Marketing Manchester Invitation to Tender for the Provision of Video and Image Content for Growing Manchester as an International Gateway

Introduction & Background:

Recognising a gap in the market for a North of England sightseeing programme, Marketing Manchester (MM) is working with VisitEngland to deliver a set of leisure day and overnight excursions and business extender trips for international visitors, using Manchester Airport as Gateway to the North.

In September 2017, following a detailed phase of product and web development the Gateway To The North section of visitmanchester.com was launched. Key products from across the north showcase the tourism offering of Northern England and the proximity to Manchester. A selection of day trips and excursion bookable products were also introduced. There is an opportunity to build on this and achieve additional benefit. There is scope to enrich the content on the site, to inspire visitors further and convert visits to bookings.

Introduction to Marketing Manchester and The Growth Company

Marketing Manchester is part of the Growth Company and is the official marketing agency for Manchester promoting the city region nationally and internationally across priority sectors identified in the GM Strategy and GM Internationalisation Strategy. Marketing Manchester is also the Tourist Board for all ten districts of Greater Manchester and works with key cluster partnerships which include the cultural sector and Manchester Hoteliers.

Marketing Manchester’s role is to provide strategic leadership, guidance and advice on tourism and the visitor economy in Greater Manchester and to deliver services that attract and service the visitor and that support tourism businesses throughout Greater Manchester. Marketing Manchester also has a key role to deliver inbound marketing for Manchester Airport and in representing Greater Manchester’s interests with Visit England, Visit Britain and other key national bodies.

Marketing Manchester is proud to be part of the Growth Company. The Growth Company is a group of companies whose purpose is to drive forward business, economic, personal and professional development within communities by boosting employment, skills, investment and enterprise for the benefit of all. Our mission is to Enable Growth, Create Jobs and Improve Lives. More information about the Growth Company can be found here: http://www.growthco.uk/

Social Value

Social Value can be defined as ‘a process whereby organisations meet their needs for goods, services, works and utilities in a way that achieves value for money on a whole life basis in terms of generating benefits not only to the organisation, but also to society and economy, whilst minimising damage to the environment.’

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At Marketing Manchester and the Growth Company we see Social Value as the additional social, economic and environmental benefit that can be generated through our contracts with suppliers. We want to know what our suppliers and contractors do to make a positive contribution to their communities, our society, the economy and the environment.

GC seek to drive positive outcomes by focussing on the following;

promote employment and economic sustainability – tackle unemployment and facilitate the development of skills;

raise the living standards of local residents – working towards living wage, maximise employee access to entitlements such as childcare promote participation and citizen engagement - encourage resident participation and promote active citizenship;

build the capacity and sustainability of the voluntary and community sector– practical support for local voluntary and community groups;

promote equity and fairness – target effort towards those in the greatest need or facing the greatest disadvantage and tackle deprivation across the borough;

promote environmental sustainability – reduce wastage, limit energy consumption and procure materials from sustainable sources.

At GC, we want to work with suppliers who can support our Social Value aims and understand that the way we conduct our business can make a positive impact in our society. We are proud to make a positive difference to businesses, communities and individuals we work with and continue to build our approach.

During this process we want to understand your business values, and see how you deliver Social Value through your ways of working and business ethics and what additional Social Value you can provide in delivering this project. We want to understand how your business makes a wider impact on the places and people in your community.

Bookable Product Video/Image Commission Overview

Marketing Manchester is seeking to fulfil the following video and image commission; to create a series of video/image content to inspire and give visitors a flavour of the bookable product available that will inspire visitors to come and book a trip and experience the attractions on offer in Greater Manchester and the North.

Marketing Manchester is proposing the creation of 15 short pieces of footage, 30-60 seconds, sharable through web platforms and through social activity. The video would enhance the following content currently on the website Gateway To The North to convert views into bookings. In addition, we would request a 10-15 second edit for use on social as well as 5 quality still images for each of the bookable product:

Discover Manchester Walking Tour Programme of guided tours Manchester East Lancashire Steam Railway Experience

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Historic Chester Liverpool and Beatles Story Day Tripper Lake District Cruise, Poetry and Grasmere Gingerbread Day Trip Medieval York, the Cathedral and Vikings Day Trip Leeds, Royal Armouries Newcastle, Alnwick Castle World of Wedgewood & The Potteries Buxton and the Peak District Historic Lancaster and Castle Football Tours Stockport Attractions Legoland

