INVITATION TO TENDER SPECIFICATION Northwest Development Agency TOURISM PR SUPPORT NWDA00316
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5 March 2010
Dear Sirs INVITATION TO TENDER TITLE OF TENDER: Tourism PR Support NWDA REF: NWDA00316 You are hereby invited by the Northwest Development Agency (“the Agency”) to submit a tender for the above services. Tender Timetable Tenderers’ clarification questions to be submitted by The return date for this tender is 12 noon on Evaluation Post Tender Clarification Meeting The anticipated contract award / start
15 March 2010 19 March 2010 w/c 22 March 2010 31 March 2010 ASAP (01 April 2010)
Documentation You are required to return two hardcopy proposals, one marked ‘Original’, one marked ‘Copy’ and one electronic version on CD or DVD of the response to the Invitation to Tender Document, clearly marked as such. Please note memory sticks are not accepted. Please ensure all documents on the CD or DVD have your organisation’s name in the filename. Tenders must be returned using the accompanying return label and in accordance with the ‘Instructions and Information for Tenderers’. TENDER BOARD Northwest Development Agency Renaissance House Centre Park Warrington WA1 1QN Whilst Tenderers are preparing their responses, questions will inevitably arise. It is requested that all queries be referred in writing to tender.board@nwda.co.uk. In order to allow the Agency time to offer appropriate answers, Tenderers must submit any queries by 15 March 2010.
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If the Agency considers any question or request for clarification to be of material significance, both the query and the response will be posted on the Agency’s website at www.nwda.co.uk/tenders in an anonymous form. It is the responsibility of the interested party to check this website periodically before the tender return date to check for any updates and to incorporate these updates into its tender submission. We look forward to receiving your tender response. Yours faithfully
Dawn Smith Procurement Officer
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1.
INSTRUCTIONS & INFORMATION FOR TENDERERS
1.1 Submission Instructions
1.1.1
Please complete the accompanying tender response questionnaire (Appendix A) following the instructions as given within the questionnaire document.
1.1.2
Tenders must be submitted in accordance with the instructions and any further instructions contained in other documentation issued by the Agency.
1.1.3
Alterations: The Tenderer may not alter this document. Any proposed alteration is to be given in a separate letter accompanying the tender.
1.1.4
Non-compliant or incomplete tenders: Tenders may be rejected if any of the requested information is not supplied with the tender or if the submission fails to comply with the format and presentation guidance given
1.1.5
The address label attached must be used for the return of the tender. Envelopes/packages should be plain and must not show any reference to the Tenderer’s identity. Please place the Tender Number label on the front of the return envelope. Tenderers should note that this also applies to any tenders sent via courier. Tenders without the label or in envelopes which in any way identify the Tenderer, may be rejected.
1.1.6
The date and time for return of tenders is shown on the Invitation Letter and the address label. Tenders will be received up to the time and date stated. It is the Tenderers’ responsibility to ensure that their tender is received on time. The Agency does not undertake to consider tenders received after that time unless there is sufficient evidence to pre-suppose its due delivery.
1.1.7
The Agency does not acknowledge receipt of tender documents and accepts no responsibility for loss or non-receipt of applications.
1.1.8
The Agency expressly reserves the right not to award any contract as a result of this procurement process and it shall not be liable for any costs incurred by Tenderers. The Agency also reserves the right to accept all or any part of a tender.
1.1.9
All responses to this Invitation to Tender must be in English.
1.1.10 Tenderers should note that during this tender process they should not contact any of the Agency’s respective Board Members, Executive Directors, employees or advisers or any third parties connected to the Agency or any advisers to this procurement, outside of the process outlined within this section and elsewhere within this document.
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1.2 Anti-Collusion Instructions 1.2.1
Confidentiality of tenders: The Tenderer, whether an individual supplier or a member of a consortium bid, must not inform anyone else of their tendered price. The only exception is if the Tenderer is required to obtain an insurance quotation to calculate the tender price then the Tenderer may give details of their bid to the insurance company or brokers, if requested.
