Contract Details, and Delivery Requirements

Transcription

1 BBC Invitation to Tender For: BBC Television & Digital production of the England home qualifying matches (Live) for the England Women s European Championships 2021 and the FA Women s Cup Final (Live) and Semi Finals (Highlights) and Women s International Friendly matches (Live). CONTENTS BBC Information Sections A-C provide details of the BBC s requirement. Section A Section B Section C Introduction Contract Details, and Delivery Requirements Instruction to Tenderers Issue date: 10 th April 2018 Issued by:- Sue Rock, Business Executive BBC Sport sue.rock@bbc.co.uk SECTION A: INTRODUCTION 1. BACKGROUND AND OBJECTIVES FOR THE REQUIREMENT 1.1 This document is an Invitation to Tender ( ITT ) for the host broadcast production and delivery of Television & Digital of the England home qualifying matches (Live) for the England Women s European Championships 2021 and the FA Women s Cup Final (Live) and Semi Finals (Highlights) and Women s International Friendly matches (Live). 1.2 The tender is summarised below and a Statement of Requirement is set out in Section B. 1.3 This is an open Tender to all qualifying Independent Producers who can demonstrate a past track record of delivering live football programming to a major Network Broadcaster and can meet the BBC criteria to qualify as a Nations production. The BBC would particularly welcome bids from Northern Ireland and Wales. Note that bidders are not required to meet the BBC criteria at the point they submit their Tender but the successful bidder will be required to do so within three months of the date of contract award. See paragraph 5 for more information, including the BBC s Nations Qualifying Criteria. 1.4 Tenderers must submit a written response to this ITT based on the requirements in Section B and C which will be evaluated against the award criteria as stated below in section Following the assessment of written responses, the BBC will decide in its absolute discretion whether to invite any Tenderer(s) (and if so which Tenderer(s)) to make a presentation. Further details of presentation requirements will be provided if applicable. 1.6 The successful Tenderer will be expected to demonstrate that it has the skills to deliver, or the ability to acquire and manage the skills to deliver, the production in accordance with the Statement of Requirement. Page 1 of 12

2 1.7 The successful Tenderer will be expected to produce the programme in High Definition and deliver to the BBC s Technical Standards, which can be found at: The successful Tenderer will be expected to comply with BBC guidelines and relevant BBC websites, and OfCom guidelines for production. These guidelines include advertising on site and across any aspect of the event, including presenters and contributors. 1.9 The successful Tenderer will be required to liaise with other areas of the BBC (including Digital, Radio and Sports News) as well as Rights Holders, Sponsors, event organiser and the venues on all aspects of the television production. 2.0 CONTRACT 2.1 The BBC holds the UK television, online and mobile coverage of the England Women s European Championships 2021 Qualifiers and the FA Women s Cup Final (Live) and Semi Finals (Highlights) and Women s International Friendly matches (Live). Any contract awarded as a result of this ITT will be for this event, provided all contractual terms have been met. 2.2 Any Contract resulting from the ITT will be between the BBC and the successful Tenderer. 3.0 AWARD CRITERIA 3.1 The BBC will award the Contract to the Tenderer on the basis of the criteria shown below: Evidenced experience of delivery of comparable live football programming from an Outside Broadcast to a major sports broadcaster; both as host broadcaster and presentation add-on to host. Editorial and journalistic judgement. Innovativeness and creativity of the proposal with specific reference to multi-platform delivery and younger audiences. Value for money and cost effectiveness of the proposal. Robustness of the Technical Delivery plan. Relationship with the rights holder and governing body. 4.0 CONTRACT VALUE 4.1 The maximum contract value to the Tenderer is 1,000,000 for 10 live matches (four European Championships qualifiers and the 2019, 2020, 2021 FA Women s Cup finals and 3 International Friendly matches) and 3 FA Cup semi-finals programmes. The contract price is expected to cover all On-Air and Production personnel costs, all direct Production costs including OB and Lines, all Post Production & Graphic cost plus overheads and production fee. 4.2 The Pricing Schedule part of the Tender Response must not exceed the maximum contract value and must cover the Tenderer s entire production and delivery of their editorial proposition. 4.3 Refer to Section C paragraph 5.2 for more information on completion of the Pricing Schedule. Page 2 of 12

