The Construction Industry Training Board (CITB)

Summary of Application – (please use this as your front sheet of your submission)

Name of Legal Entity applying
Contact name
Contact e-mail address
Contact telephone number

Invitation to Tender

Filming & Editing Services

CITB reference number: B17/06/1668

Issue Date:Tuesday 4th July 2017 / CITB
Closing Date: Friday 14th July 2017
Closing Time: 12:00p.m. Mid-day / Contact : Charlotte Winslade
CITB
Bircham Newton
Kings Lynn
Norfolk PE31 6RH

In the first instance please submit an Expression of Interest (EOI) to , confirming your intention to tender for this opportunity no later than Friday 7th July 2017. This will allow CITB to communicate with all potential bidders, should there be any changes to the procurement or timetable at any stage.

Contents

PART A - CITB’S REQUIREMENTS

Section 1 – Information for Tenderers

1.Introduction

2.Structure of this ITT

3.Important information

4.Corporate background

5.Services required

Section 2 - Instructions to Tenderers

1.General

2.Confidentiality

3.Freedom of Information

4.Accuracy of information and liability of CITB

5.Conflicts of Interest

6.Preparation of Tender Documents

7.Rejection of Tenders

8.Submission of Tender Documents

9.Clarification Requests

10.Tender Validity

11.Timescales

12.Criteria, Assessment and Evaluation

13.Contract Award

14.Tenderer’s Warranties

Section 3 – Evaluation Methodologies

Section 4 – Contract

PART B – TENDER DOCUMENTS

Form of Tender

Tendering Certificate

Standard Selection Questionnaire

Tender Response

Selection Questionnaire/Tender – Template for Appendices

Redaction Schedule

INTRODUCTION – STRUCTURE OF ITT

This ITT is divided into two main Parts.

Part A contains general information and background about this opportunity and The Construction Industry Training Board (CITB). It also describes the procurement process being conducted by CITB, the Tender submission requirements and the Contract terms.

Part B comprises the Tender Documents to be completed and returned by Tenderers who wish to pursue this opportunity.

PART A - CITB’S REQUIREMENTS

Section 1 – Information for Tenderers

1.Introduction

CITB wishes to procure a single supplier to provide filming and editing services for its Marketing and Communications team for a one off filming project

Further details of CITB requirements and the nature of this opportunity are set out in the following sections of this ITT.

2.Structure of this ITT

2.1This Part A is divided into the following Sections:

2.1.1.Section 1, containing general information for Tenderers, including the specification;

2.1.2.Section 2, comprising the Instructions to Tenderers and the Conditions of Tender;

2.1.3.Section 3, comprising the Evaluation Methodologies;

2.1.4.Section 4, containing the Contract Documents.

2.2Tenderers are required to complete and submit a Selection Questionnaireand Tender Response each in the form set out and with the content described in Part B of this ITT.

2.3This ITT describes the minimum standards of economic and financial standing and technical and professional ability to be satisfied by Tenderers. In addition, a Tenderer must be able to confirm in completing their Tender Responsethat none of the grounds set out in Part B of the Selection Questionnaire apply to them in order for CITB to be able to consider their Tender Response. Further details about the information required to be submitted in the Tender Response and how this will be assessed by CITB is set out in Section 2 of this Part A.

2.4Tenderers must consider the Services required and the Contract Conditions in detail before completing their Selection Questionnaireand Tender Response. The Form of Tender and the Tendering Certificate also set out in Part B, duly signed by the Tenderer in accordance with paragraph 8.8 of Section 2, must form part of the Tender.

2.5CITB reserves the right to request further clarification from tenders after the application of the Selection Criteria pursuant to paragraph 12.1 of Section 2

3.Important information

3.1CITB will follow a transparent and non-discriminatory process in this procurement exercise.

3.2Those applicants wishing to submit a tender (each being a “Tenderer”) in response to this ITT (in each case a “Tender”) are requested to note the instructions to Tenderers (the “Instructions”) set out in Section 2 of this Part A, in particular (but without limitation) paragraphs 4 and 6 of that Section.

