CONFIDENTIAL - Liverpool Web viewWe need to identify the best ways of communicating to business ......

LIVERPOOL VISION

INVITATION TO TENDER

For

National and International Public Relation Services

In relation to IFB 2016™

For the period

1st September 2015 to 1st August 2016

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Contents

Liverpool Vision........................................................................................................................................................4

International Festival for Business.........................................................................................................................4

General information.................................................................................................................................................5

Key challenges.....................................................................................................................................................6

Business and PR Objectives..............................................................................................................................6

Audiences.............................................................................................................................................................8

1. ITT Instructions....................................................................................................................................................9

1.1 General Instructions......................................................................................................................................9

1.2 Freedom of Information..............................................................................................................................11

1.3 Responding to the ITT................................................................................................................................12

1.4 Indicative Timetable....................................................................................................................................14

The tender process........................................................................................................................................14

Provision of services......................................................................................................................................14

Other Key dates.............................................................................................................................................14

1.5 Evaluation.....................................................................................................................................................15

2. Intention to Bid - Not used................................................................................................................................16

3. Information required..........................................................................................................................................17

3.1 Specification of Services.......................................................................................................................17

3.2 Responses required...............................................................................................................................19

3.3 Pricing.....................................................................................................................................................20

3.4 Insurance.................................................................................................................................................20

3.5 Health and Safety...................................................................................................................................21

3.6 Business Continuity...............................................................................................................................21

3.7 Key Performance Indicators.................................................................................................................21

3.8 Quality......................................................................................................................................................21

3.9 Conflicts of interest................................................................................................................................21

3.10 Customer References........................................................................................................................21

3.11 CSR......................................................................................................................................................21


4. General company information required...................................................................................................23

4.1 Organisation information.......................................................................................................................23

4.2 Financial Information.............................................................................................................................24

4.3 Equal Opportunities...............................................................................................................................24

4.4 Health and Safety...................................................................................................................................25

4.5 Professional Conduct.............................................................................................................................26

5. Additional Information from Tenderer......................................................................................................27

Appendix 1 – Terms & Conditions.......................................................................................................................28

Appendix 2 – Legal Comments Table.................................................................................................................29

Appendix 3 – Supplementary Information and Charges...................................................................................30


Liverpool VisionThe client is Liverpool Vision working on behalf of the Mayor of Liverpool.

Liverpool Vision is a company limited by guarantee, wholly owned by Liverpool City Council. Its business plan, activities and finances are overseen by a Board of Directors, chaired by the Mayor of Liverpool. Liverpool Vision’s purpose is to generate investment and jobs in the city via its Marketing and Investment functions. Liverpool is rapidly gaining a reputation as a capital of commerce alongside its established role as a Capital of Culture, as a result of Liverpool Vision’s successful delivery of the UK’s first International Festival for Business in 2014.

You can find out more about Liverpool Vision and the city of Liverpool at www.liverpoolvision.co.uk and www.itsliverpool.com

International Festival for BusinessIn June and July 2014 Liverpool hosted the inaugural International Festival for Business (IFB) on behalf of the UK government. The principal objective was to support the government’s aim to double annual UK exports by 2020 whilst addressing the need to rebalance the UK economy. Working in association with UK Trade and Industry (UKTI) and sponsored by BT and Santander, the seven week festival was a resounding success. The headline results announced in November 2014 have demonstrated the global reach and impact of the Festival. 92 countries attended; 415 business events took place; 68,600 people attended IFB events, and as a result 3,500 UK companies have secured or expect to secure domestic sales; 1400 UK companies have secured or expect to secure export sales totalling an estimated £100m over 3 years; and more than 350 companies expect to sign investment deals worth an estimated £200m over three years. The Right Honourable Lord Heseltine CH and Sir Terry Leahy in their forward in the recently released IFB 2014 Highlights Report stated that “the IFB was manifestly a success. It showcased Britain as a business destination and gave its businesses a platform from which to develop new relationships and achieve new sales”.

As the Festival drew to a close in July 2014 the government announced that Liverpool had been asked to host the second International Festival on behalf of the UK. IFB 2016 will again focus on supporting UK trade and exports and will take place in Liverpool over a 3 week period commencing on 13th June 2016. It will be delivered by Liverpool Vision, in partnership with UKTI and with the backing of the UK Government.

The International Festival’s principal focus will be to engage with participants with an interest in securing international sales and establishing the UK as THE home of International Business. It will be a truly global gathering of international reach and significance and will welcome the world’s smartest business leaders and thousands of international business delegates. It will be a meeting place for those wishing to reach new markets, to forge new connections and to secure new customers from key markets from around the globe.

By taking advantage of Liverpool’s unparalleled ability to host events on the scale of IFB 2014 the Festival will contribute to the government’s Northern Powerhouse agenda by showcasing and creating business growth and investment opportunities for Liverpool, the Liverpool City Region and the wider North of England economy.

IFB 2016 will incorporate a maximum of 75 high quality international events; it will include a Best of British Exhibition; will be themed around the UK’s key growth sectors and will base itself at a state of the art centre in Liverpool.