3 5.0 NATIONS QUALIFYING CRITERIA 5.1 The BBC is using the definition outlined in Section I in order to determine whether this production qualifies as a Nations production. Based on this definition, in order for this commission to qualify as a Nations Production it must meet criterion (a) below, plus as a minimum either (b) or (c). If both (b) and (c) are from the same region outside of substantive base then the production will be re-allocated to that region. The BBC requests that Tenderers demonstrate their Nations qualifying status by filling in the OFCOM compliance form in Section H. In addition tenderers are asked to demonstrate how they will fulfil the spirit of a Nations production, ideally by working towards b) and/or c) below coming from their substantive base and by clarification of 5.2 below. a) The production company must have a substantive business and production based in the Nation in which it is proposed the production will qualify. A base will be taken to be substantive if it is the usual place of employment of executives managing the regional business, of senior personnel involved in the production in question, and of senior personnel involved in seeking programme commissions. b) At least 70% of the production budget (excluding the cost of on-screen talent, archive material and copyright costs) must be spent outside London (outside the M25). c) At least 50% of the production talent (i.e. not on-screen talent) by cost must have their usual place of employment outside the M25. Freelancers without a usual place of employment outside the M25 will nonetheless count for this purpose if they live outside the M The BBC is seeking to encourage and support the longer term sustainability of production in the Nations. In their response to the ITT, Tenderers should explain how they expect to maintain and grow their production base in the Nation, looking beyond this particular Contract. 5.3 Tenderers will be required to ensure that they comply with criterion (a) substantive base within three months of the date of contract award, which is expected to be May Tenderers will be required to explain whether they currently meet criterion (a) on substantive base, or will do so within three months of the contract award date. Where Tenderers currently do not meet the substantive base criterion they must explain in detail their plans for ensuring that they do within three months of the date of contract award. 5.5 Tenderers will be required to identify in the Pricing Schedule included as part of their Tender Response, the percentage of spend both out of London and within substantive Nation s base. 5.6 For the avoidance of doubt it is important to note that independent production companies which do not currently fulfil the Nations Qualifying Criteria are still eligible to bid provided they can demonstrate to the BBC s satisfaction that they will fulfil the substantive base criterion within three months of the contract award, and will meet either criteria (b) or (c) for the purposes of this production. 5.7 The BBC will consider bids from Tenderers working in partnership, provided that the entity with which the BBC would be contracting fulfils the Nations Qualifying Criteria. 5.8 Tenderers should note that any breach of the Nations Qualifying Criteria would constitute a material breach of the Contract and if not remedied within 30 days may lead to Contract termination. Page 3 of 12

4 6.0 TIMETABLE 6.1 The proposed timetable for contract award will be as follows: Activity Completed by this Date 1. Issue ITT 10 th April Receipt of Tender Response 12pm on Friday 27 th April Potential Bidder Meetings Friday 11 th May 2018 (in London) 3. Contract Award w/c 14 th May 2018 Page 4 of 12