4.Corporate background

CITB is Europe’s largest Construction Training College, with its Head Office and residential training centre based at Bircham Newton, Norfolk.

CITB has approximately 1,300 employees located in its head office in Bircham Newton in Norfolk and at twelve remote sites across the UK with a significant mobile workforce working from home.

CITB is the Sector Skills Council and Industry Training Board for the construction industry and its mission is to achieve a fully skilled and professional UK construction industry, working safely, adding value and delivering sustainable development. CITB is responsible for:

•Assessing the skills and manpower needs of the industry

•Ensuring there are enough new recruits entering the workforce

•Ensuring that enough training is carried out to meet the skills needs

•Encouraging the industry to improve its performance

CITB works in partnership with CITB Northern Ireland and the Construction Industry Council (CIC), as the Sector Skills Council for Construction.

Further information on the role and function of CITB can be found on the organisations web site: including the strategic plan for 2015-17

5.Services required

5.1Overview

CITB wishes to procure a single supplier to provide filming and editing services for its Marketing and Communications team for a one off filming project.

To raise awareness of CITB’s construction careers portal Go Construct and construction as a viable career route for young people, we are looking to develop a video campaign which could be aimed at both young people and their parents.

5.1.2 Background

Our research has shown that parents are one of the main influencers of young people, when considering their careers. Misconceptions about the construction industry, including prospects, development, safety and FIR (Fairness, Inclusion and Respect) all play a part in parents potentially discouraging their children from considering a role in the industry.

Previous videos have either been developed with a focus purely on the practical elements of certain roles or are single perspective inspirational themed stories (infrastructure and travelling). We wanted to develop a video campaign that brought together parents and young people with a more emotive message – outlined below

5.1.3 The Concept

‘Pride’ is a strong emotional sentiment in the construction industry. Previous campaigns as well as our research has indicated that those who work in the industry are passionate about their job and there is a very strong sentiment towards the phrase ‘I built that’ whenever they’ve contributed to a construction project big or small. We also know from our research that a lot of individuals would love nothing more than showing others what they have achieved by taking them to a building site.

Pride and ‘being proud’ is a strong sentiment shown by parents when talking about their children. Combining this alongside a construction workers pride in their job, led to the idea of developing a concept around ‘Bring your parents to work day’.

The concept would involve two distinct stages before final production.

1 – Interviews- Parents and respective sons and daughters would be interviewed on camera and asked questions about the jobs their children do. We would hope to capture a mixture of responses that could be funny, emotional or challenging (certainly in terms of a parent’s view of the construction industry). Interestingly 1 in 3 parents don’t know what their child does for a living. LinkedIn have conducted a similar campaign and examples of their interview videos can be found here

2 – On Location - Filming the parents visiting the children at the office, on a live site or at a completed project and being shown what they actually do for a living. Again we expect some emotional responses from both the parents and children to this experience. This campaign potentially will capture their response in the pride of the job they are doing but who they’ve become as a person ie boy to a man. Capturing this on camera and using the right questions could enable us to create a video that would resonate with both parents and young people.

Example below

3 – Post-production - The end product should be a selection of short form (for social media) and long form (for the Go Construct website and to showcase at events) video edits, showcasing a range of people, roles and emotions.

5.2. Specification

5.2.1.Technical requirements:

Suppliers must be able to provide filming support in the following areas;

Pre-Production Services including:

•Planning and preparation through understanding requirements/brief

•Content, script and storyboard development

•Artistic direction including location and lighting plans

•Consideration of any production guidelines and limitations

Production and Post-Production Services including:

•Filming (Indoor and Outdoor / Fixed and Mobile Set ups)

•Reviewing and editing footage

•Provision of equipment, sound and lighting services

•Provision of an interviewer to interact/engage with interviewees

•Accessing and addition of graphics, animation, music, colour grading, captioning, audio, logos through to final versions

