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Approvedby the Decision of
the meeting of Procurement Commission of the Investment and Development Agency of Latvia as of
September 25, 2018 (Minutes No.1)
Regulations of the Procurement
“Latvia 100” tourism marketing campaign in Estonia
(Procurement identification No LIAA 2018/81 ERAF)
Riga 2018
1. Procurement identification number and information about the Commissioning authority
1.1. The Procurement identification No LIAA 2018/81 ERAF.
1.2. The commissioning authority is the Investment and Development Agency of Latvia (hereinafter – LIAA), taxpayers’ registration number: 90001739473, address: 2 Pērses Street, Riga, LV-1442 (phone: + 371 67039400, fax: +371 67039401), e-mail: [email protected].
1.3. Contacts regarding the procurement subject: Senior Expert of the Tourism Marketing Department of the Tourism Department Arita Bērziņa, phone: +371 67039415, e-mail address: [email protected].
2. Characteristics of the procurement subject
2.1. The purpose of this procurement is to award a contract for organizing a tourism marketing campaign in Estonia from 1 to 18 November 2018 in honour of the centenary of the Republic of Latvia in accordance with the requirements of the Technical Specification (Annex 1).
2.2. Procurement type – the procurement pursuant to Section 9 of the Public Procurement Law.
2.3. The contract award criterion is price.
2.4. Procurement subject accordingly to CPV classification: 79340000-9 (Advertising and marketing services).
2.5. Estimated total contractual volume: 25,000.00 EUR exclusive of value added tax (hereinafter - VAT).
2.6. The funding for the implementation of the Contract is granted from the funds allocated by the European Regional Development Fund project “Promotion of International Competitiveness in Tourism” in accordance with the provisions of the agreement on the implementation of the European Union Fund project No.3.2.1.2/16/I/002.
3. Tenderers
3.1. A tenderer may be the natural or legal person, or commissioning authority, association of such persons in any combination thereof, which has submitted all documents in accordance with the procedure specified in the regulations.
3.2. Rules laid down herein are applied to all tenderers equally.
3.3. If the tender is submitted by the association of persons, the tender shall indicate the principal person representing the association of persons in the procurement, as well as the extent of each person's liability. All members of the association of persons must sign this information.
3.4. If a natural person is recognized as the winner in the procurement, it is obliged after the contract has been concluded to register as a person who carries out an economic activity.
3.5. The tenderer covers all costs related to preparation and submission of the tender.
4. Tender submission place, date and time
4.1. A tenderer is to submit its tender in the Secretariat of the LIAA, room 518, Riga, 2 Pērses Street, Latvia, LV-1442 (weekdays from 8:30 am to 17:00 pm) by October 8, 2018, 12:00.
5. Receiving of the regulations and additional information about the procurement
5.1. The Regulations and documentation related to procurement are available in LIAA’s office, room 518, 2 Pērses Street, Riga (working hours: weekdays from 8:30 am to 17:00 pm).
5.2. If the interested supplier has requested the copy of the Regulations and other related documentation, LIAA shall provide them within three working days after the receipt of the relevant request (provided that such request is made in a timely manner before the deadline for the submission of tenders).
5.3. The regulations and related procurement documentation are also available on LIAA’s website: http://www.liaa.gov.lv/lv/par-liaa/publiskie-iepirkumi/tekosie-iepirkumi
5.4. The Procurement Commission (hereinafter - the Commission) provides all information on the process of the procurement, as well as answers to the questions of interested suppliers, in writing.
5.5. All questions about the Regulations must be addressed to the Director of the LIAA in a written form and sent by post, fax or e-mail indicated in Paragraph 1.2 above.
5.6. Any inquiry must be marked with the following reference: “For the procurement “Latvia 100” tourism marketing campaign in Estonia” (procurement identification No LIAA 2018/81 ERAF)”.
5.7. Registration date of the received letter or e-mail in the LIAA Clerical Department is considered to be the day when the inquiry has been received. An inquiry received outside LIAA’s working hours will be considered to be received on the following working day.
5.8. If the interested person has requested additional information about requirements of the Regulations in a timely manner, the Commission will provide an answer in writing within three working days but not later than four days before the deadline of the tender submission.