Further information is attached at Appendix 3.


http://www.itsliverpool.com/

http://www.liverpoolvision.co.uk/

General information

After its inaugural year in 2014, IFB 2016 is set for its second outing as the biggest business festival of its kind in

the world. You can read about its many successes in the evaluation brochure and most up-to-date corporate

brochure we include with this tender document.

The festival’s reception was exceptional from all target audiences. Its government supporters such as UKTI and

GREAT Britain campaign continue to support its proposition for 2016. Indeed, Chancellor George Osborne,

announced his financial support for a second festival midway through the first one in 2014.

Similarly, our 2014 festival partners reflected our ambitions and business appeal when we secured Santander and

BT. But in 2016, IFB has been able to build upon that success having recently welcomed HSBC, the world’s

second biggest bank, as our festival partner along with festival supporters: DLA Piper, Heathrow, PWC, Siemens

and Virgin Trains.

The footfall told its own story, too. As the brochures will tell you, we enjoyed 68,000 delegates from 92 countries

during 50 days of business events across the city of Liverpool and there are newsworthy statistics to add into the

equation. For example, about 3,500 companies secured deals; £300m worth of deals and investments were made;

6,500 companies exported for the first time and 10,000 new jobs are set to be created on the back of the festival in

the next three years.

Returning to Liverpool for 2016 after rigorous evaluation by its organisers and the Department of Business,

Innovation and Skills, IFB has set its sights on bigger and better ambitions and in the first instance, we need our PR

agency to help us deliver national and international media coverage for the festival.*

As with any ‘second’ creation, we have corralled substantial fans but we’re still in a product development phase.

We need to identify the best ways of communicating to business communities here in the UK and overseas. And if

those businesses operate in one of these three sectors: manufacturing, energy and environment and creative and

digital, we want to encourage them to attend the festival and to sign up to our IFB Business Club.

We will also be looking to the PR agency to strengthen our digital proposition, which will involve working closely

with IFB’s digital marketing manager. It is critical that the agency has high-level experience in this area and is able

to offer resource and creative thinking as well as consultancy.

More strategically, we want to elevate our brand reputation. This is a critical part of the PR contract. We want to

generate more than news stories and social media footprints. We want to generate a reputation that instils trust and

reliability, (in business delegates, conference and event organisers and sponsors), for producing an unmissable

business festival that offers authentic and measurable value to any attending business because we understand

what they need and want, and what’s more, we have the abilities (and partnerships) to deliver.


* The PR agency will be responsible for national and international work, where national is defined as the whole of

the United Kingdom and internationally, IFB is targeting Europe, Middle East, USA, Latin America, India, China and

South East Asia As a PR agency will later be appointed to look after the regional media, there will be an

expectation that the two agencies will need to liaise regularly with one another and collaborate occasionally.

Key challenges

IFB is a highly aspirational project, which continues to grow its ambitions in conjunction with the UKTI. Before its

inaugural event last year, the size and scale of the festival had not been seen in the UK for more than 60 years

since the Festival of Britain in 1953.

There are five key considerations:

Meeting government targets, such as helping to increase exports by 40% by 2020.

Engaging sufficient businesses and communicating the many values of attendance from our three chosen

sectors: manufacturing, energy and environment and creative and digital, to increase festival footfall.

Optimising the agreements with: sponsors; ambassadors; delivery partners and other stakeholders and

supporters.

Dispelling myths to the average business person / company about ease of access to Liverpool from

anywhere in the UK and from overseas.

Working with numerous stakeholders including UKTI and the GREAT Campaign.

Business and PR Objectives

OVERALL

In conjunction with IFB’s Marketing and Communications team, producing a PR and digital communications

strategy (see below) to lead-in to the festival, for the festival itself and a plan with clear methodologies and

metrics for post festival PR, media and social media evaluation. (This constitutes a three-phased strategy.)

Creating an innovative PR strategy that identifies and creates regular PR opportunities to:

1. Elevate and broaden festival awareness across our national and international target audiences,

(see later for defined audiences).

2. Develop and expand reputation management of IFB 2016 throughout the UK and overseas.

3. Fully support IFB’s promotional events leading to the festival in June 2016 with PR / media

relations and digital communications.

4. Optimise the already established national and international business event calendars to

communicate IFB messages.

5. Work in conjunction with numerous IFB sponsors, partnerships, ambassadors and stakeholders to

deliver regular news stories and content to their own communication platforms and media or to

external media.


6. Create an innovative digital strategy that identifies and creates regular social media opportunities.

7. Collaborate with IFB’s numerous media partners such as Bloomberg TV, The Times and Sunday

Times, Business Insider

8. Meet agreed monthly metrics, (see below).

Deliver on four key performance indicators:

1. Improve our share of voice – establish a sturdy foundation of coverage.

2. Press releases (working on premise that generating coverage is not exclusive to press

releases):

a. Produce at least one press release for national and international media per month for

the first four months (Sept 2015- December 2015) and then, at least, two per month

from January 2016-March 2016, then at least three between April and May and at least

four per month in June 2016

b. Produce at least one press release for each sector’s trade media per month for the first

four months (Sept 2015-December 2015) and then, at least, two per month from

January 2016-March 2016, then at least three between April and May and at least four

in June 2016

3. On social media:

a) Write a minimum of 10 tweets per week (with at least one variation on the same content including accurate and appropriate hashtags.3. Write content for (short) monthly digital newsletters (x four per month; design and distribution to remain with IFB)