Relationship, Project and Account Management Services:

•Arranging schedules and logistics management

•Arrangement of licensing fees, copywriting, IP clearances as applicable

Provision of files:

•Secure storage, security and confidentiality of files

•Provision of source files; file formats to include .mov, .mp4 or as specified

•Provision of high definition 1080 resolution videos in professional broadcast quality

5.2.2Service quality requirements:

•Costs should allow for 3 rounds of amends for each video, supply of source files and filing of all video formats onto the CITBs Digital Asset Management (DAM) system

•To write scripts where required and to proof read, making suggestions for improvements – Generally content will be supplied from which to write copy.

•Flexibility and quick response – ability to travel at short notice to film on site in England, Scotland or Wales.

•To proof read copy and offer suggestions for changes or improvements

•To provide a schedule containing key milestones for delivery on final product. It will be the responsibility of both the supplier and CITB to work to the agreed timings

•A transparent costing structure

•Review of each piece of work and provide comment and suggestion to action in future communications

•Adherence to Go Construct brand guidelines

  • Licence to use the video and elements of it as needed

•Use of Plain English

•Welsh language version required where practicable.

5.2.3 Timescales

Requirement / Deadlines
Storyboard and Production Schedule Approved / 21st August 2017
Interviews conducted / 25th August – 4th September
Site Visits (availability dependent) / 7th September – 22nd September
Final edits produced by / 6th October

Section 2- Instructions to Tenderers

1.General

1.1.These Instructions are designed to ensure that all Tenderers are given equal and fair consideration. It is important therefore that you provide all the information asked for in the format and order specified. Please contact you have any doubt as to what is required or will have difficulty in providing the information requested.

1.2.Tenderers should read these Instructions carefully before completing the Selection Questionnaire and Tender Response. Failure to comply with these requirements for completion and submission of the Selection Questionnaire and Tender Response as well as the Form of Tender and Tendering Certificate may result in the rejection of the Tender. Tenderers are advised, therefore, to acquaint themselves fully with the extent and nature of theservicesand contractual obligations.

1.3.NOTE: These Instructions constitute the Conditions of Tender. Participation in the tender process automatically signals that the Tenderer accepts these Conditions of Tender.

1.4.All material issued in connection with thisITT shall remain the property of CITBand shall be used only for the purpose of this procurement exercise. All information provided by CITBshall either (at CITB’s option) be returned to CITBor destroyed by the Tenderer in a secure environment at the conclusion of this procurement exercise.

1.5.The Tenderer shall ensure that each and every one of its sub-contractors, consortium members and/or advisers abides by the terms of the Conditions of Tender.

1.6.Save as provided in paragraphs 1.1 and 9 of this Section 2, the Tenderer shall not make contact with any other employee, agent or consultant of CITBor any other person who is in any way connected with this procurement exercise during the period of this procurement, unless instructed otherwise by CITB.

1.7.CITB shall not be committed to any course of action as a result of:

1.7.1.issuing this ITT or any other invitation to participate or continue to take part in this procurement exercise at any stage;

1.7.2.any invitation to submit any response in respect of this procurement exercise;

1.7.3.communicating with a Tenderer or a Tenderer’s representative or agent in respect of this procurement exercise; or

1.7.4.any other communication between CITB and any other party.

1.8.Tenderers shall accept and acknowledge that:

1.8.1.this ITT does not constitute an offer; and

1.8.2.by issuing this ITT,CITBshall not be bound to accept the lowest or any Tender and reserves the right not to award a contract for some or all of the Services for which Tenders are invited.

1.9.CITBreserves the right to amend, add to or withdraw all or any part of this ITT at any time during the procurement exercise.

2.Confidentiality

2.1.Subject to the exceptions referred to in paragraph 2.2 of this Section 2, the contents of this ITT are being made available by CITBon condition that:

2.1.1.Tenderers shall, at all times, treat the contents of this ITT and any related documents (together called the ‘Information’) as confidential, save to the extent that such contents are already in the public domain;

2.1.2.Tenderers shall not disclose, copy, reproduce, distribute or pass any of the Information to any other person at any time or allow any of these things to happen;

2.1.3.Tenderers shall not use any of the Information for any purpose other than for the purposes of submitting (or deciding whether to submit) a Tender; and

2.1.4.Tenderers shall not undertake any publicity activity in connection with and/or referring to this procurement exercise within any section of the media.

2.2.Tenderers may disclose, distribute or pass any of the Information to the Tenderer’s advisers, sub-contractors or to another person provided that:

2.2.1.this is done for the sole purpose of enabling a Tender to be submitted and the person receiving the Information undertakes in writing to keep the Information confidential on the same terms as if that person were the Tenderer; or

2.2.2.the disclosure is made either for the sole purpose of obtaining:

2.2.2.1.legal advice from external lawyers in relation to the procurement or to any Contract arising from it; and/or

2.2.2.2.an insurance policy or quotation for such policy for the purposes of the Tender; or

2.2.3.the Tenderer obtains the prior written consent of CITBin relation to such disclosure, distribution or passing of Information; or

2.2.4.the Tenderer is legally required to make such a disclosure.

2.3.In paragraphs 2.1 and 2.2 above the definition of ‘person’ includes (but is not limited) to any individual, firm, body or association, corporate or incorporate.

2.4.CITBmay disclose detailed information relating to Tenders to its officers, employees, agents and/or advisers and CITBmay make any of the Tender Documents available for private inspection by its officers, employees, agents and/or advisers. CITBalso reserves the right to disseminate information that is materially relevant to the procurement to all Tenderers, even if the information has only been requested by one Tenderer, subject to the duty to protect each Tenderer's commercial confidentiality in relation to its Tender (unless there is a requirement for disclosure under the Freedom of Information Act, as explained in paragraphs 3.1 to 3.3 below).

2.5.Suppliers and those organisations looking to bid for public sector contracts including those with CITB should be aware that if they are awarded a CITB contract, the resulting contract between the supplier and CITB will be published. In some circumstances, limited redactions will be made to some contracts before they are published in order to comply with existing law and for the protection of national security. Attached is the redaction form for you to complete and return if applicable. For further information can be found on

3.Freedom of Information

3.1.In accordance with the obligations and duties placed upon public authorities by the Freedom of Information Act 2000 (the ‘FOIA’) and the Environmental Information Regulations 2004 (‘EIR’), CITB may be required to disclose in response to a request for information under the FOIA or the EIR any information submitted by the Tenderer to the CITB.

3.2.Ifa Tenderer considers that any information contained in its completed Tender Response is commercially sensitive, the Tenderer should:

3.2.1.clearly identify such information as commercially sensitive;

3.2.2.explain the potential implications of disclosure of such information; and

3.2.3.provide an estimate of the period of time during which the Tenderer believes that such information will remain commercially sensitive.

3.3.Where a Tenderer identifies information as commercially sensitive, CITB will endeavour to maintain its confidentiality. Tenderers should note, however, that, even where information is identified as commercially sensitive, CITBmay be required to disclose such information in accordance with the FOIA or the EIR. In particular, CITBis required to form an independent judgement concerning whether the information is exempt from disclosure under the FOIA or the EIR and whether the public interest favours disclosure or not. Accordingly, CITBcannot guarantee that any information marked ‘confidential’ or ‘commercially sensitive’ will not be disclosed.

3.4.Where a Tenderer receives a request for information under the FOIA or the EIR during this procurement exercise, this should be immediately passed on to CITBand the Tenderer should not attempt to answer the request without first consulting withCITB.

4.Accuracy of information and liability of CITB

4.1.The information contained in this ITT and/or contained in any document accompanying it and/or issued as part of this procurement process at any time (“Procurement Information”) has been prepared by CITB in good faith but does not purport to be comprehensive or to have been independently verified.