5.9. The Commission publishes the answer and the asked question with no reference to the submitter of the question in section „Public Procurements” of LIAA’s website alongside the respective notice about the procurement.
5.10. It is up to the interested applicants to constantly follow for any possible update published on the website http://www.liaa.gov.lv/lv/par-liaa/publiskie-iepirkumi/tekosie-iepirkumi and prepare the tender based on the updated information. The Commission cannot be held accountable for situations where an interested applicant has failed to keep familiarised with information about this procurement procedure which is freely and directly accessible on the internet website http://www.liaa.gov.lv/lv/par-liaa/publiskie-iepirkumi/tekosie-iepirkumi.
6. Tender submission and lay-out requirements
6.1. The tenderer submits the tender by filling in the application in line with the sample form appended hereunder (see Annex 2), and by including the technical offer, the financial offer, as well as other documents stated in the Regulations.
6.2. If the tenderer is a legal entity registered in a foreign country, the tenderer shall additionally enclose a document certifying the registration of a legal entity, in addition to the documents referred to in Paragraph 6.1. If the tenderer is an association of persons registered in a foreign country, the tenderer, in addition to the documents referred to in Paragraph 6.1, shall also attach a document confirming the registration of the association of persons. If the member of the tenderer, who is an association of persons, is a foreign legal person or association of persons, then the tenderer, in addition to the documents referred to in Paragraph 6.1, shall add a document confirming the registration of that member1.
6.3. If the tenderer is a legal person or an association of persons registered in a foreign country, the tenderer in addition to the documents referred to in Paragraph 6.1 and 6.2 shall enclose a list of its officials and members2.
6.4. The tenderer shall submit the tender in one original copy at the Secretariat of the Investment and Development Agency of Latvia, Pērses street 2, Riga, LV-1442.
6.5. The Tenderer may submit only one tender for the entire procurement subject. The Tenderer may not submit multiple tender versions.
6.6. A tender must be submitted by October 8, 2018, 12:00. After this deadline the LIAA will not accept tenders and they will be returned to the submitter unopened. Each tender pack or envelope shall a have a date and time of receipt stamped by the Clerical Department of the LIAA.
6.7. If a tender is delivered by post, the tenderer must make sure it will be delivered to LIAA by the deadline specified in Paragraph 6.6. After the stated deadline, any tender received by post will not be accepted and will be returned to the Tenderer unopened.
6.8. All tender documents shall be submitted in a sealed package or envelope marked as follows:
- Name and address of the commissioning authority;- Name and legal address of the tenderer;- The following reference:
“For the procurement “Latvia 100” tourism marketing campaign in Estonia” (procurement identification No LIAA 2018/81 ERAF)”. Do not open until October 8, 2018, 12:00.”
- The sealing place is certified by the seal of the tenderer - legal entity, if applicable.
6.9. All tender documentation should be submitted in a bound form. The tender is bound and ends of the cord secured, number of pages attested, gluing the paper on the back indicating:
- Number of bound pages;- Name, surname, position of the signatory;- Signature of the signatory.
1 If these documents will not be included in the tender, the procurement commission will request them from the tenderer in the tenders evaluation process.2 If these documents will not be included in the tender, the procurement commission will request them from the tenderer in the tenders evaluation process.
The tender documentation is presented so as to prevent pages therein from being replaced by breaking the fastening.
6.10. The tender is drawn into Latvian or English language. Tenderer’s selection documents and technical documentation can be submitted in other language provided that a copy of translation in Latvian or English is added to this documentation, is certified by the Tenderer.
Certification of the translation must contain:
- Note „TRUE TRANSLATION”;- Full job position title of the official entitled to sign the tender;- Signature and name of signatory;- Name of the place and date.
Upon submission of the tender, the tenderer may certify accuracy of translation of all submitted documents once, if the whole tender is bound or stringing through.
6.11. If the tenderer submits copies of the documents, each copy of the document must be certified by the tenderer with the note “TRUE COPY” and other certification requisites specified in Paragraph 6.10 of the regulations. Upon submission of the tender, the tenderer may certify the accuracy of the derivatives of all submitted documents with one certification if the whole tender is bound or stringing through.