5 SECTION B: CONTRACT DETAILS AND DELIVERY REQUIREMENTS 1.0 OVERVIEW 1.1 Women s Football is growing year on year and we expect BBC Sport s coverage of the sport to grow with it. All broadcasts would expect to be BBC network transmissions with the Women s Cup Final on BBC One. 1.2 Tenderers will be expected to build on the BBC s long-standing successful coverage of football and demonstrate a continued commitment to the highest production values, alongside the Match of the Day brand. This tender is for the live match production (host) and presentation production of: England s home qualification matches for Euro One international women s friendly per season. (Note that the schedule of these matches may change but there will be 3 across the contract period.) Women s FA Cup Finals inclusive. Plus the production of a single Women s FA Cup semi-finals programme each season (excluding match production). 1.3 Extra Matches In the event that the BBC secures rights or opts to cover additional matches the BBC reserves the right to award production of these matches to the successful bidder without a further competitive process. We would also welcome an anticipated cost of any addition match production as a host broadcaster and/or additional presentation option for other potential match coverage during this contract, although this would not be binding. 1.4 Scheduling and venues are still to be confirmed at this stage but would reasonably expect the following: Women s FA Cup Semi-Finals are due to take place April each year (3 in total) with venues dependent on draw. Women s FA Cup Final is due to take place in May each year (3 Final s in total) with Wembley the venue for all three finals (currently). England Home Qualification matches will take place from (4 in total) venues TBD. England s friendlies will take place at one person season from 2018 onwards (3 in total) venues TBD. 2.0 BBC CONTRACT WITH FA RIGHTS AND OBLIGATIONS 2.1 The FA has awarded the BBC the UK media rights to England home matches for the England Women s European Championships 2021 Qualifiers and the FA Women s Cup Final (Live) and Semi Finals and Women s International Friendly matches (Live). 2.2 The BBC has exclusive UK rights to attend the venues where the matches are held in order to record for television broadcast. 2.3 The BBC has undertaken to commission an independent producer of television coverage. 2.4 The BBC has confirmed that: the Producer shall provide the host broadcasters feed and may need to survey the venue and notify FA of the camera or commentary positions required; it shall ensure as far as possible that the presence of its personnel and technical equipment (or that of the Producer) shall not interfere with the smooth running of the matches. Page 5 of 12

6 2.5 The FA has confirmed that: it shall obtain at no further cost to the tenderer all rights and consents required (other than in respect of the right to broadcast music); it shall provide at no cost to the tenderer any additional power and lighting necessary for the purpose of televising the matches (note this applies to the main arena only, and not to any separate studio or outside broadcast facilities). 3.0 BBC TRANSMISSIONS REQUIREMENTS 3.1 Scheduling and venues are still to be confirmed, but fixtures will take place as set out in section 1.4 above. 4.0 EDITORIAL BRIEF 4.1 Overview As part of this process, the tenderers should submit a clear synopsis for the proposed programme coverage including: An editorial and creative treatment for the programme including on-screen talent with sample running order for a qualification match and the FA Cup final working towards a 20min build up. Preview features and other VT packages would be produced by the independent producer. How the tenderer would work with BBC Sport to maximise the awareness and impact of each event. Technical specifications for the production. Details of key production personal - Editor, Exec and Match Director Please consider the following when working through your proposal: BBC Sport would expect an on-air team comprising of 1 x Presenter; 2 x Experts (minimum); 1 x Commentator; 1 x Co-Commenter; 1 x Reporter. Please note that it is expected that the on-air talent would largely be drawn from BBC Sport s established roster of presenters and experts, but we would welcome further suggestions in this area. For the purposes of the pricing schedule please include all roles in your budget. BBC Sport s football coverage is multi-platform in its scope and ambition. We would welcome your thoughts on how you would ensure this multi-platform operation remains in place and offer a joined up approach across our platforms. Tenderers should explain how they would work with BBC digital and social teams to create content beyond the linear TV programme to enhance the reach and maximise impact and awareness. One of the BBC s key aims is to increase its reach among younger audiences (under 24) and we would like to know how you can help drive this ambition with your coverage. As part of the BBC Sport tender process, we ask that ideas for promoting participation via Get Inspired are included as part of your submission. Get Inspired is the BBC s campaign aimed at increasing participation in sport and activities. We aim to harness the significant reach of the BBC to drive greater interest in sport amongst all parts of the population. We do this by directing the audience to the Get Inspired website, which aims to be a hub of information on participation. This is promoted through inspiring content, through partnerships with BBC brands such as Children s, Entertainment, News and Learning as well as BBC Sport. Our on air talent also promote the site through verbal references, commentary and via their own social media accounts. We would also welcome examples of working alongside a key governing body in delivery of similar productions. Page 6 of 12

