OPEN CALL FOR VIDEO PRODUCTION AND GRAPHIC DESIGN

Transcription

1 OPEN CALL FOR VIDEO PRODUCTION AND GRAPHIC DESIGN Reference number: Terms of Reference: Provision of video production and graphic design services as support to RCC Secretariat and the Triple P Tourism Project Team in the next phase of promotion of regional routes in cultural tourism. Contracting Authority: Regional Cooperation Council Secretariat RCC Department: Programme Department Project: Triple P Tourism in SEE: Promotion, Policy and Pilots Reporting to: RCC Secretariat Application Deadline: 1 February 2019, 12:00hrs CET Timeframe: 6-25 February 2019 (with a note that print products need to be produced by 20 February 2019) Price ceiling: EUR 18, (bids indicating a price above this threshold shall not be considered) Eligibility: Communications/ video production/ marketing agencies and companies

2 Terms of Reference Introduction The Regional Cooperation Council implemented and the European Union funded Tourism Development and Promotion Project is looking to hire a communications/video production/marketing agency (service provider) to provide video production services geared towards the promotion of the new cultural tourism routes in the Western Balkans. The routes to be promoted include a so-called Monumental Route based on the art and design of the WWII monuments, a route built on Roman era archaeological sites so-called Roman Emperors Route, and a route representing the Western Balkans as a Crossroads of Civilizations - concept of Western Balkans Crossroads of Civilizations regional umbrella identity - built around an archipelago of cultural and natural heritage monuments and sites in the six Western Balkans (WB6) economies including Albania, Bosnia and Herzegovina, Kosovo 1, Montenegro, Serbia and The Former Yugoslav Republic of Macedonia. Each of the routes will need to be presented through a separate video but the three videos will need to make a series, i.e. be developed and packaged as a serial. In addition a set of accompanying print products will need to be designed to include a flyer, promo cards and three route maps. Description Monumental Route The art and design of the post WWII communist/socialist era monuments, and architecture in general, has started attracting international attention. As such it holds vast potential for valorisation through tourism. The Tourism Development and Promotion Project, formally called Triple P Tourism Project, works to develop and promote joint regional tourism routes in WB6 that will consolidate and diversify regional tourism offer, attract greater number of tourists and increase revenues and number of people working in tourism industry. Monumental Route is one of the routes being developed through the Project (for concept, rational and overview of sights please see ANNEX 2: WWII Route Concept Summary). While the project has researched and identified potential monuments/sites to be included in the route it is now working to raise awareness about the concept of the route and what it has to offer to potential visitors. 1 This designation is without prejudice to positions on status, and is in line with UNSCR 1244 and the ICJ Opinion on the Kosovo declaration of independence

3 The route will highlight and explore often forgotten and marginalised heritage of the abstract modernist WWII monuments, tell a story of their historical and cultural significance, visual impressiveness and artistic appeal, great natural splendour and remarkable scenic beauty they are located in. For more information on WB6 WWII monuments please see: Roman Emperors Route The Roman Emperors Route developed through the Triple P Tourism Project represents the Western Balkans extension of the Roman Emperors and Danube Wine Route (more information available at: which runs through Bulgaria, Croatia, Hungary, Romania and Serbia. It will be based on the Roman era archaeological sites and will tell the story of Roman conquers, strategic importance of the sites, movement of Romans through the region, interaction with local population, their way of life, and sentiment those sites hold now. The video and print products will be based on a preselected list of sites in WB6 used to tell the story. Western Balkans Crossroads of Civilizations identity The Western Balkans has historically been at a frontier of different civilizations and a place where they met and clashed. It was a bridge between East and West, where ancient Greece and Rome meet, and where Roman Empire split. It was a border between eastern and western middle age cultures and powerful empires such as Ottoman, Russian and Austro-Hungarian. Those Empires conquered the Balkans and left their significant cultural influences, but neither managed to hold on to it. Rich history of the region, combined with the rugged terrain of the Dinaric Alps, formed an intertwined cultural heritage, unique in Europe. The identity speaks of the Western Balkans as a natural and cultural gem that needs to be explored, researched and experienced, but is unattainable (for concept, rational and overview of sights please see ANNEX 3: Summary Concept of the Western Balkans: Crossroads of Civilizations Regional Umbrella Identity Development). The video and print products will need to feature different cultures and natural sites representing different civilizations that crossed their paths in the Western Balkans and potentially select personal/historic reflections on those.

