INVITATION TO TENDER MANCHESTER CHINA FORUM

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1 INVITATION TO TENDER MANCHESTER CHINA FORUM Manchester - China Investment Portfolio Editing and Design Brief (Manchester China Forum TENDER/0114/001) PREPARED BY: Elaine Ofori DATE: 24/01/2014

2 INVITATION TO TENDER TITLE OF TENDER: Manchester - China Investment Portfolio Editing and Design Brief Ref: Manchester China TENDER/0114/001 You are hereby invited by Manchester China Forum and Marketing Manchester to submit a tender by way of the attached questionnaire and supporting documentation for the above goods or service. Details of the tender are contained in the attached document. Any contract awarded following your tender will commence on the date of acceptance and is subject to the conditions of contract. Tender Timetable Tenderers clarification questions to be submitted in writing by 22 January 2014 The return date for this tender is 24 January 2014 The anticipated contract award date is the week commencing 27 January 2014 Activity Completion Date 28 February 2014 Documentation You are required to return one copy of your tender in electronic format in accordance with the Instructions to Tenderers to: Whilst Tenderers are preparing their responses, questions will inevitably arise. It is requested that all queries be referred in writing to Rachel Combie, Director of Strategic Marketing, Marketing Manchester In order to allow time to offer appropriate answers, tenderers must submit any queries in writing to Rachel Combie by the date specified in the table above. If any question or request for clarification is considered to be of material significance, both the query and the response will be posted on: and in an anonymous form. It is the 2

3 responsibility of the interested party to check this website periodically before the tender return date to check for any updates and to incorporate these into its tender submission. I look forward to receiving your response. Yours faithfully, Rachel Combie Rachel Combie, Director of Strategic Marketing, Marketing Manchester 3

4 CONTENTS 1. Instruction to Tenderers Page 5 2. Background Information Page 9 3. Project Specification Page Project Brief Page Project Deliverables and Timetable Page 12 4

5 1 INSTRUCTIONS TO TENDERERS 1.1 If you wish to submit a Form of Tender for the work described in this document, then you must do so in accordance with these instructions and any further instructions contained in the invitation letter. 1.2 Alterations: The tenderer may not alter this document. Any proposed alteration is to be given in a separate letter accompanying the tender. 1.3 Tenderers must submit a compliant bid based on the structure as outlined in this document. However if tenderers wish to submit a variant proposal, they should do so separately and this must be in addition to a compliant bid. 1.4 The date and time for return of tenders is shown on the Form of Tender. Tenders will be received up to the time and date stated. It is the tenderer s responsibility to ensure that their tender is received on time. Manchester China Forum does not undertake to consider tenders received after that time tenders are acceptable as is the hand delivery of tenders. 1.6 Manchester China Forum does not issue acknowledgement of receipt of tender documents and accepts no responsibility for loss or non-receipt of applications. 1.7 The tender should be completed legibly in black ink or clearly typed. 1.8 Manchester China Forum expressly reserves the right not to award any contract as a result of this procurement process and it shall not be liable for any costs incurred by tenderers. Manchester China Forum S also reserves the right to accept all or any part of a tender. 1.9 Prices shown should be in pounds sterling and exclusive of VAT and inclusive of expenses. 5

6 1.10 Confidentiality of tenders: The tenderer must not inform anyone else of their tendered price. The only exception is if the tenderer is required to obtain an insurance quotation to calculate the tender price, the tenderer may give details of their bid to the insurance company or brokers, if requested The tenderer must not try to obtain any information about any other parties or proposed tender before the contract is awarded The tenderer must not arrange with any other party the submission of a tender, except in the circumstances where sub-contracting and/or joint ventures are applicable Should your tender be accepted Manchester China Forum cannot guarantee that your tender price will remain confidential. If you wish to advance reasons why details of your tender should not be disclosed you should do so in writing at the time of tendering Trading names/invoicing: Where invoices will be rendered by, or payments made to, an entity whose title differs in any respect from the title in which the tender is submitted, full details must be provided in a letter accompanying the tender. Successful tenderers who fail to provide this may experience delays in payment of their invoices You are not entitled to claim any costs or expenses from Manchester China Forum that you may incur in preparing your tender whether or not it is successful Hard copy tenders must be returned to Manchester China Forum Warren Bruce Court, Trafford Park, Manchester, M17 1LB. Electronic tenders must be returned to The deadline for receipt of tenders is stated in the tender timetable at the front of this document Tenderers should note that during this tender process they should not contact any of Manchester China Forum s respective Board Members, Executive Directors, employees or advisers or any third parties connected to the Forum any advisers to this procurement, outside of the process outlined within this section and elsewhere within this document All responses to this Invitation to Tender must be in English. 6

