Request for Proposals (RfP) Exhibition Services...(c) the overall look and feel and the structures used in the Exhibition Hall have to be consistent, appealing and in line with the

Request for Proposals (RfP) Exhibition Services

IUCN Union Development Group/Congress Unit Issue Date: 31 October 2018 Closing Date and Time: 23 November 2018, 15:00 Swiss time IUCN Contact : Lamine Elodie Congress Officer IUCN Office Tel: +41 22 999 0368 [email protected]

PART 1 – INSTRUCTIONS TO PROPOSERS AND PROPOSAL CONDITIONS

1.1. About IUCN IUCN is a membership Union composed of both government and civil society and indigenous peoples’ organisations. It harnesses the experience, resources and reach of its more than 1,300 Member organisations and the input of more than 10,000 experts. IUCN is the global authority on the status of the natural world and the measures needed to safeguard it.

IUCN’s official languages and the official languages of the Congress are English, French and Spanish (“Official languages”).

www.iucn.org

1.2. About the World Conservation Congress The World Conservation Congress is the IUCN’s highest profile event. Held once every four years, the Congress brings together leaders and decision-makers from government, civil society, indigenous peoples, business, and academia, with the goal of conserving the environment and harnessing the solutions nature offers to global challenges. Some 10.000 decision makers from across the globe representing 180 countries including country ministers, industry CEOs and international thought-leaders will participate in over a thousand interactive discussion panels, workshops and high level dialogues to discuss and address compelling issues. The 2016 Congress in Hawai’i generated 21.000 news articles in multiple languages and reached tens of millions of people through social media

France, will host the next Congress in the city of Marseille from 11 to 19 June 2020 at the Parc Chanot.

The event has three main components – the Forum, the Members’ Assembly and the Exhibition and lasts 9 days in total. After the opening ceremony and a welcome reception on day one, the Forum starts on day two of the Congress and the Assembly starts on day six. The Forum spans four days, and is open to the general public upon registration, the Assembly also lasts four days and is attended mostly by IUCN Members and observers.

The Exhibition, scheduled to be open the whole 9 days, will welcome both registered and non-registered participants.

It will provide a designated platform and dynamic, informal and interactive environment for IUCN and its Members, Commission members, delegates, business and framework partners, conservation/industry experts and academia to showcase cutting-edge innovations, products, projects and services that have made remarkable differences to tackle the compelling sustainability issues people and planet are facing nowadays.

http://www.iucn.org/

Exhibition Services

IUCN: Request for Proposals Page 2 of 32

Building upon the learnings from the past, IUCN wants to turn the Exhibition into a powerful marketing tool to increase sponsorship income while at the same time offering brand visibility and recognition to sponsors and above all providing an informative and engaging experience to all participants.

1.3. Summary of the Requirement IUCN invites you to submit a Proposal for the delivery of the services in the following two (2) lots:

• Lot 1: Professional Exhibition Organiser also responsible for marketing and selling exhibition space

• Lot 2: Exhibition Design Services

Further details of the Requirement for each lot are described in Part 2 of this RfP. The proposer is invited to bid on one or both lots.

Proposers are advised that with the aim of reducing costs, IUCN is actively looking for in kind donations for items such as furniture or decorations. For this reason, IUCN reserves the right to exclude the above features from the scope of this RfP at a later stage.

1.4. The procurement process

The following key dates apply to this RfP:

RfP Issue Date 31 October 2018

RfP Closing Date and Time 23 November 2018, 15:00 (Swiss time)

Estimated Contract Award Date 10 December 2018

1.5. Conditions IUCN is not bound in any way to enter into any contractual or other arrangement with any Proposer as a result of issuing this RfP. IUCN is under no obligation to accept the lowest priced Proposal or any Proposal. IUCN reserves the right to terminate the procurement process at any time prior to contract award. By participating in this RfP, Proposers accept the conditions set out in this RfP.

Proposers must sign the “Proposer’s Declaration” and include it in their Proposal.

1.6. Queries and questions during the RfP period IUCN highly recommends that Proposers register their interest in this RfP by emailing the IUCN Contact stating that you are considering submitting a Proposal. This is not mandatory but it will help ensure that you receive any further information or clarifications on this RfP.

Proposers are to direct any queries and questions regarding the RfP to the above IUCN Contact. No other IUCN personnel are to be contacted in relation to this RfP.

Proposers may submit their queries no later than 19 November 2018, 10:00 (Swiss time).

As far as possible, IUCN will issue the responses to any questions, suitably anonymised, to all Proposers. If you consider the content of you question confidential, you must state this at the time the question is posed.

1.7. Amendments to RfP documents IUCN may amend the RfP documents by issuing notices to that effect to all Proposers and may extend the RfP closing date and time if deemed appropriate.

1.8. Proposal lodgement methods and requirements Proposers must submit their Proposal to IUCN no later than 15:00 Swiss time on 23 November 2018 by email to: [email protected]. The subject heading of the email shall be [RfP – Exhibition services – Lot 1 OR Lot

mailto:[email protected]?subject=RfP%20%E2%80%93%20Exhibit%20contractor%20and%20Exhibition%20sales%20-%20

Exhibition Services


2 - [Proposer Name]]. Electronic copies are to be submitted in PDF format. Proposers may submit multiple emails (suitably annotated – e.g. Email 1 of 3) if attached files are deemed too large to suit a single email transmission. A Proposer may also submit the proposal by link to a web-based file storage system. The Proposer must send the link via email following the above format before the closing date of the RfP.

IMPORTANT:

Proposers need to submit a separate Proposal for each Lot for which they wish to bid. Each Proposal shall comprise two parts, namely the Technical Proposal and the Financial Proposal. These two parts shall be submitted simultaneously in two separate PDF documents. One document shall contain only information relating to the Technical Proposal for the specific Lot and the other, only information relating to the Financial Proposal of the Specific Lot. A Proposer wishing to bid for both Lots will therefore need to submit two emails with two documents each. Should a Proposer wish to offer a discount in case of being selected as Contractor for both lots, such discount shall be stated in the Financial Proposal of Lot 2.

Submitted documents must be password-protected so that they cannot be opened and read before the submission deadline. Please use the same password for all submitted documents. After the deadline has passed and no later than 15:00 Swiss time on 23 November, please send the relevant password to the same email address as used for submitting your Proposal. This will ensure a secure bid submission and opening process. Please DO NOT email the password before the deadline for Proposal submission.

Proposals must be prepared in English and in the format stated in Part 3 of this RfP.

1.9. Late and Incomplete Proposals Any Proposal received by IUCN later than the stipulated RfP closing date and time, and any Proposal that is incomplete, will not be considered. There will be no allowance made by IUCN for any delays in transmission of the Proposal from Proposer to IUCN.

1.10. Withdrawals and Changes to the Proposal Proposals may be withdrawn or changed at any time prior to the RfP closing date and time by written notice to the IUCN contact. No changes or withdrawals will be accepted after the RfP closing date and time.

1.11. Validity of Proposals Proposals submitted in response to this RfP are to remain valid for a period of 90 calendar days from the RfP closing date.

1.12. Evaluation of Proposals The evaluation of Proposals shall be carried out exclusively with regards to the evaluation criteria and their relative weights specified in part 3 of this RfP.

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PART 2 – THE REQUIREMENT

IUCN seeks a contractor(s) to provide two (2) different services for the Exhibition of the World Conservation Congress 2020 as per the two different Lots:

• Lot 1: Professional Exhibition Organiser also responsible for marketing and selling exhibition space

• Lot 2: Exhibition Design Services

The Contractor will be required to work according to the detailed Terms of Reference contained in the following sections.

2.1. Source of material for preparing bids The proposer can find more background information in the following annexes:

Annex I – Overall venue usage and Exhibition hall specification

Annex II – Exhibition hall Technical documentation (separate pdf)

Annex III - Technical Design Brief of the Exhibition

Annex IV - Previous Congresses large stands design

2.2. Context

2.2.1. Purpose of the Exhibition Hall

IUCN aims at using the Exhibition as a powerful marketing tool to increase sponsorship income while at the same time offering brand visibility and recognition to sponsors and above all providing an informative and engaging experience to all participants. In addition, the Exhibition IUCN aims at promoting, forging and launching commitments by a variety of partners.

2.2.2. Draft Exhibition Concept

The selected “Exhibitor Contractor Company” will be required to assist IUCN in developing a new Exhibition Concept for the 2020 World Conservation Congress. The objective is to have an integrated expositive landscape aimed at providing a positive visitor experience by creating a bridge between the themes of the Congress (to be provided at a later stage), the 2021-2024 IUCN Programme and the nature of the exhibition space.

The exhibition shall at first allow IUCN Member organisations and National and Regional Committees to showcase their successes and commitments and therefore priority booking of small scale exhibits will be enabled for them until a pre-defined cut-off date. Exhibit prices for Members will be significantly lower than prices for non-Members.

IUCN also expects to attract, in particular for the large and medium stands, exhibitors of different profiles belonging to the private sectors (i.e. industry, banking, etc.) to the public sector (i.e. Governments, Ministries, etc.) as well as Academia and NGOs.

KEY EXPECTATIONS

a. Showcase and highlight IUCN’s programmatic work, success stories, ability to deliver as a credible and trustworthy Organisation;

b. Raise IUCN profile and visibility;

c. Contribute to increase Media coverage;

d. Strengthen IUCN network and attract new partners/donors and supporters.

Below the key elements IUCN envisages to embed in the Exhibition Hall in Marseille:

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THE SPACE

(b) conceived to offer visitors a full immersion in the Congress themes while allowing a fluid flow between the exhibit spaces both inside and outside the Villages. Visitors will be guided on a discovery of the exhibition content also through the use of technology and thereby provided with a multi-faceted experience;

(c) the overall look and feel and the structures used in the Exhibition Hall have to be consistent, appealing and in line with the highest sustainable standards for construction materials;

(d) the design will be inspired by some of the inimitable traits of France and/or the city of Marseille. IUCN brand identity and the Congress Logo signage will be consistently incorporated to give visitors a memorable impression

(e) special attention must be given to the overall audio experience (both at stand level and on the stages positioned along the villages) to minimise noise impact and to ensure the best user experience

(f) the Exhibition hall has to include restauration areas, coffee stations, information desks, the IUCN library (150m2), as well as a room hosting the Community dialogues of the UNDP Equator initiative (350m2) and a large exhibit for the Host Country (ca. 270m2);

(g) space and fixtures will be organized in a way which will ensure premium brand visibility for IUCN, the Host Country, key partners and sponsors.;

(h) be divided into “Thematic Villages”, closely aligned in number and substance with the emerging IUCN 2021-2024 Programme (tentatively, one Village per Global Priority Action of the 2021-2024 Programme) and feature/promote cross-cutting issues that will be relevant for all themes.

(i) each Village has to include: (i) stands of different sizes dislocated in a harmonious manner; (ii) a central stage to host social and high profile events; (iii) relaxation areas and/or internet corners/networking area;

At this stage, it is not yet defined how the objectives and IUCN presence will be achieved. Two options are envisaged: a central large-scale IUCN pavilion or an IUCN presence in the centre of each thematic village.

2.3. LOT 1 REQUIREMENTS - Professional Exhibition Organiser also responsible for marketing and selling exhibition space

The selected Contractor will have to provide the following services (the list of tasks indicated below is not necessarily exhaustive):

• Sales and Marketing

• Financial and Managerial Administration

• Management and Coordination of the overall logistics related to the Exhibition Hall

• Develop a trilingual on-line exhibit booking/ordering system to be launched nine (9) months ahead of the Congress

2.3.1. Sales and Marketing Services

Provide exhibit sales and marketing expertise and services including but not limited to:

• Propose a pricing strategy for different booths and locations within the Exhibition hall taking into account actual production costs to be provided by the Contractor of Lot 2 (Exhibition Design Services) as well as benchmarking with the market price in France and the pricing for events similar to the IUCN 2020 WCC. Please note that IUCN Members organization will be granted a lower average price for the space they will purchase/acquire.

https://www.equatorinitiative.org/equator-live/community_dialogues/

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• Prepare selling propositions for prospect clients including mock-ups and visual examples to be provided by the Contractor of Lot 2 (Exhibition Design Services);

• Identify and solicit in coordination with IUCN, local, national and international potential exhibitors; • Develop, in coordination with to the Contractor of Lot 2 (Exhibition Design Services), an exhibit floorplan

to drive traffic smoothly through the entire Exhibition hall and propose creative solutions for how to physically and visually present the thematic villages and crosscutting issues.

• Monitor progress of exhibit sales and adjust sales strategy as needed in coordination with IUCN. • In full coordination with IUCN, guide exhibitors in the selection process of spaces in consideration of

their fit with thematic village and ensuring a diverse composition of the thematic villages to maximize attractiveness for visitors

• According to exhibit sales progress propose, in coordination with Contractor of Lot 2 (Exhibition Design Services), adjustments to the floorplan and/or relocation of exhibitors as necessary;

• Develop the Exhibitor Tool-Kit in a design led, professionalised and appealing manner after having coordinated inputs from the Contractor of Lot 2 (Exhibition Design Services) and any other third party suppliers. The Tool-Kit should include stands package, design services for customized structures, fixtures and furniture, furniture rental catalogue, signage lighting, electricity, plants, hosts services including pricing for services delivery, etc.;

Please note that the Tool-Kit has to be available at least 9 months before the congress and will include the following elements: technical specifications for furniture and relative prices, signage and decoration, plants, electricity and cabling, booths lighting, as well as structures, fixtures and furniture provided by the Contractor under Lot 2 and AV and IT equipment which will be provided by the official AV and IT supplier for the Congress (to be contracted by the Host Country France). Please also note that any AV and IT equipment will be directly ordered by the exhibitors through a central online system, which will be managed by the PCO, which will also be contracted by the Host Country.

The Exhibitor Tool-Kit needs to be in line with the sustainability objectives for the Congress and be validated by IUCN.

2.3.2. Financial and Managerial Administration Services Provide financial and managerial administration services including but not limited to:

• Produce guidelines/contract templates for solicitation and sale of spaces (for all exhibit type) in coordination with IUCN;

• Receive and manage bookings / orders through the online exhibit system (see below for specifications) starting at the latest nine (9) months before the Congress (the booking form for an exhibit space and / or the orders forms for the Exhibit Tool-Kit can be done online via the system or in another format (i.e. PDF, via email);

• Manage communication with Exhibitors in the three (3) Official Languages (French, English and Spanish) as necessary within 2 working days after reception of a request / order. Communication with other contractors and third parties will be mainly in French and English;

• Manage the invoicing system in compliance with the French Tax regulation including ensure taxes are properly declared and transferred to French authorities as necessary by acting as IUCN’s official tax agent for exhibits including for large and medium-size exhibits which might be sold directly by IUCN;

• Provide financial reports to IUCN on a regular basis and ensure fast regular transfer of exhibit fee income to IUCN while guaranteeing that IUCN funds are managed separately from any other funds handled;

• Invoice reconciliation and payment to the Contractor of Lot 2 (Exhibition Design Services) and any other third party suppliers as necessary or ensure that Contractor of Lot 2 and other third parties manage invoicing and receipt of payments/reimbursements directly with each concerned Exhibitor;

• Ensure that all third-party suppliers and Exhibitors have the insurance they are contractually obliged to have and are briefed about safety measures including legal liability required in France;

• Handle cancellations and follow up in case of non and/or incorrect payments; • Handle final payments / reimbursements and final financial reconciliation and report; • Produce a comprehensive post event report including KPIs, statistics lessons learned;

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2.3.3. Manage the overall logistics at the Exhibition Hall

• Coordinate exhibitors shipping services and manage freight sent through an advance warehouse or freight docks and liaise with the shipping company as necessary;

• Coordinate exhibitor shipping delivery and pick up services on/off stands as well as onsite storage spaces and transfers;

• Get approval of all floor plans from the venue's security team and local authorities; • Comply and ensure compliance of all providers working on-site with the overall safety and security

regulations; • Coordinate the welcome of all exhibitors and provide and onsite training about Sustainable Congress

Policy (available at a later stage) and other subjects related to the event; • Provide on-site customer service to exhibitors throughout the whole duration of the event and proactively

solve issues and problems arising related to the exhibits including shipping phase as well as setup and dismantling days;

• Identify and secure organisations who might be interested in receiving exhibit stands fixtures and furniture as in kind donation after the event and coordinate donation logistical arrangements with the Contractor of Lot 2 (Exhibition Design Services) including dismantling, shipping and setup at new location;

• Ensure repatriation of all data related to exhibition from the online booking system into IUCN’s IT systems;

2.3.4. Develop a trilingual online exhibit booking/order system to be launched nine (9) months before the Congress

The trilingual (French, English and Spanish) online system should have the following functionalities (the list is not exhaustive):

• Receive Applications from exhibitors. IUCN reserves the right to approve ALL applications from prospect exhibitors. During the approval process, the Contractor will coordinate communications with applicants;

• Allow pre-selection of preferred thematic village and consequently of the preferred exhibit space on an interactive map and/or through a virtual exhibition tour. The latter shall be linked to the Congress website and specifically with the online Congress Programme, Mobile App, registration system (for exhibitor registration) and any Participant messaging system via API integrations, as applicable;

• Allow exhibitors to book additional services such as extra stage time in the thematic village, extra stage time in another thematic village, visual branding in another thematic village as well as equipment from the Exhibitor Tool-Kit;

• Include a payment module with a price grid established by IUCN allowing for payments via credit card (using a secure system) and bank transfer;

• Issue of standardized email messages for invitation letter, receipts, invoices, payment confirmations; • Issue customized reports for IUCN and ideally, allow for a live dashboard access to the system.

2.3.5. In general, the contractor will have to:

• Comply with all obligations of the French labour law and social security law for its own personnel working in France and handle all paper work with the French authorities with regards to prevention of illicit/undeclared work, handling of work permits for foreign employees, managing social security contributions, documentation and compensation of overtime, etc. as outlined in section

• Comply with the health and safety legislation • Ensure that any subcontractors comply with all obligations of the French labour law and social security

law for their own personnel working in France outlined in section 2.5; • Ensure that any subcontractors comply with the health and safety legislation.

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2.3.6. Optional services:

Provide the exhibit booths for the small (6m2) exhibits

Propose the services of a shipping company, including a presentation of the shipping company and prices.

2.4. LOT 2 REQUIREMENTS - Exhibition Design Services

The selected Contractor will have to perform the following tasks (list is not exhaustive)

• Develop the overall design concept and lay-out of the exhibition • Design and produce the exhibition structures, fixtures and furniture • Manage stand logistics before, during and after the event • Provide financial and managerial administration services

2.4.1. Develop the overall design concept and layout of the Exhibition

• Produce overall exhibition design concept ensuring a consistent look and feel throughout the hall based on section 2.2.2 Draft Exhibition Concept and Annex III - Technical Design Brief of the Exhibition provided by IUCN;

• Assist the Contractor of Lot 1 (Professional Exhibition Organiser), in developing an exhibit floorplan to drive traffic smoothly through the entire Exhibition hall and propose creative solutions for how to physically and visually present the thematic villages and cross-cutting issues;

2.4.2. Design and produce the Exhibition structures, fixtures and furniture

• Develop packages with different design options per type of stands (small, medium, large) and produce mock-ups (2D and 3D) for each package including final costs per square metre;

• Ensure design integrates any AV and IT needs as per instruction provided by Contractor for Lot 1 (Professional Exhibition Organiser);

• Provide design services for customized exhibit stands as per exhibitor requests (at exhibitor costs); • Provide input to the Contractor of Lot 1 (Professional Exhibition Organiser) for the development of the

“Exhibitor Tool-Kit” and provide services for customized fixtures and furniture in line with exhibit design concept.

