Invitation to Tender



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Invitation to Tender

for

Television and Online coverage of

The Cardiff Half Marathon

for

BBC Cymru Wales

October 2019

(and possibly 2020 and/or 2021)

Ref: CHM19 Deadline: 19th April 2019 1700 BST

 

Cardiff Half Marathon

Sunday 6th October 2019

Live Production Proposal

 

 

Introduction

 

BBC Cymru Wales is a national broadcaster with a global reputation for the delivery of sports events on television, radio and a wide variety of social media platforms. The Cardiff Half Marathon is a key annual event, and we are intending to cover it live on BBC Cymru Wales television this October. The company to which we award this tender will act as host broadcaster of the event on behalf of BBC Cymru Wales.

The Cardiff Half Marathon is Wales’s largest mass participation event, and we intend our coverage of the races, the competitors, and the race day events, to portray contemporary Wales to a wide audience and showcase an event of international standing.

 

We are seeking a supplier with a proven track record in high quality live television coverage of sport, ideally in athletics (specific expertise in Marathons and Half Marathons would be preferable).

 

Extensive experience of working around a challenging live multi camera production is essential (preferably on long distance races) – together with forensic knowledge of the various logistical demands such as aerial and motorbike coverage and the live broadcast operation in order to deliver value for money. 

 

The route takes runners past the capital’s most iconic landmarks with beautiful scenery and historic buildings, and is as much an opportunity to showcase Cardiff and Wales, as it is to cover an important international event, attracting leading athletes, committed runners and fun runners.

 

It is anticipated that the event coverage will run for 2.5 - 3 hours from approx. 0830/0845 to 1115/1130, but these timings should only be taken as indicative at this stage.

The Project 

Live audio-visual coverage for BBC Cymru Wales’s television services, and the BBC’s digital services, of the Cardiff Half Marathon in 2019 with a joint focus on elite athletes and fun runners. The principal requirements include:

 

• Assuming the role of host broadcaster on behalf of BBC Cymru Wales, to include pre-event and event day liaison with the event organisers, third parties and other broadcasters where necessary.

• Providing a feed in High Definition television and stereo sound.

•  A production team specialising in athletics sport programming, preferably on long distances races such as this, together with the provision of fixed, motor and air-based facilities. It is essential that evidence of previous experience of working on productions such as this, together with all valid safety documentation and licences is provided by you on behalf of all sub-contracted companies, especially those providing aerial and motorcycle coverage, and your own company, when you submit your tender.

• Cabling, scaffolding and power, provision of tape stock.

• Provision of satellite services.

 

Production Plan 

You will be responsible for bringing together and leading a skilled production team with experienced technical personnel coupled with the latest broadcast technology. BBC Cymru Wales requires a seamless and flexible programme that will set the standard for productions of this type. 

The timetable for the event will include:

Pre-event day: Saturday 5 October 2019 – Technical & Production rehearsal

Event day: Sunday 6 October 2019 –Live & de-rig

but may require on-site preparation prior to the pre-event day.

 

The host broadcaster will provide live programming for BBC Cymru Wales television, and online content for BBC Digital, including the provision of presentation, reporting and commentary staff. The host broadcaster may also be required to provide a live feed to other broadcasters if so required by BBC Cymru Wales.

We also invite proposals for a separate early evening highlights programme, should this also be commissioned – further details are set out at the end of this part of the document.

All key personnel named in your bid should have been approached in advance by yourselves, and have given their permission to be named in your bid. Evidence of this will be required at the time of your application.

 

Content 

The requirement is for continuous live signal format 16:9 HD and host broadcasting services. The proposal is divided into three parts:

a)      OB vehicle(s) with crewing and equipment

b)      RF facilities with motorbikes

c)       Cineflex and aerial capacity as well as SNG provision out on the course and at the main production area

 

We envisage a fully crewed minimum eleven camera production including cabling, power, scaffolding and audio and RF facilities with motorbikes; helicopter(s)/fixed wing aircraft including Cineflex; aeroplane(s) for relay and satellite trucks for relay; multi-channel EVS provision for inserts, slomo replays and event recordings.

 

OB Production Facilities

 

Graphics

BBC Cymru Wales shall supply the design of supers graphics for titles and names only, which will adhere to the standard BBC requirement for events such as this. Graphics preparation, crew and equipment are all to be supplied by the successful bidder, together with all staff on the day to provide the live graphics feed on the programme, including timekeeping.

Intercom

Provision for Intercom/walkie-talkie system for all live broadcast operations.

 

Cabling, power and scaffolding

Provision and installation of all necessary cabling required for the broadcast operations including timekeeping and graphics. Supply of generator and back up. Supply of scaffolding for camera, presentation, commentary positions, etc., where necessary.

 

Miscellaneous

Two fully equipped commentary unit/positions for two persons (including two monitors and two headsets with integrated mics per unit) – one each at the start and finish of the race, which are in separate locations, for commentators and summarisers.

Fully-equipped in vision presentation positions at key points on the course, including the start and finish areas.

One fully- equipped post-race interview position.

Provision of commentators and summarisers, as well as presentation staff. Familiarity with the BBC Cymru Wales audience will be an advantage.

 

OB Production and Technical Crew

The production crew must include outside broadcast personnel experienced in this specific type of broadcasting. Please list the categories in which you will be supplying staff, and also the numbers of staff in each category.

SNGs

Satellite trucks – for the provision of race and presentation coverage.

 

RF Facilities for aerial and motorbike coverage

Minimum three motorbikes equipped with cameras on the course during the race as well as

Helicopter(s) equipped with Cineflex camera for aerial live coverage.

 

Receiver Equipment

 

RF Link(s) for Cineflex Helicopter and other Airborne facilities

Airborne Facilities 

Aeroplane – include travel from base to Cardiff and return and set-up day (Saturday 5 October) and all necessary staff, licences and safety certificates.

 

Helicopter

Include travel from base to Cardiff and return and set-up day (Saturday 5 October) and all necessary staff, licences and safety certificates.

Cineflex

Cineflex camera

 

RF Facilities and Crew

Please list all facilities, crew categories and numbers

Record and replay machines

To provide recording and multi-channel replays.

Power and scaffolding

Generator and backup; scaffolding for camera, commentary and presentation points around the course as required.

The Financial Proposal 

The tender will be weighted as follows:

 

Established expertise around TV coverage of sporting events (preferably road running) and specialist staff: 45%

Relationship with organisers, budget and the requirements for successful coverage: 45%

Awareness, and experience, of diversity portrayal: 10%

Bidders will be asked to submit a comprehensive production proposal and undertake a panel interview.

 

All prices to be in GBP.

 

Your bid should cover:

Live Race Production

•        OB multi-camera HD scanner(s) including director, producer, assistant producers, plus other technical and production crew

•        RF facilities including aerial coverage and motorbikes

•        SNGs for internal relay

• Supply and use of Graphics feed of timekeeping and race information

• Presenters, commentators, summarisers

Live Presentation Production

• Staffed OB Production scanner(s) with 2 or 3 fully staffed main presentation position platform cameras, plus staffed presentation cameras around the course at suggested positions; Producer, Director; Assistant Producers, etc.

• Presentation graphics feed to supplement race graphics

• Satellite facilities and provision of live programme transmission

• Presenter, other in vision staff and floor managers

Target price: £220,000

Possible Evening Highlights Programme

Separate to the above proposal, companies are also invited to tender for the possible production and provision of an additional highlights programme, of between 40 and 60 minutes’ duration, for transmission on the same evening on BBC Two Wales. We would expect this to be a small additional fee to the main coverage.

The programme, if commissioned, will pull together the main highlights of the day, featuring the races and the general atmosphere of the occasion. Editorially, the highlights programme should better reflect the charity and fun runners.

The completed programme should be delivered to BBC Cymru Wales no later than one hour before transmission on the format required by BBC Cymru Wales. At this stage, it is anticipated that transmission will be at 1730, but this will be confirmed nearer the day.

Future Coverage

This contract is for the 2019 event. If the event continues in its current format in 2020 and 2021, and BBC Cymru Wales secures the rights to continue as host broadcaster, then providing that the 2019 production is deemed successful, BBC Cymru Wales reserves the option to re-commission the successful bidders (on the same, or substantially the same, terms as agreed for 2019) in 2020 and 2021.

Contents

Section 1 Background and Instructions to Tenderers

Background and Objectives

Contract Requirements

Timetable

Supplier Selection

Instructions to Tenderers

Section 2 Specification of Requirements

Supplier Responsibilities

BBC Responsibilities

Performance Monitoring and Management

Form of Tender

Section 1

BACKGROUND AND INSTRUCTIONS TO TENDERERS

1.1 This document is an invitation to tender (ITT) for the provision of the goods/services described below to the British Broadcasting Corporation (the BBC) :

“To provide television and online coverage of the Cardiff Half Marathon (‘the Event’) in October 2019 for BBC Cymru Wales.”

It sets out the process that will be followed by the BBC to appoint (subject to contract) an independent producer to provide the above coverage.

For the avoidance of doubt, this ITT and any ensuing contract will be solely for the coverage of the Event and not for any other programmes or content.

1.2 Background and Objectives

In Section 2 is a summary of the dates and known transmission times. This is not an exhaustive or definitive list and is meant as a guide only.

The BBC’s objectives for the tender are:

• To provide high quality coverage of the Event and to create a high level of interest and appreciation of the Event and of the BBC’s coverage of it;

• To highlight and underscore BBC Cymru Wales’ commitment to Welsh sport; and

• To find novel and innovative ways of covering the Event and, by doing so, enhancing the viewers’/users’ enjoyment and understanding of the sport.

Agreement Duration:

The contract period will be for one year but the BBC shall have the option to extend or renew the contract to cover the event in 2020 and possibly 2021 if the BBC so requires.

1.3 Timetable

The completed tender should be submitted in accordance with the instructions set out below and in 1.5 below.

Completed tender documents must be submitted to BBC Cymru Wales by 1700 BST on 19th April 2019

Tender documents must be submitted via the BBC Pitch system – pitch.bbc.co.uk Please ensure that you are registered for this in advance of submitting. The commissioner to whom you need to submit your tender documents is Nick Andrews at BBC Wales.

Please email nicola.cook2@bbc.co.uk with confirmation of your submission after you submit via BBC Pitch.

NO SUBMISSIONS WILL BE ACCEPTED AFTER THE CLOSING DATE AND TIME.

Following an initial evaluation of the tender documents, the BBC may in its absolute discretion elect to select a shortlist of tenderers for interview or may elect to interview all of the tenderers or none of them. The BBC will notify tenderers of its decision whether or not to hold interviews on or by 23rd April 2019.

It is anticipated that any such interviews will be held either w/c 29th April 2019, or w/c 6th May 2019.

Unless the BBC determines in its absolute discretion to invite all or any of the tenderers back for a second or subsequent interview, it is anticipated that the successful tenderer (if any) will be notified that (subject to contract) it has been successful on or by 13th May 2019*. If the successful tenderer (if any) accepts the award of the tender, then the BBC will notify the unsuccessful tenderer(s) as soon as reasonably practicable thereafter.

A period of a month will be set aside for finalising an agreement with the successful tender and it is anticipated that the BBC will have entered into (a) binding agreement(s) for the provision of the coverage of the Events (please see the Section on the BBC’s ‘Code of Practice’ below) on or by 10th June 2019*.

*Please note that these dates may be subject to change.

1.5 Supplier Selection

All tenderers are required to be Independent Producers (as defined under the

Terms of the Broadcasting Act 1990).

The successful tenderer will offer the most economically advantageous tender (or ‘best value for money’), offering the best overall balance between cost and editorial proposition. A comparison of costs will be based on the charges submitted in the Budget prepared by you.

Tenders should be supported by a detailed editorial, financial, and technical submission in written form. Tenderers can present this information in such written form as they choose but tenderers are encouraged not to spend time, money and effort on glossy documents or expensive presentations.

A final budget for the coverage of the Event will be agreed with the successful tenderer (if any) based on the successful editorial submission but please note that the guide tariff is £220,000.

Please note that:

• entry to the Event for the successful tenderer’s authorised production personnel will be free of charge.

• In the case of the Event, the BBC has a contractual obligation to advise the governing body of our choice of preferred bidder.

• The successful tenderer will be required to comply with all relevant legislation, regulations, codes and guidelines within the tender price.

1.6 Instructions to Tenderers

Tenderers should read these instructions carefully before completing the remaining documentation. Failure to comply with these requirements for completion and submission may result in the rejection of the tender response.

• Tender

Tenders are invited for the programmes detailed in this Invitation to Tender.

All tenderers should complete a detailed Budget. The prices entered should reflect the requirements stated and the information provided in this document and Appendix.

• Responding to the Invitation to Tender

Please read the Statement of Requirements (Section 2) with care. If choosing to submit a tender, please ensure that your tender document provides all the information required by this ITT and please complete the following documents:

A detailed Budget

Form of Tender

Detailed Tender Document in written form.

The table below sets out the criteria (and the weightings which will be applied to those criteria) which will be used by the BBC to evaluate submitted tender documents. The purpose of these criteria are to balance pricing information provided in your Budget with other critical evaluation criteria to produce an objective measurement of the most economically advantageous tender (or ‘value for money’). The criteria have been weighted according to their relative importance to the overall success of the contract, and scores will be allocated for your responses which reflect the evaluation panel’s assessment of your perceived ability to fulfil the contract requirements.

| |Established expertise around TV coverage of road running and | |Relationship with organisers, budget and the| |Awareness, and experience, of diversity portrayal |

| |specialist staff | |requirements for successful coverage | | |

| |Weighting (45 out of 100) | |Weighting (45 out of 100) | |Weighting (10 out of 100) |

| |A demonstrable ability to mount complex Live Outside Broadcast| |A demonstrable background of working with | | |

| |operations with the following minimum requirements: | |rightsholders and organisers on similar live| |To quote from the current BBC Diversity strategy, which can be found at |

| | | |events in order to achieve the best possible| |-  |

| |Live transmissions of sporting events, in particular running | |outcome, and to budget. | | |

| |events, involving multiple cameras and other sources. | | | |“The BBC is committed to promoting equal opportunities for all, both in our working |

| | | |To ensure that Health & Safety | |environment and in our output.” |

| |Presenters and contributors in studio and location settings. | |considerations are uppermost in all plans, | |  |

| | | |and in conjunction with the organisers, | |“Quite simply, our determination to visibly increase our diversity on and off air is |

| |Management, crew, and presenter ability to deliver broadcast | |sub-contracted companies, local authorities | |part of our fundamental commitment to serve all our audiences.” |

| |television output to the highest standards, through technical,| |and all working on the project. | | |

| |editorial and sport-related expertise | | | | |

| | | | | | |

| |Please confirm that you have approached the key personnel | | | | |

| |listed in your tender document; that you have their permission| | | | |

| |to name them in the submission; and that they have confirmed | | | | |

| |their availability in principle to work on the coverage of the| | | | |

| |Event in the event that your tender is successful. | | | | |

| | | | | | |

| |Pre-recorded feature packages. | | | | |

| | | | | | |

| |Edited highlights for daily transmission to tight deadlines. | | | | |

The tenders will be assessed and evaluated by the following:

Christina Macaulay, Commissioning Editor, BBC Cymru Wales

Geoff Williams, Head of Sport, BBC Cymru Wales

Colin Paterson, Editor Radio Wales, BBC Cymru Wales

(or their nominated deputies in the event that any of them is unable to attend for any reason) but other BBC staff may be present during any interviews to minute the discussions and to assist the above with their evaluation.

Following receipt of tender documents a shortlist may be drawn up and short-listed tenderers will be invited to give a presentation and clarify any issues arising from their bids. No indication will be given regarding the outcome of the tender process until after these interviews.

• Queries

If you are unclear about any on the contents of this ITT, you may wish to contact the following for clarification:

COMMISSIONING

Nicola Cook, Commissioning Co-Ordinator, BBC Cymru Wales.

nicola.cook2@bbc.co.uk

BUSINESS AFFAIRS

Ifer Arch, Commercial, Rights & Business Affairs Manager, BBC Cymru Wales

ifer.arch@bbc.co.uk

No other person is authorised to discuss the contents of this document or the substance of the tender.

Failure to observe this, or any other instruction relating to the tender, could result in disqualification.

Please be aware that, in the interests of fairness, we reserve the right to share the answers to any queries with all tenderers. However, the source of the query will not be disclosed.

The tender responses will be used in the evaluation and selection of suitable supplier(s). This ITT is not a contract.

• Terms of Trade

CODE OF PRACTICE

• The Code of Practice may be examined at

• For the purposes of this Invitation to Tender, the principles relating to use and exploitation as set out in paragraph 3 of the Code of Practice will not apply to any resulting contract to the successful tenderer. This exemption is based the fact that the BBC will have purchased the underlying Sports rights from a different entity than the independent producer selected to produce the programmes.

• If you have any queries relating to the Code of Practice or the applicable Terms of Trade, please contact Ifer Arch for clarification.

• The successful tenderer (if any) will be expected to enter into a separate agreement for the 2019 event (and if relevant the 2020 and 2021 events) in the form of the BBC’s standard Programme Production Agreement for television programmes commissioned by the BBC from Independent Producers which are exempt from the Code of Practice as detailed in clause 3.9 of the Code of Practice (a copy of which is available on request).

• Tender Costs

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 visits or presentations requested by the BBC.

• Confidentiality

All information contained in this Invitation to Tender should be treated as “Commercially Sensitive and Confidential” by the tenderers. By submitting a tender, tenderers agree to keep confidential any information which is disclosed or otherwise made available to them by the BBC in any medium whatsoever during or in connection with this tender process.

• Tender Validity

Tenders must remain open for acceptance for two months after the closing date. A tender valid for a shorter period may be rejected. All communications between the BBC and the successful tenderer shall remain ‘subject to contract’ until signature of a written agreement between the BBC and the successful tenderer in respect of the Event.

• Amendments to Tender Documents

• The BBC may amend this Invitation to Tender at any time prior to the deadline for receipt. Any such amendment will be notified in writing to all prospective tenderers. To allow time for such amendment to be taken into account, the BBC may, at its discretion, extend the deadline for receipt.

• Late Tenders

• Any tender received after the deadline for receipt will be rejected by the BBC and returned to the tenderer unopened.

• Modification and Withdrawal

Tenderers may modify their tender prior to the deadline for receipt by giving written notice, sealed and identified with the reference number, to the BBC. No tender may be modified after the deadline for receipt.

Tenderers may withdraw their offers at any time prior to accepting the notification of award by sending a notice of withdrawal to the BBC.

• The BBC’s Right to Accept Any Tender or Reject Any Or All Tenders

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 and acceptance without incurring any liability to the affected tenderers.

• Freedom of Information

The BBC is subject to the provisions of the Freedom of Information Act 2000(“FOI Act”). If any tenderer considers that any information supplied by it to the BBC pursuant to this Invitation to Tender is commercially sensitive or confidential in nature, this should be highlighted explicitly and the reasons for the sensitivity set out in full in the tender document. The BBC will take account of this in deciding whether to release the information in response to a Freedom of Information Request. However, tenderers must be aware and must accept that the BBC will release such information if it receives legal advice that it must do so in order to comply with the FOI Act.

• Data Protection

Tenderers authorise the BBC to process and store all information provided as part of their submissions and confirm that they have obtained all necessary third party consents to enable the BBC to do so.

• Conflicts of Interest

Every tenderer is required to provide details if it is envisaged that there may be a conflict of interest between individuals involved in the submission and any of the BBC’s staff, so as to enable the BBC to assign staff to the tender process that have no personal relationship or association with any of the submissions.

• Legislation, Regulations, Codes and Guidelines

The successful tenderer (if any) will be required to comply with all relevant legislation, regulations, codes and guidelines relevant to the provision of the coverage, including:

Health and Safety Legislation;

BBC’s Editorial and Branding Guidelines;

Insurance requirements.

Each tenderer should include the cost of complying with the above (including the cost of appropriate advice) within their submission.

Section 2

SPECIFICATION OF REQUIREMENTS

2.1. Supplier Responsibilities

The supplier(s) will be responsible for providing television and online coverage of:

CARDIFF HALF MARATHON - Sunday 6 October 2019

The event will take place in Cardiff city centre on Sunday 6 October 2019

• Live morning coverage, times not yet known (3 hours in duration in total approximately).

• The possibility of early evening highlights on Sunday 6 October (duration 40 – 60 minutes) – the cost of this to be shown separately on the Tender.

(B) General Requirements

The successful tenderer will be responsible for providing commentary and summary teams agreed in conjunction with BBC Cymru Wales, and also providing live feeds to the rights holders or their licensees as may be required by them, within the agreed tender price and at no additional cost to BBC Cymru Wales.

Additional requirements:

Tender documents should include or reflect the following:

• The successful tenderer will be responsible for all aspects of the coverage in consultation with relevant BBC staff including crewing, travel and accommodation, presentation, graphics and technical matters;

• The tender should include pre-recorded feature packages and/or personality profiles of competitors (duration to be agreed);

• Editorial presentation should include Graphics. The format and style of these graphics shall be agreed by BBC Cymru Wales;

• Digital Widescreen is required in High Definition.

The successful tenderer will be responsible for all logistics and planning for the coverage of the Event;

The successful tenderer will liaise with any relevant BBC staff and third parties such as venue officials and the emergency services for example in relation to parking or any other groups or individuals such as the commercial partners of the tournament organisers on issues affecting or relating to the production of the coverage or the tenderer’s technical operation;

• We are looking for innovations to improve the standard of the coverage;

• BBC Online will require text and picture material on competitors and regular results updates;

Detailed proposals for conveying the signal from the venues to the BBC’s broadcast facilities will be required;

The successful tenderer will work within the agreed budget;

Provide logging and labelling of all recordings to an acceptable standard;

Provide a TV feed to a reasonable quality for exhibition at the venues;

Provide an external telephone link to the outside broadcast unit at each of the venues;

Conform to the technical standards laid down for independent producers;

9. The successful tenderer will be responsible for ensuring that any Radio frequency equipment they provide will operate in accordance with licensing requirements and that they have clearance to use the frequencies upon which they operate.

Health and Safety Requirements: The successful tenderer will have to provide a copy of the company’s Health and Safety Policy and comply with the BBC’s health and safety vetting procedures for independent producers commissioned by the BBC.

2.2. BBC Responsibilities

The BBC will be responsible for:

• providing reasonable information about individual programmes to be recorded or transmitted live.

10. ensuring payment of accurate invoices correctly submitted (in accordance with the BBC’s Terms of Trade for Commissioning Television Programmes from Independent Producers).

11. securing access and broadcast rights to the Events.

2.3 Performance Monitoring

To ensure that the agreement achieves the required level of service, BBC Cymru Wales will agree with the supplier a range of measures by which the performance of the supplier can be assessed. This will include monitoring:

12. Innovations in coverage;

13. Reliability. Any loss of programme is non-delivery of our service to licence payers;

14. Performance of key staff;

15. Standard of the camerawork. Intuitive understanding of the sport being recorded is a key requirement;

16. Quality of the sound mix;

17. Performance against the technical standards laid down for independent productions;

18. Relationship with staff of BBC Cymru Wales.

These factors will be reviewed by BBC Cymru Wales and discussed with the supplier(s) following coverage of the Event.

Form of Tender Tender Ref: SPORT 2

To the British Broadcasting Corporation:

1. We have read the documents issued as the Invitation to Tender (as listed below) and We offer to provide the goods/services specified in accordance with but subject to the terms of the standard Programme Production Agreement for the events (see the Code of Practice section of the ITT) at the rates and prices quoted by us.

2. We agree that this tender and any contract that may result from it shall be based upon the following documents:

(1) This form of tender

(2) The terms of the standard Programme Production Agreement for programmes and content commissioned by the BBC from Independent Producers which are exempt from the Code of Practice as detailed in clause 3.9 of the Code of Practice.

(3) The coverage requirements as set out in this Invitation to Tender

(4) The Budget, as completed by us

(5) Our proposal in response to the Invitation to Tender

3. We agree that any other terms or conditions of contract or any other general reservations which may be printed on any correspondence emanating from us in connection with this tender, shall not be applicable to the Contract.

4. We agree that any contract that may result from this tender shall be subject to the Laws of England and Wales.

5. The prices quoted in this tender are valid for two calendar months from the tender return date.

Signed...............................................................

in the capacity of .......................................................

Name.................................................................

duly authorised to sign tenders for and on behalf of:

...........................................................................................................................................

Postal address:

...........................................................................................................................................

Telephone number..................................................................

Date....................................................

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