TENDER SPECIFICATION DOCUMENT WEST MIDLANDS INTERNATIONAL TRADE LLP MARKETING FILMS ON EXPORTING AND GOVERNMENT SUPPORT 14/15 15/16

Transcription

1 TENDER SPECIFICATION DOCUMENT WEST MIDLANDS INTERNATIONAL TRADE LLP MARKETING FILMS ON EXPORTING AND GOVERNMENT SUPPORT 14/15 15/16 Tender for the Supply of Film Production Date: March 2015 West Midlands International Trade LLP Registered Office: 75 Harborne Road Edgbaston Birmingham B15 3DH 1

2 Contents 1 Introduction West Midlands International Trade LLP 3 2 Tender Specification Description of Requirement Working arrangements Strategy Objectives Suppliers Requirements Period of Contract Pricing and Budget 4 3 Evaluation of tenders 4 4 Legal, Financial and Technical Requirements 6 5 Instruction to Tenderers 7 6 Conditions of Tender Representations Specification Tenders Excluded Collusive Tendering Freedom of Information 9 7 Timetable for Submission 10 Appendix 1: Tender Evaluation Scoring Matrix 11 Appendix 2: Example events pricing exercise 16 2

3 1. Introduction 1.1 West Midlands International Trade LLP (WMIT LLP) UK Trade & Investment (UKTI) is the Government organisation that provides integrated support services for UK companies engaged in overseas trade and foreign businesses focused on the UK as an inward investment location ( In the West Midlands region, UKTI has contracted with West Midlands International Trade LLP (WMIT LLP) which is a wholly-owned subsidiary of West Midlands Chambers of Commerce LLP (WMCC LLP), to deliver International Trade services. WMIT LLP is a joint initiative led by the Chambers of Commerce of Greater Birmingham, Black Country, Coventry & Warwickshire, Herefordshire & Worcestershire, Shropshire and Staffordshire. Teams working on behalf of UKTI are closely linked to UKTI teams in London and to staff in the British Embassies, Consulates and High Commissions throughout the world. 2. Tender Specification 2.1 Description of Requirement WMIT invites tenders for the provision of film and video production for UKTI in the West Midlands region. The main purpose of films will be to assist with client acquisition in marketing and events by telling the story of previous or existing clients of UKTI that have used services to help them grow their exports. It is likely that we will require the following: 6+ films that tell a certain story using a single company as a case study 1 or more films at our live events 1 or more longer films that tell a story using voiceovers from our staff or partners and previous company soundbites We seek a preferred partner to work with on requirements which will evolve throughout the year according to budget and programme. 2.2 Working Arrangements The successful tenderer will be required to identify one named account manager through whom all enquiries can be filtered. 2.3 Strategy WMIT LLP is contracted to deliver the trade objectives of UKTI in the region. This relates to UKTI s objective to increase the number of UK based organisations that export their products and services to the world, and the value of all exports, in order to drive economic growth. The requirement for film production ties into both our need to a. connect with companies that are not existing clients and convince them of the potential opportunity offered by exporting, in such a way that it motivates them to invest in this avenue, b. persuade companies that we have had some interaction with to increase their export activity (either by expanding in a market, or by exploring new markets) by utilising the advice and services available. 2.4 Objectives 3