• Produce and / or provide rental services for all structures, fixtures and furniture for the thematic villages, small, medium and large exhibits as well as any other specific order as required;

• Ensure that design and production are in line with the Congress Sustainability Policy (available at a later stage including but not limited to low CO2 emissions, reusability, recyclability, etc.) and complies with French regulations and best-practice for exhibit safety;

2.4.3. Manage stand logistics before, during and after the event

• Receive and manage production orders and ensure timely delivery; • Manage shipment of structures, fixtures and furniture to Parc Chanot in a timely manner in coordination

with the Contractor for Lot 1 (Professional Exhibition Organiser); • Manage the set-up, running and dismantling of all structures, fixtures and furniture including rigging

according to the schedule of the Contractor for Lot 1 (Professional Exhibition Organiser); • Get approval of all structures, fixtures and furniture from the venue's security team and local authorities

as necessary; • Provide on-site customer service to exhibitors throughout the whole duration of the event and proactively

solve issues and problems arising related to the exhibits structures, fixtures and furniture including during setup and dismantling days;

• Provide logistical arrangements for the donation process of structure, fixtures and furniture as per instructions of Contractor of Lot 1 (Professional Exhibition Organiser) including dismantling, shipping and setup at new location;

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2.4.4. Provide financial and managerial administration services including but not limited to:

• Manage communication as necessary with Exhibitors at least in French and English within the 2 working days after reception of a request / order;

• Handle order changes and cancellations and update invoicing as necessary; • Producing regular project updates and timely management reporting to the Contractor for Lot 1

(Professional Exhibition Organiser) and IUCN; • Invoice the Contractor for Lot 1 (Professional Exhibition Organiser) for any costs related to above tasks

and ensure invoicing activities are in compliance with the tax regulation in France if applicable; • Handle final invoicing / reimbursements and final financial reconciliation and report; • Ensure that insurance coverage is in line with the contractual obligation including legal liability required

in France; • Comply and ensure compliance of staff working on-site with the overall safety and security regulation; • Assist in identifying and secure organisations who might be interested in receiving exhibit stands fixtures

and furniture as in kid donation after the event; • An in depth report is required post congress based on IUCN specific request which will be provided later

in time

2.4.5. In general, the contractor will have to:

• Comply with all obligations of the French labour law and social security law for its own personnel working in France and handle all paper work with the French authorities with regards to prevention of illicit/undeclared work, handling of work permits for foreign employees, managing social security contributions, documentation and compensation of overtime, etc. as outlined in section

• Comply with the health and safety legislation • Ensure that any subcontractors comply with all obligations of the French labour law and social security

law for their own personnel working in France outlined in section 2.5; Ensure that any subcontractors comply with the health and safety legislation.

2.5. Documents to provide linked to the performance of this contract if selected

In line with the relevant articles of the French labour law and the French law on social security the Contractor will provide the following documentation if selected and upon signing the contract. Please note that these documents are without prejudice to those the Contractor must permanently hold as an employer under the labour law.

For Contractors established in France:

(a) Document relating to prevention of illicit/undeclared work

• Certificate issued by French URSSAF;

• K-bis (certificate of corporate registration) for professions requiring such registration;

• An identification card proving registration with the trade registry;

• An official document (offer, brochure, letter) showing the corporate registration number, name and address of the Contractor.

(b) Document regarding employment of foreign employees

• A list of all the employees for whom a work permit is required;

• The list must specify for each employee: the date of hiring, the nationality, and the number and type of work permit.

For Contractors established outside France:

(a) Document relating to prevention of illicit/undeclared work

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• A1 forms of each employee for Contractors based in EU/EEA/CH;

• SE Form or certificate issued by French URSSAF for Contractors established outside EU/EEA/CH;

• Certificate of registration (corporate register) in the country of establishment;

• As the case may be, documentation detailing its French VAT number. Otherwise, a document issue by the Tax administration of its country and mentioning its name and address.

(b) Regarding secondment of employees:

• Copy of declaration of secondment;

• Copy of the appointment letter of a representative in France.

• Furthermore, if the Contractor uses one or more subcontractors (or a temporary work agency established outside France), the Contractor shall provide IUCN with a copy of each secondment declaration filed by its subcontractors, before the beginning of the performance of the services by the subcontractor.

(c) Regarding employment of foreign employees

• A list of all the employees for whom a work permit is required

The list must specify for each employee: the date of hiring, the nationality, and the number and type of work permit.

PART 3 – THE EVALUATION MODEL The evaluation of proposals for each lot will be carried out exclusively with regards to the evaluation criteria and their relative weights specified in the tables below:

3.1 LOT 1 - Professional Exhibition Organiser also responsible for marketing and selling exhibition space

3.1.1. Technical evaluation

Evaluation criteria Maximum attainable points

1. Demonstrated ability to develop and implement sales and marketing strategies for similar size/profile exhibitions and proposed approach (including pricing model)*

25

2. Demonstrated ability to manage logistics and coordinate third parties in compliance with local labour and safety/security regulations with project of similar scope and size.

20

3. Proven ability to create user friendly and effective online booking/ordering systems including integration with other websites/platforms.

20

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4. Value for money of the Exhibitor Tool-kit sample (including but not limited to: look and feel, quality and appeal of products and services portrayed in the Tool Kit, price) **

15

5. Experience in and commitment to sustainability approaches in relation to similar size exhibitions. 10

6. Demonstrated ability to provide top level customer-service orientation and proactively identify solutions 10

7. Total Technical Score*** 100

Quality Threshold:

A minimum of 75 points needs to be obtained in the Technical Score in order to be considered further.

Score calculation method of the technical evaluation:

* Sales Strategy Score = Quality Score x 75% + Score based on commission x 25% (No commission fee will be paid for organisations coming from IUCN’s network or which were present at previous IUCN Congresses nor for acquisitions made by IUCN)

**Exhibitor Kit Score = Quality Score x 50% + Price Score x 50%

*** Normalised Total Technical Score (NTS1) = Total Technical Scores will be normalised by dividing each Bidder’s score by the highest Total Technical Score and multiplying by 100. For example, if the highest Total Technical Score achieved by any Bidder is 92, and Bidder A scores 87, then Bidder A’s Normalised Technical Score will be (87 / 92) x 100 = 94.57

3.1.2. Financial Evaluation Only Proposals that pass the Quality Threshold will be included in the Financial Evaluation. Total Cost of each Proposal will be calculated based on a full fixed and firm price for the following services.

• Financial and Managerial Administration • Management and coordination of the overall Logistics related to the Exhibition Hall • Trilingual on-line exhibit booking/ordering system

The cost for Sales and Marketing services shall be charged as a mark-up/commission fee directly to each exhibitor. The respective commission needs to be included in the Technical Proposal to be evaluated under evaluation criteria 1 and 4 of the Technical evaluation.

Normalised Financial Score (NFS1):

Total Costs will then be normalised by dividing the lowest Total Cost proposed by each Proposal’s Total Cost and multiplying by 100. For example, if the lowest Total Cost from any Proposal that passes the Quality Threshold is CHF 100,000 and Bidder A’s Total Cost is 115,000, then their Normalised Financial Score will be (100,000 / 115,000) x 100 = 86.96

3.1.3. Overall Score Calculation method of LOT 1 (OS1): Each Proposal’s Overall Score will be calculated as the weighted average between its Normalised Technical Score (60%) and its Normalised Financial Score (40%).

So, using the examples above, Bidder A’s Overall Score would be 94.57 x 60% + 86.96 x 40% = 91.53%

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3.1.4. Contract Award: The Contract for Lot 1 will be awarded to the Bidder with the highest Overall Score for Lot 1 subject to satisfactory reference checks.

3.2 LOT 2 - Exhibition Design Services

3.2.1 Technical Evaluation

Evaluation criteria Maximum attainable points

1. Proven creativity, uniqueness of ideas, materials and technologies proposed and quality of the package proposed for small, medium and large exhibit 35

2. Overall relevant experience in handling projects of similar scope and size and ability to coordinate services delivery with third party.

25

3. Sustainability fully embedded into the proposal including but not limited to: Materials- type/amount, shipping volume/origin, reusability/recyclability, etc. 20

4. Demonstrated ability to provide a top-level customer-service orientation and ability to proactively identify solutions. 20

5. Total Technical Score* 100

Quality Threshold:

A minimum of 75 points needs to be obtained in the Technical Score in order to be considered further.

Score calculation method of the technical evaluation:

*Normalised Total Technical Score (NTS2): Total Technical Scores will be normalised by dividing each Bidder’s score by the highest Total Technical Score and multiplying by 100. For example, if the highest Total Technical Score achieved by any Bidder is 92, and Bidder A scores 87, then Bidder A’s Normalised Technical Score will be (87 / 92) x 100 = 94.57

3.2.2 Financial evaluation Only Proposals that pass the Quality Threshold will be included in the Financial Evaluation.

The Total Cost of each Proposal will be calculated based on the following:

• a full fixed and firm price, including any applicable discounts, per square meter for the small scale exhibit (design, production, set-up and dismantling) of 6m2

• a full fixed and firm price, including any applicable discounts, per square meter for the medium scale exhibit (design, production, set-up and dismantling) of 55-80m2

• a full fixed and firm price, including any applicable discounts, per square meter for the large scale exhibit (design, production, set-up and dismantling) of 150-200m2

For the purposes of evaluating the Proposals only, IUCN will assume the following quantities:

Small scale exhibits 150 Medium scale exhibits 10 Large scale exhibits 5

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Score calculation method of the financial evaluation:

Normalised Financial Score (NFS2): Total Costs will then be normalised by dividing the lowest Total Cost proposed by each Proposal’s Total Cost and multiplying by 100. For example, if the lowest Total Cost from any Proposal that passes the Quality Threshold is CHF 100,000 and Bidder A’s Total Cost is 115,000, then their Normalised Financial Score will be (100,000 / 115,000) x 100 = 86.96

3.2.3 Overall Score Calculation method of LOT 2 (OS2): Each Proposal’s Overall Score will be calculated as the weighted average between its Normalised Technical Score (50%) and its Normalised Financial Score (50%).

So, using the examples above, Bidder A’s Overall Score would be 94.57 x 50% + 86.96 x 50% = 90.77%

3.2.4 Contract Award: The Contract for Lot 2 will be awarded to the Bidder with the highest Overall Score for Lot 2, subject to satisfactory reference checks and unless the analysis of combined bids reveals that IUCN would receive better value for money by awarding LOT 2 to the winner of LOT1. Please see “Combined Lots” below for details of how this will be determined.