1.2.2
The Tenderer must not try to obtain any information about any other party’s tender or proposed tender before the contract is awarded.
1.2.3
The Tenderer must not arrange with any other party the submission of a tender, except in the circumstances where sub-contracting and/or joint ventures are applicable.
1.3 Prices & Payment 1.3.1
Prices shown must be exclusive of VAT.
1.3.2
Trading names/invoicing: Where invoices will be rendered by, or payments made to, an entity whose title differs in any respect from the title in which the tender is submitted, full details must be provided in a letter accompanying the tender. Successful Tenderers who fail to provide this will experience non payment of their invoices.
1.4 Queries on the Invitation to Tender 1.4.1
Except where the Agency considers that questions are not material to the procurement process and the fullest understanding of its objectives, such questions and their subsequent replies will be disseminated to all Tenderers. Tenderers should note in relation to all responses to questions in connection with this Invitation to Tender that the Agency makes no guarantee that such information in response to questions will be made available and are not warranting its accuracy.
1.4.2
Tenderers should note that during this tender process they should not contact any of the Agency’s respective Board Members, Executive Directors, employees or advisers or any third parties connected to the Agency or any advisers to this procurement, outside of the process outlined within this section and elsewhere within this document.
1.4.3
The Agency reserves the right, at its discretion, to request clarification in writing, or further relevant information, from any Tenderer post submission of the tender response by such Tenderer.
1.4.4
Eligibility of prospective Contractors: Any change that is considered material by the Agency as to the identity or control of a Tenderer, or in the eligibility of a Tenderer, happening before or after the Tenderer has submitted its response to the Invitation to Tender, will lead to its disqualification. Where the Tenderer is a
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consortium, the lead consortium member must remain the same as when originally shortlisted. The full consortium membership must be disclosed and set at the time of submission of the Invitation to Tender response and there must be no material changes in the consortium after the tender submission. The Agency must be advised of any change in the consortium membership or in the principal relationships between members of the consortium. Any change which is considered material will lead to the Tenderer’s disqualification. 1.5 Freedom of Information Legislation
1.5.1
The Agency may be obliged to disclose information provided by Tenderers in response to this Invitation to Tender under the Freedom of Information Act 2000, all subordinate legislation made under this and the Environmental Information Regulations 2004 (“the Freedom of Information Legislation”).
1.5.2
Tenderers should be aware that the information they provide could be disclosed in response to a request under the Freedom of Information Legislation. The Agency will proceed on the basis of disclosure unless an appropriate exemption applies. Tenderers should be aware that despite the availability of some exemptions, information may still be disclosed if the public interest in its disclosure outweighs the public interest in maintaining the exemption. No response to this Tender should be covered by a general statement regarding its overall confidentiality; instead any specific areas of confidential information should be highlighted in accordance with paragraph 1.5.3 below. The Agency accepts no liability (including for negligence) for loss as a result of any information disclosed in response to a request under the Freedom of Information legislation.
1.5.3
Tenderers should highlight information in their responses which they consider to be commercially sensitive or confidential in nature, and should state the precise reasons why they consider this.
1.5.4
The Agency will use reasonable endeavours to consult with Tenderers over the release of information which is highlighted by them as commercially sensitive or confidential.
1.6 Terms and Conditions of Contract
1.6.1
All services supplied under this contract will be supplied under the NWDA Standard Terms and Conditions of contract specified within the ITT. No variations to the Standard Terms and Conditions will be considered. Tenderers must note that bids tabling proposed amendments may be rejected by the Agency without further consideration.
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2.
INVITATION TO TENDER
2.1 Background Information
2.1.1 The Northwest Regional Development Agency (NWDA) is one of nine regional development agencies established by the government to develop the English regions.