4. Outside of IFB’s media partnerships, generate the following metrics per month:a. National print media’s business pages – 4 pieces of coverage + 1 thought leadership

piece

b. International print media business pages – 6 pieces of coverage + 2 thought

leadership pieces (in line with pre-agreed monthly targets)

c. Any related national online media – 4 pieces of coverage

d. Any related international online media – 4 pieces of coverage

e. National trade media, (manufacturing; energy and environment and creative and

digital) – 2 pieces of coverage per sector each month

f. International trade media, (manufacturing; energy and environment and creative and

digital) – 2 pieces of coverage per sector each month

g. National broadcast media – at least one piece of coverage per month until February

2016, then at least 3 pieces of coverage per month until July 2016.

h. International broadcast media – at least one piece of coverage per month until

February 2016 then 3 pieces of coverage per month until July 2016.


Phase One: Appointment Date (1 September 2015) - 30 May 2016

Agreeing PR and digital communications strategy

Agreeing RM, working processes and monthly reviews.

Delivery of phase 1: lead-in to festival including PR and digital communications for a series of promotional

events organised by IFB

Phase Two: Friday 27 May – I July 2016

Festival strategy now initiated

Phase Three: 4th July - 1st August 2016

Post-festival evaluation

Audiences

The key audiences can be summarised as:

Entire business community; from C-suite / decision-makers to small and medium-sized enterprises,

nationally and internationally.

Political stakeholders and interested parties such as government, embassies, international business

organisations and associations, trade membership organisations, local councils, chambers of commerce.

Manufacturing trade – national and international

Energy and environment trade – national and international

Creative and digital trade – national and international

Conference and event organisers

Education sector (with a view to encouraging educational visits from the regional areas especially to

GREAT showcase)

Potential investors / sponsors

General public (with a view to encouraging weekend visits, especially to GREAT showcase)

NB: A separate local (Liverpool City and City Region) and regional (Greater Manchester, Lancashire, Cheshire, Cumbria and North Wales) PR brief will cover this area of the UK and it is expected that the selected

supplier will work closely with any supplier(s) providing these local and regional PR services to LV and for the IFB.


1. ITT Instructions

Please note that by submitting a response to this ITT that you agree and comply with all parts of the ITT Instructions section.

1.1 General Instructions

1.1.1 This document is made available on the condition that the information contained within it is used solely in

connection with the competitive process for this ITT and for no other purposes.

1.1.2 Whilst reasonable care has been taken in preparing this document, the information within it does not purport

to be comprehensive or to have been independently verified. LV accepts no liability or responsibility for the

adequacy, accuracy or completeness of any information stated. No representation or warranty, express or implied,

is given by LV or any of its representatives with respect to the information contained herein or upon which this ITT

is based. Any liability for such matters is expressly disclaimed.

1.1.3 LV reserves the right, without prior notice, to change, modify, or withdraw the basis of its request and/or to

reject all proposals and terminate negotiations at any time. In no circumstance will LV incur any liability in respect

of time, effort or costs incurred in regard to either discussions, meetings or time spent in respect of reviewing

and/or responding to this document or any subsequent material.

1.1.4 This document is not intended to provide the basis for any investment decision. The recipients of this

document must make their own independent assessment of the requirements after making such investigations and

taking such professional advice as it deems necessary.

1.1.5 The information in this document shall be kept confidential by the Tenderer and may not be copied,

reproduced, distributed or passed to any other persons, at any time, without the prior written authorisation of LV.

Ownership in any response to this ITT shall be vested in LV upon delivery of the same and such response shall

only be returned at the sole discretion of LV and at the recipient’s cost.

1.1.6 This ITT is not a purchase order and does not constitute an offer capable of acceptance. This ITT does not

commit LV or any official of it to any specific course of action. The issue of this ITT does not bind LV or any official

of it to accept any proposal, in whole, or in part, whether it includes the lowest priced proposal, nor does it bind any

officials of LV to provide any explanation or reason for its’ decision to accept or reject any proposal. Moreover,

while it is the intention of LV to enter contract negotiations with the selected Tenderer, the fact that LV has given

acceptance to a specific Tenderer does not bind it or any official of it in any manner to the Tenderer.

1.1.7 Without prejudice to any prior obligations of confidentiality you may have, no publicity relating to this ITT or to

the acceptance by LV of any ITT response or to the letting of any future contract shall be released by you without

the prior written approval of LV.


1.1.8 You shall be deemed to have examined before the submission of your tender response, all the provisions in

this ITT as well as regulations and other information relevant to your tender response, and to have fully considered

the risks, contingencies, and other circumstances, which could affect the tender response. You shall be

responsible for obtaining all information by the making of reasonable and prudent inquiries and, by prior

arrangement.

1.1.9 By submitting a Tender Response the Tenderer represents that it has read and understood the ITT. The

Tenderer will consider the contents of any submitted tender response as an offer to contract.