7 4.1.3 The FA requires that matches are covered by a minimum of 9 cameras and it is expected that the Presentation area would be located On-Site. Provision has been made in the target price for additional resources at the FA Cup Final. Please state what changes you would make to the standard specification for the FA Cup Final, taking into account broadcasting to a BBC1 audience Preview and half-time VT Packages would be produced by the Independent Producer. This may involve working with other areas of the BBC to enhance the coverage In the event that England hosts the 2021 Championships there will be no need for the qualification matches. We would expect to produce 4 matches of a similar nature. However until this is confirmed please ensure that your pricing for the FA Cup and International friendlies programming is not dependent on covering the European Championships qualifiers. 5.0 TECHNICAL REQUIREMENT 5.1 The coverage will be first class in technical and pictorial quality and suitable for television broadcasting as a completed programme produced in accordance with the BBC's published technical and delivery standards see Section A paragraph For live transmission of the matches defined in the ITT the following are the minimum requirements for delivery of the High Definition signal: For live matches where the BBC is providing Host match coverage and BBC presentation on site:- Main: Vision Fibre 45Mbps MPEG4, 60Mbps MPEG2, 140Mbps J2K Audio Stereo programme mix 5.1 Dolby E encoded Programme mix Main: Vision on satellite 18 MHz MPEG 4 /4:2:2 / DVBS2 8PSK /14.4 Msym/s / 3/4 FEC Audio Stereo programme mix 5.1 Dolby E encoded programme mix Reserve: Vision on satellite 9MHz MPEG4 /4:2:2 / DVBS2 8PSK /10 Msym/s / 3/5 FEC Audio Stereo programme mix If required :- Audio Stereo International Sound World feed: Vision on satellite 18 MHz MPEG 4 /4:2:2 / DVBS2 8PSK /14.4 Msym/s / 3/4 FEC Audio Stereo International Sound For Main vision and Reserve vision which are being delivered via satellite two uplink trucks will be required. The World feed can be uplinked from either of the onsite trucks For highlights matches where there is BBC presentation on site:- Main: Vision Fibre 45Mbps MPEG4, 60Mbps MPEG2, 140Mbps J2K Audio Stereo programme mix Main: Vision on satellite 18 MHz MPEG 4 /4:2:2 / DVBS2 8PSK /14.4 Msym/s / 3/4 FEC Audio Stereo programme mix (no reserve is required) Handoff for signals delivered by Fibre will be BT Tower Signals delivered via satellite will be downlinked by BBC SatOps and if required made available at BT Tower. Page 7 of 12

8 5.2.7 The BBC reserves the right to supply connectivity directly in future years during the course of this contract The full technical requirement is available at:- SECTION C: INSTRUCTION TO TENDERERS 1.0 BACKGROUND TO THE BBC 1.1 The BBC provides a diverse range of broadcast services under a Royal Charter. It is supported by a number of wholly owned BBC subsidiaries, each operating on a full commercial basis and providing discrete services to the BBC as a whole. The greater portion of the BBC s 3.5 billion turnover comes from the licence fee. In spending this income the Corporation has an obligation to demonstrably secure best value for money for the licence payer in all aspects of its day to day activities For more background information on the BBC, please access the following web pages: THE BBC AND ITS OBLIGATIONS UNDER THE FREEDOM OF INFORMATION ACT 2.1 As a public authority the BBC is required to comply with the Freedom of Information Act 2000 (FOIA) which came into force on 1 st January FOIA is intended to deliver greater accountability for decisions and spending across the whole of the public sector. It requires public authorities to strike the balance between achieving transparency and protecting genuinely confidential or commercially sensitive information. 2.2 It is the BBC s decision whether or not to disclose information contained within Tenders, or contractual information but it will take the views of Tenderers into account when making a decision under FOIA. 2.3 If you would like further information on the Freedom of Information Act please see the web page below: SUBMISSION OF TENDERS 3.1 Tenders must be submitted in accordance with the following instructions. Tenders not complying with these instructions may be rejected by the BBC whose decision in the matter shall be final. 3.2 Please complete all parts of this ITT as detailed in paragraph 5 below. If any information has been provided to the BBC previously, it is still necessary to complete this ITT in full. Failure to provide all information may result in rejection of your Tender. 3.3 Electronic responses are to be received no later than 12:00 hours on Monday 7 th August The Tender must be submitted to the following: Name: Sue Rock sue.rock@bbc.co.uk 3.5 Hard copies are not required as part of the response but may be requested if the Tenderer is invited to present to the BBC. Page 8 of 12

9 3.6 This ITT is not a contract. However, the information contained in this ITT, together with the responses of the successful Tenderers may form the basis of the final Contract. 3.7 Responses are submitted entirely at the Tenderer s own risk. The BBC accepts no responsibility for non-receipt. Tenderers are strongly advised to submit their final responses well before the stated deadline to avoid the possibility of difficulties caused by unforeseen network or transmission problems. 3.8 All responses and parts thereof must be in English. 4.0 QUERIES 4.1 Any queries which Tenderers may wish to raise during the Tender submission period must be in writing. Please contact: Name: Sue Rock sue.rock@bbc.co.uk 4.2. No other person(s) is authorised to discuss the contents or the substance of this ITT. Any change or addition to the BBC contact named above will be advised in writing Any questions in connection with this ITT must be submitted according to the instructions set out in paragraph 4.1 and before the receipt of tender response date within the table in Section A paragraph In the interests of fair competition, while the sources of questions will be treated as confidential, where it is appropriate to share details of the BBC answers, questions and responses will be circulated to all Tenderers. 5.0 FORMAT AND CONTENT OF TENDER RESPONSE The structure and format of Tenders should be as follows: 5.1 Part 1 Response to the Editorial Brief (Section C) The Tenderer s detailed proposal for meeting the Specification of Requirement, as provided in Section B should include: A feel for the overall tone of the show; Information regarding your proposed presentation and commentary (please do not approach any talent at this stage); Information regarding your coverage and analysis; Information regarding how you will be connecting with the audience; Details of any recent experience of producing equivalent live sports programmes (or other relevant programmes) involving complex outside broadcasts including any innovations introduced. Proposal for graphics; Nominated key production and craft talent; Details of any proposed sub-contractors; Details of logistical and technical delivery plan including resilience plan; A sample running order may be required if you are invited to present your proposals; The Tenderer is required to provide a plan of how the programme would be covered both technically and visually in a creative and cost effective way We expect responses to be detailed but concise, so please do not provide any sales literature or information not directly relevant to the above guidelines. Page 9 of 12

10 5.2 Part 2 - Pricing Schedule Tenderers should provide a full Pricing Schedule for: England s home qualification matches for Euro One international women s friendly per season. Women s FA Cup Finals inclusive. The production of a single Women s FA Cup semi-final programme each season (excluding match production) Extra Matches The BBC may secures rights or opt to cover additional matches. Please provide an anticipated cost of any additional match production as a host broadcaster and/or additional presentation option for other potential match coverage during this contract As a minimum the Pricing Schedule should include a line item budget, incorporating all production and delivery costs including (but not limited to): All costs associated with production staff including fees, accommodation, and travel expenses. All costs associated with all on-air positions (e.g. reporters, commentators). All costs relating to the main on-screen presenter, including fees and expenses. Please note that it is expected that the on-air talent would largely be drawn from BBC Sport s established roster of presenters and experts but for the purposes of the pricing schedule please include all roles in your budget. Outside broadcast facilities. Post-production costs. Overheads and production fee. Circuit costs please ensure that these are listed separately Tenderers may also include other relevant pricing information at their discretion Tenderers should note that coverage will be in High Definition. 5.3 Sustainability Considering our environmental impact and transitioning to sustainable ways of working is very important to the BBC. To enable this transition, the successful bidder will have to demonstrate the following: having an environmental policy for the company measuring and reporting on the carbon footprint of the production, using the albert carbon calculator (prediction to be delivered during prep and final footprint to be delivered along with final paperwork) certifying the production using the albert Certification scheme, reporting on final certification score and a summary of key actions taken along with the final paperwork key production and editorial staff have or are planning to undertake albert s Carbon Literacy training for Production More information about the albert tools can be found here: Inquiries about joining the albert project should be directed here: albert@bata.org The BBC guidelines on Sustainability can be found at Page 10 of 12