3.3 Combined Lots IUCN expects that there may be benefits to be had from awarding LOT 2 to the winner of LOT 1, even if that Bidder does not achieve the highest Overall Score in both Lots individually, due to reduced management costs and risks. In order to determine whether awarding both Lots to the same Bidder represents best value for money in total, IUCN will use the following approach:

Lot 1 will be awarded to the Bidder with the highest Overall Score for Lot 1. If this Bidder has also submitted a Proposal for Lot 2 that passes the Quality Threshold for Lot 2, its Normalised Financial Score for Lot 2 will be recalculated using a Total Cost for Lot 2 reduced by any potential discount that such Bidder may have offered in its bid for winning both lots and reduced by IUCN’s estimate of the additional management costs of having two separate Contracts, estimated at CHF 15’000. This recalculated Normalised Financial Score for Lot 2 will then be used to arrive at an amended Overall Score for Lot 2 using the regular formula. This amended Overall Score for Lot 2 will then be compared to the Bidder with the (previously) highest Overall Score for Lot 2 and Lot 2 will then be awarded to the Bidder with the (new) highest Overall Score.

Example:

Bidder A has the highest Overall Score for Lot 1 and has also submitted a Proposal for Lot 2, which has achieved a Technical Score of 80 and comes at a Total Cost of CHF 100,000.

Bidder B has the highest Overall Score for Lot 2 based on a Technical Score of 90 and a Total Cost of CHF 110,000.

Bidder A’s Total Cost for Lot 2 is reduced by the discount of 5% which that Bidder offered to give and the estimated management costs of CHF 15,000 to give a revised Total Cost of CHF 80,000, which is used to re-calculate the Normalised Financial Score and thus the Overall Score for Lot 2. As the table below shows, Bidder A now has the highest Overall Score for Lot 2 and both Lots are awarded to Bidder A.

Lot 2 evaluation (Technical = 50%, Financial = 50%)

Original:

Technical Score

Total Cost NTS2 NFS2 OS2

Bidder A 80 100 88.89 90.00 89.33 Bidder B 90 110 100.00 81.82 92.73 Bidder C 70 90 77.78 100.00 86.67

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Adjusted for Combined Lots:

Technical Score

Total Cost NTS2 NFS2 OS2

Bidder A 80 80 88.89 100.00 94.44 Bidder B 90 110 100.00 76.82 88.41 Bidder C 70 90 77.78 93.89 85.83

PART 4 – INFORMATION TO BE PROVIDED BY PROPOSERS

By participating in this RfP, Proposers are indicating their acceptance to be bound by the conditions set out in this RfP.

This Part details all the information Proposers are required to provide to IUCN. Submitted information will be used in the evaluation of Proposals. Proposers are discouraged from sending additional information, such as sales brochures, that are not specifically requested.

Each of the following must be submitted as a separate document, and will be evaluated separately.

4.1 Declaration Please read and sign the Declaration in Annex 1 and include this in your proposal.

4.2 Technical information/Service Proposal

4.2.1 Technical Information to be provided for LOT 1 and LOT 2 i. A Proposal detailing Proposer’s approach, implementation plan and governance process including

suggested timeline with clear milestones addressing the requirements listed in section 2; ii. An outline of the team that the Proposer will assign to the project for all aspects; iii. Details of three relevant examples of past work demonstrating the capacity of the Proposer to execute

the requirement listed in section 2 of this RfP for each of the lot which are comparable to this project and which demonstrate experience in the required tasks to be performed;

iv. A statement that Proposer accepts the terms and conditions of the contract as set forth in section 5 of this RFP. If Proposer is unwilling to accept the terms and conditions, the Proposer shall identify those terms and conditions it does not accept, and, if applicable, shall include proposed alternative terms and conditions that would be acceptable to the Proposer;

v. A statement confirming that Proposer will comply with all requirements linked to French labour law as outlined in section 2.5; and

vi. Describe any additional services that you think would add value to the project.

4.2.2 Technical Information to be provided for LOT 1 - Professional Exhibition Organiser also responsible for marketing and selling exhibition space

i. Example of floor plans developed before which have allowed ideal visitors’ flow and experience; ii. Examples of marketing and sales strategies developed for previous events of similar size and scale

which have successfully maximized revenue generation including information about target exhibit number vs actual exhibit sold;

iii. Level of commission/fee the Contractor would charge on sales price for small, medium or large scale exhibits respectively (No commission fee will be paid for organisations coming from IUCN’s network or which were present at previous IUCN Congresses nor for acquisitions made by IUCN);

https://www.iucn.org/sites/dev/files/template_4a_-_rfp_annex_1_-_declaration_2.docx

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iv. The details of three relevant examples of past work including but not limited to information on sustainability measures implemented, customer services delivered, overall logistics management and third party management, financial and managerial administration;

v. A sample Exhibitor Tool-Kit from a previous event (preferably in Marseille or France) which includes at least the following elements: furniture rental catalogue, signage, lighting, electricity, plants, host/ess services, including an indication how much prices in the sample Tool-Kit would change for the Congress in Marseille;

vi. Based on past project, explain how your services are in line with the sustainability requirements; vii. Details about the online system including information about integration capabilities with other systems;

the description shall include either screen-shots of a system previously developed (back- and front-end) or a link to a demo version and/or active link;

viii. Description of process for receiving and transferring income from exhibition fees to IUCN (frequency of transfers, accounting procedures, guarantees for separate handling of IUCN funds, etc.); and

ix. Proposal for optional services as per section 2.3.6, if applicable.

4.2.3 Technical Information to be provided for LOT 2 - Exhibition Design Services i. A concept note covering: design ideas for the thematic villages as well as the small, medium and large

exhibit within the above. The concept note should also include the objectives and rationales behind the proposal, the sustainability approach as well as suggestion on how to portray IUCN in order to achieve the objectives outlined in Part 2.

ii. A tentative space layout of one large exhibit stands (150-200m2) and its visual rendition; iii. A tentative space layout of one medium exhibit stands (55-80m2) and its visual rendition; iv. A tentative space layout of one small exhibit stands (6m2) and its visual rendition; v. Pricing per square meter of the different space layout

4.3 Pricing information

Prices include all costs

Submitted rates and prices are deemed to include all costs, insurances, taxes, fees, expenses (including necessary travel for the implementation of the project), liabilities, obligations, risk and other things necessary for the performance of the Requirement. Prices should also clearly state any available discounts (% or flat fee). Any charge not stated in the Proposal as being additional, will not be allowed as a charge against any transaction under any resultant Contract. Any commission or handling fee which the Proposer plans to charge for specific services (i.e. exhibit sales or exhibit catalogue) shall be included in the Technical Proposal.

Applicable Goods and Services Taxes

Proposal rates and prices shall be exclusive of Value Added Tax.

Currency of proposed rates and prices

Unless otherwise indicated, all rates and prices submitted by Proposers shall be in Euros.

Rates and Prices

If the Proposer elects to include optional services relating to section 2.3.6 of this document, please provide separate fixed and firm prices for each optional service.

Additional services costs (if applicable) may include:

• Recommended improvements or additional functionalities not described in this RfP

• Recommended third party services or licenses.

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4.4 Non-price commercial information

The Proposer must supply the following information

a) The number of staff employed by the Proposer and location of its headquarters as well as any other offices;

b) Relevant insurance documents showing compliance with all applicable requirements for the type of services they wish to provide; and

c) The following financial information:

o A copy of the Tendering Organisation’s most recent audited accounts that cover the last two years of trading or for the period that is available if trading for less than two years.

o Where this information is not available in an audited form, a statement of the Proposer’s turnover, profit and loss and cash flow position for the most recent full year of trading (or part year if full year not applicable) and an end period balance sheet;

o If neither the information requested in a) or b) can be provided, a statement of the Proposer’s cash flow forecast for the current year and a bank letter outlining the current cash and credit facility position.

Where the Proposer is proposing to support its submission through a guarantee, indemnity, performance bond or undertaking from a parent company or ultimate holding company, then this should be stated and the information requested in this section c) must be supplied both for the Proposer and for the relevant parent or ultimate holding company

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PART 5 – PROPOSED CONTRACT

Below is the proposed Contract for [name of project/requirement]. IUCN reserves the right to amend the proposed Contract prior to signature but, in submitting a Proposal, Proposers acknowledge that this is a standard IUCN contract template and will only be amended at IUCN’s discretion.

SERVICE CONTRACT

(the “Agreement”) between IUCN, International Union for Conservation of Nature and Natural Resources, an international association established under the laws of Switzerland, with its World Headquarters located at Rue Mauverney 28, 1196 Gland, Switzerland (hereafter “IUCN”), and [full legal name of other party], established under the laws of [name of country], with headquarters located at [address], [country] (hereafter “Contractor”) IUCN and the Contractor shall be referred to herein individually as a “Party” and together as the “Parties”.

PREAMBLE

Whereas the mission of IUCN is to influence, encourage and assist societies throughout the world to conserve the integrity and diversity of nature and to ensure that any use of natural resources is equitable and ecologically sustainable; Whereas IUCN wishes to obtain advisory and consulting services from the Contractor for the [LOT 1 AND / OR LOT 2] and the Contractor agrees to assist IUCN with such services under the terms and the conditions set forth in this Agreement. Whereas the Contractor has represented to IUCN that it has the required expertise and experience; Now therefore the Parties agree as follows: Professional Exhibition Organiser also responsible for marketing and selling exhibition space

1. SERVICES

1.1 The Contractor will [description of services to perform under LOT 1 and / or LOT2] for the IUCN World Conservation Congress 2020, perform the tasks and deliver the deliverables no later than the agreed deadline(s) as set out in the terms of reference attached as Annex I (the “Services”).

1.2 The Contractor will assign [name of the person(s) and title(s)] (the “Key Personnel”) to the performance of

the Services on behalf of Contractor. The replacement of any Key Personnel must be approved in advance by IUCN in writing.

1.3 IUCN reserves the right to request any reports (progress, financial or otherwise additional to those required

under the Agreement), which could be considered to be reasonably required to evidence satisfactory performance under the Agreement.

1.4 The Contractor shall not subcontract the Services to third parties without the prior written consent of IUCN. However, the Contractor may under its own responsibility use the services of others provided such services are of an auxiliary or clerical nature.

2. TERM

This Agreement comes into effect on upon its signature by both Parties (the “Effective Date”) and will expire on 30 September 2020 (the “Expiration Date”).

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3. INDEPENDENT STATUS

3.1 The employees, directors or shareholders of the Contractor shall not be entitled to any pension, bonus or other fringe benefits from IUCN.

3.2 The Contractor shall have no authority to enter into contracts or to incur any other legally binding commitment on behalf of IUCN.