1.1.10 Any attempt by Tenderers or their advisors to influence the contract award process in any way may result in

the Tenderer being disqualified. Specifically, Tenderers shall not directly or indirectly, at any time:

(a) Revise or amend the content of their Tender in accordance with any agreement or arrangement with any

other person, other than in good faith with a person who is a proposed partner or supplier;

(b) Enter into any agreement or arrangement with any other person as to the form or content of any other

Tender, or offer to pay any sum of money or valuable consideration to any person to effect changes to the

form or content of any other Tender;

(c) Enter into any agreement or arrangement with any other person that has the effect of prohibiting or excluding

that person from submitting a Tender;

(d) Canvass LV or any employees or agents of LV in relation to this procurement; or

(e) Attempt to obtain information from any of the employees or agents of LV or its advisors concerning another

Tenderer or Tender; or

(f) Offer, pay, promise to pay, or authorize the giving of any financial or other benefit to any person for the

purpose of obtaining an improper advantage, or otherwise conduct themselves in a manner contrary to any

anti-bribery or anti-money laundering legislation and/or regulations in the broadest sense (whether issued

by the EU, the US, the UN or any other body) or any other such rule or legislation that may apply from time

to time.

1.1.11 Tenderers are responsible for ensuring that no conflicts of interest exist between the Tenderer and its

advisors, and LV and its advisors and Partners. LV reserves the right to disqualify any Tenderer that is guilty of any

misrepresentation in relation to its Tender or the tender process. Any Tenderer who fails to comply with the

requirements of this clause may be disqualified from the procurement process at the discretion of LV.

1.1.12 Only information provided as a direct response to this ITT will be evaluated. Information and detail which

forms part of general company literature or promotional brochures etc. will not form part of the evaluation process.

Marketing material should not be included with your tender response. Supplementary documentation may be

attached where you have been directed to do so. Such material must be clearly marked with the name of the

organisation and the section to which it relates. All sections must be answered unless advised otherwise.

1.1.13 Please note that LV may require clarification of the answers provided or ask for additional information.


1.1.14 The response should be submitted by an individual of the organisation, company or partnership who has

authority to answer on behalf of that organisation, company or partnership.

1.1.15 Should there be any obvious typographical errors or misunderstandings in the ITT documentation then

clarification should be sought. However, if the response is found to misrepresent facts, the documents will be

deemed void. In the case where the error or misrepresentation is not discovered until after the contract is awarded,

we reserve the right to determine the contract and costs incurred by us as a result of the determination shall be

recoverable from the Tenderer under the contract.

1.1.16 If applying on behalf of a consortium, please list the names and addresses of all other members of the

consortium. Any contract will be entered into with the nominated lead organisation and all members of the

consortium, who will in these circumstances each be required to execute said contract together with all ancillary

documentation, evidencing their joint and several liability in respect of the obligations and liabilities of the contract.

It will be for members of the consortium to resolve their respective duties and liabilities amongst each other. For

administrative purposes, any associated documentation will be sent to the nominated lead organisation.

1.1.17 If sub-contractors are proposed to assist in the delivery of the service, please list the business names,

registered offices, addresses and specific areas of service which they will deliver.

1.1.18 It is the responsibility of tenderers to ensure that their tender is delivered not later than the appointed time.

LV does not undertake to consider tenders received after that time unless clear evidence of posting is available (i.e.

a clear post mark and/or certificate of posting). It should be noted that mail is not delivered directly to the recipient

but through a central post room. This may delay receipt of post, and allowances should be made.

1.1.19 Whilst LV is committed to selecting a supplier or suppliers, it reserves the right not to accept any proposals

or award the contract.

1.1.20 LV does not bind itself to accept the lowest or any tender, and reserves the right to accept a portion of any

tender, unless the tenderer expressly stipulates otherwise on his tender. The right is also reserved to award more

than one contract.

1.2 Freedom of Information

1.2.1 LV is subject to The Freedom of Information Act 2000 (“Act”) and The Environmental Information Regulations

2004 (“EIR”).

1.2.2 As part its duties under the Act or EIR, it may be required to disclose information concerning the procurement

process or the contract to anyone who makes a request.

1.2.3 If the prospective Tenderer considers that any of the information provided in their response is commercially

sensitive (meaning it could reasonably cause prejudice to the prospective Tenderer if disclosed to a third party)


then it should be clearly marked as "Not for disclosure to third parties” together with valid reasons in support of

the information as being exempt from disclosure under the Act and the EIR.

1.2.4 LV will endeavour to consult with the prospective Tenderer and have regard to comments and any objections

before it releases any information to a third party under the Act or the EIR. However LV shall be entitled to

determine in its absolute discretion whether any information is exempt from the Act and/or the EIR, or is to be

disclosed in response to a request of information. LV will make its decision on disclosure in accordance with the

provisions of the Act or the EIR and will only withhold information if it is covered by an exemption from disclosure

under the Act or the EIR.

1.3 Responding to the ITT

1.3.1 All responses should be submitted in an unmarked sealed envelope, stating “IFB 2016 – National and

International PR”” and marked for the attention of: Tony Mitchell, Procurement Manager, Liverpool Vision, 10 th

Floor, The Capital, 39 Old Hall Street, Liverpool, L3 9PP.

Please provide 2 printed Responses, together with an electronic copy contained on a memory device.

LV appreciate the environmental impact and request therefore that where practical duplex printing on

environmentally friendly paper is utilised and that additional materials not directly related are not included.

1.3.2 In responding to this ITT you specifically agree the following:

1.3.2.1 Having examined all parts of the ITT that the supply of the Goods and/or Services to LV will be at the

rates/prices as provided. All prices must be quoted on the basis indicated in the accompanying documents, except

where the tenderer is invited to propose alternative price models, and should exclude VAT.

1.3.2.2 That any other terms or conditions or any general reservations which may be printed on any

correspondence emanating from the tenderer in connection with this tender or with any contract resulting from this

tender, shall not be applicable to the on-going relationship between LV and the selected supplier(s).

1.3.2.3 That any contract whatsoever that may result from this tender shall be subject to the laws of England and

Wales as interpreted in an English Court.

1.3.2.4 The prices quoted and all other information supplied in this tender are valid and open to acceptance by LV

for a period three calendar months from the tender return date specified in the ITT

1.3.2.5 The essence of competitive tendering is that LV shall receive bona fide competitive tenders from all

companies tendering. In recognition of this principle, any response is declared to be a bona fide tender, intended to

be competitive and that you have not fixed or adjusted the amount of the tender by or under or in accordance with

any agreement or arrangement with any other person.


1.3.2.6 You declare that you have not done and undertake that you will not do any of the following acts:-

(a) communicate with a person, other than the person calling for this tender, the amount or approximate amount

of the proposed tender.

(b) enter into any agreement or arrangement with any other person that he shall refrain from tendering or as to

the amount of any tender to be submitted.

(c) offer to pay or give, or agree to pay or 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 requirement any act or thing of the sort described above.

In this declaration the word "persons" includes any person and anybody or association, corporate or incorporate.

The words "agreement or arrangement" include any such transaction, formal or informal, whether legally binding or

not.


1.4 Indicative Timetable

The tender processThis timetable is indicative only and LV reserves the right to change it at its absolute discretion.

The timescales for the ITT process are set out below. However due to the heavy compressed workload on the project development team, timescales may be subject to modification should the need arise for the Festival Host Organisation to do so:-

ITT Publication: Tuesday 14th July 2015

Requests for clarification: by Monday 20th July

Liverpool Vision responses to requests for clarification: Tuesday 21stJuly

Responses to the ITT to be received no later than 3:00pm on Monday 27th July

Evaluation and shortlisting: 28Th – 30th July

Presentations and meeting with shortlisted candidates: Monday 3rd August, pm or Tuesday 4th August am

Indicative Award: subject to contract and any further due diligence: Wednesday 6th August

Service commencement: 1st September 2015

There is an opportunity to ask LV for further information to assist you in the preparation of your responses during

the Items for Clarification period. If you have an Item for Clarification please e-mail Tony Mitchell

([email protected]) during the opportunity period. Please note that responses to these Items for Clarification

from LV may be posted on the LV website rather than a response via e-mail. It is your responsibility to make

regular checks of the LV website for updates on these.

Provision of servicesIt is envisaged that the services supplied will be divided into three main phases:

1 September 2015 to 27 May 2016 (‘lead-in’)

30 May 2016 – 1 July 2016 (‘festival’)

4 July – 1 August 2016 (‘evaluation’)

Other Key dates8-9 September – Venues Expo, Exhibition Centre Liverpool

28 – 30 September – Milan Expo press conference

October (date TBC) – Liverpool Host City Business Briefing

9-10 November – Innovate 2015

November (date TBC) – 10 Downing Street reception

December (date TBC) – Northern Powerhouse debate, Manchester


1.5 EvaluationTenders will be evaluated using the following criteria:

Approach 35%

Experience 35%

Value for Money 30%

Successful tenderers will also be expected to have suitable financial stability to undertake these pieces of work and

to have insurances and policies in place that are adequate to undertaking payment from public funds (as detailed in

the general organisation requirements in Section 3.5 and Section 4 of this ITT). These requirements are a

mandatory and, if these are not satisfied, then LV reserves the right at its absolute discretion not to award a

contract irrespective of how the tenderer has scored using the evaluation criteria.

More specifically, the responses in this process will be judged according to the following criteria. Relative order is

not intended to convey importance in evaluation scoring nor are there equal weightings between each specific

criteria within the general criteria of experience, approach and value for money:


A. Approach (35%):

Understanding and interpretation of requirements outlined in tender.

Rationale for your proposal – does it deliver on festival objectives, does it deliver value for money, does it reflect

insight and knowledge into our target audiences, is it innovative and in keeping with the brand behind the festival?

Knowledge and grasp of strategic context / business assimilation.

Relationship management – previous experience of developing productive and strong team working with your client

during the course of a reasonably long project, with special reference to working against tight, sometimes intensive,

deadlines.

Ability to operate within project structure and governance arrangements

Innovative and intuitive approach to PR and working with brands, especially new brands

B. Experience (35%):

Appropriate skills of the agency

Appropriate skills / qualifications of the staff allocated to the contract, including previous relevant experience

Previous client contracts that bear comparable business objectives and organisations, particularly with a view to

illustrating international capabilities and networks.

