Annual Report for Voices From Care Cymru

Descriptions

Invitation to Tender (ITT)Promotional / Information Video:Voices From Care Cymru Video Annual Report 2017-18Voices From Care Cymru (VFCC) is Wales’s national independent organisation upholding the rights and welfare of children and young people who are or have been looked after. VFCC exists to improve the lives of care experienced children and young people in Wales. We achieve this by being an independent voice for care experienced children and young people in Wales. vfcc.org.uk1. The Task To produce two videos: a Video Annual Report (VAR) and a brief trailer video which should be an edited, summary version of the VAR.This will be an innovative solution to the challenge of reporting on a charity’s activities in an interesting way. The VAR is for our stakeholder audience in the UK and all over the world, to celebrate our successes in 2017-18, to raise our profile and increase awareness.The main video will last up to 4 minutes; VFCC will provide the script, which will include some archive video clips, some new interview slots with VFCC users and members, and some information slides. VFCC will arrange for participation by new interviewees, to be filmed by the contractor, and VFCC will provide the information slides. The contractor is required to film the new interviews and amalgamate those, the archive videos, and the information slides, in to a single video production lasting up to 4 minutes. The producer is expected to arrange that the video can be posted online at our preferred website, so that we can also email links to the video, to any chosen audience.The VAR will be a separate and distinct document to the legally required audited Annual Report.2. Background. For more information on our work vfcc.org.uk3. The Brief The VAR should be between 1 and 4 minutes long (the trailer video should be approximately 15-20 seconds). Most Annual Reports are in written form. We want to innovate in order to appeal to our membership, mostly aged 12-30, and our diverse group of external stakeholders. We also want to be able to post online and email our Video Annual Report all over the world. Both videos should be bilingual, signed for the deaf and hard of hearing, and include the use of subtitles and/or other text support where necessary. Copyright of the videos and material submitted for their production will be retained by Voices From Care Cymru.4. Budget VFCC is not setting a budget in this ITT. Because of our charity status, our focus is on value for money, our need to keep costs down and our mission to serve our charitable purpose. Bidders are welcome to make bids which include optional items, costed separately, so that your bids can be assessed in terms of a range of options and prices. The values and other details of competing bids will not be shared with other bidders.5. Target Audience VFCC members; those who have funded us; those who want to know more about us. See us on vimeo to learn morehttps://vimeo.com/250751666 https://vimeo.com/2555471176. Innovate !!! We welcome your own interpretation of this brief, to allow authentic voices to be heard, to allow us to reach a wider audience, and to be eye catching and attention grabbing in ways which enhance our work and our values. Our vimeo links may allow you to understand more about us, but please do not interpret them as a style guide: we want you to draw on your own creativity.7. Timeframe The initial draft versions of the videos should be presented in person by the contractor (including details on how the videos can be posted online) to a meeting with VFCC staff at our offices in Cardiff on 11 October 2018. At that meeting on 11 October, VFCC staff may ask for changes, which should be incorporated into the final versions. The final versions should then be presented in a similar fashion on 18 October.Advertise tender 4 September 2018Closing date for tenders 11 September 2018, 12:00Contract awarded by Afternoon of 14 September 2018Production planning meeting at VFCC offices in Cardiff 17 September 2018Initial Production period 18 September – 10 OctoberPresentation of videos for review at VFCC offices in Cardiff 11 October 2018Final Production period 11-17 October 2018Presentation of final versions of videos 18 October 20188. Child Protection and GDPR considerations.The contractor will work under close guidance from our team in the interests of protecting the young people whom we serve and all those with whom we work. DBS clearance is an advantage but lack of DBS clearance may not necessarily exclude a bidder.9. ContactRhys JonesVoices From Care Cymru45 Y Rhodfa, Y Rhath 45 The Parade, RoathCaerdydd CF24 3AB Cardiff CF24 3AB02920 451431info@vfcc.org.ukwww.vfcc.org.ukInstructions and information for tenderers10. Submission instructionsTenders must be submitted in accordance with these instructions and any further instructions contained in other documentation issued by Voices From Care Cymru (VFCC).Please submit your proposal in MS Word or pdf format.Your submission should include a proposal of 1,000 or fewer words, responding to this brief and including: how you will meet our requirements as detailed a list of your previous video production work and weblinks to up to three short videos you have produced your CV including relevant qualifications for this contract proposed budget (including necessary expenses and VAT where appropriate) proposed timescale and availability to attend VFCC offices in order to film interviews, in addition to the meetings mentioned in the specification above.Email for submissionPlease email your submission to bsm@vfcc.org.ukDeadline Submissions must be received by 1200 midday, 11 September 2018.11. AlterationsThe tenderer may not alter this document. Any proposed alteration is to be given in a separate letter accompanying the tender.12. General InstructionsTenders may be rejected if any of the requested information is not supplied with the tender, or if the submission fails to comply with the format and presentation guidance in this document. VFCC accepts no responsibility for loss or non-receipt of applications.Tenderers shall ensure that they are fully familiar with the nature and extent of the obligations to be performed by them if their submission is accepted. Whilst reasonable care has been taken in preparing this invitation, the information contained within is not exhaustive nor verified independently.Each tenderer shall be deemed to have satisfied themselves before submitting a proposal as to the accuracy of the financial information in their proposal, which shall (unless otherwise provided) cover all obligations under the contract.Each tenderer will be deemed to have obtained for itself all necessary information as to risks, contingencies, and any other circumstances, which might reasonably affect its submission.Each tenderer will also provide an accurate estimate of whatever services or support of the proposal may be guaranteed in kind or via direct support of collaborators in the proposal.VFCC shall not be under any liability in respect of any expenses or losses that may be incurred by the Tenderer in the preparation and submission of its proposal and any further costs incurred prior to the appointment of a successful tenderer(s) for such services under the contract.VFCC expressly reserves the right not to award any contract as a result of this procurement process and it shall not be liable for any costs incurred by the tenderers. VFCC also reserves the right to accept all or any part of a tender.All responses to this Invitation to tender can be submitted in either Welsh or English.Tenderers should note that during this tender process they should not contact any VFCC staff or any third parties connected to us or any advisers to this procurement, outside of the process outlined within this section and elsewhere within this document. Such contact not through channels indicated in this document would result in the submission being disqualified.Confidentiality of tenders.The tenderer, whether individual supplier or member of a group bid, must not inform anyone else of their tendered details. The only exception is if the tenderer is required to obtain an insurance quotation to calculate the tender price then the tenderer may give details of their bid to the insurance company or brokers, if requested.The tenderer must not try to obtain any information about any other party’s tender or proposed tender before the contract is awarded.The tenderer must not arrange with any other party the submission of a tender, except in the circumstances where sub-contracting and/or joint ventures are applicable. Use of subcontractors is permitted but must be clearly identified within the tender submission. All terms and conditions of this contract apply to any subcontractors used.Queries on the Invitation to TenderShould you have any questions in relation to this ITT or the task as a whole, the question should be addressed via email to: bsm@vfcc.org.uk. While we will endeavour to answer all questions, those questions received on or after 10 September may not be answered. Please also note that any questions and answers in relation to this project will be anonymised and sent to ALL participating tenderers to ensure fairness throughout the process, with redaction if necessary.VFCC reserves the right, at its discretion, to request clarification in writing, or further relevant information, from any tenderer post submission of the tender.Freedom of InformationVFCC may be obliged to disclose information provided by tenderers in response to this Invitation to Tender under the Freedom of Information Act 2000 or subordinate legislation made under this and the Environmental Information Regulations 2004 (“The Freedom of Information Legislation”).Tenderers should be aware that the information they provide could be disclosed in response to a request under the Freedom of Information Legislation. We will proceed on the basis of disclosure unless an appropriate exemption applies.Tenderers should be aware that despite the availability of some exemptions, information may still be disclosed if the public interest in its disclosure outweighs the public interest in maintaining the exemption. No response to this Tender should be covered by a general statement regarding its overall confidentiality; instead any specific areas of confidential information should be highlighted in accordance with the information outlined below.VFCC accepts no liability (including for negligence) for loss as a result of any information disclosed in response to a request under the Freedom of Information legislation.Tenderers should highlight information in their responses which they consider to be commercially sensitive or confidential in nature, and should state the precise reasons why they consider this. You should be aware that, even where you have indicated that information is commercially sensitive, we may be required to disclose it under the Act if a request is received. You would be consulted in this situation.ConfidentialitySubject to Confidentiality and Price issues, VFCC and its advisers will keep confidential the tenders and any other information supplied by tenderers during the tendering process and will use best endeavours to prevent any disclosures by their officers and employees.We acknowledge and understand the commercially sensitive nature of some information disclosed within tenders and we will not discuss specifics of individual tender submissions with other tenderers.Canvassing and Non-CollusionExcept as specifically authorised by VFCC, tenderers shall not approach any other tenderer or member of VFCC staff with a view to seeking information in respect of any part of their submission or proposals or attempting to support or enhance their prospects of their tender being selected. Any collusion between tenderers, combining of tenderers or transfer of any equity partner, development manager, adviser or subcontractor from one tenderer to another may lead to the exclusion of the tenderers involved at the discretion of VFCC.Price / Budget / ValueIt is the express responsibility of the tenderer to provide VFCC with a suitable price/quotation for the provision and completion of the required service. VFCC will therefore not enter into correspondence in relation to budget. We expect all prospective tenderers to provide us with a competitive bid based on the information supplied within this document.Jurisdiction and Governing LawsThis ITT and all aspects of the tendering process shall be governed by and construed in accordance with the laws of England and Wales as applied in Wales, and each tenderer submits to the jurisdiction of the English and Welsh courts.Contact details – IMPORTANT !!The successful bidder will be notified on the afternoon of Friday 14 September or earlier, and the contractor is expected to attend a Production Planning Meeting on 17 September (See 6.Timetable, above). The bidders should therefore enclose with their bid, contact details so that they can be contacted easily by the end of Friday afternoon 14 September. If VFCC cannot easily contact a contractor, the offer of the contract may not be made.