This invitation is comprised of the following:
- Quotation Form
- Appendix A - The Brief
- Appendix B - Declaration
- Appendix C - Statement Relating to Good Standing
- Appendix D - Freedom of Information Act
- Appendix E - Transparency Certificate
- Appendix F - Form of Quotation
- Appendix G - Terms and Conditions of Contract
A. Instructions for completion
Please answer all of the questions as accurately and concisely as possible or mark those not applicable as ‘N/A’ and provide an explanation.
B. Returning your quotation
Any questions relating to this process should be received by 12:00 on 11 April 2016
The closing date for receipt of the quotations is 12:00 on 15 April 2016.
Please ensure that all declarations (Appendix A-D) have been completed, signed and returned with your submission.
Please note that the Council will not consider late returns. It is your responsibility to ensure that your submission is received in good time before the deadline.
The Council encourages you to complete the submission electronically and return to the Council by email acing in the subject heading - Quotation 2017 Cotswolds Visitor Guide.
If completing in hardcopy format, please answer the questions in the same order as the document, and reference each answer to the relevant question. Please send your completed response in an envelope marked: “Quotation – 2017 Cotswolds Visitor Guide”.The envelope must bear no other markings to identify the sender. Please send you envelope to:
Sally Graff & Diane Blackwell
Quotation for Design of the 2017 Cotswolds Visitor Guide
West Oxfordshire District Council
Woodgreen
Witney
OX28 1NB
C. Statement of Requirement – The Brief
Each year Cotswold District council works with five local authorities and Cotswolds Conservation Board as Cotswolds Tourism Partnership to produce an annual visitor guide to showcase the Cotswolds. For 2017 the area of West Oxfordshire District Council, which previously produced its own guide, needs to be combined into the new guide. Below are links to the current 2016 Visitor Guides,so you can see the type of design.
The brief for the 2017 Cotswolds Visitor Guide is attached at Appendix A.
D. Response to Statement of Requirement –The Brief
- Please complete the table below detailing turnover for the last three financial years.
Financial Year / Total Annual Turnover (£) / Profitability (as a % of turnover before tax)
Registered Address
Company Registration Number (if applicable)
The Council may carry out a credit check on your organisation.
- Please provide details of all insurance cover currently in force.
Insurance / Insurer / Policy No / Cover (£) / Renewal Date
Public Liability
Min £5,000,000
Employers Liability
Min £5,000,000
- Does your organisation hold a recognised quality management certification (e.g. BS/EN/ISO 9001 or equivalent) and/or is a member of a relevant trade/professional body?
YES/NO
If yes, please detail certificates held and/or trade/professional membership details.
If not, does your organisation have a quality management arrangement in place (including processes/procedures that are compliant with legal requirements)?
YES/NO
Please detail
- Please detail your organisations technical capacity and expertise and experience over the last five years of carrying out similar design projects, including qualifications and/or training of staff that would be involved in delivery of this contract. (maximum 500 words).
- Please provide details of two references from existing clients in the last three years that are relevant to the Council’s requirement
Reference 1 / Reference 2
Company Name and address
Contact Name
Phone Number
Email address
Company website address
Date contract awarded
Date contract completed
Value of contract (£)
Brief description of contract
If you cannot supply at least one reference, please briefly explain why
- Please provide some examples of work (in pdf format) you have carried out that is similar and relevant to the job described in the statement of requirement.
- Please confirm what mail out requirements your company has, making it clear whether this is an in-house function or an arrangement you have with a third party.
- Cost Breakdown - please complete and return the cost breakdown on the Form of Quotation at Appendix F.
E. Acceptance and evaluation
Quotations not meeting the minimum requirements will not be accepted.
The Council reserves the right not to accept the lowest or any proposal and to annul the request for quotation process and reject all quotations at any time prior to contract award, without thereby incurring any liability to the applicants.
The council will award the contract on the basis of the most economically advantageous proposal.