4 To create a series of short, highly effective films which communicate the advantages of exporting in a compelling way to potential clients (and at times other stakeholders eg partners), linking the vital support of UKTI. 2.5 Suppliers Requirements The successful applicants will be required to work as contractors to West Midlands International Trade LLP (WMIT LLP). Companies must be available and willing for the following aspects of delivery: Demonstrate thorough understanding of the export process, motivations, and barriers Demonstrate empathy with companies of all sizes Demonstrate creativity in fulfilling the brief Be willing to travel around the West Midlands, potentially to another UK region or overseas to film Once given express permission; schedule filming with UKTI clients or partners directly, facilitating attendance of their UKTI adviser where desired Provide a non-disclosure agreement Come up with ideas to improve each film s impact in effectively communicating its message Create graphics or similar for videos Produce different versions of each film for different purposes; eg different call to action / close, different length for social media vs event use Respond to ad hoc requests to provide stills from films WMIT LLP must be fully consulted on the final content and approval must be granted prior to delivery, this includes: Meet the marketing team at least twice a year Have regular telephone conversations to plan videos, often with other advisers that work directly with companies Provide a simple story board or brief plan for each video to be agreed prior to filming Provide regular updates on progress Provide one or more draft cuts for UKTI comments before approved version is signed off 2.6 Period of Contract WMIT wish to identify a tenderer to deliver during the period of March 2015 and the financial year April March Evaluation of Tenders Tenders will be evaluated by 3 staff from WMIT who will select the applicant that provides the most suitable and economically advantageous tender. Applicants are asked to submit within their tenders, information that will correspond to the key areas of the evaluation, as follows: Section Weight (A) Score (B) Weighted Score (A x B) Max 95 1 FINANCIAL ASSESSMENT Financial stability please submit full accounts for 4 2

5 your last two financial years. These should include, as a minimum, balance sheets and profit and loss accounts or cash flow statements. UNDERSTANDING OF THE TENDER REQUIREMENTS 3 2 A demonstrable understanding of the potential scope of the project and those issues that will be critical to the implementation, development and sustainability of the project. The Tenderer will need to demonstrate that they have the appropriate qualities and resources to successfully deliver the requirement. REQUIREMENT SPECIFIC 4 The Tenderer is requested to : 3 Executive summary highlighting the major strengths of the proposal, Background clarifying an understanding of the brief and the critical issues surrounding the proposed project, Professional experience and knowledge this should cover details of relevant tender experience (ie similar contracts). METHODOLOGIES FOR DELIVERY AND PERFORMANCE 3 4 Methodologies proposed for contract delivery: Operational location for delivery of the services, Facilities and systems that will be required, Details of monitoring and evaluation measures and standards. STAFF INVOLVED IN THE PROJECT 2 5 The tenderer is required to provide details of the proposed key personnel, responsible for managing and delivering the project (including names, professional qualifications, relevant experience and/or CVs). 6 PRICING The Tenderer is required to provide a clear and 5 4

6 detailed breakdown of the pricing structure of the proposal showing all elements of expenditure relating to the contract see appendix 2. EQUAL OPPORTUNITIES, ENVIRONMENTAL & QUALITY MANAGEMENT POLICIES 1 7 The Tenderer is required to provide details of Health & Safety, Equal Opportunities, Environmental and Quality Management policies relevant to the Scope of Supply tendered for. Care will be taken not to discriminate against small organisations and start-up businesses. If the tenderer has responded with an acceptable statement as to why they have no policies then the tender will be scored appropriately. 8 THIS SECTION WILL ONLY BE USED IF THE TENDERER HAS PRESENTED TO THE EVALUATION TEAM Tenderers may be required to carry out a presentation in front of a panel established by WMIT. 4 Please refer to appendix 1 for a copy of the Tender Evaluation Scoring Matrix. 4. Legal, Financial and Technical Requirements A checklist of information to be submitted as part of your tender proposal is detailed below; Provide details of company size, legal status, management structure, current operating location, level of staff resources assigned to the project and an indication of their project management structure and capability; Provide details of company turnover for the last three years; Provide copies of the company accounts for the last two years; Provide names, experience and professional qualifications of the key personnel who will be responsible for undertaking the work; Provide experience of previous work relevant to the contract (including client details, approximate scale of work, and dates / confirmation of delivery); Provide the names and contact details of two referees to whom you have provided a similar service in the last two years, along with a summary of the services provided. 6

7 5. Instruction to Tenderers Your bid should be sent electronically to titled Tender Response for delivery of Marketing Films on Exporting and Government Support 14/15 15/16 by <Company Name> on <Day and Date>. 7

