Invitation to tender

Chartered Institute of Public Relations Online blended learning solution Invitation to Tender 06 May 2011

Chartered Institute of Public Relations

Invitation to tender for

Provision of an e-learning / online blended learning solution for CIPR training and events

Copyright Š 2011 by CIPR. All rights reserved.

Chartered Institute of Public Relations Online blended learning solution Invitation to Tender 06 May 2011

Contents 1 Introduction 1.1 Project Goals and Objectives 1.2 Purpose of this Invitation to Tender 1.3 Form of Tenders 1.4 Procurement Timetable 2 Background 2.1 Organisation Background 3 Scope 4 Key Requirements 5 Detailed Functional Requirements 6 Technical Requirements 7 Cost Information Required 8 Supplier Information Required 8.1 General Information 8.2 Proof of Supplier's sound Financial and Company Standing 8.3 Evidence of Capacity to Deliver Contract Requirements 8.4 Other 10 Implementation Requirements 11 Instructions to Suppliers

Chartered Institute of Public Relations Online blended learning solution Invitation to Tender 06 May 2011

1

INTRODUCTION

The Chartered Institute of Public Relations (CIPR) wishes to provide a modern, flexible online training option for our members and the public relations industry as a whole. Our aim is to take the existing Introduction to PR workshop / Foundation Award programme and convert it into an e-learning version that is two months in duration with self-directed learning and appears on a bespoke e-learning platform. An optional exam portal would also be desirable. A successful proposal should also provide options and solutions for offering other CIPR courses online.

Project Goals and Objectives The central objective of this project is to provide an online blended learning solution that will open CIPR training to a broader national and international audience.

This solution will: - meet the agreed mission and vision of the CIPR - allow member and non member access to quality, cost effective, online training - help CIPR gain competitive advantage - provide a cheaper alternative to the face to face course 1.2

Purpose of this Invitation to Tender

This invitation to Tender (ITT) is issued in compliance with the CIPR’s regulations and guidance for purchasing and supply. It forms the basis on which prospective suppliers of an online blended learning system will be assessed.

The CIPR in this tender is looking for:         1.3

E-learning version of the two day Introduction to PR / Foundation Award - two months self-directed learning on bespoke e-learning platform Reliable and accessible hosting Capacity for 100 new learners Plenty of storage space 80Gb data transfer Trustworthy platform maintenance and support with daily backups Creative and instructional techniques to facilitate learning Capacity to develop other CIPR course to online programmes Form of Tenders

Instructions These instructions are designed to ensure that all tenders are given equal and fair consideration. It is important, therefore, that you provide all the information asked for in the format and order specified. Please contact: Mark Willock CIPR Professional Development Department 52 – 53 Russell Square London.

WC1B 4HP Tel: 020 7631 6900 E-mail: markw@cipr.co.uk

Chartered Institute of Public Relations Online blended learning solution Invitation to Tender 06 May 2011 Your Response to the Specification – please provide your response in the form of a method statement. The purpose of the method statement is to enable us to evaluate your understanding of our requirements and the quality of your proposals for meeting them. It will not itself form part of the Contract, but any elements within it which are agreed by the Parties to be essential to the delivery of the Services will be incorporated within the specification and form part of any Contract resulting from your tender. Your method statement should describe clearly how you would provide each of the main requirements set out in the specification. No more than 12 pages of Arial 12 point.

1.4

Procurement Timetable

Invitation to Tender (ITT) issued

09 May 2011.

Clarification questions regarding the ITT - Supplier briefing

11 May 2011.

Final answers to questions

24 May 2011.

Proposals to be returned by

12 noon 30 May 2011.

Proposed date(s) for evaluation of returned tenders

03 June 2011.

Presentations (If required)

06 June 2011.

Award of Contract

08 June 2011.

Proposed date for the successful Contractor to begin the design & development process. Please state preference for start up meeting.

09 June 2011

Proposed date for the successful Contractor to have completed the design & development process

20 July 2011

Proposed date for the successful Contractor to begin the delivery programme

12 September 2011

Proposed date for the successful Contractor to have completed the initial delivery programme.