Track record of achievement

Results achieved during those comparable client accounts

C. Value for Money (30%):

Pricing points

Financial integrity of agency

Awareness of – or previous experiences of – public sector accountabilities such as transparency

Value for money

Relevant and appropriate insurances

Added value

2. Intention to Bid - Not used.


3. Information required

3.1 Specification of Services

3.1.1 Activities

The following list of activities is not exhaustive and will evolve during the course of the contract as the festival itself

evolves. This therefore requires some flexibility from the agency, including the ability to flex extra resource if

required.

Tactically, to help IFB Marketing and Communications team produce a PR strategy that identifies the most

effective and engaging ways of:

1. Generating media coverage and establishing a much-needed digital footprint (outside of Twitter)

2. Writing and brokering thought leadership pieces and original content such as by-lines in

international, national and trade media and identifying speaking engagements for IFB executives

(as below).

3. Devising new and exciting ways of communicating our message that reflects the festival brand.

Tactically, to help IFB Marketing and Communications team produce a digital communications strategy that

identifies the most effective and engaging ways of:

1. Generating social media interest, particularly on Twitter

2. Writing and brokering thought leadership pieces and original content specifically for digital media,

particularly Linked-In. This may include editing already written print-ready pieces as per (2) above.)

3. Optimising social media strategies and tactics to engage and sustain our own (and external) online

business communities; raise our communications game; stay ahead of the curve.

4. Devising new and exciting ways of digitally communicating our message that reflects the festival

brand.

For most press releases, produce the equivalent social media pack. This should include graphics and content crafted to take into account graphics size and character limits for Twitter and LinkedIn and YouTube if appropriate.

Work closely with IFB’s Marketing and Communications team to organise regular and practical review and

reporting processes, meetings and ways of working as a team.

Devising and delivering full PR and media management at IFB promotional events

Supporting IFB PR and Comms manager by fielding and managing media enquiries.

Managing Twitter account on an ad hoc basis.

Writing content for (short) monthly digital newsletters

In conjunction with KPIs page 7, Section 4 (social media) (a) carry out hashtag research: map out

useful hashtags to gain insight into best used hashtags

Create and maintain a pitch calendar


Source speaking opportunities for IFB professionals (festival director; chair of IFB; head of commercial /

sponsorship; marketing director; head of operations), and identify relevant communications and PR

opportunities for IFB at those events

Liaise, and coordinate work, with IFB’s translation agencies when necessary

Regularly compile and distribute relevant media cuttings.

In conjunction with the IFB PR and Communications manager devise consistent and bespoke lines to take.

Write interviewees’ media briefings for every brokered media interview.

Represent IFB 2016 at meetings that discuss PR and / or media relations as and when required. (For

example, during PR planning and delivery with festival sponsors, stakeholders, ambassadors, partnerships

during joint PR events.)

Help to build a library of collateral and content that can be used / re-purposed during phase 1

Copywriting as an extra resource (please cost separately)

Potentially resourcing the media room at IFB 2016 (three working weeks)

Provision of hot-desking in own offices on an ad hoc basis


3.1.2 Contract Output Requirements

The following outputs will be required throughout the provision of their services:

Production of a comprehensive PR plan for the period of the contract, updated and amended as necessary.

Engage with, and introduce relevant journalists to, IFB and its stories, but with specific reference to

nurturing long-term relationships (national, international, digital and all relevant trades).

Produce press releases – as outlined earlier in KPIs.

Provide and present monthly reports which include:

1. Media metrics including AVEs (in conjunction with agreed KPIs)

2. Geographic analysis of share of voice (national / international)

3. Pitches - won and lost

4. By-lines written and published

5. Update on IFB archive / library – can we re-purpose any collateral?

6. Forward planning (one month ahead) including: new opportunities; work required from IFB team;

forthcoming events / ideas

Work closely with the local and regional PR agency, providing information and communications in a timely

manner; working as part of the extended team.

Demonstrate a clear understanding of the overall festival objectives and IFB brand

Be willing to support the event management aspects of IFB’s PR / promotional work by agreeing to invite

suitable clients, organisations as well as journalists from your own networks to IFB events.

3.2 Responses required

3.2.1 Confirmation that you can provide all of the services required.

3.2.2 In addition to the details requested in section 4 (general company information), please provide details of any

proposed services that you intend to supply, if any, through sub-contractors.

Liverpool Vision will only enter into a contract with the prime service organisation and all and full responsibility for

any act whatsoever undertaken by any sub-contractors or other organisations working with the successful tenderer

will be taken by the successful tenderer. Please confirm your acceptance of this.

3.2.3 A case study (1,000 word count maximum) detailing at least two comparable business events that your

company has managed from a PR and digital perspective, outlining initial objectives; empirical successes such as

media metrics; campaign planning; narratives and standout media coverage. Please also describe the most

effective review and reporting processes you have encountered with a client and explain why. If available, please

also include any before and after evaluation research around awareness building

3.2.4 Your proposed approach to providing the described PR and digital services to IFB, drawing specifically on the

objectives and activities outlined above in 3.1. Also include the following elements:


Provide a media list that creates a flavour of IFB’s target audiences – include national / international / trade

print, online and broadcast

Provide a flavour of key messaging and also three general lines to take for interviewees.