6.12. The tenderer may amend or withdraw its tender by a written notice to LIAA by the end of the deadline for the submission of tenders. The notice shall be submitted in a closed envelope indicating the details referred to in Paragraph 6.8 and shall provide a clear mark on the content - "AMENDMENTS" or "WITHDRAWAL". The LIAA Clerical Department specifies the date and time of receipt of the submitted amendments or withdrawal to the tender. The Tenderer shall prepare the tender amendments in accordance with the requirements of Paragraph 6.4 – 6.12. The procurement commission will add the amendments to the original tender. The withdrawal of the tender is unconditional and shall exclude the tenderer from further participation in the procurement.
7. Documents to be submitted by the tenderers for selection
7.1. When submitting the documents required in Paragraph 7.2 of the regulations, the tenderer confirms that his/her qualification is sufficient for the execution of the procurement contract.
7.2. In order to confirm the compliance of the qualification with the requirements of the regulations, the tenderer must submit:
7.2.1. A filled-in application form (see Annex 2);7.2.2. Information on the tenderer's experience in the provision of the services specified in
Sub-paragraph 10.2.2 - a completed description of the in accordance with the content specified in Annex 3;
7.2.3. At least two reference letters in regard to provided services (specified in sub-paragraph 10.2.2) equivalent to the procurement subject;
7.2.4. A statement certified by the tenderer on financial turnover in the previous 3 (three) financial years, indicating the turnover for each of the financial year. For tenderers established at a later date - a statement of average financial turnover for the entire duration of their operations, indicating the turnover for each of the financial years;
7.2.5. Technical offer (see Annex 4);
7.2.6. Financial offer (see Annex 5);
7.2.7. The tenderer’s confirmation that all information provided for the purpose of assessment of his / her qualification is true (applicable in case the application referred to in sub-paragraph 7.2.1 does not contain the confirmation referred to in paragraph 3 of Annex 2).
7.3. If the tenderer engages subcontractors for the performance of the contract and the performance value is at least 10 percent of the total contractual value, the tenderer must submit a list of these subcontractors in accordance with the form specified in Annex 6.
7.4. The commissioning authority reserves the right to verify the validity of the information in the competent authority, publicly available databases or other publicly available sources. If this information does not reflect the actual situation, the commission shall require the tenderer to provide a statement or other documents on the relevant fact.
8. Technical and financial offer
8.1. In the technical offer the tenderer indicates the conformity of its tender with the Technical Specification in accordance with Annex 4 of the regulations.
8.2. In the financial offer, the tenderer indicates the contract price in euro excluding value added tax (hereinafter - VAT), the amount of VAT and the contract price with VAT in accordance with Annex 5 of the regulations.
9. Compliance with lay-out requirements
9.1. Before examining tenderer’s compliance with qualification requirements the Commission will examine compliance of the tender with lay-out requirements referred to in Section 6 of the Regulations.
9.2. If noncompliance with lay-out requirements is found to be critical insofar as it affects validity of the tender (or any document therein), the Commission will exclude the tender from further assessment.
10. Selection of tenderers
10.1. Fulfilment of the selection requirements of Tenderers is mandatory to all Tenderers who wish to qualify for award of contract.
10.2. The tenderer must meet the following criteria:10.2.1. The tenderer's financial turnover in the last 3 (three) financial years is at least EUR
50,000 (fifty thousand euro) per annum. If the tenderer is operating for a shorter period (it has not concluded three financial years), the turnover for the financial years must be at least 50,000 EUR (fifty thousand euro) per year. If the tenderer is
operating for such a short period, that is has no financial year concluded, the turnover for the worked period must be at least 50 000.00 EUR (fifty thousand euro, 00 cents) per year.