The product may vary from above but 15 attractions from across the North will be shortlisted and agreed

Creative Guidelines

Marketing Manchester will not be overly prescriptive of how the content is technically captured to allow for optimum creative license. But the content should be shot and positioned to support the new ‘I travel for….’ brand strategy with product specifically selected to support the wider Visit Britain and Visit England content plan across web and social and it can also be utilised in the Visit Britain shop. Full guidelines will be issued to the successful bidder. https://www.visitbritain.org/i-travel

The video content should seek to highlight/include the journey and ease of access from Manchester, followed by content that inspires a visit. The content should focus on the experience and focus on the human element. The character, warmth and personality should shine through, exploring the unexpected, adventure and fun.

The content created will be owned by Marketing Manchester and shared with local, national and international partners.

Audience

Depending on the product the content should seek to inspire the following audiences:

The Buzzseeker: 25 - 54 year olds. Younger travellers who always seek the new, unexpected and spontaneous. New ideas, new people, new activities, challenge and growth.

The Explorer: 55+, 55+ year olds. Older travellers seeking a depth of experience beyond the expected, often in nature.

The final list of bookable product will be agreed alongside the appropriate audience(s) we are aiming to attract post the tender process.

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Distribution Channels

The content will be used predominately on visitmanchester.com and all associated social channels. The content will also be shared with partners and stakeholders including tourist boards across the UK and Visit Britain and Visit England.

Budget

The budget for this project is circa £40,000. Please give a full budget breakdown of costs in the tender response including all expenditure like travel as we will pursue a fixed cost for the project to ensure budget control. The budget should include the entire cost of planning, producing, editing and formatting the content, as well as all out of pocket expenses incurred during the project by the successful provider.

Marketing Manchester does not guarantee this level of spend or value of services or supplies.

A payment schedule will be agreed with the successful bidder. Bidders must note that the first payment to cover mobilisation costs will be issued no sooner than prior to filming.

Terms and Conditions

The draft contract terms are included in this tender. Please note that by submitting your bid you are confirming that you accept the terms of the Contract and that this has been approved by Directors or Partners, insurers and legal advisors as required.

All copyright and intellectual property / content of the production will be Marketing Manchester’s property.

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Timeline of Activity

There is a short turnaround period for this project, with video content, edit and imagery needing to be completed by the end of March 2018. The timelines for this activity are not negotiable. Tender responses must demonstrate a clear ability to undertake the project in the given timeline:

Timeline of Activity Wk Com:12th Feb

Wk Com:19th Feb

Wk Com:26th Feb

Wk Com:5th Mar

Wk Com:12th Mar

Wk Com:19th Mar

Wk Com:26th March April

               

       Tender out for 6 days Thurs 15th FebTender briefs sifted and discussions with successful tendersAppoint Video Production AgencyMeetings to discuss requirementsConsult with DMOs across the North to coordinate activityFilmingProductionEdit/Sign offFinal Video content (long form and short edit) and 5 images of all 15 bookable attractions/excursions supplied to MM

Evaluation and ReportingMarketing Manchester will provide evaluation and reporting post go live.

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Requirements and Specification

This Invitation to Tender covers the end to end delivery of video and image content.

The successful provider will:

- Deliver high quality, creative content, interpreting and delivering the creative brief for the target audiences

- Ensure the project stakeholders (Marketing Manchester and VisitEngland) are provided with clear outputs during the project and the opportunity for feedback during the production process

- Have experience delivering projects of a similar scale & relevance - Ability to manage and adhere to tight deadlines and respond flexibly to change during the

project- Provide the content in various digital formats as required by Marketing Manchester - Copyright and all Intellectual Property resulting from the project will be owned by Marketing

Manchester

Marketing Manchester will welcome joint bids from a combination of providers. One organisation must be identified as the lead bidder.

Tender Submission and Deadline

Please find attached the following documents:

1. Invitation to Tender for the Provision of Video and Image Content (this document)2. Minimum Suitability Requirements Questionnaire (TO BE COMPLETED, details can be found in ANNEX

A of this document)3. Pricing Matrix (TO BE COMPLETED)4. A draft copy of the contract that will govern the agreement 5. VM Brand Guidelines (FOR INFORMATION ONLY)

To submit your proposal for this opportunity you are required to complete and submit the following:

1. Your proposal (details to be found in the following section)2. Your completed Minimum Suitability Requirements Questionnaire 3. Your completed pricing matrix in GBP, Excluding VAT

Your submission must be made by Friday 23 rd February at 17.00 and must be sent to tenders@growthco.uk Submissions received after this time will not be assessed.