Along with the proposed charges, requested in 3.3, please provide a resourcing forecast for the period of

the contract, including bios for each proposed project member (please note, there is a strict half page word

count per bio). This to include a full structure of how the service will be resourced, delivered and managed,

as well as a clear escalation path.

Using the international and national calendars of well-known business events, select two events (for both

national and international) and provide a campaign plan synopsis for each, describing each event’s

objectives and expected outcomes; preparation time and agency staff required to deliver them; chosen

media including social media and how this can be harnessed to strengthen the messaging in each case.

Provide sample materials / visuals if this supports your proposal.

Proposed method of managing the relationship to provide effective co-working between agency and IFB’s

Marketing Communications team and which facilitates focused and accurate media responses and regular

(but not unnecessary) review / other meetings.

Provide details about how you review and measure your own performance and customer service.

Describe how your agency would make a difference to the PR and digital communications of IFB.

Please provide reassurances that the nominated point of contact and main deliverers to IFB from the

agency will be available to work during high level events and if necessary, throughout the full three weeks

of the festival.

3.3 Pricing

Using the Charges template in Appendix 3, please provide details of proposed costs.

All prices must be quoted on the basis indicated in the accompanying and supplied documents and that fully cover

your proposed service delivery as contained in your response. All prices should exclude VAT.

3.4 Insurance

The appointed supplier will be required to maintain appropriate levels of insurance in a number of areas. Please

complete the enclosed table and supply copies of relevant policies as appropriate:

Area Level of cover

expected

Level of cover

currently held

Level of

cover to be

provided

Further details

Public liability £5m

Employer’s liability £5m

Professional Indemnity £10m


Please note that the insurance cover detailed above needs to be in place before activities commence in pursuance

of the services required and will not be considered as part of the costs under the contract between LV and the

selected supplier.

3.5 Health and Safety

The appointed Tenderer will be required to ensure that all elements of its services are planned and implemented in

accordance with best practice set out in the Health and Safety Executive (HSE) Event Safety Guide (the ’Purple

Guide’) and other such guidance appropriate to your business, and to provide a specific detailed risk assessment of

all Health and Safety issues associated with the service.

Please confirm your acceptance of this.

3.6 Business Continuity

Please provide a copy of your organisation’s business continuity plan (“BCP”) and specifically state how this would

be applicable to the service requirements of LV.

3.7 Key Performance Indicators

Please provide your response to the Key Performance Indicators (KPIs) referred to on page 7.

3.8 Quality

Please provide details of how you manage quality and whether you hold any relevant quality accreditations or

industry specific accreditations.

3.9 Conflicts of interest

Identify any potential conflicts of interest relating to this contract.

3.10 Customer References

Please provide 2 relevant customer corporate references within the last three years on a comparable scale and

relevance. No more than ½ a page. Provide contact details for LV to speak to the referees at an appropriate time.

3.11 CSR

3.11.1 Please show what approach you have taken to ensure sustainability through the active involvement in

Environmental activities on a project of comparable scale and relevance and how you envisage this will be done if

selected.


3.11.2 Please provide details of any environmental accreditation.

3.11.3 Please provide details of your internal environmental policies and how your organisation deals with its own

environmental responsibilities.

3.11.4 Please provide your Company’s CSR Statement


4. General company information required

Please provide a suitable response to the following:

4.1 Organisation information

4.1.1 Full name of organisation (this should be the name of the organisation acting as prime

contractor, where applicable).

4.1.2 Trading name of organisation (if different from above).

4.1.3 Date of formation

4.1.4 Registered number if a limited company (please supply a copy of the certificate of

incorporation and any certificate of change of name)

4.1.5 Registered address of organisation and address of principal trading office

4.1.6 Main Phone number

4.1.7 Name and contact details in relation to tender preparation (tel and email)

4.1.8 Address and phone number of office from where business would be conducted in support of

this contract, if different from the above

4.1.9 Full names of all directors/company secretary/ partners/associates or proprietor

4.1.10 Have any of the persons named in 4.1.9 above, been subject to bankruptcy proceedings or

been involved in an organisation which has been subject to liquidation proceedings or had

receivers appointed? If yes, please give details.

4.1.11 Have any of the persons named in 4.1.9 above, been convicted of any criminal offence, apart

from minor traffic offence? If yes, please give details.

4.1.12 Do any of the persons named in 4.1.9 above, have relative(s) who are senior employees of

the LV? If yes, please provide details.

4.1.13 Have any of the persons named in 4.1.9 above, ever been employed by the LV? If yes, please

give details.


4.1.14 If your organisation is a member of a group of companies, give the name and address of the

holding company

4.1.15 Please state the approximate number of employees in your organisation and companies

acting in partnership (where relevant), who are specifically engaged in delivering similar

services to those proposed by LV.

4.2 Financial Information

4.2.1 Please state the full name and contact details of the person in your organisation who will be

responsible for financial matters relating to this contract.