3.3 No employee, director or other representative of the Contractor shall hold him or herself out or permit itself to be held out as having authority to do or say anything on behalf of or in the name of IUCN.

3.4 The Contractor shall be solely and exclusively liable for any and all taxes, levies or dues required to be paid in any of the countries where this Agreement applies, on any amounts paid to the Contractor by IUCN and has sole responsibility for declaring such amounts to the relevant tax authorities.

4. OBLIGATIONS

4.1 The Contractor shall carry out its duties in an expert and diligent manner and to the best of its ability and shall promptly and faithfully comply with all lawful and reasonable requests, which may be made by the IUCN Contact Person.

4.2 The Contractor shall give written or oral advice or information regarding the execution of the Services as and when required by IUCN.

4.3 In the case of illness or accident or a case of Force Majeure as described under clause 14.3 preventing the Key Personnel from performing the Services, the Contractor shall promptly notify IUCN in writing of impediment.

5. REMUNERATION

5.1 As full remuneration for the Services performed under the terms of this Agreement, IUCN shall pay the Contractor a fixed and firm lump sum of [currency/amount in numbers (amount spelled out in letters)] (“the Remuneration”) based on [number of days] days of work at a daily rate of [daily rate] as follows:

5.1.1 A first instalment of [currency/amount in numbers (amount spelled out in letters)] corresponding to 30% of the Remuneration upon receipt of a signed copy of this Agreement together with a first invoice;

5.1.2 A second instalment of [currency/amount in numbers (amount spelled out in letters)] corresponding to 30% of the Remuneration [please indicate what task(s)/deliverable(s) will trigger payment] upon receipt of a second invoice; and

5.1.3 A third and last instalment of [currency/amount in numbers (amount spelled out in letters)] corresponding to remaining 40% of the Remuneration upon satisfactory and timely completion and IUCN written acceptance of all Services as specified in Annex I and upon receipt of the third invoice.

5.2 If the tasks defined in the Agreement are not fulfilled to the satisfaction of IUCN within the requested time limit, IUCN reserves the right to withhold any further payments and recuperate any funds already paid for unfulfilled Services.

5.3 Should the Contractor be in default with respect to timely delivery of the Services outlined in Annex I, the Contractor bears the consequences of delays as well as additional costs for delivery outside normal business hours. The Contractor shall promptly inform IUCN of any event or matter of which it becomes aware that, in its opinion, is likely to materially affect or interfere with, seriously hinder, impair or delay the

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delivery of tasks listed under Annex I. The right to assert additional damage claims is expressly reserved by IUCN.

5.4 FOR LOT 1: For services linked to exhibition sales, IUCN shall pay the Contractor a commission/handling fee (the “Commission”) of [percentage/amount in numbers (amount/percentage spelled out in letters)] for each exhibit sold, it being understood that no Commission will be paid for exhibitors coming from IUCN’s network or which were present at previous IUCN Congresses nor for acquisitions made by IUCN. The Commission may be offset/charged against the revenue that the Consultant will collect from exhibitors on behalf of IUCN for the sales of exhibits.

5.5 IUCN shall make payments to the Contractor’s bank account (to be opened in the name of the Contractor in the place where Contractor is established or where the Services are provided) as follows: Complete Account name: [xxx] Account type and currency: [xxx] Bank name: [xxx] Bank address: [xxx] Account No.: [xxx] SWIFT Code or other bank routing code: [xxx] IBAN No: [xxx]

5.6 Funds that remain unused at the Expiration Date or termination date of this Agreement must be returned to IUCN within sixty (60) days following either of such dates, as applicable.

6. FOR LOT 1: OBLIGATIONS LINKED TO FINANCIAL AND MANAGERIAL ADMINISTRATION SERVICES

With regards to the financial and managerial administration services described in Annex 1 of this Agreement, the Contractor will

6.1 Collect exhibition sales income (“Exhibit Income”) on behalf of IUCN from exhibitors (“Exhibitors”) who are booking exhibition space directly from the Contractor; the Exhibit Income will be collected via a secure online payment system or bank transfer and be managed in a separate account from other funds handled by the Contractor;

6.2 Manage an invoicing system in compliance in compliance with the French Tax regulation including ensure taxes are properly declared and transferred to French authorities as necessary by acting as IUCN’s official tax agent for exhibits including for large and medium-size exhibits which might be sold directly by IUCN;

6.3 Remit the Exhibit Income collected to IUCN on a monthly basis within ten(10) days from the last day of such each month, unless the income collected is less than ten thousand Euros 00 cents (EUR 10’000.00) in which case the remittance shall be combined with the following month(s);

6.4 Handle cancellations/reimbursements and follow up in case of non and/or incorrect payments and provide financial reports to IUCN on a monthly basis in accordance with IUCN accounting requirements and templates.

7. TRAVEL EXPENSES

7.1 Expenses for all necessary travel is included and covered with the Remuneration. No additional travel is foreseen in connection with this Agreement.

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8. CONTRACTOR’S WARRANTIES AND UNDERTAKINGS

8.1 The Contractor warrants that its performance of the Services under the terms of this Agreement will not infringe on the rights of any third party or cause the Contractor to be in breach of any obligation towards a third party.

8.2 The Contractor shall maintain at its sole expense liability and any other relevant insurance covering the performance of this Agreement. IUCN may require the Contractor to provide to a certificate of insurance evidencing such coverage.

8.3 The Contractor represents and warrants that no part of the Remuneration shall be provided to, or used to support, individuals and organizations associated with terrorism as identified on any sanction list published by the European Union, the United States Government, the United Nations Security Council or other relevant agency or body.

8.4 The Contractor warrants compliance with all obligations of the French labour law and social security law for its own personnel working in France and will handle all paper work with the French authorities including but not limited to the prevention of illicit/undeclared work, handling of work permits for foreign employees, managing social security contributions, documentation and compensation of overtime; in that context the Contractor will provide any necessary documentation to IUCN as outlined in Annex 1.

8.5 The Contractor warrants compliance with health and safety legislation in France.

8.6 The Contractor will ensure that any subcontractors comply with all obligations of the French labour law and social security law and with the health and safety legislation.

9. CONFIDENTIALITY

9.1 The Contractor will not disclose or use, at any time during or subsequent to this Agreement, any confidential information of IUCN or any other non-public information relating to the business, financial, technical or other affairs of IUCN except as required by IUCN in connection with the Contractor’s performance of this Agreement or as required by law. In particular, but without prejudice to the generality of the foregoing, the Contractor shall keep confidential all Intellectual Property and know-how disclosed to him/her by IUCN, which becomes known to it during the period of this Agreement or which it develops or helps to develop in providing the Services to IUCN.

9.2 The Contractor shall:

9.2.1 not disclose to third parties without express prior written consent of IUCN the results of work performed as part of the provision of the Services;

9.2.2 disclose know-how and other confidential information of IUCN, which is provided by IUCN to the Contractor for the purpose of carrying out the Services only to those persons necessary to accomplish the Services and only to the extent necessary for the proper performances of the Services.

9.3 The Contractor agrees to immediately notify IUCN in writing if it becomes aware of any disclosure in breach of the obligations of this clause 8. At the request of IUCN, the Contractor will take all steps necessary to prevent further disclosure.

10. PROPERTY OF RESULTS

All notes, memoranda, correspondence, records, documents and other tangible items made, by the Contractor in the course of providing the Services will be and remain at all times the property of IUCN. At any time, even

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after the termination of this Agreement, the Contractor shall, upon request, promptly deliver to IUCN all such tangible items, which are in its possession or under its control and relate to IUCN, its business affairs and clients and/or the Services and Contractor may not make or retain copies.

11. INTELLECTUAL PROPERTY

11.1 Intellectual Property rights are any and all rights and prerogatives, registered or not, arising from the Swiss and international legislation on the protection of notably patents, design, trademark, as well as know-how and trade secrets.

11.2 All Intellectual Property rights conceived or made by the Contractor in the course of providing the Services will belong to IUCN and the Contractor hereby agrees to assign to IUCN or its nominee, with full title guarantee, all rights in and to any Intellectual Property resulting from the provision of the Services for the full duration of such rights, wherever in the world enforceable.

11.3 The Contractor confirms that IUCN shall have all rights of development, manufacture, promotion, distribution and exploitation in relation to the projects undertaken and products developed in the course of the provisions of the Services and the Intellectual Property created or arising from the provision of the Services.

12. LIABILITY

The Contractor agrees to indemnify and hold IUCN harmless from any and all losses and damages that IUCN may incur as a result of Contractor’s actions or omissions in rendering the Services or the breach of any of the Contractor’s obligations contained in this Agreement.

13. SUBSTITUTE PROCUREMENT

In case the Contractor fails to deliver the Services under this Agreement within the deadlines agreed, IUCN will have the right to procure the equivalent substitute services directly from third-party suppliers, and the Contractor will have the obligation to pay directly the suppliers or reimburse IUCN for all costs incurred in connection with such substitute procurement. It is understood that IUCN shall have the right to seek substitute procurement under this article only after having received no adequate response from the Contractor to a minimum of two (2) consecutive written requests to the Contractor for the delivery of the Services hereunder.

14. COMMUNICATION AND NOTICES

14.1 All correspondence and notices in connection with the implementation of this Agreement must be directed as follows:

IUCN Contact Person Contractor Contact Person Elodie Lamine Congress Officer Union Development Group Rue Mauverney 28, CH-1196 Gland +419990368 [email protected]

[name] [title] [address] [phone] [email]

14.2 In case the Contact Person is being changed, the authorized representative of each Party shall notify the other Party in writing (email accepted).

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15. FRAUD, CORRUPTION, ETHICS AND PERSONAL DATA PROTECTION

15.1 The Contractor shall comply with the terms of IUCN’s Code of Conduct and Professional Ethics for the Secretariat, available at http://cmsdata.iucn.org/downloads/code_of_conduct_and_professional_ethics.pdf, which by signing this Agreement, the Contractor confirms it has reviewed and accepted.

15.2 The Contractor shall comply with the standards of conduct set forth in IUCN's Anti-fraud Policy, available at http://cmsdata.iucn.org/downloads/anti_fraud_policy.pdf, which by signing this Agreement, the Contractor confirms it has reviewed and accepted.

15.3 Personal Data Protection

15.3.1 IUCN may in the course of performance of the agreement provide the Contractor with Personal Data. Personal Data, is any information relating to an identified or identifiable individual, unless otherwise defined under applicable law related to the protection of individuals, the processing of such information, and security requirements for and the free movement of such information. Any processing of Personal Data will be done in accordance with the terms of this Agreement and the applicable law.

15.3.2 The Contractor will implement all appropriate security measures to protect Personal Data against accidental, unlawful, or unauthorized (i) destruction (ii) loss, (iii) alteration, (iv) disclosure, or (v) access (including remote access). The Contractor will protect Personal Data against all other forms of unlawful processing, including unnecessary collection, transfer, or processing, beyond what is strictly necessary for the performance of the Agreement.

15.3.3 The Contractor shall ensure that persons authorized to process the personal data have committed themselves to confidentiality.

15.3.4 The Contractor shall not engage another processor without the written authorization of IUCN. Where the Contractor engages another processor for carrying out specific processing activities on behalf of IUCN, the same data protection obligations as set out in this Agreement shall be imposed on that other processor by way of a contract, in particular providing sufficient guarantees to implement appropriate technical and organisational measures in such a manner that the processing will meet the requirements of the applicable law. Where that other processor fails to fulfil its data protection obligations, the Contractor shall remain fully liable to IUCN for the performance of that other processor’s obligations.

15.3.5 Where IUCN Personal Data is transferred and the Contractor is located in a country that has not been deemed to provide an adequate level of protection for personal data within the meaning of Regulation (EU) 2016/679, the Contractor will either:

a) enter into any standard data protection clauses adopted or approved by the European Commission in line with Regulation (EU) 2016/679; OR

b) confirm that it has fully implemented binding corporate rules which provide adequate safeguards as required by Regulation (EU) 2016/679, or has any other similar program or certification that is recognised as providing an adequate level of protection in accordance with Regulation (EU) 2016/679.

15.3.6 The Contractor will promptly, and in any case within seventy two (72) hours inform IUCN through the online form here if it determines and discloses to a competent public authority and/or affected data subjects that an accidental, unlawful, or unauthorized (i) destruction (ii) loss, (iii) alteration, (iv) disclosure, or (v) access (including remote access) of IUCN Personal Data has occurred.

http://cmsdata.iucn.org/downloads/code_of_conduct_and_professional_ethics.pdf

http://cmsdata.iucn.org/downloads/anti_fraud_policy.pdf

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16. TERMINATION

16.1 Termination for cause

16.1.1 IUCN reserves the right to terminate this Agreement in whole or in part, upon written notice with immediate effect in the event that the Contractor:

i. has falsified or provided inaccurate, incomplete or misleading information in any documentation provided to IUCN;

ii. defaults in carrying out any of its obligations under this Agreement;

iii. has engaged in illegal acts, including, without limitation fraudulent or corrupt actions as defined in Code of Conduct and Professional Ethics for the Secretariat and IUCN's Anti-fraud Policy (hereafter referred to as a “Fraud”);

iv. enters into liquidation or dissolution other than for the purpose of an amalgamation or reconstruction; or

v. ceases to carry on business, has a receiver or administrator appointed over all or any part of its assets or undertaking, enters into any composition or arrangement with its creditors or takes or suffers any similar action in consequence of a debt or other liability, or undergoes any process analogous to the foregoing in any jurisdiction throughout the world

16.1.2 If it is determined that the Contractor has committed Fraud in competing for or in the performance of this Agreement, all expenditures incurred under this Agreement shall be undue and the Contractor shall promptly reimburse IUCN for all expenditures incurred in the performance of this Agreement.

16.2 Termination for force majeure The performance of this Agreement by either Party is subject to acts of God, war, government regulations, disaster, strikes (excluding strikes of respective Parties’ personnel), civil disorders, curtailment of transportation facilities, or other emergencies making it illegal or impossible for either Party to perform its obligations. This Agreement may be terminated unilaterally without compensation for any one or more of the foregoing reasons by written notice from one Party to the other.

16.3 Effects of Termination In the event of termination under this article, the Contractor shall within thirty (30) days of termination, and at IUCN’s request:

16.3.1 to the extent possible, complete the Services subject to the Remuneration made available until the date of termination and stop all ongoing activities;

16.3.2 refund to IUCN any advance payments received in excess of the total expenditure incurred as evidenced in the invoices submitted to IUCN,

16.3.3 reimburse IUCN for any expenditures made in breach of the terms of this Agreement and

16.3.4 submit final technical and financial reports and any other materials, deliverables, works or other outputs created as at the date of termination under this Agreement.

17. APPLICABLE LAW AND DISPUTE RESOLUTION

17.1 The performance and interpretation of this Agreement will be subject exclusively to the laws of Switzerland, excluding its conflict of laws principles.

17.2 Any dispute arising out of or in relation with this Agreement that cannot be resolved amicably by the Parties or by way of mediation shall be submitted to the competent courts of Lausanne, Switzerland.

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18. GENERAL PROVISIONS

18.1 This Agreement is the complete understanding between IUCN and the Contractor and replaces all other agreements and understandings in reference to the subject matter of this Agreement.

18.2 Any modification or amendment of this Agreement shall be in writing and shall become effective if and when signed by both Parties.

18.3 This Consultancy Agreement is non-exclusive. IUCN is free to consult other experts in the Contractor’s field of specialization.

18.4 This Agreement is personal to IUCN and the Contractor, and neither Party may sell, assign or transfer any duties, rights or interests created under this Agreement without the prior written consent of the other.

18.5 Either Party waives all and any rights of set-off against any payments due hereunder and agrees to pay all sums due hereunder regardless of any set-off or cross claim.

18.6 All provisions that logically ought to survive termination of this Agreement shall survive.

This Agreement may be executed in counterparts, each of which shall be deemed to be an original, but all of which, taken together, shall constitute one and the same agreement. The Parties agree that the signed counterparts may be delivered by e-mail in a ".pdf" format data file, and that in this case such signature shall create a valid and binding obligation of the party executing with the same force and effect as if such ".pdf" signature page were an original thereof.

IUCN, International Union for [full name of OTHER PARTY] Conservation of Nature and Natural Resources

Date: __________________________ Date: ___________________________

[Name of representative] [Name of representative]

[Position of representative] [Position of representative]

ANNEXES Annex 1 – Terms of Reference

PART 6 – DEFINITIONS

For the purposes of this Request for Proposal (RfP) the following definitions apply:

Contract Means any contract or other legal commitment that results from this Request for Proposals.

Contractor Means the entity that forms a Contract with IUCN for provision of the Requirement.

Instructions Means the instructions and conditions set out in Part 1 of this Request for Proposals.

IUCN Means IUCN, International Union for Conservation of Nature and Natural Resources.

IUCN Contact Means the person IUCN has nominated to be used exclusively for contact regarding this Request for Proposals and the Contract.

Proposal Means a written offer submitted in response to this Request for Proposals.

Proposer Means an entity that submits, or is invited to submit, a Proposal in response to this Request for Proposals.

Requirement Means the supply to be made by the Contractor to IUCN in accordance with Part 2 of the RfP.

RfP Request for Proposals

Annex I – Overall venue usage and Exhibition hall specification

Overall venue usage The Parc Chanot is composed of eight (8) buildings. At this stage of the Congress preparation, seven (7) of these halls will be used. The floorplan has been thought as follow: • Palais des Arts: VIP Lounge• Hall 1: Congress Opening, Forum plenary events and Members’ Assembly sittings• Hall 2: Espace Génération Nature Exhibition Hall hosted by France focusing on showcasing inspiring

initiatives/solutions from French civil society• Hall 3: IUCN Exhibition Hall• Hall 6 & 8: Forum Events• Palais des Congrès: Forum events, Media centre, Lounges

The Exhibition hall will be accessible to registered and non-registered participants (with limited daily opening hours for non-registered participants). See below the chart presenting the foreseen participant’s circulation flow.

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Exhibition hall specification The Exhibition hall will be located in the Palais Phocéen (Hall 3) of the Parc Chanot, which offers a total exhibit surface of 14’000sqm. Floorplan and building technical specifications of the Palais Phocéen are available in Annex III.

Preliminary calculations on the total surface available show that it is possible to have about 210 small size exhibits of 6m2, 15 medium-size exhibits, and 11 large size exhibits. The actual numbers of exhibits will depend on the design for the thematic villages and the number of exhibit sold. This will also require adjustment to the floorplan as sales progress.

In addition to the thematic villages, the exhibition hall has to include restauration areas, coffee stations, information desks, the IUCN library (150m2), as well as a room hosting the Community dialogues of the UNDP Equator initiative (350m2) and a large exhibit for the Host Country (ca. 270m2)

The below floorplan shows the exhibition hall in its full capacity including all the additional areas listed above but is not based on the thematic village concept described in section 2.2.2. This floorplan will have to be redesigned according to the final concept; however, the only constraint is to keep the location of the restaurant highlighted in red due to its proximity with the Kitchen.

https://www.equatorinitiative.org/equator-live/community_dialogues/

Exhibition Services


The Exhibition hall will be provided with the following equipment:

• Broadband Internet access (wireless);• Ventilation system;• Electricity to supply electrical equipment but no plugs nor cables;• General lighting of the entire hall;• Carpet for the entire hall, in different colours and shapes, according to the overall design and layout

requirements;• Sufficient storage space for all exhibitors for freight and storage;• A loading space available on the Site (before and during the event);• Plants, decoration and general signage for the hall excluding villages and exhibits.

The above equipment will be provided as part of a separate RfP managed by the Host Country. The Contractor is expected to work in synergy and coordination with the above company as well as with all other appointed providers (i.e. including the PCO for set-up and dismantling of the whole exhibit area).

The setup days are from 28 May 2020 (J-14) to 9 June 2020 (J-2). Move-in days for exhibitors are 10 and 11 June early afternoon (J-1 and J1). The Congress days are from 11 June 2020 (J1) to 19 June 2020 (J9) and dismantling days from 20 June 2020 (J10) to 26 June 2020 (J16).

The official programme will be finalized in due course but the participants opening hours are expected to be from 8.00 to 22.00 from Day 2 to Day 9.