4 Services required Video production 1. Based on the Annexes 2 and 3 and the information provided by the Project Team, conduct research (including sights and characters, i.e. treatment) and develop concept and scenario for the three videos having in mind that all six Western Balkans economies need to be featured in each; 2. Identify sites and characters/citations to feature in the video; 3. Develop script and storyboard; 4. Develop graphics and audio; and 5. Conduct recording and produce video including postproduction. Graphic design Based on graphics developed for the video develop a layout of: a) Flyer (description of all three routes) (for page B6 i.e. A6 sheet single fold -4/4) b) Promo card up to 12 per route (B6 4/2) c) Route map one for each route (120x200 4/1) Services Description Video production 1. An original concept for the three videos (a series of three videos) will need to be developed to best introduce concept of the new cultural tourism routes. The focus should be on the novelty of the offer and the product (though the product itself has not been fully developed yet) while underlining the historic importance of the sights and their importance for the local communities; 2. Make selection of the most suitable sites and figures/citations to feature in the videos in line with the developed concept, i.e. the most representative combination; 3. Develop graphics for the video, including effects, animations and any other graphic elements, as well as recognisable audio; 4. Prior to any (additional) recording a full script and storyboard should be developed for each of the three videos indicating the shape and form of the final product;

5 5. Conduct interview and any additional recording, produce a rough cut and move to postproduction including animation. Graphic design Print product will need to follow the visual identity of the videos: a) Flyer will have a cover page representing all three routes, inner pages will provide information about the three routes, and the back page will provide contact info; b) Promo cards will include a front page with the image of a monument/site and route name and a back page with a route map and short route description; and c) Route map will outline the route and future most significant monument/sites and will be applied on a roll-up banner. NOTE: Use of already existing materials (footage and photos of monuments and sites) is allowed as long as they fit into the concept and are copyright free or copyrights are obtained. Technical specifications Video production The video should have a recognisable intro and outro (to be applied across the series with possible alterations, e.g. depiction of monuments/sites graphic, animation or other - with the same effects applied across three videos). An original music should be applied in the videos, and likewise the visual identity should have a common thread. The videos should be produced in English. Each video should be produced in three versions up to 120-second-long, up to 60-second-long variation, and a short seconds trailer. In addition, based on the three produced videos, one video compilation shall be produced encompassing all three stories (up to 180-second-long). All products should be packaged for broadcast and social media use in appropriate formats. Graphic design Print products and videos will be part of the same promo campaign. In addition to creating print files, print products will also need to be formatted for online, social media and multi-media use.

6 GENERAL NOTE Tourism Development and Promotion Project As this is an EU funded and RCC implemented project videos will need to include a reference to RCC/EU funding and a disclaimer. APPLICATION RULES AND PROCEDURES The bids are to include: a) Detailed action plan including video and print product development phases; b) Description of the archival (and/or other copyrighted) materials to be used (if any); c) Company profile including a brief description (up to 2 pages) of the company; d) Copy of Company s Registration Certificate; e) Description of technical capabilities of the bidding service provided (human and technical resources); f) Information about the video formats and format of print products for online use; g) Portfolio of similar video production and design activities (preferably in tourism); h) Service Tender Submission Form (Annex I); i) Detailed financial offer (including rates broken down by services/product) - free format. Eligible companies are invited to send in their bids via to tourism@rcc.int no later than Friday, 1 February 2019, by 12.00hrs Central European Time. Only offers for the full set of requested services will be taken into consideration. Services are to be provided from 6 to 25 February 2019 (note that print products would need to be produced by 20 February 2019). The service provider is to consult with the Tourism Development and Promotion Project staff at the beginning and end of each video and print product development phase and seek approval for continuation of video and print product development along the agreed path and approach. Upon the completion of services provision, copyrights for all products will be transferred to the RCC without limitation. All the produced materials will be provided to the RCC also as source/raw files/materials suitable for further use and alterations. EVALUATION RULES

7 The contract will be awarded to the highest qualified bidder based on demonstrable technical expertise and capacities, and the cost-effectiveness of the financial offer. The best value for money is established by weighing technical quality against price on a 80/20 basis. Shortlisted bidders will be contacted for interviews. The bids will be evaluated following these criteria: EVALUATION GRID Maximum Score A. Technical Offer (A.1+A.2+A.3) 100 A.1. Previous track record and portfolio, references list: 35 Relevant work experience; evidence of other contracts of the nature comparable to that of the Call; experience with clients comparable to the Contracting Authority. A.2. Quality and professional capacity of the bidder: 35 Human and technical capacities are of adequate professional capacity and experience required. A.3 Quality of the proposed action plan: 30 Action plan describing the main issues, information, data sources, and tools to be employed by the bidder as well as approach to the work to be undertaken. B. Financial Proposal/ lowest price has maximum score 100 Score for offer X = A: [Total quality score (out of 100) of offer X / 100] * 80 B: [Lowest price / price of offer X] * 20 In addition to the results of the technical and financial evaluation, an interview will be held with the selected bidders. Information on selection of the most favourable bidder The RCC Secretariat shall inform candidates/bidders of decisions reached concerning the award of the contract as soon as possible, including the grounds for any decision not to award a contract for which there has been competitive tendering or to recommence the procedure. Standard letter of thanks for participation to unsuccessful bidders shall be sent within 15 days after the contract is signed with the awarded bidder. The candidates/bidders wishing to receive a feedback may send a request within 15 days after receipt of the standard letter of thanks.

