2 – Pricing
Document. The prices shown are fixed as a maximum for the period of this Contract.
1.4. Prices are exclusive of VAT.
1.5. From time to time, ACC Liverpool may also require additional items not listed
but requested by our clients. ACC Liverpool may request a quotation from the
Contractor. For the avoidance of doubt, in the preparation of any quotation for
additional items, the Contractor must apply a similar pricing structure and/or
calculation to that agreed within Appendix 2 – Pricing Document.
1.5. Proposals to vary the prices on renewal or extension of this Contract must be
made by the Contractor to ACC Liverpool in writing, three months before the expiry
date of this Contract.
1.6. Additional items or deletions may be proposed at any time by ACC Liverpool or
the Contractor and incorporated into Section 3 by mutual agreement in writing.
1.7. In addition to the provisions of Clause 5 of the General Conditions of Contract
ACC Liverpool may terminate this Contract at any time by giving three months’
notice to the Contractor.
2. General Requirements
The requirements of the Contractor are set out in Document 3 - Form of Agreement.
Without limiting the obligations detailed within the Form of Agreement, the
Contractors will be required, amongst other services, to provide the following:-
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2.1. Point of contact
The Contractor should nominate a Client Account Manager to liaise with ACC
Liverpool, ensuring alternate provision for cover is available, e.g. during annual leave,
sickness, etc. The Contractor’s Client Account Manager may be required to attend
regular meeting with ACC Liverpool to report on and discuss performance, plan up
and coming projects and discuss options for improving service provision.
2.2. Response times
Due to the nature of the event industry, a swift and very responsive service will be
required from the Contractor. The Contractor will be expected to respond in writing
to enquiries from ACC Liverpool within 24 hours as standard, providing formal
quotations where required.
From time to time, a faster response may be required. This may include the
Contractor’s attendance on site at very short notice. ACC Liverpool will advise the
required response time at the time of the enquiry.
ACC Liverpool will endeavour to provide appropriate notice and clear direction to the
Contractor of our signage requirements; however, there may be instances where the
Contractor will have very short notice and a less than definitive brief. On these
occasions ACC Liverpool will expect the Contractor to show initiative in developing
proposals from the basic briefing information provided and produce signage in a very
short time frame.
Products and services should be delivered, installed, removed and collected, as
appropriate, as per the agreed times for each project.
2.3. Out of hours contact
The Contractor should provide a contact telephone number for out of hours or
emergency support.
2.4. Health and Safety
The Contractor should, when requested, provide a copy of all their safe working
method statements and risk assessments.
3. Products and Services
3.1. The Contract is intended to provide event, temporary and ancillary signage
including, but not limited to, flags, banners, event advertising signage and temporary
directional and informational signage.
3.2. The Contractor’s remit will include the following:
supply, delivery, installation and removal of flags
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
supply, delivery, installation and removal of temporary banners and other
event advertising signage

supply, delivery, installation and removal of temporary directional and
informational signage

supply, delivery, installation and removal of any other signage or graphics if
requested by ACC Liverpool

graphic design and artwork production services if requested by ACC
Liverpool and

maintenance of permanent signage if requested by ACC Liverpool.
3.3. Service delivery will include all internal and external areas of the Echo Arena, BT
Convention Centre and Exhibition Centre Liverpool.
3.4. ACC Liverpool will inspect the work of the Contractor on a regular basis without
prior notice and will undertake regular performance reviews. For signage that
requires fixing to the building fabric or structure, it is mandatory that the Contractor
provides details of the proposed fixings and their location to ACC Liverpool for
approval prior to manufacture or installation. Failure to do so may result in the
Contractor being responsible for making good any damage caused to the building
fabric or structure.
3.5. Event Signage Requirements
The majority of signage and associated services required will be in relation to
temporary signage for specific events taking place in the Echo Arena, BT Convention
Centre and Exhibition Centre Liverpool and in the external area surrounding the
venues which is owned by ACC Liverpool.
These signs may include the following (this list is not exhaustive):
event specific external flags and banners

exhibitor specific signage requirements

furniture branding panels

glass, wall and floor transfers

holders and inserts

large scale hanging banners

large scale wall mounted banners

signage strips affixed to stair risers or similar and
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
temporary directional signage, both freestanding and wall mounted, including
holders and fixings.
Most event signage will require the Contractor to undertake at least some degree of
setting out of artwork. The Contractor may also be required to produce the artwork.
The Contractor would be expected to produce the artwork, typeset, graphics proof
and produce, deliver, install, remove and dispose of the signage in line with ACC
Liverpool’s CSR Policy.
ACC Liverpool will make access equipment available to the Contractor for installing
signage that is at heights over 4m, including a qualified operator if required, subject
to availability and appropriate notice being provided by the Contractor. The
Contractor must ensure that all personnel installing signage have the appropriate
training, qualifications and experience and are operating in line with ACC Liverpool’s
MEWP Code of Practice.
3.6. Maintenance of Permanent Signage Requirements
ACC Liverpool may request the Contractor to undertake maintenance of the “Echo
Arena”, “BT Convention Centre”, “Exhibition Centre Liverpool” and any other
permanent signage as required.
The Contractor would be required to undertake six-monthly inspections of the two
“Echo Arena”, the two “BT Convention Centre” and the “Exhibition Centre
Liverpool” signs in October and April each year. The inspections should encompass
the following:
lighting checks including inspection of wiring, connection boxes and sign
connections to ensure no degradation to the LED circuitry

structural integrity checks including visual inspection of welds, swept rail
fixings and building cleats and tightening of fixing to an agreed torque level.

quotations for any remedial works to the support structure and lighting which
may include the replacement of LEDs including resealing with an epoxy resin
sealant
In order to access the signs, ACC Liverpool will loan the Contractor access
equipment free of charge, however the Contractor is responsible for operating the
access equipment in line with ACC Liverpool’s MEWP Code of Practice.
Following completion of each inspection, the Contractor should submit a report to
ACC Liverpool detailing any defects and any remedial action, including their
associated costs, which may be required.
The Contractor is also required to provide an emergency call out service with a two
hour response time if requested by ACC Liverpool.
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4. Contract Reviews and Performance Measurement
4.1. The Contractor’s Client Account Manager will be expected to attend regular
meetings with ACC Liverpool to report on service performance, discuss and plan
upcoming work and consider options for improving provision of the service.
4.2. The Contractor may be required to provide management reports detailing
incidents and any other issues to be brought to ACC Liverpool’s attention. These
reports shall be in a format agreed with ACC Liverpool.
4.3. The Contractor and ACC Liverpool will review the format of the meeting agenda
and management reports periodically to ensure they remain relevant to the
requirements of the Contract.
4.4. The Contractor’s performance will be measured on the basis of timely and
accurate delivery of services, added value and team working ability. Key
Performance Indicators (KPIs) are detailed below.
KPI 1
Definition
Calculation
Frequency
Data Source
Presentation
KPI 2
Definition
Calculation
Frequency
Data Source
Presentation
KPI 3
Definition
Calculation
Frequency
Data Source
Presentation
KPI 4
Definition
Calculation
Response Times - Enquiries
The Contractor should ensure responses are provided to all email
enquiries within 24 hours of receipt of the enquiry
% of responses not provided within the specified deadline
Employer’s immediate acknowledgement and % reviewed at
contract review meetings
Employer’s and Contractor’s feedback
Contract review meetings
Response Times – Quotations
The Contractor should ensure the provision of accurate quotations
within 24 hours of a quotation request, or earlier if requested by
the Employer
% of responses not provided within the specified deadline
Employer’s immediate acknowledgement and % reviewed at
contract review meetings
Employer’s and Contractor’s feedback
Contract review meetings
Response Times – Deliveries, Installations and Removals
The Contractor is responsible for ensuring products and services
are delivered (and installed and removed if requested) within the
specified times
% of products and services not delivered within the deadlines
Employer’s immediate acknowledgement and % reviewed at
contract review meetings
Employer’s and Contractor’s feedback
Contract review meetings
Quality and Accuracy of Product and Service Delivery
The Contractor is responsible for the delivery of an accurate, high
quality product and service
% of poor quality inaccurate products and services identified
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Frequency
Employer’s immediate acknowledgement and % reviewed at
contract review meetings
Employer’s feedback
Contract review meetings
Health, Safety & Environmental
The Contractor is responsible for compliance with the General
Conditions of Contract relating to observance of all health, safety
and environmental precautions necessary whilst on site
% of non-compliances identified
Employer’s immediate acknowledgement and % reviewed at
contract review meetings
Employer’s feedback
Contract review meetings
Data Source
Presentation
KPI 5
Definition
Calculation
Frequency
Data Source
Presentation
The KPIs shall be scored and weighted as detailed below. The resulting score shall
be shown as a percentage of the maximum points available.
A score of
Coded
Monthly Deduction
95% or above
Green
No action
90% to 95% for 1 month
Amber
Request to return to 95% compliance
within 1 month
90% to 95% for
consecutive months
2 Amber
Warning issued and request to return to
95% or above within 1 month.
90% to 95% for
consecutive months
3 Amber
Improvement process agreed and rolled
out. If no improvement within 1 month,
the Employer reserves the right at its
sole discretion, to terminate on grounds
of breach of Agreement
Less than
month
for
1 Red
Request to return to
compliance in 1 month
Less than 90% for
consecutive months
2 Red
The Employer reserves the right at its
sole discretion, to terminate on grounds
of breach of Agreement.
90%
above
90%
ACC Liverpool reserves the right to vary these performance assessments in writing
by giving reasonable notice to the Contractor.
If these standards are not maintained to ACC Liverpool’s satisfaction, ACC Liverpool
reserves the right, at its sole discretion, to terminate on grounds of breach of
Contract.
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5. Administrative Procedures
5.1. Communications
Communications relating to the overall strategic delivery of the Contract shall be
directed between the Contractor’s Client Account Manager and ACC Liverpool’s
Contract Manager.
Communications relating to the operational delivery of signage requirements for
individual events and projects will involve a number of contacts across ACC
Liverpool. The relevant contact for each individual event and project will be provided.
ACC Liverpool’s Contract Manager
Julia Shelley – Event Manager who shall be the dedicated point of contact for the
Contractor in respect of any goods/services provided under the terms of this
Contract.
Contact details:Name:
Address:
Julia Shelley – Event Manager
The ACC Liverpool Group
Kings Dock
Liverpool Waterfront
Liverpool L3 4FP.
Telephone No:
Mobile No:
Email:
0151 707 4624
07876 844165
julia.shelley@accliverpool.com
Or in the absence of the above to:
Name:
Address:
Ashleigh Parry – Event Administrator
The ACC Liverpool Group
Kings Dock
Liverpool Waterfront
Liverpool L3 4FP.
Telephone No:
Email:
0151 239 6058
ashleigh.parry@accliverpool.com
Contractor’s Client Account Manger
TO BE ADDED who shall be the dedicated point of contact for the Employer in
respect of any goods/services provided under the terms of this Contract.
Name:
Address:
Telephone No:
Fax No:
Email:
TO BE ADDED
TO BE ADDED
TO BE ADDED
TO BE ADDED
TO BE ADDED
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Or in the absence of the above to:
Contractor:
Name:
Address:
Telephone No:
Fax No:
Email:
TO BE ADDED
TO BE ADDED
TO BE ADDED
TO BE ADDED
TO BE ADDED
TO BE ADDED
In the event that Services are instructed by ACC Liverpool in accordance with Clause
8.2 of the General Conditions of Contract the following named persons are
authorised by the Contractor to accept such instructions:
Contractor Representative 1:
Name:
Address:
Telephone No:
Fax No:
Email:
TO BE ADDED
TO BE ADDED
TO BE ADDED
TO BE ADDED
TO BE ADDED
TO BE ADDED
Contractor Representative 2:
Name:
Address:
Telephone No:
Fax No:
Email:
TO BE ADDED
TO BE ADDED
TO BE ADDED
TO BE ADDED
TO BE ADDED
TO BE ADDED
Oral communication of instructions or information in connection with the Contract
shall be confirmed in writing using minutes of meetings or formal correspondence as
appropriate and until confirmed shall not be binding.
5.2. Purchase Order Procedure
5.2.1. ACC Liverpool will administer the supply of the products and services by
means of Purchase Orders. ACC Liverpool will issue each Purchase order with the
following information as a minimum:
scope of services

date for completion of the services

basis of reimbursement and

not to exceed value for the Purchase Order (where appropriate).
5.2.2. The Purchase Order Procedure will be as follows:
ACC Liverpool may request a quotation for signage from the Contractor

Subject to acceptance of the quotation, ACC Liverpool’s Procurement
Department will issue a Purchase Order by email to the Contractor.
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
Following delivery of the signage requirements detailed in the Purchase
Order, the Contractor will subsequently issue an invoice quoting the
Purchase Order Number.

ACC Liverpool’s Finance Department will pay the invoice within 30 days of
the invoice date. Invoices should be submitted on an event by event basis.
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