7 1.19 Manchester China Forum reserves the right, at its discretion, to request clarification in writing, or further relevant information, from any tenderer post submission of the tender response by such tenderer Eligibility of prospective Contractors: Any change that is considered material by Manchester China Forum as to the identity or control of a tenderer, or in the eligibility of a tenderer, happening before or after the tenderer has submitted its response to the Invitation to Tender, will lead to its disqualification. Where the tenderer is a consortium, the lead consortium member must remain the same as when originally shortlisted. The full consortium membership must be disclosed and set at the time of submission of the Invitation to Tender response and there must be no material changes in the consortium after the tender submission. Manchester China Forum must be advised of any change in the consortium membership or in the principal relationships between members of the consortium. Any change that is considered material will lead to the tenderer s disqualification Tenderers are required to agree to Manchester China Forum s Terms and Conditions of Contract. Any proposed amendments regarding the Terms and Conditions must be documented in the tenderer s bid and submitted by the tender return date. Manchester China Forum will then determine whether the proposed amendments reflect a compliant bid Freedom of Information Legislation Manchester China Forum may be obliged to disclose information provided by tenderers in response to this Invitation to Tender under the Freedom of Information Act 2000, all subordinate legislation made under this and the Environmental Information Regulations 2004 ( the Freedom of Information Legislation ) Tenderers should be aware that the information they provide could be disclosed in response to a request under the Freedom of Information Legislation. Manchester China Forum will proceed on the basis of disclosure unless an appropriate exemption applies. Tenderers should be aware that despite the availability of some exemptions, information 7

8 may still be disclosed if the public interest in its disclosure outweighs the public interest in maintaining the exemption. No response to this Tender should be covered by a general statement regarding its overall confidentiality; instead any specific areas of confidential information should be highlighted in accordance with paragraph 3 below. Manchester China Forum accepts no liability (including for negligence) for loss as a result of any information disclosed in response to a request under the Freedom of Information legislation Tenderers should highlight information in their response that they consider to be commercially sensitive or confidential in nature, and should state the precise reasons why they consider this Manchester China Forum will use reasonable endeavours to consult with tenderers over the release of information that is highlighted by them as commercially sensitive or confidential Company/Organisation contact point - Interested Parties are asked to provide a single point of contact in their organisation for their response to the Invitation to Tender. Manchester China Forum shall not be responsible for contacting the interested party through any route other than the nominated contact supplied. The interested Party must therefore undertake to notify any changes relating to the single point of contact promptly to 8

9 2 BACKGROUND INFORMATION 2.1 Manchester China Forum The Manchester China Forum is a new business-led initiative aimed at increasing Greater Manchester s commercial connectivity with China. The Forum has been established to provide a focus for organisations looking to increase their connectivity with China, and to encourage more businesses to explore opportunities in China. It aims to: Increase investment into Manchester from Chinese companies Support the growth of Manchester s exports to China by 2018 Grow inbound tourism from Chinese visitors Enhance educational and research links between Manchester and China Facilitate student retention and alumni links Increase cultural exchange and understanding Secure direct air routes between Manchester and China The Forum s founding members are: Charlie Cornish (M.A.G.), Mike Blackburn (BT and Chair of Greater Manchester LEP), Neil Jones (PTG Holroyd Precision), Neil Lees (The Peel Group), Jon Lovell (Deloitte), Michael Oglesby (Bruntwood), Baron Frankal (New Economy), Tim Newns (MIDAS) and Andrew Stokes (Marketing Manchester). The Forum also works with a number of key partners to help GM businesses further develop relationships with China. These include AGMA, GMCC, Pro-Manchester, Visit Manchester, the Chinese Arts Centre, CRCC Asia and Greater Manchester s universities. 2.2 Marketing Manchester Marketing Manchester is the agency charged with promoting the City on a national and international stage. Marketing Manchester aims to develop the Manchester city-region into a leading leisure, learning and business destination for domestic and international visitors, enhance the national and international reputation of the city-region and promote sustainable economic development and growth. 9

10 3 PROJECT SPECIFICATION 3.1 Project background China has been identified as a strategic priority for Greater Manchester, with a strong potential for growth in trade, inward investment, tourism and education. In order to effectively communicate Manchester s offering to this market a range of marketing collateral is being produced. The most significant piece is the Manchester China Investment Portfolio. The Portfolio is a business-to-business publication which has been developed to guide potential Chinese investors through the process of investing in Manchester. It will be the primary tool/route to market for the Manchester China Forum sales team. The Investment Portfolio will support the Manchester China Forum objectives and wider marketing and communications strategy, whilst communicating Manchester s offering to stakeholders. The Investment Portfolio will be presented online at this will be in the form of a downloadable brochure. The Investment Portfolio will also exist as a PowerPoint Presentation that can be used by The Manchester China Forum sales team as well as intermediaries. The publication will need to be presented in both English and Mandarin. 3.2 Project objectives The objectives of the Investment Portfolio are to: showcase Manchester as a leading business destination with key investment opportunities; promote Greater Manchester s business sectors that offer the most opportunity for Chinese investors; present a selection of Manchester s key development sites; highlight real estate investment opportunities. 3.3 Target audience The following target audiences have been identified: China Chinese corporate businesses with the potential to investors in Manchester; 10

