Project Specification
Project Name:
Directory of Specialist Suppliers to the Sport Sector and Major Events – Action Planning Phase
Date of Issue:
3rd February 2010
Reference Number:
AT/X00690/02
Executive Summary The NWDA is seeking requests for quote to produce an action plan to promote and develop the cluster of Northwest businesses that have experience of supplying major sport events. This commission builds upon the previous commission which led to the production of a Directory of specialist suppliers to major sport events. This commission is required to support the Agency’s work on the sport sector and London 2012. The aim is to build a network of specialist businesses that supplier major sport events to help grow their business and support the delivery of major sport events in the Northwest. The Directory represents the second phase which follows the production of a comprehensive database of specialist suppliers that exist across the Northwest who have a proven track record of supplying major sport events. The NWDA Business Relations Team in the Enterprise and Skills directorate of the NWDA will be responsible for managing the delivery of this requirement via the successful service provider. The NWDA requires a supplier to develop an action plan for the promotion, marketing and further development of this ‘cluster’ of businesses, linked to showcasing the regional expertise in supplying major sport events to buyers involved in procuring goods and services. The latter is connected to major sport events being held in the UK (e.g. London 2012), internationally and within the region. This will include an analysis of the business needs of these businesses and mapping of an events supply chain; delivery through liaison with individual businesses, partners and event organisers to complete this commission.
Background The current Regional Economic Strategy, under RES 99, highlights the Agency’s commitment to maximising the business opportunities from major events, including London 2012. The Agency is fully committed to building a strong ‘cluster’ of businesses capable of competing for business opportunities that will be created from London 2012 and other events as part of the ‘golden decade of sport’. It is recognised that Northwest companies have the opportunity to access new business that will be created from the London 2012 Olympic and Paralympic Games and the ‘golden decade of sport’, linked to the international, national and regional sport events
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that take place. England’s Northwest has a significant number of companies with a proven track record of supplying products and services to major sport events such as the 2002 Commonwealth Games, Athens 2004 Games, World Cup Football 2006, ICC Cricket World Cup (West Indies 2007), FINA Swimming World Championships 2008, 2010 FIFA World Cup (South Africa), Beijing 2008 and London 2012 Games. Companies from the region have supplied products and services such as; building services design for major sport stadiums, sport venue consultancy, architectural services, planning & delivery of security services, ticketing, accommodation & hospitality services, production of bid documentation, legal services including the negotiation of sponsorship & merchandising deals, production of billboard printing and building wraps, design & post production, creating & managing event websites, provision of uniforms for event officials & volunteers and IT services. The Agency is keen to understand more fully how it can support the businesses listed in the Directory to develop and grow and develop a strategic plan for how it can showcase our region strengths and capabilities to event organisers, both in the region, UK and abroad. The Directory has provided the Agency with a comprehensive picture of the businesses in the Northwest that have the potential to develop further. This commission will help ensure that the region maximises opportunities from London 2012 and the ‘golden decade of sport’. The Directory is currently in final draft stage, prior to publication which will include the development of marketing collateral (e.g. leaflets, DVD) and on-line portal providing access to the Directory. Aims and Objectives The primary objective of this procurement is to develop an action plan to promote and develop the Northwest businesses with a track record of supplying major sport events. It is recognised that this commission will comprise of several inter-related components which will link together into the overall action plan produced. Secondary objectives include: • •
To understand the needs of the businesses listed in the Directory to help them develop and grow. To identify and develop the marketing approach to be adopted to showcase these companies to other event organisers.
Critical Issues
(Implementation, scope, and technical)
Critical to the success of this project will be consultation with businesses and partners including businesses, sub-regional partners, Regional Cluster Organisations, local authorities, organisers of events and other buyers to develop the overall action plan, that will maximise the economic benefits for the Northwest. It is expected that this commission will build upon the previous commission that resulted in the production of the Directory which is now being published. It is important that the successful supplier fully understands the nature of sporting events including the organisational structure of bidding and delivering and the goods
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and services procured by sporting events. It is recognised that the successful supplier should have a good understanding of a wide selection of the key stakeholders involved in delivering sporting events in the region, UK and internationally. This commission also includes an option to undertake the first updating of the Directory in 2010. In this situation, it is recognised that this will involve agreeing the procedure, liaison and negotiation to agree/approve the content to be included in the Directory. In addition, data protection will need to be considered and complied with as part of this procurement.
Methodology
(Required methodology)
The successful supplier will be required to undertake the following minimum requirements: • • • • • •
Design, conduct and analysis a survey with companies to identify their business objectives and needs to enable them to grow and develop Liaison with partners to identify additional organisations to consult, develop and produce an action plan. Consult, develop and produce a Communication Plan outlining the plans for the promotion of the Directory and regions strengths and capabilities. Design, conduct and analysis the supply chain of a selection of major sport events held in the Northwest Identify and collate case studies on a selection of companies supplying major sport events, focusing on promoting the procurement process involved. Liaison with businesses to research, collate and approve the information to be included in the database and Directory
It is envisaged that the research and collation of information on individual businesses will utilise a combination of telephone and email. Obtaining approval from companies of the information to be included in the proposed Directory will also be required.
Outputs The successful supplier will be required to provide the following:• • • •
Develop an Action Plan and Communication Plan to promote the Directory to showcase the regions strengths and capabilities of companies supplying major sport events Undertake a supply chain analysis of up to 2 major sport events (to be identified by the Project team) to identify a template of goods and services required by major sport events. Research and develop up to 3 case studies on major sport events to illustrate the procurement process undertaken by Local Organising Committees and to showcase a selection of Northwest businesses that have supplied these events. Develop proposals and undertake (if required) for the updating of the Directory following its publication.
The format for the documents identified above will be agreed by the Project team.
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Contract Management The Sector Leader for Sport in NWDA Business Relations Team will be responsible for the day-to-day management of the contract. The NWDA stipulates that a “Lead Contractor” be identified for this activity. Third parties working with the Lead Contractor on the delivery of this activity must comply with the NWDA Standard Terms & Conditions.
Timing
(Timings and deadlines for delivery of this research project)
The deadline for responses to this request for quote is 17.00 p.m. on 17th February 2010. The Agency reserves the right to hold post bid clarification meetings, subject to the appointment of any successful supplier. These will be scheduled for 22nd February 2010. The successful supplier will be expected to commence work upon award of the contract. It is anticipated that the completion of the full project will be by end of October 2010. Completed Request for Quotes should be addressed to Anne Thompson, Sector Leader - Sport, Northwest Regional Development Agency (NWDA), Renaissance House, Centre Park, Warrington, WA1 1QN
Costs
(Costs accruable for this project)
Prices for the delivery of this project should be fully inclusive and should be itemised as follows: • • • • • • •
Project management and professional time required to complete the outputs of this procurement; Administration costs; Travel and subsistence (in compliance with NWDA Expenses Policy); Publication costs; Overheads (to be specified); Other costs (to be specified); VAT
Format of proposal
(required proposal format)
The proposal should be structured as follows: • • • • • •
Introduction Project Appreciation Methodology Work plan and staffing (including a full schedule, milestone delivery and CV of all staff working on the project) Financial proposals (including separate proposals for updating) Supplier’s experience
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As part of their response tenderers must confirm they are able to meet each of the specified requirements and provide a method statement outlining their proposals on how they propose to deliver each of the requirements specified •
Included within their response Tenderers should submit their proposals on the type of organisations they propose should be included in the proposed directory and how this may break down across different sectors and industries.
•
Tenderers should also submit details of the type of organisations and partners they propose to contact to assist in the collation of organisations to be included in the directory, and provide details of their relevant knowledge and expertise that will be utilised in the delivery of the services specified.
Tenderers should provide details of their organisations knowledge of the core capabilities required by organisations in supplying the sport sector and major events sector We require 2 hard copies and an electronic version (via CD Rom) of the submission, delivered to Anne Thompson, Sector Leader - Sport, Northwest Regional Development Agency (NWDA), Renaissance House, Centre Park, Warrington, WA1 1QN.
Criteria for Assessment Criteria for appraising tenders submitted for this project are: • • • • • • • •
Knowledge and expertise of the partners and organisations that will be of assistance in identifying the potential companies to be included in the proposed directory (5%); Knowledge of the core capabilities required by organisations in supplying the sport sector and major events sector (20%); Previous experience in conducting research using similar methodology as required for this procurement (15%); Clarity of definition in terms of work required to fulfil the aims and objectives contained herein (10%); The degree to which the outputs will be recognised and accepted by the key regional partners (10%); Clear proposed style of delivery of the requested outputs (15%); Ability to deliver on time (10%); Costs and subsequent value for money offered (15%).
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