Late November 2011

Enter proposed date for work under the Contract to be completed.

3 years from award date

Chartered Institute of Public Relations Online blended learning solution Invitation to Tender 06 May 2011 2

BACKGROUND

2.1

CIPR Background

We are the advocate and voice of the public relations profession, a champion of our professional interests, a respected partner to the broader communications community and a body that works in the public interest.

We enhance the reputation and understanding of the public relations profession and the professionalism of our members through the provision of world-class structures for the practice of public relations. We do this by providing education, knowledge building and sharing, research, excellent governance, conduct and ethics.

Our vision is to be at the heart of a public relations profession that is widely respected for its professionalism and diversity, attracting the brightest people and where organisations, government, civil society and the public understand the value of what we do. A profession that: •

has a reputation for, and is built on, best practice, ethical standards, research, practitioner and academic leadership

•

is as welcome and valued at the boardroom table as it is in all other areas of the organisations we support

•

makes an important contribution to society through our ability to build dialogue and trust, and is recognised for this contribution

•

is dynamic, collaborative and networked, reflecting the converged nature of communications and the pace of technological change.

The CIPR is committed to best practice and has been offering professional development training and media training since 1986. It is already meeting the evolving training needs of communications practitioners by providing a programme of top quality workshops, facilitated by approved CIPR trainers. Over 200 CIPR communications, training and development workshops and events take place across the UK and Northern Ireland annually and are consistently delivered to a high standard. Participants come from the UK and overseas, and represent all industry sectors including public, private, not-for-profit and government. Our mission is straightforward - to raise standards in the communications industry. The CIPR believes that this will only come from investment in training and retention of good people – making sure that everyone acting in a public relations and communications role is properly prepared and trained.

The CIPR runs a two day Introduction to PR workshop every other month and we hope that the e-learning version would mirror the face to face workshops content. The current two days content includes: DAY 1 Overview Day one of this workshop is designed to introduce delegates to the role and scope of PR in a variety of organisations. The course starts with an examination of what PR is and how it differs from marketing and advertising. Delegates then go on to look at the audiences and media, and match these up to specific types of PR activity, covering both internal and external communication and contrasting in-house and consultancy roles and tasks. The final session of the day gives delegates a chance to put into practice all the techniques discussed by using a case study to illustrate PR programme planning.

Chartered Institute of Public Relations Online blended learning solution Invitation to Tender 06 May 2011 Topics • •

What is Public Relations?

Who do we want to reach and how do we reach them?

•

What PR can do for you – both in-house and consultancy

•

Putting it all together – a group case study and presentation

Learning outcomes Through interactive practical exercises, group discussions and a presentation, delegates will gain an appreciation of where PR should fit into an organisation, what it can (and can’t) achieve, and will have an understanding of the audiences and techniques used. Day one will help increase confidence in presentation and persuasion skills, and delegates will leave with a blueprint for a PR programme which they can then adapt to help solve particular PR problems.

DAY 2 Overview This workshop examines one of the key competencies of the successful public relations practitioner – writing skills. The importance of written communications is outlined before being applied to tasks ranging from press releases to feature articles. The media relations context in which these devices are used is also reviewed.

Topics • •

Correct and effective English What makes a good press release

•

Writing and using feature articles

•

Appreciating the journalist’s perspective and providing what they want

Learning outcomes Through practical exercises and group discussion, delegates will gain an understanding of the role of writing skills, and their contribution to effective media relations.

3

SCOPE

The scope of the systems sought via this ITT includes application and other supporting software, hardware (excluding client-side equipment) and other services. CIPR recognises that the full range of functionality described may not be available from a single supplier.

4

KEY REQUIREMENTS

The CIPR is looking to partner with a supplier who is able to consult, design and assist with the delivery of an online learning system. Although there is scope to move more of our training online, CIPR is particularly looking for an e-learning version of the Introduction to PR. The course should promote self directed learning and ideally should sit within a bespoke e-learning platform.

Chartered Institute of Public Relations Online blended learning solution Invitation to Tender 06 May 2011

5

DETAILED FUNCTIONAL REQUIREMENTS

Background to the requirement

In the short term we require a contractor to work alongside the CIPR to design, develop and help deliver an online training option. By providing a training option online we hope to build our national and international training reputation and open it up to further markets.

CIPR requires a specialist provider or providers to design, develop and deliver the following:

The Authority’s requirement

Target Audience

Does the requirement include design & development?

Requirement includes delivery?

An online Introduction to PR courses to equip communication professionals with the knowledge and confidence to tackle media relations. Participants should also gain an understanding of where PR fits within an organisation and what it can and can’t achieve.

The Introduction to PR course is designed to cater for delegates who have just started in PR or who have up to one year’s industry experience. Participants may be PR assistants, account executives or a non PR practitioner with some responsibility for PR. Yes

No

Yes

No

Possibly and is dependent upon proposal.

Specification (Design & Development)

Background

At all times communication professionals must be equipped to promote and protect the organisation’s reputation.

We may require the design, development and delivery of any other L&D identified for these audiences during the currency of this contract.

Aims of

These events aim to up skill communication professionals so as to protect and promote the reputation their businesses through skilled handling of the various media channels and when communicating with customers and stakeholders.

Objectives of the L&D

1. By the end of any Intro to PR event participants will have a better understanding of their role in protecting and promoting the reputation of their organisation and will be

Chartered Institute of Public Relations Online blended learning solution Invitation to Tender 06 May 2011 able to: •

Develop a blueprint for a PR programme

•

Understand their audiences and the media

•

The importance of written communication

•

Understand the media relations context

Mandatory content

All design solutions to be based on the principles of plain English.

Duration of solution

Delivery over and up to two months

Timescales

Approx 2 events per year but dependent upon solution

Delivery methodology

Online

CIPR expertise

Internal expertise will be provided as necessary to help scope and refine the design.

Location

Design & Development work may entail having to meet staff and/or attend meetings on the CIPR’s premises.

L&D Materials

Contractor to provide

Project sign-off on completion

Designs must be approved by the CIPR’s representative before being piloted and reviewed before finally being signed off as fit for purpose.

Maintenance

Updating and general refreshment of the products will be required.

Evaluation

The provider must capture participant feed back after each event and reported it to the Authority’s representative.

Specification (Delivery)

Product to be delivered

PR •

A basic event suitable for the audience specified.

•

Advanced or tailored events/ seminars to meet the needs of specific individuals or groups.

Timescales

Approx 2 per year

Requirements relating to staff

Staff must have the necessary qualifications to deliver the course

Delegates

Approx 50 delegates per event

Booking arrangements

Booking will be handled internally by the CIPR. A list

Chartered Institute of Public Relations Online blended learning solution Invitation to Tender 06 May 2011 of participants being supplied to the provider in advance of the event.

L&D material

Provided by contractor

Evaluation

The provider must capture participant feed back after each event and reported it to the Authority’s representative.

6

TECHNICAL REQUIREMENTS

The CIPR does not currently have an online learning system so this requirement should factor in any tender response. We also advise that any system developed for the CIPR would need external hosting.

Chartered Institute of Public Relations Online blended learning solution Invitation to Tender 06 May 2011

7

COST INFORMATION REQUIRED

PRICING SCHEDULE Please provide details of your pricing schedule below.

GENERAL Pricing Options – Design & Development

Indicate

Fixed price for a specific piece of work but any travel & subsistence required during the project is chargeable (added to the invoice at cost subject to agreed conditions/maximum levels)

Pricing Options – Delivery

Indicate

Daily rates excluding travel & subsistence (added to the invoice at cost subject to agreed conditions/maximum levels)

Payment Profile – Design & Development

Indicate

On satisfactory completion of the project,

Payment Profile – Delivery

Indicate

On completion of each event.