8 The request may be sent to the address or to the address of the RCC Secretariat: Regional Cooperation Council Secretariat Attention to: Administration Department Building of the Friendship between Greece and Bosnia and Herzegovina Trg Bosne i Hercegovine 1/V Sarajevo Bosnia and Herzegovina Appeals procedure Bidders believing that they have been harmed by an error or irregularity during the award process may petition the RCC Secretariat directly. The RCC Secretariat must reply within 15 days of receipt of the complaint. The appeal request may be sent to the address ProcurementforRcc@rcc.int or to the address of the RCC Secretariat: Regional Cooperation Council Secretariat Attention to: Administration Department Building of the Friendship between Greece and Bosnia and Herzegovina Trg Bosne i Hercegovine 1/V Sarajevo Bosnia and Herzegovina

9 Annex I APPLICATION SUBMISSION FORM Open Call for Video and Graphic Design Services: Reference Number: One signed scanned copy of this Application Submission Form must be supplied. 1 SUBMITTED by: Name(s) and address(es) of Entity submitting this Application Full Name of the Entity 2 CONTACT PERSON Name Address Telephone Fax 3 STATEMENT [Name of the Bidder] hereby declares that we have examined and accepted without reserve or restriction the entire contents of the Open Call for Video and Graphic Design Services, Grounds for Exclusions and Conflict of Interest as such: Grounds for exclusion Candidates or bidders will be excluded from participation in a procurement procedure if it is known that:

10 (a) They are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations; (b) They have been convicted of an offence concerning their professional conduct by a judgment which has the force of res judicata; (c) They have been guilty of grave professional misconduct proven by any means which the Contracting Officer can justify; (d) They have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the Contracting Officer or those of the country where the contract is to be performed; (e) They have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity. Contracts may not be awarded to candidates or bidders who, during the procurement procedure, are: (a) Subject to a conflict of interest; (b) Guilty of misrepresentation in supplying the information required by the Contracting Officer as a condition of participation in the contract procedure or fail to supply this information. Conflict of Interest a) The Contractor shall take all necessary measures to prevent or end any situation that could compromise the impartial and objective performance of the contract. Such conflict of interests could arise in particular as a result of economic interest, political or national affinity, family or emotional ties, or any other relevant connection or shared interest. Any conflict of interests which could arise during performance of the contract must be notified in writing to the Contracting Authority without delay. b) The Contracting Authority reserves the right to verify that such measures are adequate and may require additional measures to be taken if necessary. The Contractor shall ensure that its staff, including its management, is not placed in a situation which could give rise to conflict of interests. The Contractor shall replace, immediately and without compensation from the Contracting Authority, any member of its staff exposed to such a situation.

11 c) The Contractor shall refrain from any contact which would compromise its independence or that of its personnel. If the Contractor fails to maintain such independence, the Contracting Authority may, without prejudice to compensation for any damage which it may have suffered on this account, terminate the contract forthwith. d) The Contractor shall, after the conclusion or termination of the contract, limit its role in connection with the project to the provision of the services. Except with the written permission of the Contracting Authority, the Contractor and any other contractor or supplier with whom the Contractor is associated or affiliated shall be disqualified from the execution of works, supplies or other services for the project in any capacity, including tendering for any part of the project. e) Civil servants and other agents of the public administration of the RCC Participants, regardless of their administrative situation, shall not be recruited as experts in contracts financed by the RCC Secretariat. f) The Contractor and anyone working under its authority or control in the performance of the contract or on any other activity shall be excluded from access to RCC Secretariat financing available under the same project unless they can prove to the Contracting Authority that the involvement in previous stages of the project does not constitute unfair competition. We offer to provide the services requested in the Terms of Reference on the basis of supplied documentation subject to this Open Call for Video and Graphic Design Services, which comprise our technical offer, and our financial offer. This Open Call for Video and Graphic Design Services is subject to acceptance within the validity period stipulated in the Terms of Reference. Name Signature Date

12 ANNEX 2: WWII Route Concept Summary ANNEX 3: Summary Concept of the Western Balkans: Crossroads of Civilizations Regional Umbrella Identity Development