10.2.2. The tenderer has experience in the provision of at least two services equivalent to the procurement subject in the course of the last three years (from 2015 till the submission of the tender). An equivalent service is considered to be the organization of an advertising campaign, including the development of an advertising campaign plan and the promotion of advertising in all the media: printed, digital or radio;
10.2.3. The tenderer who is to be awarded the contract is not subject to the exclusion clauses specified in Section 9 (8) of the Public Procurement Law3;
10.2.4. A tenderer to be awarded a contract, or any person whose ability the tenderer refers to in order to acknowledge the tenderer’s compliance with qualification requirements laid down in the Contract Notice and Regulations, or a member of partnership where the tenderer is a partnership, is not found to be compliant with exclusion provisions provided for in Section 9 (8) 1 to 3 of Public Procurement Law4;
10.2.5. No international or national sanctions enforced by a Member State of the European Union or the North Atlantic Treaty Organization, which may affect due performance of the contract, or those substantially affecting financial and capital market interests, have been imposed upon a) the tenderer, who is to be awarded the contract, b) a member of its board or council, c) a representative of the legal person or a procurator, or a person authorized to represent that tenderer in the activities related with the affiliate, d) a member of the partnership if the tenderer is a partnership, e) tenderer’s subcontractor, whose value of the works or services to be provided is at least 10 percent of the total value of the contract, and f) a person whose abilities this tenderer relies upon to certify his compliance with qualification requirements laid down in the Contract Notice and the Regulations;
10.2.6. The tenderer has provided true information to assess his/her qualifications.10.3. In order to verify whether the exclusion clauses specified in sub-paragraph 10.2 of the
Regulations are not applicable to the entities referred to in paragraph 10.2.3 to 10.2.5 of the Regulations, the commissioning authority will carry out the inspection in accordance with the provisions of Section 9 (9), (11) and (12) of the Public Procurement Law, as well as the provisions of Section 111 (1) and (2) of the International and Latvian Republic National Sanctions Law.
10.4. The Commission will, without further examination, exclude the tenderers who will be found ineligible for any of the selection criteria under paragraph 10.2 of the Regulations.
3 The The tenderer will be excluded from participation in the procurement in any of the following cases:1) The tenderer's insolvency proceedings has been declared (except in the case when a set of measures aimed at restoration of the solvency of a debtor in the insolvency proceedings have been applied), its economic activity is suspended or the tenderer is liquidated;2) The tenderer either on the last day of the deadline for submission of tenders or on the day a provisional decision on the award of contract has been made, is found to have outstanding tax payments, including mandatory state social insurance contribution debts totalling over € 150 in Latvia or in the country where the tenderer is registered or has domicile. Based on the last update, information in respect to the subjects who have been registered or have permanent residence in Latvia will be obtained from the State Revenue Service public tax debtors database and the Real Estate Tax Administration system in accordance with the procedure specified by the Cabinet of Ministers;3) A procurement documentation writer (either a public official or an employee), a member of the procurement commission or an expert is connected to a tenderer under the scope of Section 25 (1) or (2) of Public Procurement Law, or is interested in selection of a particular tenderer and there is no way for the contracting authority to avert this situation with less restricting measures for the applicant;4) The tenderer is a legal entity or an association of entities registered in an offshore territory.4 See paragraphs 1-3 of the previous reference.
11. Tender evaluation and selection criteria
11.1. The tenderer's qualification will be considered ineligible and the tender will be excluded if:11.1.1. The tenderer has failed to submit any of the documents required in paragraph 7.2 of
the Regulations or they do not justify the conformity of the tenderer with the selection criteria requirements set out in paragraph 10.2;
11.1.2. The case referred to in paragraph 10.4 of the regulations has set in.11.2. The tenderer will be found incompliant with the requirements of the Technical
Specification and thus turned down if the Technical offer submitted by the tenderer does not ensure compliance with the requirements specified in the Technical Specification.
11.3. Only those tenderers not turned down by the Commission on the grounds of paragraph 11.1 and 11.2 will qualify for contract award procedure.
11.4. The contract award criterion is price. The Commission will award the contract to the tenderer offering the lowest price.
11.5. If at least two tenderers whose tenders comply with the requirements of the regulations have offered the same lowest price, the contract will be awarded to the tenderer who is a member of the national employer’s organization and has entered into a collective agreement with the trade union, which is a member of the national union (if submitted by the partnership or an association of persons, the collective agreement must be concluded with each member of the partnership and each member of the association). If it is also not possible, after this criterion, to determine to which tenderer the contract is to be awarded, the Commission will determine the winner by virtue of a draw.