8 Commercial in Confidence INVITATION TO TENDER FOR THE DELIVERY OF (PLEASE ENTER DETAILS HERE) BID ORIGINATOR BIDDING ORGANISATION Nikola Smith Head of Marketing and Customer Services West Midlands International Trade LLP 75 Harborne Road Edgbaston Birmingham B15 3DH Tenderers should note that in the event that a bid is considered to be fundamentally unacceptable on a key issue, regardless of its other merits, that bid may be rejected. Tenders submitted after the stipulated time and date advised will be rejected and returned to the tenderer. If you require further information regarding the tender process, or the nature of the proposed contract, in the first instance please contact: ENTER CONTACT DETAILS No questions will be answered that provide a competitive advantage to any party tendering. Should questions arise during the tendering period which in our judgement are of material significance, we will inform all tenderers to explain the nature of the question, and our formal reply. All tenderers should then take that reply into consideration when preparing their own bids, and we will evaluate bids on the assumption that they have done so. 6. Conditions of Tender 6.1 Representations A Tenderer may contact officers of WMIT to obtain any further information about the requirements of the contract or the tendering procedures if these are not evident or clear from the documents supplied to the Tenderers. All such requests must be received by no later than 13 March Any queries received after this date may not be provided with a response. 6.2 Specification 8

9 For the avoidance of doubt, the tender specification document shall include all requirements explicit or implied within the invitation to tender. It must be recognised that WMIT LLP reserve the right to withdraw this tender document and all funding contained within it without notice. 6.3 Tenders Excluded No Tender will be considered for acceptance if the tenderer has indulged or attempted to indulge in any corrupt practice or canvassed the tender with an officer of WMIT. If a Tenderer has indulged or attempted to indulge in such practices and the tender is accepted, then grounds shall exist for the termination of the contract and the claiming of damages from the successful Tenderers. It is unlikely that any tender will be accepted which (a) is incomplete or inaccurately or inadequately completed or which purports to impose conditions other than those provided in the contract documents and (b) is delivered out of time or in a manner other than specified in this specification. 6.4 Collusive Tendering In submitting a tender against this contract, the Tenderer confirms that he has not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangement with any other person. The Tenderer also certified that at no time, before or following the submission of the tender, has the Tenderer carried out any of the following acts: (i) (ii) (iii) communicating to a person other than the person calling for the tenders the amount or approximate amount of the proposed tender, except where such disclosure is required for the purpose of obtaining insurance; entering in to any agreement or arrangement with any person that he shall refrain from tendering or as to the amount of any tender to be submitted; offering or paying or giving or agreeing to give any sum of money or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other tender or proposed tender for the said work or any act or thing of the sort described above. In the context of this clause, the word person includes any persons and anybody or association, corporate or incorporated; and any agreement or arrangement includes any such transaction, formal or informal, and whether legally binding or not. 6.5 Freedom of Information Information in relation to this tender may be made available on demand in accordance with the requirements of the Freedom of Information Act Tenderers should state is any of the information supplied by them is confidential or commercially sensitive or should not be disclosed in response to a request for information under the Act. Tenderers should state why they consider the information to be confidential or commercially sensitive. This will not guarantee that the information will not be disclosed but will be examined in the light of the exemptions provided in the Act. 9

10 It is important to note that information may be commercially sensitive for a time (e.g. during a tender process) but afterwards it may not be. The timing of any request for information may be extremely important in determining whether or not information is exempt. However, Tenderers should note that no information is likely to be regarded as exempt forever. 7. Timetable for Submission Date Activity 03/03/15 Invitations to tender issued 11/03/15 Tender question deadline 13/03/15 Tender submission deadline 16/03/15 Panel tender review 18/03/15 Decision on appointed supplier and notification to unsuccessful bidders 10