Palais Phocéen Version du 15/07/2015 1

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PalaisPhocéen

UnE éqUIpE à vOtRE écOUtEtél : +33 (0)4 91 76 90 60

www.marseille-chanot.com

ANNEX II


SOMMAIRE

A. Présentation du Palais Phocéen............................................................................... p. 03«Palais Phocéen» introduction

B. Caractéristiques du Palais Phocéen.......................................................................... p. 04«Palais Phocéen» features

C. Tableau de synthèse – expositions ........................................................................... p. 06Summary Table ‐ exhibitions

D. Tableau de synthèse ‐ Autres manifestations ........................................................... p. 07Summary table – other events

E. Volume libre ............................................................................................................ p. 08Unequipped safety area

F. Rideau de séparation ............................................................................................... p. 09Separating curtain

G. Chauffage et développement durable...................................................................... p. 10Heating and sustainable development

H. Accroche ................................................................................................................. p. 10Rigging

I. Local traiteur ............................................................................................................ p. 11Catering premises

Plan du Palais Phocéen

PALAIS PHOCÉEN

A. Présentation du Palais Phocéen « Palais Phocéen » introduction

Avec une surface utile de 13 367 m2, le Palais Phocéen offre la plus grande surface d’exposition de Chanot.

Un chauffage à base de radiants à gaz permet une utilisation en saison froide.

The “Palais Phocéen” offers the largest exhibition space of Chanot.

Heating system allows use during cold weather.

Façades sud et Ouest (photo : SAFIM)

Salon des Energies Froids


B. Caractéristiques du Palais Phocéen «Palais Phocéen» Introduction

13 367 m y compris volumes libres (non compris piliers, sanitaires, Poste Sécurité Incendie,

(Pilars, restrooms, catering premises and equipment rooms not included)

en place des charges plus importantes moyennant un calage adapté : sur devis)

loads, except on gutters – quotation upon request)


Accès Internet Internet access

Prestation assurée par Chanot : sur devis

Provided by Chanot – quotation upon request

Lignes téléphoniques Phone lines

Prestation assurée par Orange

Provided by Orange directly

Alimentation / Evacuation en eau Water supply/ evacuation

Alimentation : en tous points, à partir des caniveaux, moyennant un passage plus ou moins important de tuyau en apparent : sur devis

Possible everywhere – quotation upon request.

Evacuation : dans certaines zones uniquement, à proximité des caniveaux (en raison de l’obligation de respecter une pente) : sur devis Close to gutters – quotation upon request

Accès matériel Loading access

Portes n° 3.16 : 3,96 m (l) x 4,40 m (h) OU n° 3.24 : 5,80 m (l) x 4,90 m (h) OU n° 3.25 : 4 m (l) x 4,40 m (h)

Parois Walls

Contre cloison en bois couleur gris (de 0 à 4 m) puis mur peint en blanc.

Wood (up to 4 m) then white painted wall

Couverture Ceiling

Charpente métallique (visible) + couverture par bac acier OU voûte béton

Steel structure (Visible)

Portes Doors

Vitrées toute hauteur (en bleu sur le plan) ou pleines (en marron sur le plan)

Glass doors for entrances (in blue on the map) or steel doors for fire exits

Nature et résistance du sol (surcharge d’exploitation) Floor type (operating load)

Enrobé sauf caniveaux techniques (métal) et tampons (fonte) ‐ 500 kG/m2 (possibilité de mettre

Asphalt except technical gutter (metal) and plugs (cast iron) 500 kg / sqm (option to install heavier

Surface utile totale

Net space

2

local traiteur, locaux de stockage)

Longueur / Length 193 m (longueur maxi de A à G)

Largeur / Width 79 m (zones CDEF) OU 70 m (zone G) OU 54 m (zones AB)

Hauteur maxi/mini

Max / min height

Maxi 12 m (entre fermes) – mini 7,25 m (sous éclairage) ou 5,84 m (sous écran de cantonnement, au niveau des volumes libres) ou 7,38 m (sous enceintes)

Max 12m (under steel structure) – mini 7,25m (under lighting) OR 5,84m (under smoke barriers) OR 7,38m (under loudspeakers)

Façades Facades

Bardage métallique ocre rouge (RAL 4847) et gris clair (RAL 7035) en façade ouest et mur peint en blanc (du sol à 4 m) puis bardage métallique blanc pour les autres façades.

Metallic cladding (red ochre and light grey) for the West façade and white painted wall with white metallic cladding for the others facades.

Accès principal public Main public access

13 sas constitués de 2 portes à doubles vantaux. Il est conseillé d’utiliser prioritairement les sas 3.1, 3.4, 3.8 ou 3.13.

13 “2 double doors” accesses.

Electricité Electricity

Toutes puissances (monophasé ou triphasé) en tous points : sur devis

Possible everywhere – Quotation upon request

Salon FOOD IN SUD ©2016 Cook and Shoot By A. GERARD


Signalétique intérieure Indoor signage

Pas de pré équipement – Accroche possible en certains points

Hanging possible on specific points

Eclairage artificiel Artificial lighting

Eclairage de sécurité Emergency lighting

Permanent, sans possibilité de « faire le noir » (5 lumens/m² minimum)

Permanent ‐ No option to override

Lumière naturelle Day Light

Via les portes des 3 façades principales + les exutoires de désenfumage – pas de dispositif fixed’occultation. Attention, compte tenu des surfaces vitrées existantes dans ce bâtiment, il est quasiment impossible d’occulter la lumière naturelle.

No masking possibilities, glass surface being too important

Signalétique Outdside signage

Adhésifs sur façade ouest. Sur le bardage extérieur, 2 cadres prévus à cet effet au‐dessus des portes 3.5 et 3.10 permettant la mise en place de bâches : sur devis

On cladding – quotation upon request

Sonorisation générale Public address

Sur devis. L’acoustique fortement réverbérante des zones situées sous les voûtes béton (partie Nord du bâtiment) peut pénaliser l’intelligibilité quand le bâtiment est vide (en particulier en l’absence d’exposition).

Quotation upon request

Sanitaires Restrooms

Zone A : Hommes : 6 WC + 1 urinoir + 5 lavabos / Femmes : 8 WC + 8 lavabos PMR : 5 WC + 4 lavabos (1 homme et 1 femme) Zone E : Hommes : 3 WC + 3 urinoirs + 3 lavabos + 1 WC PMR Femmes : 3 WC + 3 lavabos Zone F : Hommes : 2 WC + 3 urinoirs + 1 lavabo + 1 WC PMR Femmes : 3 WC + 2 lavabos Zone G : Hommes : 2 WC + 3 urinoirs + 2 lavabos / Femmes : 3 WC + 2 lavabos PMR : 2 WC + lavabos (1 homme et 1 femme)

Zone A : Men : 6 WC + 1 urinal + 5 washbasins / Women : 8 WC + 8 washbasins / Disabled people : Zone E : Men : 3 WC + 3 urinals + 3 washbasins + 1 disabled people WC / Women : 3 WC + 3 washbasins

Zone F : Men : 2 WC + 3 urinals + 1 washbasin + 1 disabled people WC / Women : 3 WC + 2 washbasins

Zone G : Men : 2 WC + 3 urinals + 2 washbasins / Women : 3 WC + 2 washbasins / Disabled people : 5 WC + 4 washbasins (1 men and 1 women)

Pavoisement Flags

1 mât fixe façade sud (porte 3.3) : sur devis (dimension maxi 2,00 m x 3,00 m) 1 fixed pole – quotation upon request

Iodure métallique 250 W

C. Tableau de synthèse – Expositions Summary Table ‐ exhibitions

Le tableau ci‐dessous indique, en fonction des zones utilisées :

‐ La surface totale y compris volume libre (= surface louée par l’organisateur)

‐ La nécessité, et le nombre de volumes libres (libres de tous aménagements)

‐ La surface utile hors volume libre (= surface disponible pour les aménagements)

‐ La position du pendrillon (permettant la séparation des différentes zones)

This table indicates, according to the zone used :

‐ The net space including unequipped safety area (= surface rented by the organizer)

‐ The need and number of unequipped safety areas

‐ The net space excluding unequipped safety area (surface available for installation)

‐ The position of the separating curtain

+ 2294

= 8 409

= 13 367

volume

Forum Mondial de l’eau (photo : SAFIM/MJM Conseils)


Surface totale en m2 (y compris volume libre) Total space in sqm (including

unequipped safety area )

1 590 1590 + 1487 = 3 077

1590 + 1487 +(1881 ‐ 630) = 4 328

1590 + 1487 + 1881 + 1885 = 6 843

1590 + 1487 + 1881 + 1885 + 1889 = 8 732

1590 + 1487 + 1881 + 1885 + 1889 + 2341 = 11 073

1590 + 1487 + 1881 + 1885 + 1889 + 2341 + 2294

1885 + 1889 + 2341 + 2294

(2341 – 620)

= 4 015

Volume(s) libre(s) unequipped safety area(s)

NON NON NON OUI (1 de 630 m²)

OUI (1 de 630 m²)

OUI (1 de 630 m² + 1 de 620 m²)

OUI (1 de 630 m² + 1 de 620 m²)

OUI (1 de 620 m²)

NON

Surface utile en m² (HORS volume

libre) Net space in sqm

(except unequipped safety

area)

1 590 3 077 4 328 6 213 8 102 9 823 12 117 7 789 4 015

Position du pendrillon

Curtain position A B C D E F

Palais entier = pas de pendrillon Entire

building : no curtain

C bis E (après le

libre !)

Zone(s) A AB ABC ABC+D ABC+DE ABC + DE

+ F ABC + DE + FG

DE+FG FG

D. Tableau de synthèse ‐ Autres manifestationsSummary table – other events

Le tableau ci‐dessous indique, en fonction des zones utilisées :

‐ La surface totale utilisable (= surface louée par l’organisateur)

‐ La position du rideau (permettant la séparation des zones)

This table indicates, according to the zone used :

‐ The net space including unequipped safety area (= space rented by the organizer)

‐ The position of the separating curtain

+ 2294

= 8 409

= 13 367

building :


Zone(s) A AB ABC ABCD ABCDE ABCDEF ABCDEFG DEFG FG

Surface totale en m²

Total space in sqm 1 590

1590 + 1487 = 3 077

1590 + 1487 + 1881 = 4 958

1590 + 1487 + 1881 + 1885 = 6 843

1590 + 1487 + 1881 + 1885 + 1889 = 8 732

1590 + 1487 + 1881 + 1885 + 1889 + 2341 = 11 073

1590 + 1487 + 1881 + 1885 + 1889 + 2341 + 2294

1885 + 1889 + 2341 + 2294

2341

= 4 635

Position du rideau

Curtain position A B C bis D E F

Palais entier = pas de rideau Entire

no curtain

C bis E

E. Volume libre Unequipped safety area

1) Réglementation

Regulations

Les articles T15 et T16 du « Règlement du 25 juin 1980 » fixent les conditions de mise en oeuvre du « recoupement interne » :

il s’agit de limiter la surface maximale d’exposition à 4500 m2, surface au‐delà de laquelle il est

nécessaire de prévoir un recoupement des salles (Article T 15).