11 Chinese national, regional and city level public officials; Ambassadors/envoys based in China; Intermediaries such as UKTI representatives in China. UK Manchester businesses with the potential to increase trade with China; Intermediaries such as MIDAS, Marketing Manchester, UKTI, UKTI Regeneration Investment Organisation, UK Consulates, China-Britain Business Council, CRRC Asia and property agents; Members of the Manchester China Forum. 3.4 Structure of the investment portfolio The Investment Portfolio comprises 36 A4 pages (approx words) which are structured as follows: Prelims Manchester USPs Manchester s offer Guidance on working/investing in the UK Manchester s key sectors Investment opportunities Manchester s Chinese community Manchester s infrastructure, leisure tourism and educational offer Whilst the content for the Manchester China Investment Portfolio has been produced it is yet to be edited and the creative look and feel of the publication has not yet been developed. 3.5 Project Brief Manchester China Forum would like to appoint a tenderer who can undertake the editing, design and translation of this project. The Investment Portfolio must be edited to: ensure that it is consistent in tone and voice in accordance to the project style guide (to be provided); suitable for the target audience; grammatically correct; An artwork brief should be produced that highlights were additional images might be required. The approved edited Portfolio will need to be: 11

12 professionally translated into Mandarin and the language used will need to be relevant for a business audience; The translated content will need to be proofread; This element of the study can be sub-contracted to a translation company if required. If the translation is to be sub-contracted tenderers are required to specify in their response the name of the company that will be delivering this activity. The approved content should be designed so that it is: a professional brochure and PowerPoint presentation in Mandarin and English that sells Greater Manchester s offer as a business destination; suitable for the business market; highly visual using infographics/diagrams to make factual information come alive; The design must take into consideration the symbolism of colours in Chinese culture; The design must be in keeping with the Manchester China Forum brand guidelines (to be supplied); Sourcing of imagery the successfully appointed company will be given access to the Marketing Manchester image bank which contains a selection of Manchester and sector specific imagery. Images of certain developments can also be provided. If additional images need to be sourced the cost of these must be covered by the project budget. 3.6 Project deliverables Edited content of the Investment Portfolio sent electronically to the Manchester China Forum for review and approval before it is translated; Translated content of the Investment Portfolio sent electronically to the Manchester China Forum for review; 2x designed versions of the Investment Portfolio (English and Mandarin) suitable for target audience. This will be need to delivered in an electronic format (print ready files, and print standard PDF) which can be uploaded to the manchesterchinaforum.com; 2 x PowerPoint presentations (English and Mandarin) suitable for target audience; 3.7 Project timetable Tenderers clarification questions to be submitted in writing by 22 January 2014 The return date for this tender is 24 January 2014 The anticipated contract award date is the week commencing 27 January 2014 Project Inception meeting to be held week commencing 3 February 2014 Activity Completion Date 28 February 2014 A consultant is required to provide weekly updates to Manchester China Forum to show progress. 12

13 3.8 Key Criteria, Budget and Costs The maximum budget for delivery of this project is 10,000. Number Selection Requirements Weighting for selection requirements 1 Methodology 25% 2 Proven track record of delivering high quality 50% marketing collateral for agencies; Experience of designing for international markets, particularly the Chinese market; Ability to translate into Mandarin Ability to copy-edit to a high standard; 3 Value for Money 25% 3.9 Next Steps The Manchester China Forum would like to invite you to submit a proposal explaining: a methodology explaining how you propose to meet the project specification. It should describe clearly how you will provide each of the main requirements set out in the project specification. It should also include a detailed work profile with milestones and progress review meetings included; the personnel whom you would expect to carry out the work together with an outline of their relevant experience; breakdown of all costings by staff and by each individual area of work/stage; appropriate business or professional references (that could be contacted if necessary. The referees business address and telephone number should be included; a short background statement on your organisation and details of relevant project experience; key milestones and timings and any points of consideration. If the translation element of this project is to be sub-contracted tenderers are required to specify in their response the name of the company that will be delivering this activity Tenderers should present their proposal in writing using the attached Form of Tender (appendix 1) and as detailed in 1.0 Instructions to Tenderers. If you wish, you may provide 13

14 additional information and copies of policies etc in an appendix to the Form of Tender Tenderers should complete the Declaration by Tender (appendix 2) and return to the Manchester China Forum with the proposal Terms and conditions of payment should be outlined within your proposal. The Manchester China Forum usually pay an instalment upon appointment and the balance upon satisfactory completion of the project. 14

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