12. Rights and duties of the Commission12.1. The Commission may:
12.1.1. Require the tenderer to specify information about its tender, if it is necessary for checking the tender presentation, for the selection of the tenderers, as well as for the evaluation of tenders, in accordance with the procedures specified in regulatory enactments;
12.1.2. Correct the arithmetic errors found in financial offers in accordance with the procedure specified in regulatory enactments;
12.1.3. During the evaluation of tenders, require the tenderer to provide proof that it has independently made the Tender;
12.1.4. Award the contract to the next tender offering the lowest price if the awarded tenderer refuses to conclude a procurement contract with the commissioning authority;
12.1.5. Discontinue the procurement at any time on the grounds of objective justification.
12.2. The Commission is obliged:12.2.1. To carry out and record the procurement process;12.2.2. To ensure free competition of tenderers and equal and fair treatment toward them;12.2.3. To report on procurement in accordance with the procedures specified in regulatory
enactments upon request of interested persons;12.2.4. To evaluate the tenderers and their tenders in accordance with the Public
Procurement Law and the Regulations, and to award the contract or to rule on the
termination or discontinuation of the procurement procedure (in the cases specified in regulatory enactments) without selecting any tender.
13. Rights and duties of the tenderer
13.1. The tenderer may:13.1.1. Form an association with other tenderers and submit one joint tender;13.1.2. Submit objections concerning the procurement in accordance with the procedures
specified in the Public Procurement Law;13.1.3. Request a confirmation of his/her tender being registered upon delivery of the tender;13.1.4. Amend or withdraw the submitted tender before the deadline for submission of
tenders;13.1.5. Have recourse to a court on the decision taken by the commissioning authority in
accordance with the procedures specified in regulatory enactments in cases when violation of his/her rights may occur or have occurred.
13.2. The tenderer is obliged:13.2.1. To prepare the tender in accordance with the requirements of the Regulations and the
Technical Specification;13.2.2. To provide true information;13.2.3. To provide information upon the request of the Commission if such request is made
for the purposes of lay-out requirements, determining tenderers’ eligibility, evaluation of tenders and contract award procedure.
14. Signing of contract
14.1. The Commissioning authority will award the contract to the tenderer who meets all the eligibility requirements and who has an appropriate technical and financial offer, and who has offered the lowest price.
14.2. The Commissioning authority will conclude a procurement contract with the winner of the procurement on the basis of the submitted tender for the relevant procurement subject and in accordance with the provisions of the regulations.
14.3. The successful tenderer is obligated to sign the contract no later than ten days from the date of receipt of the draft contract.
15. Annexes to the regulations
Annex 1 - Technical Specification.Annex 2 - Tenderer's application form for participation in the procurement.Annex 3 – Form for description of the tenderer’s experience.Annex 4 – Form for the technical offer.Annex 5 – Form for the financial offer. Annex 6 – Form for the list of the engaged subcontractors.
ANNEX 1
TECHNICAL SPECIFICATION
The Republic of Latvia was proclaimed on 18 November 1918. This is the birthday of Latvia. The centenary of the State of Latvia is the most ambitious event in the history of modern Latvia, in honour of which many and various events are being organized in Riga and outskirts. For this purpose the “Latvia 100” tourism marketing campaign is set to mark the centenary of Latvia and the apex of the celebration.
1. PROCUREMENT SUBJECT
Creation and realization of the “Latvia100” tourism marketing campaign in Estonia (hereinafter referred to as the "Campaign").
2. VENUE, DURATION AND LANGUAGE OF THE CAMPAIGN
2.1. The Campaign must be carried out in Estonian language (except for the case specified in Paragraph 2.2 hereby) in Estonia from 1 to 18 November 2018 (hereinafter - Technical Specification)).
2.2. In case Latvian community, who do not speak Estonian, is engaged in the production of audio advertising materials, the language used in audio advertising text may be in English.
