7 Golden Rules for Participation a short film commission SPECIFICATION. Invitation to submit a quotation

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1 7 Golden Rules for Participation a short film commission SPECIFICATION Invitation to submit a quotation January 2015

2 Part One Details of Specification 1. Introduction Scotland s Commissioner for Children and Young People promotes and safeguards the rights of children and young people in Scotland under the age of 18 (and those under 21 if they have ever been in the care of, or looked after by a local authority). The current Commissioner is Tam Baillie. He is independent of Parliament and Government but is accountable for the work done. The responsibilities and powers of the Commissioner are laid out in the Commissioner for Children and Young People (Scotland) Act (2003). The Commissioner has a responsibility to: Promote and safeguard the rights of children and young people; Have regard to the United Nations Convention on the Rights of the Child, and act in a manner that encourages equal opportunities; and Encourage the involvement of children and young people in the work of the Commissioner, and consult relevant organisations. 2. Background to the 7 Golden Rules The 7 Golden Rules for Participation are a resource that has been developed by Scotland s Commissioner for Children and Young in partnership with children and young people and adult practitioners. The 7 Golden Rules aim to remind adults what children and young people want from participation. They can also help children and young people to think about how adults can support them to participate. The resource has been very successful across Scotland, with over 10,000 packs being distributed to date. To support the resource, the Commissioner s office has also filmed the resource being used in workshop settings. For more information on the 7 Golden Rules for Participation, please see here: 2

3 3. Key task Scotland s Commissioner for Children and Young People would like to make a short documentary film of no more than 6 minutes in length to support the 7 Golden Rules for Participation resource. The documentary film will show how the resource is used in a special education setting. Scotland s Commissioner for Children and Young People is inviting proposals for this work. In the first instance the Commissioner s office wishes to hear from organisations, companies or individual film makers who could deliver a film to an industry standard, within the timescale outlined below. 4. Film requirements The filming will take place within a special school. The film has three aims: To tell the story of how the school uses the 7 Golden Rules for Participation To explore the positive effect of using the 7 Golden Rules on children and young people and adults To inspire the audience to use the 7 Golden Rules in their work Audience Adult practitioners who work with children and young people Participants in the film Teachers Children and young people Considerations The school provides education for children and young people with severe / profound and complex learning difficulties. All of the children and young people are non verbal and there must be careful planning and preparation in partnership with the teachers and the Commissioner s office to ensure that the filming is sensitively undertaken and that the children and young people are positively involved in the process. Location Filming will take place at the school which is in Edinburgh. 3

4 5. Timescales and budgets The filming needs to take place by the end of March 2015 in order for the school to be able to accommodate any disruption to teaching and learning. An indicative timetable is as follows: Submission of quotation 4 February 2015 Appointment of contractor 5 February 2015 Inception Meeting 12 February 2015 Scoping meeting on location 24 or 27 February Filming March 2015 Editing April 2015 Final delivery of film May 2015 It is estimated that the proposed work will fall within a budget range of Any quotation should indicate if VAT is applicable. Upon satisfactory completion of the work and / or agreed milestones, the contractor will be required to submit an invoice. The milestones are upon completion of the filming and then on final delivery. 6. Quality assurance The contractor will be expected to produce the final product to an industry standard. 7. Copyright and ownership The Commissioner will retain ownership and copyright of the footage and final film and any other related materials. 8. Child protection procedures The contractor will be required to comply with the child protection procedures of Scotland s Commissioner for Children and Young People. A copy of these will be provided. 9. Deadline for submission of quotation A quotation for the work described in this specification should be submitted by midday on Wednesday 4 th February. Please send any quotation as a pdf document to or a paper copy to the address below. 4

5 10. Submitting a quotation The quotation to undertake the work should include: Details of the individual identified as the project manager, with full contact details, including postal and address and phone number Details of the professional staff team, if applicable, who will be involved and their levels of involvement and experience A clear description of the proposed approach in line with the specification (planning, production and post production elements) Information about how the quality of the project will be assured and potential risks managed, including child protection. Names of two referees of the project manager from previous work undertaken in the past three years. A clear breakdown of costs /fees. Please include the following in the breakdown of costs: Item Cost quoted Preparation of outline / script through discussion and communication with the office of Scotland s Commissioner for Children and Young People and partner organisation/s where necessary Filming including interviews with children, young people and adults Editing into final piece (no longer than 6 mins) Delivery to Scotland s Commissioner for Children and Young People in formats suitable for: - MP4 - Embedding on website - You Tube/Vimeo - Provide 20 copies DVD with sleeve cover 5

6 12. Selection criteria Requirements to be evidenced in any quotation: Background and experience in documentary film production to professional industry standard Prior experience of working in partnership with organisations across learning or social/community sectors to create a high quality film product. Experience in enabling people to expressing themselves through a documentary film making process. Experience of planning and running workshops or interviews with adults, children and young people within a busy day to day environment. Experience in creating accessible, engaging, industry standard, media resources to aid adult learning. Willingness to develop or deepen knowledge of United Nations Convention on the Rights of the Child (UNCRC) to ensure context of experience and product created is informed by children and young people s rights. Demonstrable project management skills and experience, including sound financial project management Awareness of the ethical and practical issues in relation to undertaking this activity with teaching staff and children and young people with severe / profound and complex learning difficulties disabilities in a school environment. Availability to conduct the work between February 2015 and May 2015 Evidence might include previous projects and associated products, previous contractors evidenced satisfaction with the standard of your work, industry awards for prior projects/products created etc. Evidence might include description of work undertaken with learning/social/ community services or organisations and their satisfaction with your work. Examples of prior projects/products should evidence this. Examples of prior projects/products should evidence this Examples of prior projects/products should evidence this. Please provide a description of your understanding and state willingness to develop knowledge and understanding if required before outset of project Scotland s Commissioner for Children and Young People will provide support for this if required. Evidence might include previous contractors satisfaction with project and financial management of work. Please provide a description of your understanding and state willingness to develop knowledge and understanding if required before outset of project. The Commissioner s office will provide support for this if required. Please confirm. 6

7 12. Key contacts The successful contractor will work with: Sarah-Louise Davies, Participation and Engagement Officer Ezmie McCutcheon, Communications Manager For further information please contact Sarah-Louise by or at the address below: Scotland s Commissioner for Children and Young People Rosebery House Ground Floor 9 Haymarket Terrace EH12 5EZ 7

8 Part Two Additional Information 1. Standard Terms and Conditions A copy of the Commissioner s Standard Terms and Conditions is here: Services2.pdf Please note that Scotland s Commissioner for Children and Young People is subject to the Data Protection Act, Freedom of Information (Scotland) Act 2002 (As Amended) and the Equality Act A copy of the Procurement Policy for the Scotland s Commissioner for Children and Young People is available at: 2. Freedom of information The Commissioner is a Scottish public authority for the purposes of the Freedom of Information (Scotland) Act Any information provided to the Commissioner s office may need to be released in response to a request for information. The Commissioner is not able to hold information in confidence unless it is genuinely sensitive in nature and therefore is exempt from release (for example because commercial interests may be harmed). Withholding information under certain exemptions (for example commercial sensitivity) requires that substantial prejudice is demonstrated; the Commissioner must be able to show that real, actual, significant harm would be caused by disclosure. Information that the contractor has identified as truly sensitive may be included in an annex to the tender/quotation and should also set out the reasons for sensitivity and the period of sensitivity. This will facilitate disclosure of the remainder of the tender/quotation should a request for information be received. It should be noted however that the Commissioner cannot be bound by the contractor s views, particularly if it is apparent that the information is not sensitive. The Commissioner shall consult with the contractor if he receives a request for any information highlighted in the tender/quotation as being sensitive, within the identified sensitivity period. The contractor will also be consulted by the Commissioner if there is any doubt about the information s sensitivity, regardless of the specified period. In accordance with the Commissioner s retention schedule successful tenders/quotations shall be retained for 5 years from the date the contract ends. 8

9 Unsuccessful quotations are retained for 1 year from the date the contract is awarded. 3. Quotation conditions 1. Contractors are invited to submit a fixed price quotation, including all expenses, for providing the services as described in this specification. 2. Potential contractors must meet their own costs of responding to this invitation and any costs they incur from providing demonstrations, presentations or other activities associated with responding to this invitation. 3. Prices quoted must be held firm for at least 45 days from the closing date for submission. 4. The contractor must be willing for any quotation submitted to form part of the contractual relationship with Scotland s Commissioner for Children and Young People. 9

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