2.1.2 The NWDA leads the economic development and regeneration of England's Northwest, covering the 5 sub-regions of Merseyside, Greater Manchester, Lancashire, Cumbria and Cheshire and is responsible for: • Supporting business growth and encouraging investment • Matching skills provision to employer needs • Creating the conditions for economic growth • Connecting the region through effective transport and communication infrastructure • Promoting the region's outstanding quality of life 2.1.3 With a budget of £1.5 billion between 2007 and 2010, the NWDA is responsible for directly influencing £1.2 billion of other public and private sector investment into the region to support the delivery of the Regional Economic Strategy (RES).
2.1.4 The RES sets out a clear and measurable vision for the region, outlines policies to deliver this vision and details the actions required. It will continue to address the key issues that affect the economic performance of the Northwest. 2.1.5
With strategic responsibility for tourism in the region, the NWDA aims to position the Northwest as one of the best tourism destinations in Britain, enticing more visitors to the region, and making it an increasingly important business tourism destination.
2.1.6 Each year around 30 million people visit England’s Northwest, contributing over £14 billion to the region’s economy, and making the industry crucial to the economic well being of the Northwest. From the breathtaking Lake District and the world renowned heritage of Chester, to Britain’s most popular seaside resort Blackpool and the cosmopolitan cities of Manchester and Liverpool, the region’s tourism offer is second to none.
2.1.7 For further details of the NWDA’s role and activities visit www.nwda.co.uk. 2.1.8 For tourism information on the Northwest go to www.visitenglandsnorthwest.com
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2.2 Specification and Scope
2.2.1 The NWDA is seeking tenders for the provision of public relations (PR) services to support its scheduled tourism marketing activity over the next 12 months and to promote the Northwest as a short break destination.
2.2.2 The successful tenderer will deliver a 12 month tourism PR campaign based on the region’s key strengths of culture and the natural environment, with a greater focus on the outdoors during the spring and culture during the autumn. 2.2.3
The tenderer is required to provide the following services:
• • • •
Delivery of a comprehensive and creative PR campaign Ad-hoc PR support to the NWDA’s in-house team A PR plan for the life of the project Regular updates to the NWDA project team, including attendance at progress meetings
2.2.4 Specifically, the successful tenderer will be tasked with generating features, particularly in national travel publications, on the Northwest’s tourism offer. This will involve initiating and organising ongoing press familiarisation visits to the Northwest. In addition, the successful tenderer would be expected to; • •
• • •
•
draft press releases, liaise with media, organise photo calls and launch events when required, write briefings, prepare copy, manage feature articles where relevant.
2.2.5 The PR campaign will seek to reshape outdated perceptions of England’s Northwest among potential visitors by fundamentally changing journalists’ views of the region as a short break destination. It will highlight the region’s brand values of fresh, friendly and genuine and will help create an emotional attachment by focusing on real experiences. Any PR activity needs to breakthrough ingrained negative associations that still persist around the Northwest and reflect the overall themes of culture and the natural environment.
2.2.6 The campaign should support existing activity, particularly that of the region’s five sub-regional tourist boards, and add value to it. It should deliver a programme of activity that is over and above the existing work of the tourist boards. 2.2.7
2.2.8
Fundamental to all NWDA marketing and PR activity is the need to generate a positive image of the Northwest as a vibrant and exciting region, offering a distinct and diverse range of experiences. Existing Marketing Campaign Marketing activity over the next 12 months will focus on the two themes of culture and the natural environment, with two bursts of activity; natural environment in
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the spring and culture in the autumn. Specific activity is yet to be agreed but will include press and outdoor advertising, mailshots and a targeted publication. PR proposals will need to reflect these themes and the weighting towards outdoor/nature in the spring and culture in the autumn. Target Audience
2.2.9 We have identified several key Mosaic groups that form our core target audience: Nest Builders, Unconstrained Couples and Empty Nesters. Broadly they are ABC1s, couples, have no kids in the household, aged 35+, living in Yorkshire, the Midlands, London and the South East. They are positively disposed to taking UK short breaks and have an interest in city/culture/arts and/or outdoors/nature/countryside. With this in mind, the tenderer is required to include details of target outlets for this campaign and the methodology for reaching them. Outputs
2.2.10 This 12 month project aims to result in meaningful coverage being published in key target media at national level, with a minimum target of 1 feature per month. 2.2.11 The Agency requires a minimum of ten stand-out, destination-led pieces of media coverage in national media plus two regional destination-led pieces of coverage in any of the target market areas. Additional coverage could be news or travel focused, including round-ups and listings.