11 Appendix 1 Tender Evaluation Scoring Matrix Company: Assessor: Date: Tender Reference Number: Criteria from Model Tender Document Section 1: FINANCIAL ASSESSMENT Comments / Evidence Weight (A) Score (B) 0-5 Weighted Score (A x B) Max 95 Analysis of Financial Information Does the Financial Information provided by the Tenderer give reasons for concern. Do the Accounts Statements (Trading Accounts, Statement of Accounts, Cash Flow Forecasts) provided in the Tender give reasons for concern. Is the Turnover of the Company of appropriate size to the work tendered for. To score this section 0 Points Unsatisfactory response 1 Point Less than satisfactory response 2 Points Satisfactory response 3 Points Above satisfactory response 4 Points Very good response 5 Points Response exceeded expectations Section 2 UNDERSTANDING OF THE TENDER REQUIREMENTS 2 This section establishes that a supplier has the necessary experience in the tendered field. The Model Tender Document should have requested evidence of previous work relevant to the contract. The evaluator should ascertain whether the responses are relevant to the work tendered for. A demonstrable understanding of the potential scope of the project and those issues that will be critical to the implementation, development and sustainability of the project. The Tender should have provided a detailed synopsis of the requirements of the Tender. Their should be clear 11

12 evidence of understanding the scope if supply. To score this section 0 Points Unsatisfactory response 1 Point Less than satisfactory response 2 Points Satisfactory response 3 Points Above satisfactory response 4 Points Very good response 5 Points Response exceeded expectations Section 3 REQUIREMENT SPECIFIC 4 This should include a full understanding of the activities to be delivered as detailed in section 2.1 of the tender specification document. To score this section 0 Points Unsatisfactory response 1 Point Less than satisfactory response 2 Points Satisfactory response 3 Points Above satisfactory response 4 Points Very good response 5 Points Response exceeded expectations Section 4 METHODOLOGIES FOR DELIVERY AND PERFORMANCE 3 Has the Tender detailed the methodologies for Delivery of the Contract or the Project. Has the tender considered, where relevant, issues such as Quality, Performance Milestones, Delivery Requirements, Monitoring and Evaluation Requirements. To score this section 0 Points Unsatisfactory response 1 Point Less than satisfactory 12

13 response 2 Points Satisfactory response 3 Points Above satisfactory response 4 Points Very good response 5 Points Response exceeded expectations Section 5 STAFF INVOLVED IN THE PROJECT 2 This section ascertains whether the qualifications, experience, expertise and skills of the individuals assigned to manage and deliver the contract to EMB Ltd are relevant to the scope of supply. To score this section 0 Points Unsatisfactory response 1 Point Less than satisfactory response 2 Points Satisfactory response 3 Points Above satisfactory response 4 Points Very good response 5 Points Response exceeded expectations Section 6 PRICING 4 The tenderer should provide a clear and detailed breakdown of the pricing structure of the proposal showing all elements of expenditure relating to the contract. Is the price tendered commensurate with the overall level of service being offered (value for money)? To score this section 0 Points Unsatisfactory response 1 Point Less than satisfactory response 2 Points Satisfactory response 3 Points Above satisfactory response 4 Points Very good response 5 Points Response exceeded expectations Section 7 EQUAL 1 13

14 OPPORTUNITIES, ENVIRONMENTAL AND QUALITY MANAGEMENT POLICIES Does the Tenderer have satisfactory Equal Opportunities, Environmental and Quality Management policies relevant to the Scope of Supply tendered for. Care must be taken not to discriminate against small organisations and start up businesses. If the Tenderer has responded with an acceptable statement as to why they have no policies then score appropriately. To score this section 0 Points Unsatisfactory response 1 Point Less than satisfactory response 2 Points Satisfactory response 3 Points Above satisfactory response 4 Points Very good response 5 Points Response exceeded expectations Section 8 PRESENTATION DO NOT SCORE THIS SECTION UNLESS TENDERER HAS PRESENTED TO THE EVALUATION TEAM. 4 Has the Tenderer provided a good overview of their offer detailing all the major points required. A poor presentation may lead to overall doubts about the ability of the Supplier to carry out the project. This section scores 20 points and will take the total Tender score to 115 points. To score this section 0 Points Unsatisfactory response 1 Point Less than satisfactory response 2 Points Satisfactory response 3 Points Above satisfactory response 4 Points Very good response 5 Points Response exceeded expectations Totals Provide details of overall score and 14 TOTAL

15 total after calculation with Weightings applied. Provide overall summary comments on the Tender Summary Form available on the intranet. 15

16 Appendix 2 16