Your Proposal

Please submit a two page proposal demonstrating:

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Area to be Covered Weighting A case study of a similar project you have undertaken for a client with a high quality finish to a tight timescale

5%

The team that will work on the project, including their expertise, capability and relevant experience

10%

Your creative and innovative idea for the videos and images including details on how you will fulfil the i-travel for brand strategy and the target audience

30%

Your proposed time line for the project delivery, including details of how you will ensure you will meet the tight project deadlines

10%

Details of how you will communicate and collaborate on the project with the various stakeholders, including details regarding the touch points during the project to ensure stakeholders are able to feedback and the stakeholders are happy with the final outputs

20%

Social Value - Use this opportunity to identify how your values as a business (that is, your Social Value strategy or approach to Corporate Social Responsibility) will be integrated into your approach. Please identify how you will measure the impact, and how you will keep MM up to date with the impact you create through this opportunity

5%

Budget Breakdown 20%

Images will not count toward the page limit, but note that the written element of proposal must not exceed two pages and any additional pages / words will not be assessed.

Additional information may be supplied as a separate document. Including overview of company; past examples of work; and references/endorsements.

Clarifications

As time is short, there is limited time for clarification questions and answers, however, if you do have questions about the process these should be submitted in writing tenders@growthco.uk.

If Marketing Manchester considers any question or request for clarification to be of material significance, both the query and the response will made available on the website where the opportunity has been advertised. Please note that the clarification questions and answers form part of the proposal documentation.

Questions which relate to operators’ commercially sensitive information, or are directly applicable to one applicant, shall be suitably censored prior to publication, to retain anonymity, but bidders must explain and justify why the information is regarded as commercially sensitive; the presumption which MM will apply is that it is not.

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The deadline for Clarification Questions is 19th February 2018. Please check the website on Tuesday 20th

February to download any clarification questions and our responses.

Evaluation

1. Minimum Suitability Questionnaire – See Annex 1 of this document for guidance on completing this.This is to assess bidders against minimum standards with respect to economic and financial standing and organisational details. MM will use this section to make assessments of the prospective bidders' credentials.

2. Your Proposal – the relative weightings of each criteria is set out above in the proposal section. The sections will be scored by the evaluation panel of Marketing Manchester staff, out of a maximum of five marks, using a standard method of scoring as set out in the table below.

Classification Score Scoring Principals

Excellent 5Proposal meets the required standard in all material respects to a high standard.

Good 4 Proposal meets the required standard in most material respects.

Satisfactory 3Proposal meets the required standard in many material respects but is lacking or inconsistent in others.

Partial 2Proposal falls short of achieving expected standard in a number of identifiable respects.

Poor 1*Proposal significantly fails to meet the standards required, contains significant shortcomings and/or is inconsistent with other proposals.

Unacceptable 0*Completely fails to meet required standard or does not provide a proposal.

*Any Bidder scoring a 0 or 1 for any questions may be excluded from the process.

During the evaluation Marketing Manchester reserves the right to call for further information or clarification from bidders, as appropriate to assist in its consideration of their submission. In addition, MM reserves the right to exclude from the tendering process any organisation that is found to have provided false information or has misrepresented themselves during the bidding process.

3. The evaluation of the pricing submitted will be as follows: The lowest priced submission will be awarded the maximum price score. Bidders will thereafter ranked and scored in accordance with how much more expensive their prices were compared to the lowest price, e.g. if submission XX was 50% more expensive than the lowest price it was awarded 50% less price points than the lowest price submission. If 100% more expensive it will be awarded 0% for the price score.

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4. Following completion of the evaluation process, the scores will be collated and ranked and the contract awarded to the highest ranked bidder. Marketing Manchester reserves the right to invite the top scoring bidder or bidders to interview. This will not be scored, but will be used as an opportunity to clarify the proposal.

Marketing Manchester will evaluate bids on the basis of M.E.A.T, the ‘Most Economically Advantageous Tender’. MM is not obliged to accept the lowest price.

Subject to the terms of the tender process, MM proposes to enter into a contract with the successful provider.

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ANNEX 1: Minimum Suitability Requirements Questionnaire

The Questionnaire is a self-declaration, made by you (the potential operator), that you do not meet any of the grounds for exclusion. If there are grounds for exclusion, there is an opportunity to explain the background and any measures you have taken to rectify the situation (self-cleaning).

Consequently we require you to list all the organisations that you will rely on to meet the selection criteria and they may be asked to complete Categories 1-3. For example these could be parent companies, affiliates, associates, or essential sub-contractors, if they are relied upon to meet the selection criteria.

Please complete and return the Questionnaire which is a separate document.

Suitability AssessmentCriteria Weighting

1. Company Background Information Only

2. Grounds for mandatory exclusion Pass/Fail

3. Grounds for discretionary exclusion Pass/Fail

4. Insurance Pass/Fail

5. Economic and Financial Standing Pass / Fail

6. Modern Slavery Act 2015 Information Only or Pass/ Fail for applicable organisations

Category Number

Question Number

QuestionPossible Answers

Answer

Category 1 1.1 Please provide the Registered Company Name and Trading Name if relevant and the address of your organisation.(This should be the full company name as it would appear within the

NameAddress

Information Only

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OrganisationBackground

contractual documentation if successful)

1.2 Please provide postal address if different from above Address Information Only

1.3 Please provide your registered website address where applicable Website Link or

N/AInformation Only

1.3Please confirm the key contact for this project on-going including name, email address and direct telephone number.

NameEmail Address

Telephone Number

Information Only

1.4Please confirm the email address to be used for any communications with regard to this tender offer.

Email AddressInformation Only

1.5 Are you a Small, Medium or Micro Enterprise (SME)? Yes/No Information Only

1.6 Is your organisation a:

PLCLimited Company

Sole TraderPartnership

Other

Information Only

1.7 If other, please specify. Free Text Information Only

1.8 If operating as a Partnership please state the number of Partners. Free Text Information Only

1.9

If your organisation is a member of a group of companies, please provide further details on the holding company, and details of the organisations which make up your group.(maximum response 250 words)

Free Text

Information Only

1.10 Please provide the date your organisation commenced trading. Free Text Information Only

1.11 Please provide your Company Registration Number Free Text Information Only

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1.12 Please provide your VAT Registration number. Free Text Information Only

1.13

Please select either answer a or b as applicable;a) Your organisation is bidding to provide all the services requiredb) Your organisation is bidding in the role of Prime Contractor and intends to subcontract some of the services to third parties to deliver the services.

a or b

Information Only

1.14

If your answer to above is b, please give details of legal arrangements between partners and supply the following information for each sub-contractor to be used. Name;Registered addressTrading statusCompany registration numberRegistered VAT numberType of organisationSME (Yes/No)

The role each sub-contractor will take in providing the works and /or supplies e.g. key deliverables and the approximate % of contractual obligations assigned to each sub-contractor. Please note that we may ask your sub-contractors to complete a copy of this form as well.

Free Text

(Use separate sheet if required)

Information Only

Category 2Grounds for mandatory exclusion

2.1 Please indicate if, within the past five years you, your organisation or any other person who has powers of representation, decision or control in the organisation been convicted anywhere in the world of any of the offences below?

Yes or No

The detailed grounds for mandatory/ discretionary

exclusion of an organisation are set out here, which should be referred to before completing

these questions.

If an Organisation answers Yes to any of the statements, MM shall disqualify that Organisation from

i. Participation in a criminal organisation Yes or No

ii. Corruption. Yes or No

iii. Fraud. Yes or No

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the process at this point in the evaluation, pending consideration

of the self-cleaning statement. This information will be used to

determine whether suitable measures have been

implemented to rectify the situation and prevent future

reoccurrence.

If your organisation was at fault and suitable action not taken -

automatic exclusion.

The Information provided will be reviewed by MM Tender Team.

iv. Terrorist offences or offences linked to terrorist activities Yes or No

v. Child labour and other forms of trafficking in human beings Yes or No

vi. Money laundering or terrorist financing Yes or No

2.2

If you have answered yes to the question 2.1, please provide further details. Including; date of conviction, which grounds the listed conviction was for and the reason for the conviction. Please identify who has been convicted.

Free Text

2.3 If you have answered Yes to any of the points above, have measures been taken to demonstrate the reliability of the organisation despite the existence of a relevant ground for exclusion? (self-cleaning)

Free Text

2.4

Has it been established, for your organisation by a judicial or administrative decision having final and binding effect in accordance with the legal provisions of any part of the United Kingdom or the legal provisions of the country in which the organisation is established (if outside the UK), that the organisation is in breach of obligations related to the payment of tax or social security contributions?

Yes or No

2.5

If you have answered yes to question 2.3, please provide further details. Please also confirm you have paid, or have entered into a binding arrangement with a view to paying, the outstanding sum including where applicable any accrued interest and/or fines.

Yes or No

Category 3Grounds for discretionary

exclusion

3.1 Please indicate if, within the past three years, anywhere in the world any of the following situations have applied to you, your organisation or any other person who has powers of representation, decision or control in the organisation

i. Breach of environmental obligations? Yes or No

ii. Breach of social obligations? Yes or No

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iii. Breach of labour law obligations? Yes or No

iv. Bankrupt or is the subject of insolvency or winding-up proceedings, where the organisation’s assets are being administered by a liquidator or by the court, where it is in an arrangement with creditors, where its business activities are suspended or it is in any analogous situation arising from a similar procedure under the laws and regulations of any State?

Yes or No

v. Guilty of grave professional misconduct? Yes or No

vi. Entered into agreements with other economic operators aimed at distorting competition?

Yes or No

vii. Aware of any conflict of interest* due to the participation in the procurement procedure?

*to ensure equal treatment of all economic operators and avoid any distortion of competition, the concept of conflicts of interest shall at least cover any situation where relevant staff members have, directly or indirectly, a financial, economic or other personal interest which might be perceived to compromise their impartiality and independence in the context of the procurement procedure.

Yes or No

viii. Been involved in the preparation of this procurement procedure?

Yes or No

ix. Shown significant or persistent deficiencies in the performance of a substantive requirement under a prior public contract, a prior contract with a contracting entity, or a prior concession contract, which led to early termination of that prior contract, damages or other comparable sanctions?

Yes or No

3.2 If you have answered Yes to any of the above (3.1), explain what measures been taken to demonstrate the reliability of the

Free Text

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organisation despite the existence of a relevant ground for exclusion? (Self-Cleaning)

Category 4Insurance

4.1Please confirm if you currently have, or are willing to commit to the £5 million pounds minimum required level of Employers Liability Insurance applicable for each and every occurrence.

YesNoN/A

Willing to Commit to taking out insurance to

the required level if awarded the

contract

If no, automatic exclusion.

If you answer N/A, please state why. Note that it is a legal

requirement that all companies hold Employer’s Liability

Insurance of £5 million as a minimum. This is not applicable

to Sole Traders.

4.2Please confirm if you currently have, or are willing to commit to the £1 million pounds minimum required level of Public Liability Insurance applicable for each and every occurrence.

YesNo

Willing to Commit to taking out insurance to

the required level if awarded the

contract

If no, automatic exclusion.

4.3Please confirm if you currently have, or are willing to commit to the £1 million pounds minimum required level of Professional Indemnity Insurance applicable for each and every occurrence.

YesNo

Willing to Commit to taking out insurance to

the required level if awarded the

contract

If no, automatic exclusion.

Category 5Economic

and

5.1 Please provide one of the following to demonstrate your economic/financial standing;

(a) A copy of the audited accounts for the most recent two

Please state which option

provided

This section is to ascertain the supplier’s financial stability. The questions are intended to gain a basic indication that the supplier

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Financial Standing

years.

(b) A statement of the turnover, profit & loss account, current liabilities and assets, and cash flow for the most recent year of trading for this organisation.

(c) A statement of the cash flow forecast for the current year and a bank letter outlining the current cash and credit position.

(d) Alternative means of demonstrating financial status if any of the above are not available (e.g. Forecast of turnover for the current year and a statement of funding provided by the owners and/or the bank, charity accruals accounts or an alternative means of demonstrating financial status).

………

Enclosure Required

(Please note only one copy required)

is not a significant financial risk in relation to the supply of services

to MM. Suppliers will not be deselected on the basis of

turnover size / credit check alone. The assessment will be fair and proportionate to the contract. Where the financial viability of

the supplier is considered to represent a significant and

unacceptable risk to the completion of the contract, and MM money, the supplier may be

failed on this basis.

Enclosure Required

Category 6Modern

Slavery Act 2015

6.1 Please confirm if you are a commercial organisation as defined by section 54 of the Modern Slavery Act 2015 (http://www.legislation.gov.uk/ukpga/2015/30/section/54/enacted)

Yes or No Information Only

6.2 If you answered yes to the above, please provide the link or a copy of your statement

Link or Enclosure

Free text

Pass / Fail for organisations defined as a commercial

organisation under the Act.

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