11 5.4 Post Production Paperwork and Reporting In accordance with BBC guidelines the successful bidder will be required to produce all post production paperwork and music reporting via the Silvermouse portal The successful bidder will also be required to submit diversity monitoring information via Diamond reporting form, uploaded to Silvermouse For further information please see: TENDERER SELECTION 6.1 The BBC will examine Tenders for completeness and may seek clarification where necessary. A Tender may be rejected prior to detailed evaluation if it does not substantially fulfil the requirements of the BBC as stated in the ITT. 6.2 The BBC may award the contract to the Tenderer whose proposal has been determined as best fulfilling the BBC s requirements as stated in the ITT and outlined in the Award Criteria in Section A paragraph The BBC is under no obligation to accept the lowest priced Tender proposal. The BBC may award a Contract to the Tenderer whose proposal has been determined as being the most economically advantageous Tender. 6.4 The BBC reserves the right to perform appropriate due diligence (including financial and health and safety) prior to the award of a final contract to a tenderer. 7.0 NOMINATED REPRESENTATIVE 7.1 Tenderers must nominate a single point of contact within their organisation who will be responsible for all correspondence during the tender process. 8.0 VALIDITY 8.1 Tenders must remain open for acceptance for one hundred and twenty (120) days from the closing date. The Tender must be signed by an authorised representative of the organisation who must also have corporate authority to sign any resultant Contract. 9.0 MODIFICATION AND WITHDRAWAL 9.1 The BBC may modify the ITT at any time prior to the deadline for receipt of submission. Any such amendment will be notified in writing to all Tenderers. To allow time for such amendment to be taken into account, the BBC may, at its discretion, extend the deadline for receipt. 9.2 Tenderers may modify their Tender prior to the deadline for receipt by giving written notice to the BBC. No Tender may be modified after the deadline of receipt. 9.3 Tenderers may withdraw their offers at any time prior to accepting notification of award by sending a notice of withdrawal to the BBC. Tenderers must delete all copies of the Tender documents. Page 11 of 12

12 10.0 ACCEPTANCE AND REJECTION OF TENDERS 10.1 The BBC reserves the right to accept or to reject any Tender and to annul the Tender process and reject all Tenders at any time prior to award without incurring any liability to the affected Tenderers COSTS ASSOCIATED WITH TENDERING 11.1 All costs incurred directly or indirectly in responding to the ITT will be borne wholly by the Tenderer. The BBC will not be liable for any costs incurred in the preparation or submission of Tenders, or for those which arise out of any site visits or presentations requested by the BBC CONFIDENTIALITY AND PUBLICITY 12.1 All information supplied by the BBC and contained in the ITT must be treated in strict confidence by Tenderers. Tenderers must not communicate any information contained in the ITT to any other party or make use of such information for any purpose other than for the preparation of a response Tenderers shall not, without the prior consent of the BBC, make any reference to the BBC in any advertising, promotional or published material, nor speak in public about the BBC or its affairs USE OF BBC LOGO 13.1 Tenderers must not use or reproduce any BBC logo or otherwise make reference to the BBC without the prior consent of the BBC, other than to the extent required in order to prepare a response to the ITT CONFLICT OF INTEREST 14.1 Tenderers must declare any interest financial or otherwise, direct or indirect, which may affect the impartiality of any obligations which the successful Tenderer owes to the BBC. Tenderers should notify the BBC at the time of submitting a Tender if they consider there to be a conflict of interest NOTIFICATION OF AWARD 15.1 The BBC will notify the successful Tenderer in writing. If agreement is reached with the successful Tenderer then the BBC will notify the unsuccessful Tenderers as soon as is reasonably practical INDUCEMENT 16.1 The offering of inducement of any kind in relation to obtaining this or any other contract with the BBC will automatically disqualify a Tender and may constitute a criminal offence. Page 12 of 12