CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Contract for Swansea Bay ‘Happy Place’ Video on Demand (VoD) Campaign 2021/22

2.2

Description of the goods or services required

Visit Swansea Bay’ is the brand name given to the destination marketing activity of the Tourism Team in Swansea Council (City & County of Swansea). We are the official visitor information providers for Swansea Bay (Swansea, Mumbles, Gower Peninsula and Rural Swansea). We provide information via visitswanseabay.com and also manage campaigns to attract visitors to the area. We are an income generating team offering marketing packages, which local tourism businesses can buy into.

2021/22 Campaign Overview

The 2021-2022 campaign will continue to promote Swansea Bay as a visitor’s ‘Happy Place’ and this theme should be reflected in all outputs for this VoD Campaign.

The aim of the campaign is build on the current ‘Happy Place’ Campaign to engage both new and existing visitors via an innovative VoD media campaign in our key geographical markets.

Bidders will be expected to prepare an appropriate campaign strategy and delivery plan based on this Specification and in response to the Method Statement questions below, to be submitted with their quotation. The plan should detail proposed activity from Monday 17th January 2022 to Friday 11thMarch 2022.

The Campaign Plan should include a detailed rationale as to why a particular video on demand platform(s) has been chosen, how it/they meets the Specification and in particular, the target markets, in a cost-effective way.

The successful company will be expected to:

• Develop a creative response so that the VoD adverts achieve our aims and meet the requirements of the Specification.

• Develop three separate 30 second VoD adverts to engage with:

o Couples (empty nesters) – who enjoy the outdoors and culture.

o Families with school age children – for adventurous family holidays.

o A younger demographic – who enjoy activities and holiday as couples/friends.

• Develop a concept, prepare a storyboard and script for each VoD advert.

• Work directly with our videographer using a comprehensive bank of existing footage to create the three video adverts. See our YouTube channel for examples of existing video footage.

NB: The video editing and any associated administration costs relating to the supply of the video footage should be included in the contract price.

• Each advert will have a voiceover (which will need to be produced in both English and Welsh).

• Each VoD advert needs to be produced in both English and Welsh – with respect to voiceover (see above) and on-screen messaging/branding.

• All content is to be approved by the Client prior to use

2.14 A maximum budget of £30,000 is available for completing this video on demand campaign. All expenses must be covered by this budget. Once the total cost is accepted as part of the successful bid no additional funds will be available.

NOTE: The authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=115588

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

See Tender Documents

3 Conditions for Participation

3.1

Minimum standards and qualification required

Approval and Deployment of VoD adverts:

4.6 The successful company is required to demonstrate that it already has a relationship with Clearcast and experience in seeking and achieving approval of previous VoD advert content.

4.7 The successful company will be responsible for the conception, development (in consultation with the Client and Client’s videographer), approval and deployment of all VoD adverts produced for this campaign across the platform(s) agreed upon with the Client.

4.8 The company will be responsible for all aspects of the above and associated costs as part of the agreed contract price (see Part 1, Section 2, 2.11 to 2.16).

4.9 An 80% / 20% split is suggested for the deployment of the English/Welsh VoD adverts to reflect the number of geo-locations and volume of audience.

4.10 ALL planned activity must be approved by the Client prior to execution. This includes any amendments as the project progresses.

Please also see Tender Documents

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCS/21/351

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Register your company on the eTenderWales portal (this is only required once):

— Navigate to the portal: http://etenderwales.bravosolution.co.uk

— Click the “Suppliers register here” link.

— Enter your correct business and user details.

— Note the username you chose and click “Save” when complete.

— You will shortly receive an e-mail with your unique password (please keep this secure).

— Agree to the terms and conditions and click “continue”.

2. Express an interest in the project:

— Login to the portal with your username/password.

— Click the “ITTs Open to All Suppliers” link (these are the ITTs open to any registered supplier).

— Click on the relevant ITT to access the content.

— Click the “Express Interest” button in the “Actions” box on the left-hand side of the page.

— This will move the ITT into your “My ITTs” page (this is a secure area reserved for your projects only).

— Click on the ITT code. You can now access any attachments by clicking the “Settings and Buyer Attachments” in the “Actions” box.

3. Responding to the invitation to tender:

— You can now choose to “Reply” or “Reject” (please give a reason if rejecting).

— You can now use the “Messages” function to communicate with the buyer and seek any clarification.

— Note the deadline for completion, then follow the onscreen instructions to complete the ITT.

— There may be a mixture of online and offline actions for you to perform (there is detailed online help available).

If you require any further assistance use the online help. Alternatively, the BravoSolution helpdesk can be contacted (Monday to Friday, 8:00 to 18:00) on:

— E-mail: help@bravosolution.co.uk

— Phone: +44 8003684850

Thanks

(WA Ref:115588)

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice