TENDER SPECIFICATION DOCUMENT. Tender for Producing Videos

Transcription

1 TENDER SPECIFICATION DOCUMENT Tender for Producing Videos Tender for producing video in support of UK Trade & Investment delivery in the East Midlands Date: 15 th June 2015 East Midlands Business Limited Registered Office: 5 Merus Court Meridian Business Park Leicester LE19 1RJ

2 Contents 1. Introduction Background Tender Specification Corporate Responsibility and Health & Safety Considerations Additional Requirements Payment Terms Content of Tender Submission Evaluation of Tenders Instruction to Tenderers Conditions of Tender Timetable

3 1. Introduction East Midlands Business Limited is a private company that provides a range of business consultancy and programme management services. East Midlands Business Limited is a subsidiary of EMB-Group Limited. 2. Background UK Trade & Investment (UKTI) is the Government department that both supports companies in the UK doing business internationally and overseas enterprises seeking to locate in the UK. UKTI East Midlands provides support to companies in the counties of Lincolnshire, Rutland, Derbyshire, Nottinghamshire, Leicestershire and Northamptonshire. A central hub based in Derby providing administration, customer support along with marketing and events makes up the core team of the EM region. International Trade Advisers deliver UKTI services and support to businesses throughout the region. The Chambers of Commerce are also active and support companies in their export endeavours. UKTI wishes to commission a number of videos which will be shown during workshops and events highlighting the support available from UKTI and how this complements the Chamber of Commerce offer. It could be that we have a UKTI video which is shown at Chamber of Commerce events, and vice versa, a Chamber of Commerce video for UKTI audiences. 3. Tender Specification 3.1 EMB is inviting tenders from suitably qualified and experienced suppliers for the authoring, shooting, editing and production of video. 3.2 It is envisaged that the project will produce three films: a standalone UKTI film and a standalone Chamber of Commerce film (each anticipated to be no more than five minutes in duration). We would also like a combined film (which could be longer). EMB is willing to receive recommendations on the duration and make up of these films. 3.3 The project will be managed by EMB who will act as the accountable body ensuring that the project is delivered in accordance with its aims and objectives and that robust systems and processes are created and maintained to support the project audit trail. 3

4 3.4 There are existing UKTI films featuring clients, and it would be good to reuse content from these where possible. It is also anticipated that some location filming on site at customer premises may help. 3.5 The videos must adhere to the respective brand guidelines of UKTI and the Chambers of Commerce respectively. The tone of voice used needs to be Authoritative, Accessible, Impartial & Can-do. 3.6 EMB aims to have the finished videos ready for use from September Corporate Responsibility and Health & Safety Considerations 4.1 EMB requires providers to comply with all Health and Safety legislation and to have procedures in place for ensuring the safety of its staff, as well as third party personnel involved in assignments. 4.2 Providers should possess and maintain public and professional indemnity insurance and employers liability insurance (if applicable). Evidence of current insurance policies and the limits of these policies must be provided as part of your tender submission. 5. Copyright/Legal Ownership of Commissioned work 5.1 In all instances, full copyright and authorship of all commissioned work will pass to the Client and become EMB Group copyright assets upon payment of invoice. The provider will waive all moral rights which they may have now or in the future (including, but without limitation) any of their rights under sections 77 and 80 of the Copyright, Designs and Patents Act, 1988, or similar laws of jurisdiction. 5.2 The EMB Group and its associated companies will have the right to use and reproduce the commissioned work without further charge or permission. 6. Fair Use 6.1 Providers will have limited permission to use copies of work produced in the execution of assignments for the EMB Group in order to promote themselves, using a portfolio or similar promotional tool. This is considered by the EMB Group to be Fair Use. 4

5 7. Additional Requirements 7.1 The above specification points are not an exhaustive list. The successful providers may therefore be required to adhere to additional requirements or may wish to suggest additional activity that would benefit the project. Such requirements will be agreed between the successful providers and EMB. 8. Payment Terms 8.1 EMB s normal payment terms for approved invoices are 30 days. 9. Content of Tender Submission 9.1 Tenderers are asked to provide the following within their submission: Your understanding of our requirements; Experience - Provide examples and a brief description of similar commissions that you have worked on in the last three years. Please include details of: subject matter of the commission or project; client organisation; individual commission value (if applicable); Personnel Please provide details of the key personnel who will be responsible for managing and undertaking the work, including their experience and relevant qualifications. Please identify one named Account Manager who will co-ordinate your services. Your charge rates. Please show all elements of your charges. If applicable, VAT should be shown separately. Copies of your audited accounts for the last two years, if available (Full accounts should be provided, not abbreviated accounts); Evidence of current insurance policies and value of indemnity (as a minimum this should include public and professional indemnity and employers liability if applicable); Names and contact details of two referees to whom you have provided a similar service in the last two years and who you are happy for us to contact. 10. Evaluation of Tenders 10.1 Tenders will be evaluated by an evaluation panel which will determine which of the submissions provides EMB with the most confidence that those suppliers have the relevant experience, personnel and capability to meet the requirement s objectives. EMB reserves the right to invite tenderers to interview if this is considered necessary Scores will be agreed for each response in line with the Scoring Methodology and criteria set out overleaf. 5

6 Criteria: Assessment / Score: Weighting: Total possible: Tenderers financial Pass / Fail stability Understanding 1(poor)-5 (excellent) 3 15 Previous experience 1(poor)-5 (excellent) 5 25 Personnel 1(poor)-5 (excellent) 3 15 Capability 1(poor)-5 (excellent) 3 15 Charge rates Total score available Instruction to Tenderers 11.1 Please supply an electronic version of your tender by the submission deadline to: tenders@embltd.co.uk 11.2 Submissions should be titled: TENDER FOR UKTI FILMING 11.3 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 If you require further information concerning the tender process, or the nature of the proposed contract, in the first instance please contact tenders@embltd.co.uk with the subject line Tender for UKTI Filming. No questions will be answered that provide a competitive advantage to any party tendering Should questions arise during the tendering period, which in our judgment are of material significance, we will post additional information on our website 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. 12. Conditions of Tender 12.1 Representations: A tenderer may contact EMB using the address tenders@embltd.co.uk 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 tenderers Specification: For the avoidance of doubt, the tender specification document shall include all requirements explicit or implied within the invitation to tender. 6

7 EMB reserves the right to withdraw this tender document and all funding contained within it without notice 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 EMB. 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 the specification Collusive Tendering: In submitting a tender against this contract, the tenderer confirms that he/she 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 certifies that at no time, before or following the submission of the tender, has the tenderer carried out any of the following acts: i. 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; ii. iii. entering into 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 any act or thing of the sort described above. The context of this clause the word person includes any persons and any body or association, corporate or unincorporated; and any agreement or arrangement includes any such transaction, formal or informal, and whether legally binding or not 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 if 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. 7

8 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. 13. Timetable 13.1 The timetable for the procurement process is as follows: Date Activity 15 June 2015 Invitation To Tender published 29 June 2015 Tender submission deadline 30 June 2015 Tender scoring commences 01 July 2015 Panel Tender Review 06 July 2015 Decision on preferred bidder and notification to successful and unsuccessful bidders 13.2 Bidders should note that this timetable may be subject to change. 8