Evaluation of quotations will be based upon the following criteria and weightings.
Pass/Fail criteriaQuestion / Criteria
Declarations / All declarations signed (Appendix A – D) / Pass/Fail
1 / Financial Standing / Pass/Fail
Weighted selection criteria (out of a possible 100%)
Question / Criteria / Weighting
2 / Insurance / 5%
3 / Quality Management/professional/trade membership / 5%
4 / Capacity, Expertise, Experience / 15%
5 / Strength of at least 1 relevant reference / 5%
6 / Examples of similar work / 5%
7 / Delivery details / 5%
Quotation as detailed at Appendix E. / Most economically advantageous bid. / 60%
Total / 100%
F. Presentations
Following assessment the bids will be short listed by the Council and high scoring bidders may be invited to a presentation to clarify the content of their tender bids. The final content and format of the presentation session to be shared with bidders prior to the interview date but will include concept designs. The Council may also visit the bidder’s premises to clarify the content of the tender bids.
G. Contact Details
Please provide your contact details.
Company NameCompany Address
Contact Name
Telephone Number
Email Address
Any orders placed as a result of this request for proposal will be on the Council’s general Terms and Conditions of Purchase (Appendix E). In addition to the general terms and conditions the Council will provide bespoke terms and conditions for particular circumstances.
Appendix A - Brief for the 2017 Cotswolds Visitor Guide
1. Invitation
1.1 You are invited to submit a fee proposal to provide professional services to West Oxfordshire District Council, “the Client”. The Client on behalf of Cotswolds Tourism partnership (CT) is seeking to select a consultant who can provide the necessary skills to enable development of the Visit the Cotswolds (including the whole area covered by council’s areas of. Cheltenham, Cotswold , Gloucester, Stroud, Tewkesburyand West Oxfordshire) Visitor Guide 2017, (“the Guide”).
1.2 The proposal shall be in accordance with the requirements set out in the following sections. The instruction is expected to be a concentrated piece of work and the carrying out of the roles and functions as specified and all meetings required will be deemed to have been allowed for within the quotation.
It is expected that the consultant would be instructed by 22 April 2016 with the first meeting with Cotswolds Tourism Partnership occurring on Wednesday 27 April 2016 or this date being used to interview shortlisted bidders.
2. Background
2.1 A partnership between Tewkesbury Borough Council, Cotswold District Council and Stroud District Council has existed since 2006 to develop a high quality Visitor Guide which encompasses the core “Cotswolds” visitor destination. In 2011, Cheltenham and Gloucester joined the Visitor Guide to make it a county wide publication with The Cotswolds Conservation Board joining the partnership in 2014 and now for 2017 the area covering the Oxfordshire Cotswolds needs to be combined into one comprehensive guideto showcase and represent tourism across the wider Cotswolds area. The Oxfordshire Cotswolds has previously been a standalone separate visitor guide.
2.2 It is extremely important for the Guide to be competitive in the local, national and international market. Our stakeholders (effectively local businesses) have much to exploit in terms of benefiting from visitors seeking an “at home” experience. Further, the growing green tourism agenda very much suits the Cotswolds brand due to the world renowned Cotswold Way and Area of Outstanding Natural Beauty (AONB) setting.
2.3Traditionally the Guide presents a high quality document showcasing the visitor attractions which can be accessed within the Local Government boundaries of West Oxfordshire, Stroud, Cotswold, Tewkesbury, Cheltenham and Gloucester. The publication also provides an exposé of quality rated (QIT and AA) as well as non assessed accommodation across the locality and in the surrounding area.
2.4 The key purpose of the Guide is:
a)To market The Cotswolds to the correct target market in order to encourage new and repeat visitors to the area;
b)To promote The Cotswolds as a beautiful location for both short break and longer staying visitors;
c)To facilitate bookings to The Cotswolds, including detailed accommodation information and on-line booking to our customers;
d)To provide information that will promote the area.
e)To direct customers to the main destination website &
2.5As with all publications, funding of the Guide, its marketing and distribution relies entirely upon advertisements from the local tourism industry. There is no other budget.