Ce recoupement peut être réalisé de plusieurs façons : celle retenue pour le Palais Phocéen est la mise en place de deux

« volumes libres » qui ne peuvent pas être déplacés dans une autre zone du bâtiment :

Art. T16 §1 : … un volume libre a pour objet d’isoler entre elles des zones d’expositions de superficie voisine tout en

maintenant, pour des raisons d’exploitation, une grande salle unique.

Les caractéristiques de ce volume libre sont les suivantes :

‐ largeur minimale de 8 mètres ;

‐ hauteur au moins égale à celle de la salle ;

‐ il ne comporte aucun matériel ou aménagement ni aucun exutoire, ni aucune baie ou bande d’éclairage naturel ;

…les volumes libres peuvent être utilisés comme dégagements principaux.

These articles define the implementation of «internal distribution» ; the aim is to limit the maximum exhibition surface

to 4500 sqm, a surface beyond which it is necessary to provide a division of the zones.

The distribution chosen for the “Palais Phocéen” is the ‘unequipped safety area ” use : Art. T16 §1 : … the aim of a

unequipped safety area is to separate the exhibition areas one from another and to preserve, for operating reasons,

a single large space. The unequipped safety area specifications are the followings :

‐ Minimum width of 8 meters

‐ Height at least equal to the rest of the building

‐ Free of material and installations

2) Application

Le Palais Phocéen doit comporter 1 ou 2 volumes libres chaque fois que la surface d’exposition (surface totale

occupée par les stands, les allées, la restauration, l’accueil, etc …) atteint ou dépasse 4500 m2.

Les autres activités (type R, L, N, etc …) ne sont pas visées par les articles T15 et T16 : les volumes libres peuvent donc être

utilisés pour installer des chaises ou des tables dans le cadre d’une manifestation autre qu’une exposition : un concours,

par exemple, n’est pas concerné.

1 or 2 « unequipped safety areas » required for a 4 500 sqm or more exhibition surface (total space occupied by stands,

welcoming or catering areas, …). For other events, e.g. exams, it is not necessary to plan “unequipped safety area ”.

3) Chauffage, sonorisation (au dessus des 2 volumes libres)

Heating and sound equipment (above the 2 « unequipped safety area »)

Les deux volumes libres du Palais Phocéen ne sont pas équipés de chauffage ou de sonorisation.

Ce paramètre est particulièrement important dans les cas où la totalité de la surface du bâtiment est utilisée

(y compris volumes libres), pour un concours par exemple. Pour les expositions, le volume libre peut être décoré sur

de petites zones après accord du chargé de sécurité.

These 2 « unequipped safety areas » are not fittedwith heating or sound equipment.


Salon Food In Sud ©2016 Cook and Shoot By A. GERARD ‐ Volume libre

Unequipped safety area

F. Rideau de séparation Separating curtain

Les différentes zones du Palais Phocéen, peuvent être séparées par un rideau (sur devis) :

‐ Pour les positions A à F (sauf C), le rideau est installé après les piliers (pour un observateur situé dans la zone A).

‐ Pour la position C, le rideau est installé après l’écran de cantonnement en tôle.

7 positions possible (quotation upon request) :

‐ For positions A to F (except C), curtain after pillars (from part A view)

‐ For position C, curtain after metal dividing screen for smoke compartmentation.

Positionnement du rideau (7 carrés magenta de A à F)


G. Chauffage et développement durable Heating and sustainable development

Pour le confort de ses utilisateurs, ce bâtiment est équipé d’une installation de chauffage.

Dans l’objectif de maîtriser la consommation d’énergie :

‐ En période froide, il est obligatoire d’utiliser les sas d’accès pour les entrées et les sorties du public ; à défaut, un sas

temporaire doit être construit (sur devis)

‐ L’ouverture des portes de livraison (porte PL) n’est pas autorisée pendant les périodes de fonctionnement des

installations de chauffage.

‐ La température en chauffage est de 20°C Maximum. Pour bénéficier d’une température supérieure, sur devis.

En période froide et lorsque les participants doivent rester statiques (repas servis assis, concours, par exemple), il est

conseillé de ne pas aménager les zones situées immédiatement au droit des portes.

Heating in the whole building. In order to control the use of energy :

‐ During cold period, entrance and exit of the public is compulsory through the main entrance (airlock access)

‐ Delivery access doors must be closed while systems are on

‐ Max temperature is 20°C. Higher room temperature : quotation upon request.

H. Accroche Rigging

L’accroche est possible dans le Palais Phocéen, cependant, c’est CHANOT qui se chargera de l’étude, du chiffrage et de la

mise en oeuvre des accroches, qui ne peuvent pas être réalisées par l’organisateur (ou par ses

prestataires), sauf s’il s’agit d’accroche de signalétique légère (drop paper, etc …).

L’accroche sous la voûte béton est impossible.

L’organisateur notera le fait que les possibilités d’accroche ne sont pas cumulables avec la neige (c’est à dire

pendant la période du 30/11 au 30/04, selon les normes NV 65 et N 84).

L’organisateur devra communiquer à CHANOT (au moins 10 jours ouvrables avant le premier jour de montage de la

manifestation) un projet d’accroche (avec plan coté et charges envisagées).

Any rigging project must be approved by Chanot, the organizer must provide rigging project at least 10 business days before

the first set‐up day, Rigging is not possible if there is snow on the roof (during end of November till end of April period).


I. Local traiteur Catering premises

La zone B intègre un local traiteur de 112 m2 disposant d’une puissance électrique de 43 kW d’une hôte aspirante,

et d’une plonge (à proximité de la porte 3.26).

Le local traiteur n’est pas équipé de chambre froide, mais il est possible de faire stationner des camions frigorifiques

à proximité immédiate (sur le parking du Rouet).

Ce local est destiné au réchauffage de plats déjà préparés en laboratoire : il ne peut s’agir de préparation.

No cold storage – doorway access to refrigerated trucks parked outside.

Catering premises are designed for reheating prepared dishes only.

Le local traiteur n’est pas un lieu de stockage ; il peut cependant, et à titre exceptionnel, être utilisé pour entreposer

du petit matériel, des cartons (le stockage de rack alu ou autre matériel lourd ou susceptible de dégrader le local est

strictement interdit).


Annex III - Technical Design Brief of the Exhibition

A full technical and creative brief will be provided to the appointed Contractor.

The below represents a first conceptual approach envisaged by IUCN based on the information available at this stage.

IUCN aims at reinforcing the link between the Congress themes (around 4 themes and potential 4 crosscutting themes) and the Exhibition design through the idea of thematic villages. The Exhibition hall will be divided into as many thematic villages as the congress themes. The Exhibition programme will aim to engage the audience in different conversations around the 2020-2030 Agenda for Sustainable Development Goals (SDGs).

Overall layout and design specifications In terms of design, the overall look and feel of the Exhibition must be inspired by the IUCN vision to create a just world that values and conserves the integrity and diversity of nature. The spirit, atmosphere and values of the Host Country/Host City should be embedded as well in the design. The overall Exhibition Hall will have to allow a fluid flow between the exhibit spaces both inside and outside the Villages

Each thematic village must integrate the following key elements:

• Large size exhibits between 150 to 200m² each containing a meeting room for approximately 10people, storage space/closet, of at least 2m², lockable. The space shall be open and modular, to alloweasy flow through the area. The use of light modular panels as moving walls, for example, could allowthe creation of meeting spaces as needed and/or used totally open for receptions and cocktails.

• Medium size exhibit between 55 to 80m² each, open and modular spaces allowing easy transit in andout of the stand and adaptability to different settings.

• Small size exhibit 6m² each containing one back wall, table and chairs• One central stage per village with space for screen, beamer, lightings, sounds system, seating furniture

according to space available. The IT and AV items will be sourced through another provider. TheContractor for Lot 2 will have to include them in the design development and specifications anyway.

• Relaxation areas and internet corners which will be provided by the appointed company by the HostCountry.

• Sustainable and/or recycled materials are preferred for the main structures, fixtures and furniture.

The sizes for small, medium and large exhibits listed above are only indicative and IUCN welcomes advise from the Bidders on the ideal sizes/dimensions.

Walls design and specifications

The general look and feel must integrate the following requirements:

• Clean and memorable• Comply with the Congress and IUCN branding guidelines and the Congress Sustainable Policy

(available at a later stage).• Both the architecture and the visuals of the Exhibition Hall should be inspired by nature and diversity

(Material, shapes, pictures, etc.) and show a positive relationship between people and nature.Representation can be direct or abstract.

• Appealing to both the environmental/conservation community (serious, credible) as well as the generalpublic (spirited, fun, youthful)

• Reflect the natural richness of France as well as its vast cultural identity.• Make use of colour codes and other kinds of visual indicators (i.e.: one colour identifying one area or

exhibit stand type)• Reflect and embed cultural diversity• Rounded shapes are preferable to give a sense of fluidity and openness to the space

https://www.dropbox.com/s/r6hyg4a7vdwk6on/IUCN_RFP_Preliminary%20Guidelines_ENGLISH_WIP_191018.pdf?dl=0

https://portals.iucn.org/union/sites/union/files/doc/iucn_brand_book_partners_en_0.pdf

Exhibition Services


Annex IV - Previous Congresses large stands design

Please note that images are just examples of materials/designs used in the past for large-scale exhibits. For the 2020, Congress IUCN is looking for innovative, good value for money, sustainable and best in class ideas!

2016 World Conservation Congress

2012 World conservation Congress

Exhibition Services


2008 World Conservation Congress

Exhibition Services