2.2.12 Coverage will need to be provided to the NWDA electronically, as it is picked up. All coverage should be evaluated and presented to the NWDA in hard copy at quarterly intervals throughout the project as well as at the end of the project.
2.2.13 Total favourable coverage generated over the 12 months should have a minimum media value of £750,000 with a circulation of 100 million.
2.2.14 All coverage should aim to drive business to the region’s visitor economy and refer readers to the regional tourism website, which can currently be found at www.visitenglandsnorthwest.com. Please note that this site is being redeveloped and there is a possibility that the URL could change.
2.2.15 The successful Tenderer will ensure services are provided in a manner which maximises quality and efficiency. Account Management 2.2.16 The project will be managed at the NWDA by Helen Batte, Tourism Press Officer.
2.2.17 The successful tenderer will have specialist knowledge and experience in tourism. They will work alongside the NWDA’s Tourism Press Officer and in partnership with the region’s five sub-regional tourist boards.
2.2.18 There should be one allocated point of contact for day-to-day communication with the Agency, however all staff involved in the project will be required to attend set-up, update and de-brief sessions. The tenderer should provide details of the project team, including a brief synopsis of relevant experience.
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2.2.19 Any subcontractors to be used must be stated in the Tenderer’s bid and cannot be changed without the prior written permission of the Agency. Timescale 2.2.20 It is anticipated that the contract will commence on 1st April 2010 and be for a period of 12 months, terminating on 31st March 2011, subject to satisfactory performance and pricing.
2.2.21 There is an option to extend the contract for up to a further 12 months, this will be dependant on the success of the initial 12 months and subject to funding availability. Budget 2.2.22 An indicative budget of £50,000 to £60,000 plus VAT has been set for this work.
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3.
SCORING & EVALUATION METHODOLOGY
3.1 Evaluation & Award Criteria 3.1.1 The Agency will award this contract on the basis of the “most economically advantageous tender”, based on the following criteria and weightings; 3.2.1
Tenderers will be evaluated using the following pre-determined evaluation criteria; Evaluation Criteria
A.1 A.2 A.3 B.1 B.2 D E F G H H.1
H.2 H.3 H.4 H.5 I I.1
Form of Tender Confirm Read Specification and Understand Terms and Conditions Organisation Identity Organisation Information Compliance with EU & UK Procurement Legislation Financial and Economic Capacity Insurance References Technical Capability Delivery and Creativity of Campaign This is an essential element of the contract any bid which fails to score “Fully Meets” or higher will be rejected and will not be evaluated any further. Target Audience Outputs Account Management Value for Money & Innovation Pricing Schedule Costs Total
Criteria Weighting In/Out FI In/Out FI FI In/Out In/Out In/Out 5% 25%
12.5% 12.5% 10% 15% 20% 100%
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3.2 Scoring Mechanism
3.2.1 The following scoring methodology will apply to each of the questions asked: Score
Meaning
100% - Usefully Exceeds The response exceeds the requirement. Excellent response, track record and capacity to meet and exceed our requirements. 90% - Fully Meets The response appears to meet the requirement 50% - Reservations The response partially meets the requirement or requires further clarification 0% - Unacceptable The response does not appear to meet the requirement 0% - Unanswered The question has not been answered or has been answered but the response does not answer the specific question. FI – For Information Is for information only and will have no impact In/Out Perceived as mission-critical requirements and thus will not attract a score or weighting, but will determine whether a Tenderer remains in the process
3.2.2 The overall evaluation process will be conducted in a fair and equitable manner, so that the Agency is able to consider the value for money of each proposal. This means that different clarification/information may be sought from different Tenderers.
3.2.3 The Agency will take up references and reserves the right to pay due heed to the Tenderer’s performance elsewhere and any past experience from the Agency or its staff. 3.2.4
Tenderers may be required to make presentations on elements of their submission to a wide range of Agency staff and any such presentations will form part of the evaluation process.
3.2.5 The evaluation criteria described in this Invitation to Tender document will be used to inform the final decision as to which Tenderer will be awarded the Contract. 3.2.6
The Agency reserves the right to take into account any other relevant considerations that, in its absolute discretion, it may deem are appropriate.
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4.
PRICING SCHEDULE
4.1 Instructions
4.1.1 Please complete Section I Pricing Schedule in the tender response questionnaire (appendix A)
4.1.2 The Pricing Schedule will contain the Contractor’s fixed price and a breakdown of costs. 4.1.3
All prices quoted shall be fixed and firm and shall apply during the whole of the Contract period.
4.1.4
The prices in the Pricing Schedule shall include for all services shown or described in the Contract as a whole and for all services not described but apparent as being necessary for the complete and proper execution of the provision of the Services.
4.1.5 No quantity or continuity of work is guaranteed to the successful Contractor and this should be taken into account when completing the Pricing Schedule. Unless expressly stated to the contrary, any quantities given in this ITT are for information only.
4.1.6 Each item in the Pricing Schedule must be fully priced, with insertions for each item. If any item is unpriced (whether by leaving the rate and/or amount space blank or by entering “included” or otherwise), that item shall be deemed to be free of charge.
4.1.7 Applications for payment shall be made in accordance with the procedures described in the Agency’s Standard Terms and Conditions of Contract. 4.1.8
All prices quoted shall be exclusive of Value Added Tax (VAT).
4.1.9 All prices shall be carriage paid, including packaging and labelling. 4.1.10 Any daily rate indicated in the pricing schedule is for an 8 hour working day, during a normal working week (Monday to Friday).
4.1.11 The Contractor will not charge the Agency for travelling time in addition to daily fees. Any travelling time at the start or end of the working day is at the Contractor’s cost.
4.1.12 Tenderers must complete the Pricing Schedule with details of all applicable personnel to this contract by denoting job title, function (brief overview of the role) and daily rate. Tenderers must ensure that all relevant personnel are detailed, as no other rates offered during the contract will be applicable.
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4.1.13 Figures inserted into the Pricing Schedule must be a single figure and not a range of figures. A range of fees per job title will not be accepted. Where a range of fees are submitted, the Agency will evaluate this offer on the basis of the highest fee quoted within the range. 4.2 Expenses 4.2.1 4.2.2
4.2.3
4.2.4
Business Mileage Business mileage will be reimbursed at a rate of £0.40 per mile. Business mileage will only be paid from the Contractor’s nearest office to the Agency’s Head Office or place of arranged meeting, and must be agreed in advance. Accommodation Any requirement for accommodation must be agreed with the Agency prior to occurrence, otherwise the Agency reserves the right not to reimburse the Contractor. Accommodation will be reimbursed by the Agency upon production of an authenticated VAT receipt.
4.2.5 Accommodation costs must be kept to a minimum through the use of budget hotels (e.g. travel lodges), where available. Accommodation will be on a bed and breakfast basis and will be refunded up to a maximum of £70 per night. 4.2.6
Meals Lunch will not be provided by the Agency or reimbursed to the Contractor.
4.2.7
When residing in a hotel the cost of a reasonable breakfast (if not booked on a bed and breakfast basis) and/or evening meal taken in the hotel will be met. Costs including light meals and beverages will be reimbursed, up to a maximum of £18 per day whether the meals are purchased at the hotel or out of the hotel. Reimbursement is subject to provision of supporting receipts.
4.2.8
No other expenses will be reimbursed.
4.2.9
The Contractor shall be responsible accommodation arrangements.
for making its own travel and
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