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’ Outdoor Media Contract 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. 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.

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

Campaign Aims

The aims of the campaign are to:

Build on the current ‘Happy Place’ Campaign to engage both new and existing visitors via an innovative outdoor media campaign across high profile transport hubs in our key geographical markets.

New visitors – to encourage new visitors to make Swansea Bay their Happy Place by using key images and promoting staycations.

Existing visitors – tapping into memories with existing visitors who perhaps couldn’t visit in 2020/2021 due to the coronavirus pandemic, encouraging them to return.

A maximum budget of £30,000 is available for completing this outdoor media 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.

Prices must be fully inclusive of all labour, materials and costs, including all administrative costs.

The successful submission is expected to be ready for immediate implementation (subject to availability).

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=115558

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Bidders will be expected to prepare an appropriate strategy and delivery plan based on this Specification and the Method Statement questions. The plan should detail proposed activity from Monday 17th January 2022 to Friday 11th March 2022.

Bidders are expected to develop their plan to include digital activity which will place our marketing messages:

• In transport hub locations which enjoy high footfall or traffic; primarily sites which will benefit from a ‘captive’ audience, e.g. platforms etc and not in corridors.

o To include a minimum of two weeks at Digital D6 panels in high footfall areas of London Paddington Railway Station.

• The transport proposal must also include the London Underground.

o To include at least two Cross Track Digi Walls at an interchange station.

o Additional London Underground digital advertisements to be placed on at least 4 of the following central London stations: Victoria, Waterloo, Kings Cross/St Pancras, Oxford Circus, Covent Garden, Liverpool Street, Piccadilly Circus, Leicester Square, Bond St, Euston, South Kensington, Green Park, Earl’s Court, Camden Town.

Please note that each activity should be clearly labelled e.g. ‘Digital D6 panel’ together with its location, to make it easier for the Client to identify specific activity.

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

The Council’s Tourism Team will be providing all digital ready ads. Therefore bidders are to include Campaign Management and Advert Placement costs related to the digital adverts only. Videos will be produced specifically for the digital ads and supplied to the successful company.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Submission deadline 12 noon Friday 19th November 2021

Contract award Friday 26th November 2021

Inception meeting (via Microsoft Teams) Wednesday 1st December (am)

Following the award of the Contract on Friday 26th November 2021, an inception meeting will take place via Microsoft Teams on Wednesday 1st December 2021.

Please keep this morning free to attend if successful.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

Contract Ref: CCS/21/352

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:115558)

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

5.2

Additional Documentation

5.3

Publication date of this notice