Invitation Document for the Supply of a Photographic Image Bank for The Guildhall Wedding Campaign

Transcription

1 Invitation Document for the Supply of a Photographic Image Bank for The Guildhall Wedding Campaign To: Photographic Suppliers From: Derry City and Strabane District Council Subject: Supply of Wedding Photographic Image Bank for the Guildhall Wednesday 20 th January 2016 Dear Sir / Madam, 1. Brief Background Note & Terms of Reference The Guildhall is one of Derry s most recognisable landmarks and has been at the heart of city life since As well as being home to the Council s chamber and Mayor s Parlour, the Guildhall is a must visitor destination with stunning stained glass windows, an exhibition on the Plantation of Ulster and exceptional main hall with organ. The Guildhall is also available for event hire for areas such as: Weddings Conferences Civil Ceremonies Corporate Hire 2. Required Services To support the marketing programme Derry City and Strabane District Council is seeking quotation submissions for the provision of a wedding photographic image bank for The Guildhall. This wedding image bank is being developed as a key resource to promote the venue and service assets. It is envisaged that the wedding image bank will be made up of at least 30 approved quality images. Telephone: (028) web: 1

2 Key areas of interested to be captured include: Interior and exterior (capturing scale, detail and attractiveness) Room setup / layout (demonstrating full potential of event space and to illustrate the venues flexibility) The primary target audiences for this campaign are: Wedding / Civil Ceremonies Hire The photographic image bank will be developed in line with the Guildhall s Brand guidelines. It is anticipated that wedding imagery will be used for a wide range of uses - promotional material to include print, billboards, press, advertising campaigns, digital and presentations. 3. Timescale It is envisaged that this piece of work will commence early March 2016 and be completed by end of March Requirements for Submission Those interested in submitting quotations for this project should submit three hard copies and one electronic copy of a document of no more than twelve A4 pages (exclusive of CVs) under the following headings for selection (see also Evaluation Criteria below): Understanding of brief A summary of what the supplier understands is required and any insights into the requirements that can be gleaned from the suppliers own knowledge. Expertise & Experience This should include a composition of proposed project team including CVs, relevant qualifications and any other relevant information. Evidence of the following must be demonstrated clearly including a small portfolio. Telephone: (028) web: 2

3 Provide creative direction for the photos outlining themes, props and models where relevant Exceptional creativity and artistic flair in photography World class standard (awards, accreditation etc) Previous experience in event venues, museums, commercial and or tourism field. Methodology and Approach This should include details of the number of days required to complete the assignment, over what period of time the assignment will be completed and if models will be required and an indication of how these will be sourced. Cost Provide a breakdown of all costs in sterling. These costs should clearly indicate a rate per day and the number of days required to complete the assignment, also additional costing for providing creative direction and relevant pricing and prop costs. Costs should be exclusive of VAT but inclusive of all anticipated expenses. 5. Derry City and Strabane District Council Input Derry City and Strabane District Council will provide guidance on the product to be photographed however it is envisaged that the successful company will take a pro-active approach. All images taken are to become and remain the sole property of Derry City and Strabane District Council. Telephone: (028) web: 3

4 6. Evaluation Criteria There will be a two stage selection process: Stage 1 Selection Criteria Selection Criteria Company Experience Mark Pass/Fail Failure to demonstrate this may lead to a fail mark exceptional creativity and artistic flair in photography world class standard (awards, accreditation etc) Previous experience in event venues, museums, commercial and or tourism field. Stage 2 Award Criteria Qualifying quotations will be evaluated against the following Criteria Criteria Weighting Proposed approach (methodology) to the assignment 50% Value for Money 50% Total 100% Contract award will be based on most economically advantageous cost to Derry City and Strabane District Council. Telephone: (028) web: 4

5 7. Deadline for Submission The deadline for submission is 12 Noon on Wednesday 3 rd February 2016 The successful supplier will be notified by Friday 12 th February A meeting will be convened shortly thereafter to provide further briefing and to agree a work plan. 8. For Further Information On The Guildhall please contact Tara Nicholas Tel: (028) ext 8303 Tara.Nicholas@derrystrabane.com On (This project) please contact Jacqueline Whoriskey Lead Marketing Officer Tel: (028) Jacqueline.Whoriskey@derrystrabane.com On Procurement Matters please contact Colin Killeen Tel: (028) colin.killeen@derrystrabane.com Please note the final selection will not be based on cost alone. Please read the following Freedom of Information statement. If you have any queries please do not hesitate to contact me. Kind Regards Jacqueline Whoriskey Lead Marketing Officer Telephone: (028) web: 5

6 Freedom of Information Derry City and Strabane District Council is subject to the provisions of the Freedom of Information Act Should any tenderer consider that any of the information supplied by them is either commercially sensitive or confidential in nature, this should be highlighted and the reasons for its sensitivity specified. In such cases, the relevant material will, in response to FOI requests, be examined in light of the exemptions provided for in the FOI Act. Tenderers should be aware that the information provided in the completed tender and contractual documents could be disclosed in response to a request under the Freedom of Information Act. No information provided by Tenderers will be accepted "in confidence" and Derry City and Strabane District Council accepts no liability for loss as a result of any information disclosed in response to a request under the Freedom of Information Act. Derry City and Strabane District Council has no discretion whether or not to disclose information in response to a request under the Freedom of Information Act, unless an exemption applies. Disclosure decisions will be taken by appropriate individuals in Derry City and Strabane District Council having due regard to the exemptions available and the Public Interest. Tenderers are required to highlight information that they include in the tender documents, which they consider to be commercially sensitive or confidential in nature, and should state the precise reasons, why that view is taken. In particular, issues concerning trade secrets and commercial sensitivity should be highlighted. Tenderers are advised against recording unnecessary information. In accordance with the Lord Chancellors code of Practice on the discharge of public functions, Derry City and Strabane District Council will not accept any contractual term that purports to restrict the disclosure of information held by the Council in respect of the contract or tender exercise save as permitted by the Freedom of Information Act. The decision whether to disclose information rests solely with Derry City and Strabane District Council. Derry City and Strabane District Council will consult with Tenderers, where it is considered appropriate, in relation to the release of controversial information. Tenderers will be notified by the council of any disclosure of information relating to them. Tenderers should be aware that the information provided in the completed tender and contractual documents could be disclosed in response to a request under the Freedom of Information Act. No information provided by Tenderers will be accepted "in confidence" and Derry City and Strabane District Council accepts no liability for loss as a result of any information disclosed in response to a request under the Freedom of Information Act. Telephone: (028) web: 6