Basis of Contractor’s Costs Initial design & development and full quality assurance of the specified L&D product to the complete satisfaction of the CIPR Production of and delivery of the completed L&D product to the Authority as specified in this Contract All equipment necessary to support L&D delivery, except where specifically stated otherwise in this Contract Production of L&D material for each event (including delegate material) Contract administration including invoicing Day to day liaison with the Deputy Authority’s Representative Provision of reports

Indicate

Chartered Institute of Public Relations Online blended learning solution Invitation to Tender 06 May 2011

8

SUPPLIER INFORMATION REQUIRED

8.1

General Information

Information required for inclusion in any Contract: Name of Tenderer Name of Tenderer’s Representative Tenderer’s Address Tenderer’s Telephone number Tenderer’s Facsimile number Tenderer’s E-Mail address 8.2

Proof of Supplier's sound Financial and Company Standing

CIPR requires details of any potential suppliers ownership and financial backing and if necessary reserves the right to view copies of published and audited accounts over three financial years, statement of turnover, etc.

8.3

Evidence of Capacity to Deliver Contract Requirements

A short account (no more than 1 side of A4) of the organisation’s skills, capability and capacity.

8.4

Other

A short account (no more than 1 side of A4) of the process employed to continuously improve events and the offering to clients together with two examples of having done so for clients.

9

INSTRUCTIONS TO SUPPLIERS

CONDITIONS APPLYING TO THIS TENDER INCOMPLETE TENDER Tenders may be rejected if incomplete information called for is given.

RECEIPT OF TENDERS Tenders will be received up to the time and date stated. Those received before that date and time will be retained unopened until then. Please ensure that your tender is delivered not later than the appointed time.

The CIPR does not undertake to consider tenders received after that time.

ACCEPTANCE OF TENDERS By issuing this invitation the CIPR is not bound in any way and does not have to accept the lowest or any tender and reserves the right to accept the whole or any specified part of the tender unless the tenderer expressly stipulates otherwise.

PERIOD FOR WHICH TENDERS SHALL REMAIN VALID

Chartered Institute of Public Relations Online blended learning solution Invitation to Tender 06 May 2011 Unless otherwise stated by the tenderer, tenders shall remain valid for 90 days from the closing date for receipt of tenders.

INDUCEMENTS Offering an inducement of any kind in relation to obtaining this Contract or any other contract with the CIPR will disqualify your tender from being considered and may constitute a criminal offence.

COSTS AND EXPENSES You will not be entitled to claim from the CIPR any costs or expenses that you may incur in preparing your tender.

DEBRIEFING Following the award of Contract, debriefing will be provided on request.

EVALUATION CRITERIA The tender process will be conducted to ensure that tenders are evaluated fairly to ascertain the economically most advantageous tender.

Account will be taken of any factors which impact on the tenderer’s suitability that emerge from the tendering process.

Your response to our requirement will be evaluated under the following headings. Please note that the criteria are listed in order of importance.

Criteria Number

Criteria

Weighting

1

Experience, quality, capabilities and capacity of the proposed team.

35%

2

Has demonstrated full understanding of the requirement.

25%

3

The proposals are innovative and the resulting products are likely to interest and engage participants in the learning.

25%

4

Has fully demonstrated they can meet the required timescales.

15%

TENDER DOCUMENTS

Chartered Institute of Public Relations Online blended learning solution Invitation to Tender 06 May 2011 The Tender comprising the information set out below must be returned in its entirety BY E-MAIL TO markw@cipr.co.uk. All completed pricing schedules must be a separate document from the tender, but included within the same enclosure.

Provide full details of your proposed team (including any Approved Sub-Contractors) for this project, ensuring you indicate the key members of the team and the extent of each team member’s involvement in the project.

Please include brief CVs for each member of the team.

Provide a Project Plan showing how you intend to meet the required timescales and manage any identified risks.

Describe how you will create a solution that fully meets the aims and objectives described in the Specification.

Outline the proposed content, duration and delivery methodologies to be used. Say how many trainers you recommend should be used to deliver and why. Say how you propose to engage participants in the learning.

CONFIDENTIALITY All information supplied by the CIPR to you must be treated in confidence and not disclosed to third parties except insofar as this is necessary to obtain sureties or quotations for the purposes of submitting the tender.