3. Scope of Works
3.1The instruction will relate to the development of the 2017 Visit the Cotswolds Visitor Guide. We are looking for a complete redesign to combine both of the current guides currently produced. This will involve advert sizes, layout, editorial and map to ensure the new wider area is fully integrated and showcased. The quote needs to cover both the graphic and design element of the Guide,and show ways that reduce the amount of editorial, incorporating all the towns together while directing customers to website & social media to gain further information about the area. We are also looking for new ways of encouraging more accommodation businesses to advertise in the guide so suggestions and ideas will be welcome.
3.2The Partnership would also like to receive as part of the quotation development and design of a new advertising rate card to include all areas ensuring that advert size works for the new combined guide while maintaining or increasing income revenue. This concept work would need to be prepared in advance of any shortlisted interview to ensure the company has considered the new layout.
3.3Development of a schedule of works and consultation with the CT partnership which conforms to key dates as illustrated in section 7.
3.4Understanding of the local visitor offer and Cotswold brand.
3.5If at any time the consultant needs to make contact with the businesses, at no time should they advise that they are from the District Council. It should be explained that they are working on behalf of the Cotswolds Tourism Visitor Guide Partnership.
3.6Records are to be kept in relation to contacting the database of accommodation providers, attractions and anyone advertising from the local tourism industry.
3.7Design the Guide layout for Partnership comment, amendment and approval.
3.8Following the first partnership meeting where the style, feel, size etc of the Guide is agreed, the consultant will be expected to discuss the development of the product on a regular basis to ensure that the product being delivered is to the satisfaction of the Partnership.
3.9As part of the quotation process, you are asked to revise the locality map produced for the 2016 Visitor Guide. The map will need to depict the various villages, key market towns, transport routes and relevant topographical features and will be an integral part of the Guide. New places will need to be added to cover the Oxfordshire Cotswolds area.
3.10Text for feature articles will be provided by the CT partnership.
3.11Photography will be supplied by the CT partnership.
3.12The final product will also need to be provided digitally to the Partnership, and also be provided in a format which is available for inclusion on websites including as an ebook. The final electronic document for the website must be in a PDF format with compressed images as well as available as a web book, again with compressed images to enable the partnership to use it electronically as needed. Each partner also requires a CD of the Guide ( Six in total).
3.13First stage proofing will be completed by the Partnership with proofing after the Partnership sign off being carried out by the consultant before going to print.
3.14Any data provided in relation to this consultancy will be subject to the Data Protection Act (1998).
3.15A Data Agreement with the Partnership organisation may also be necessary should digital mapping data be provided to the consultant.
4. Supporting Documents
The following documents will be available, on request, to support the development of the 2017 Guide:
4.1 Guides
a)2016 Cotswold Visitor Guide & 2016 Oxfordshire Cotswolds Guide
b)2015 Cotswold Visitor Guide & 2015 Oxfordshire Cotswolds Guide
c)2014 Cotswold Visitor Guide & 2014 Oxfordshire Cotswolds Guide
d)Other publications such as Browser for 2016 and Great Days Out Guide 2016
4.2 Databases
a)A comprehensive QIT/ AA/ member accommodation database covering the council areas of Cotswold, Cheltenham, Gloucester, Stroud, Tewkesbury and West Oxfordshire obtained from the Destination Management Scheme.
b)A comprehensive attraction database covering the council areas of Cotswold, Cheltenham, Gloucester, Stroud, Tewkesbury and West Oxfordshire obtained from the Destination Management Scheme.
IT BEING AGREED that all rights (including ownership and copyright) in the Guides and Databases made available in accordance with this clause shall remain the property of the Client/Partnership, and that those Guides and Databases shall only be used by the Consultant for the purposes of the development of the 2017 Guide and shall be returned to the Client on completion or earlier termination of this agreement
5. Deliverables
5.1The Partnership wishes to appoint a suitably qualified design company capable of delivering the elements of this instruction.
5.2 The Partnership will be inviting written quotes from a minimum of three companies to review the best on a combination of cost, quality and experience and reviewing any supporting evidence.
5.2 The consultant will have demonstrated that they have the capability to meet the brief and will manage their own consultants and sub consultants (if needed), whilst remaining the principal contractor. Where sub consultants are required, they should be suitably qualified and certified.
5.3 A draft programme should be included with the Quotation information outlining your timetable (with reference to the proposed project timetable) and estimated dates for completing the instruction. Variations can be considered at the inception meeting.
5.4The key tasks listed below should be viewed in the context of achieving the objectives outlined in section 3 (but are not exclusive):
a)Keeping of records (applies to all quotes)
i.Accurate records will need to be kept of all contact or correspondence between the consultant and businesses.
ii.These records will need to be kept for 12 months after the Guide has been produced, so any complaints regarding advertising can be dealt with by you.
iii.If a complaint is made and a refund is necessary due to an error that you have made, you will be expected to incur the cost of the refund.
iv.A copy of these records is to be provided to the Partnership.
b)Specific Guide Elements:
i.A full and detailed Cotswold map which adheres to the relevant Ordnance Survey regulations;
ii.Accommodation listings, to be in a set format.
iii.Attractions information within the Guide pages.
iv.The consultant will be required to liaise and manage all advertiser entries and will be required to provide proofs to advertisers. The Partnership require a signed proof for each advertiser and reserve the right to instruct amendments.
v.Events information
vi.Touring Guide information
vii.Walking information
viii.Sports editorial
ix.Tourist/Visitor Information Centre information and social media addresses
5.5Digital Information: See 3.12.
5.6Web sites promotion: Key websites exist which promote the Guide. The successful consultant will be required to liaise with the web site operators to ensure that the Guide can be viewed on this medium. The guide needs to be developed into an ebook for website use. The guide cannot be delivered in the format that it will go to the printer as this format is too large for web use. Please see 3.12. The web sites where the Guide will need to appear are
5.7 The consultant is invited to submit a fixed price quote (on the Quotation Form provided), broken down by task, inclusive of all expenses for undertaking the commission as outlined. All assumptions made in completing the Quotation Form should be made clear.
5.8 All artwork is to remain the copyright of the Partnership. The copyright for reports, background documents, any computer or drawn illustrations or models produced as part of this commission shall belong to the Client, subject to due acknowledgement of the consultant where appropriate.
6. Partnership Support
6.1 The Partnership will be available for meetings as scheduled. Queries to the Partnership in terms of specific guidance will be responded to within two working days unless otherwise specified.
6.2There is no public consultation component to the consultancy.
7. Project Timetable
7.1 Milestones are generally identified as follows, however due to approach a refined timetable should be provided for consideration at the inception meeting.
a)Proposal and quotation received by the Client 15 April 2016
b)Cotswolds Tourism Partnership review quotes 15 - 22 April 2016
c)Unsuccessful consultants advised 22 April 2016
d)Successful consultant advised and appointed 22 April 2016
e)First meeting for 2017 guide project or the shortlisting meeting 27 April 2016
f)Design of rate card May 2016
g)Sales Campaign to run to-from June – August 2016
h)Design of Guide May – September 2016
i)Printing of Guide End October 2016
j)Guide distribution and project completion Mid November 2016
Should work flow allow, deliverables associated with this consultancy may be provided in advance of the above dates.
8. Other Matters
8.1 The appointment may be terminated at any time by the Client on payment of all fees payable up to that date.
8.2 The initial principal contact for the project will be:
Cotswold & West Oxfordshire District Council / Tourism & Business Support Manager / Sally Graff – Lead officer / 01285 623000For day to day management your contacts will be: