ANNEX V. Simulation Exercise Call for Tender in open procedure EACEA/2008/03

Transcription

1 ANNEX V Simulation Exercise Call for Tender in open procedure EACEA/2008/03 Framework contract for the organisation of events and promotional actions in the field of audiovisual, education and culture launched by the Executive Agency "Education, audiovisual and culture" (EACEA) 1. General conditions Simulation exercises CONTEXT REQUESTED SERVICES TIMETABLE BUDGET SIMULATIONS TO SUBMIT EVALUATION OF THE EXERCISE Appendix 1 - Floor plan MEDIA Umbrella stand at MIPs (Cannes) Appendix 2 - Floor plan MEDIA Umbrella stand at European Film Market/EFM (Berlin) Appendix 3 - Floor plan MEDIA Umbrella stand at Marché du Film (Cannes) 1/9

2 1. GENERAL CONDITIONS Tenderers are invited to submit a project treatment and two detailed budgets for the simulation exercise A), as well as a project treatment for each of the simulation exercises B) and C) explained below. The proposed approach for each case/event must reflect and concretely demonstrate the quality, creativity and cost-efficiency of the tender. The budgets have to be drafted according to the template described under Annex IV of the present Call for Tender. Tenderers shall indicate in both budgets the cost of each service, material and equipment, and shall present them in a structured way (see template in Annex IV). Costs which are specified in the budgets must be absolutely coherent with those indicated in the price charts of Annex VI. Tenderers shall indicate in their project treatments the human (profiles) and technical resources put at their disposal, as well as the organisation and the implementation of any travel, accommodation and related formalities. These costs must be coherent with those listed in the charts of I and VII of the Call for Tender. The project treatments must reflect the reality of the strategy to be set up and propose complete and independent logistics. If the budgets provided include items free of charge, these shall be confirmed for the entire maximum duration of the contract and clearly stated in the price charts (I) for each of the relevant items. 2. SIMULATION EXERCISES Preparation and organisation of the MEDIA Umbrella stand at the MIPTV/MIPCOM trade fairs, European Film Market in Berlin (February) and Marché du film in Cannes (May). 2.1 CONTEXT The MEDIA programme has been present through an Umbrella stand at each of the MIPTV and MIPCOM markets, as well as at the European Film Market Berlin (EFM) and at the Marché du Film Cannes over the last four years. The Executive Agency (EACEA), responsible for the operational management of the MEDIA Programme intends to continue this presence in the next four years with a new Umbrella stand ("the stand"). The overall objective of the MEDIA Umbrella stand at the different events (MIPTV, MIPCOM, EFM Berlin and Marché du film Cannes) is : - to facilitate the access to these international major markets of a larger amount of European professionals of the A/V and cinematographic industry; - to provide a platform to enhance the visibility of the MEDIA Programme and facilitate the contacts between the Programme's representatives and the audiovisual sector. 2/9

3 On average, 200 European professionals, representing between 100 and 150 independent production or/and distribution companies, are participating each year under the MEDIA Umbrella to these markets. The European professionals taking advantage of the MEDIA Umbrella stand represent mostly small-medium independent European companies, offering audiovisual programmes with a strong European content. These European professionals do not necessarily have experience of such competitive markets. Under such circumstances, it is expected to offer them not only a location fully equipped for their meetings (in the form of an Umbrella stand) but also a complete range of services, training and assistance in order for them to fully take advantage of the market, in particular on the MIPTV/MIPCOM stand. The selected professionals ("the participants") will in particular benefit from a discounted accreditation fee that the contractor will negotiate and obtain from the event organiser. Overall, the contractor shall have a pro active role towards the participants under the Umbrella stand. It shall demonstrate its ability to provide updated information/training/advice to the participants (especially under the MIPTV/MIPCOM stands) and to suggest to the Executive Agency any new initiatives or services to be implemented in order to keep up with the market trends and new developments. 2.2 REQUESTED SERVICES The objective of the simulation exercise is to provide the Executive Agency with a global solution over a period of 1 year for the setting up and management of an Umbrella stand and of its participants at the 4 following markets: MIPTV, MIPCOM, EFM Berlin and Marché du film Cannes. If retained, the proposed solution could be implemented over the four years of the framework contract. Tenderers should bear in mind that the tasks requested to the new contractor when selected will be similar to this simulation. Therefore, the total number of MIP markets to attend could be of eight (8), and of EFM Berlin and Marché du Film Cannes 4 times respectively. Tenderers are expected to provide an individual approach for the following markets: A) MIPTV/MIPCOM B) EFM Berlin C) Marché du Film Cannes The simulation exercise must contain visual and textual elements. Tenderers shall provide in particular details on the various steps to be undertaken, items/services indicated and justification on the choices and strategy retained. Tenderers are to give a precise timeframe to execute and complete the operation as described in the simulation exercise. The contractor will be responsible for the following services and procurement: 3/9

4 SETTING UP THE MEDIA UMBRELLA STAND Procurement of exhibition space On behalf of the Executive Agency, the contractor will be responsible to negotiate and procure at the most economically advantageous conditions - from the event organiser the exhibition space. Note: For the simulation exercise, tenderers should not quote any price for exhibition space. However, tenderers should explain their approach for this task. For the simulation exercise A) for MIPTV/MIPCOM, tenderers should assume that the stand will be located on the 4th and 5th Floors of the Palais des Festivals of Cannes, at the current location (MIPTV and MIPCOM 2007/08, currently approx. 300m2 surface area rented) of the MEDIA Umbrella stand. A floor plan detailing the surface area (including space restrictions) is attached under appendix 1. While the present simulation exercise MUST be done on the basis of a stand in the location defined above, the Executive Agency welcomes any suggestion for any other suitable location outside/within the Palais des Festivals in Cannes, provided that the contractor can demonstrate that it has the capacity to obtain such space, under the best financial conditions as possible and that he can demonstrate the added value of such a new suggested location. For the simulation exercise B) for EFM, tenderers should assume that the stand will be located at the current location of the MEDIA Umbrella stand (170 m2 in Central Hall at the Martin-Gropius-Bau in Berlin, see appendix 2). For the simulation exercise C) for Marché du Film Cannes, tenderers should assume that the stand will be located at the current location of the MEDIA Umbrella stand (300m2 pavilion at the International Village, with 100 m2 terrace on the beach, see appendix 3). DESIGN, CONSTRUCTION, ASSEMBLY AND EQUIPMENT OF THE STAND The contractor shall provide the Executive Agency with newly designed stands, fully equipped and providing the various services and assistance described under the present simulation exercise. General requirements Tenderers shall propose the Executive Agency with innovative and economical advantageous solutions and relevant designs, for each of the 3 markets (MIPTV/MIPCOM, EFM Berlin and Marché du Film Cannes). The basic designs for the stands at the different markets are to be agreed upon only once at the beginning of the contract period. It is understood that the same design shall be used for both MIPTV and MIPCOM events over a potential duration of 4 years. The structure and materials to be used are up to the choice of tenderers. However, tenderers should consider, for economical reasons, to have the possibility to re-use some of the 4/9

5 elements quoted for the simulation exercise for MIPTV/MIPCOM for the stands at the EFM Berlin and Marché du film Cannes. In particular, tenderers shall decide whether the stand can be fully, partially or not at all recyclable for the next edition(s) and motivate their choice. The Executive Agency would like to stress that it does not have any pre-requisite regarding the aesthetics of the stands at the 3 different events (MIPTV/MIPCOM, EFM Berlin and Marché du film Cannes) and that an identical look does not have to be necessarily used at each of the 3 events. Tenderers shall be made aware that, for administrative reasons, the Executive Agency cannot own any element or equipment of the stand. Moreover, it is expected that, by depreciation effect, the costs for the set up and management of the stands will be decreasing over the contract period. Tenderers have to indicate where the relevant cost cuts can be achieved (with ratios) and provide appropriate justifications. Costs for the design and construction of the stand must be allocated in full to the exercice. Nevertheless, the applicant must explain and clearly indicate how and to which extent these costs can be decreased or/and suppressed for the following years of operation. While the various elements listed herein are necessary and must be included and quoted in the exercise, the Executive Agency welcomes any suggestion for additional elements that might be considered as advantageous and best suited for the purpose and objectives of the operation. In the frame of the present simulation exercise, the Executive Agency especially expects suggestions as to the allocation of the space (individual booths, welcoming/common area, private meetings rooms, common booths, storage facilities etc ), the technical equipment and hosting/promotion of the stand and its booths (including decoration arrangements), as well as the advice to and guidance of the participants and promotion actions and networking activities to be implemented to increase the visibility of the MEDIA Programme, the participants and the European A/V works presented. Specific requirements - MIPTV/MIPCOM: Given the specific nature of these markets, the stand shall provide more space for private viewing and/or meetings (at least 20) and offer enough space for accommodating 200 participants at peak time. The stand shall include chairs and table, private and communal viewing booths with DVD/VCR player, private meeting room (at least 1), computers with internet access, and any other facilities for the hosting, networking and training of participants. - EFM Berlin and Marché du Film Cannes: As the professionals at these markets are more mobile within the event, the Executive Agency will not offer private booths, but only a common space and communal facilities. However, at the Marché du Film Cannes only, at least 2 private meetings rooms for 5/6 people each (which could be transformed when needed to 1 bigger meeting room for 10+ people) and 1 office room (equipped with telephone and computer) have to be included. 5/9

6 MANAGEMENT OF THE STAND AND THE PARTICIPANTS: The Executive Agency will define precise criteria for the selection of the participants: namely independent producers or distributors established in Europe and offering European content. The list of companies represented by the participants should be representative of the market in Europe in terms of diversity of content/work and geographic origins. General requirements The contractor will be responsible for: Pre-selection of eligible candidates: information campaign to target audience (in collaboration with the MEDIA desks and antennae), pre-selection and listing of all eligible candidates who will then be selected by the Agency; the participants to be selected are coming from various MEDIA countries - EU and EFTA countries (Norway, Lichtenstein, Iceland and Switzerland), and Croatia - and a special attention will be given to professionals from new EU member states and countries with a low A/V production capacity (i.e. all EU countries except France, Germany, Italy, Spain and the UK); Recommandation of mechanisms to put in place necessary to facilitate the access of professionals from European countries under represented, and to ensure a greater European diversity in content and participants; Negotiation of preferential and free accreditations; Registration and accreditation of the selected participants to the market, including guidelisting of participants, invoicing and collecting moneys due; Management of the stand and participants during the event: hostess for the welcome desk, PR activities (including press liaison with local and international trade magazines and press, as well as assistance to the setting up of promotional activities at the stand at the request of participants), management of the bar, on site technical and IT maintenance etc; Hosting of the stand: daily happy hours, daily hospitality at the free private bar for participants (hot and soft drinks, snacks, fruits, sweets etc ). Specific requirements - MIPTV/MIPCOM: Information and assistance prior to and during the event(s), to enable, in particular inexperienced participants, to take full advantage of the opportunities offered during the market(s). This might include for instance a pro-active approach in professional matchmakings and any services responding to the needs and profile of the participants. PROMOTIONAL AND ADVERTISING ACTIVITIES: The contractor will be responsible for the promotion of the stand and its participants. Promotional activities and tools could include but not be necessarily limited to the following: 6/9

7 General requirements Design, production and distribution of promotional tools (brochure, leaflet and/or any other printed material), presenting and promoting the stand, its participants and the MEDIA programme; The contractor should advise the Executive Agency on the number of copies to be produced and the best strategy to distribute them depending on the market conditions; Design and hosting of a dedicated website presenting the stand and its participants. The web site should be accessible by all without restrictions; Design and procurement of advertising pages in trade/international magazines. Specific requirements - MIPTV/MIPCOM: A welcome/networking dinner for 100 invitees in a venue in Cannes. - Marché du film Cannes: Cocktail on the terrace of the stand for 100 invitees. Note: Tenderers are invited to suggest additional promotional/advertising tools and activities if the budget allows for it. 2.3 TIMETABLE Tenderers shall assume that each specific contract will be generally signed 4-6 months before each event. Tenderers should ensure that the work stated in their project treatment can be done in a maximum of 4-6 months, regardless of the period of the year and the starting date of preparation. 2.4 BUDGET The tentative total budget for the simulation exercise for year 1 (MEDIA Umbrella stands at the MIPTV, MIPCOM, EFM Berlin and Marché du Film Cannes), is estimated at 1,200,000-1,500,000 VAT excluded. As an indication, the budget allocated for the simulation exercise (rental of surface and of advertising space from the event organizer excluded) can be the following for : - MIPTV and MIPCOM of year 1: 800, ,000 in total, considering that the first event (MIPTV) will include costs that could be decreased (depreciation) for the second event (MIPCOM). - EFM Berlin and Marché du Film Cannes of year 1: each 200, ,000. These figures are provided only to give tenderers an idea about the volume of activities planned and the budget allocated. Tenderers shall not provide a forecast budget for these two events; nevertheless, tenderers are recommended to take this indication in consideration when submitting a project treatment for each of these events. 7/9

8 The budget should include all services, logistics, equipment and furniture, transportation and accommodation/subsistence costs, as well as overheads, fees and salaries (incl. any relevant social/security taxes). The rental of exhibition and advertising space from the event organizer is not to be encompassed in the budget, yet the applicant can propose in his offer relevant options, solutions and prices for this purpose. 2.5 SIMULATIONS TO SUBMIT Tenderers shall submit their simulations as follows: A) Simulation MIPTV/MIPCOM Project treatment Tenderers will submit a full detailed project treatment including the tasks and formalities to be undertaken for these two markets/events, as well as the proposed technical solutions and relevant logistics. The project treatment will propose innovative solutions, list and explain the possible options, which costs shall be indicated in I. Tenderers shall justify their final choice amongst the possible options listed. A road map will detail all the steps of the project, from its preparation to its implementation and follow-up. The necessary human and technical resources shall be clearly identified for each of the steps, with indication of their origin (own resources, sub-contracting, rental etc ). Budget / financial offer Tenderers will submit - a detailed budget for MIPTV (year 1) - a detailed budget for MIPCOM (year 1) The detailed budgets will be drafted according to the template provided in Annex IV of the Call for Tender. Tenderers have to choose in the proposed budgets one of the options (where applicable) indicated in the price charts, which they will consider as the best suited to the needs, objectives and nature of the project and shall justify this choice. Tenderers shall take into account in their budget for the second event (MIPCOM) the potential depreciation in the services and materials used the first year at the first event and shall explain it. They will also give a projection on the depreciation over the potential following 3 years. B) Simulation EFM Berlin 8/9

9 Tenderers shall submit a specific project treatment and will propose a global approach, as well as the technical solutions and relevant appropriate logistics. A road map will highlight the specificities of the event and the relevant resources to be allocated and activities and approaches to be undertaken. The road map will describe the major steps of the project, from its preparation to its implementation and follow-up. C) Simulation Marché du Film Cannes Tenderers shall submit a specific project treatment and will propose a global approach, as well as the technical solutions and relevant appropriate logistics. A road map will highlight the specificities of the event and the relevant resources to be allocated and activities and approaches to be undertaken. The road map will describe the major steps of the project, from its preparation to its implementation and follow-up. 2.6 EVALUATION OF THE EXERCISE The simulations will be evaluated according to point 4.3 of the Call for Tender. Only the budgets submitted for the simulation exercise A) will be taken into account for the financial evaluation of the tender (point of the Call for Tender). The project treatments submitted for the simulation exercises A), B) and C) will be taken into account for the technical evaluation of the tender (point of the Call for Tender). 9/9