4.2.2 Please enclose your organisation’s most recent audited accounts and annual reports. This

should include: Balance Sheet, Profit and Loss Account, Full notes to the accounts, Director’s

Report/Auditor’s Report.

4.2.3 If you have submitted accounts for a year ending more than 10 months ago, please confirm that

the organisation described in the enclosed accounts is still trading. Also supply a statement of

turnover since the last set of published accounts.

4.2.4 If your organisation’s accounts and annual reports are consolidated into those of your parent

company or group, then for each of the last two years please provide for your organisation, your

organisation’s turnover, profit before tax and net assets.

4.2.5 Are there any outstanding claims or litigation against your organisation with regard to systems

and / or service delivery? If yes, please give details.

4.3 Equal Opportunities

LV expects all suppliers and providers to operate within Liverpool council’s framework for equalities which

incorporates the following legislation:-

Human Rights Act 1998

Equality Act 2010

Liverpool City Council’s Equal Opportunities statement and policy can be found on the website

www.liverpool.gov.uk

All organisations should attempt to answer each of the following questions.

Organisations from outside the UK should substitute where relevant, the appropriate legislation / Codes of Practice

etc. which are applicable within their domestic jurisdiction.


http://www.liverpool.gov.uk/

4.3.1 Is it your policy as an employer to comply with your statutory obligations under the Equality Act

2010and, accordingly, your practice not to treat one group of people less favourably than others

in matters of:

Employment

Service delivery

*Please enclose a copy of your Equal Opportunities Policy

4.3.2 In the last three years, has any finding of unlawful discrimination been made against your

Organisation by any court of law or industrial tribunal?

4.3.3 In the last three years has your Organisation been the subject of formal investigation on

grounds of alleged unlawful discrimination by The Commission for Equality and Human Rights

or any other commission?

4.3.4 If the answer to 4.3.2 is or 4.3.3 is yes what steps did you take in consequence of that finding?

4.3.5 Is your policy set out :-

In instructions to those concerned with recruitment, training and promotion?

In documents available to employees, recognised trade unions or other representative groups of

employees?

In recruitment advertisements or other literature?

4.3.6 If your organisation is not subject to UK legislation, please supply details of your experience in

working under equivalent material legislation, which, in your country, is designed to eliminate

discrimination in relation to Race, Gender, Disability, Sexual Orientation, Religion or Belief and

Age and to promote equality of opportunity.

4.4 Health and Safety

4.4.1 Please enclose a copy of your Organisation’s and proposed partners Health & Safety Policy and

/ or other declaration, information or instruction issued by your Organisation as necessary, to

protect the health, safety and welfare of your employees.

4.4.4 In the last three years has your Organisation or proposed partner been prosecuted for

contravention of the Health & Safety at Work Act 1974 or equivalent national legislation, or been

the subject of a formal investigation by the Health and Safety Executive or similar body charged

with improving health and safety standards? Please provide details.


4.5 Professional Conduct

4.5.1 Has your Organisation or proposed partners or any employee within these organisations who

would be working on this contract, committed a criminal offence relating to the conduct of your

business or profession? If so please provide details.

4.5.2 Is your Organisation or are your proposed partners currently involved with any legal

proceedings (including Arbitration or any other form of alternative dispute resolution) with any

other organisations including local authorities? If so please provide details.

4.5.3 Are there any issues, current or likely, in relation to your Organisation or proposed partners that

may give rise to any conflict of interest? If so please provide details.


5. Additional Information from Tenderer

Tenderers are invited to provide any additional information in support of their offer. This may include references to

any section previously covered, or further information which may be of interest to LV. It would be helpful to include

references to current arrangements, expanding on any possible developments, including the impact on your

company and ultimately LV.

Reference should also be made to the impact a contract of this size would have on your business, and the

implementation programme you anticipate in meeting this.

Notwithstanding the above, Liverpool Vision respects the environment and requests that only necessary and

relevant materials are provided.


Appendix 1 – Terms & Conditions

This appendix contains the terms of LV’s standard Terms & Conditions for services.

By submitting a tender, the Tenderer is agreeing to be bound by the terms of this ITT and the agreements save as

in relation to those areas of the agreements specifically highlighted in the response to Appendix 2. As such, if the

terms of the agreements render proposals in the Tenderer’s tender unworkable, the Tenderer must submit full

details of the unworkable/unacceptable provisions within the Agreement by completing the Legal Comments Table

attached at Appendix 2.

Following receipt of this response, LV will consider whether any amendment to the Agreement is required. Any

amendments will be published through a Clarifications Log and will apply to all Tenderers. Where both the

amendment and the original drafting are acceptable and workable to LV, LV will publish the amendment as an

alternative to the original drafting. In this case, Tenderer’s should indicate if they prefer the amendment; otherwise

the original drafting will apply. Any amendments which are proposed, but not approved by LV through this process,

will not be acceptable and may be construed as a rejection of the terms of the Agreement leading to the

disqualification of the tender.


Appendix 2 – Legal Comments Table

Clause/Paragraph /Schedule

Summary of Issue Suggested Revisions


Appendix 3 – Supplementary Information and Charges

Highlights of IFB2014

IFB 2016 Brochure

Charges Template (to be completed and returned by the Tenderer)


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