3. OBJECTIVES OF THE CAMPAIGN
3.1. The objectives of the Campaign are:
3.1.1. To inform the target Estonian audience about “ Latvia100” major celebration events and create a festive atmosphere in Estonia;
3.1.2. To invite Estonian community to enjoy the festive atmosphere and visit the celebration culmination events of "Latvia100" and other tourism objects and activities in Latvia, thus encouraging the target audience to spend their autumn and winter holidays in Latvia, and to promote longer and repeated trips to Latvia after the grand celebration;
3.1.3. To advertise the tourism portal of Latvia http://www.latvia.travel/lt, route planner http://www.latvia.travel/trip-planner/#/language and the official Latvian tourism account @EnjoyLatvia on the social network Instagram.
4. TARGET AUDIENCE OF THE CAMPAIGN
4.1. The target audience of the Campaign is a Estonian-speaking community based in Estonia, who have already been to Latvia and are looking for something new or unseen; both travellers in groups or individuals, families or friends, travelling on own vehicles or by public transport.
4.2. Target audience segments to be reached by this campaign are as follows:
FAMILY FOLKS:
ProfileFamilies of stable income who wish to get away from heavy daily routine and offer themselves and their children sweet and memorable moments. Commonly, they are conformists from average families who dream of an easier life.
Every dayExhausted from the pressure of responsibility and anxiety; wishing to break away from dullness and “shut off” from the whole world.
ConsistencyWould rather go on a trip which is planned and based on recommendations and options available; likely to repeat the same trip over again.
SafetyWorrying about the safety and convenience of their children, therefore simple and reliable options are preferred
Spending patternsUsually prefer to spend on safe and publicly approved items, choose well-established brands.
BrandsGillette, Ford, Heineken
Travel OpportunitiesLooking for staying in major brand hotels, discount sales, commonplace tourist attractions and restaurants recommended by TripAdvisor.
THE AMBITIOUS
ProfileEducated middle-aged people sticking to their life values, People seeking in life a balance between novelty and traditional values; conscientious citizens with an emphasis on traditions and discipline.
Well-educatedAlways being aware of latest trends; interested in politics, health and environment issues, which often determine their choice in life.
DemandingBeing aware of their rights, thus, will never allow themselves to get less for the money spent.
CommunityUsually prefer their own community, therefore would likely buy local products and engage in charity
Spending patternsPicky and demanding high quality; high regard for service and reputation.
BrandsAmericans Express, Nestle, BBC
Travel Opportunities- Museums and exhibitions;- Sightseeing of cultural-historical places;- Pre-arranged tours outside Riga;- Reliable values and brands.
5. RESOURCES FOR THE DEVELOPMENT AND IMPLEMENTATION OF THE CAMPAIGN
5.1. Communication tools/channels offered by the Investment and Development Agency of Latvia (hereinafter - LIAA) for reaching the audience are as follows:- Home page: http://www.latvia.travel/lt - Route planner: http://www.latvia.travel/trip-planner/#/language- Facebook: https://www.facebook.com/AtklajLatviju/ and
https://www.facebook.com/AtraskLatvija/ - Instagram: https://www.instagram.com/enjoylatvia/
5.2. Information about the celebration of the centenary of the State of Latvia, festive program, events, etc.: - https://lv100.lv/
5.3. Information on topical issues in the tourism industry: - https://www.liveriga.com/lv/ - http://www.rigagauja.lv/lv/ - Etc. home pages of tourism associations, planning regions and tourist information
centres.
5.4. Materials to be used in visual deliverables of the Campaign:- Logo and guidelines for “Latvia 100” (mandatory; password: simts):
http://latvija100.identity.lv/starptautiska-versija/;- "Magnetic Latvia” brand's style book and logo (mandatory):
http://www.liaa.gov.lv/files/liaa/content/Turisms/Dokumenti/magnetic-latvia-logo.7z;- LIAA logo (mandatory): http://www.liaa.gov.lv/lv/par-liaa/logotips/liaa-logo;- The logo of the European Regional Development Fund (hereinafter - the ERDF) in
English (mandatory):http://www.liaa.gov.lv/en/content/erdf-logo;- LIAA Tourism Department photo bank (mandatory):
https://www.flickr.com/gp/latviatravel/45c0h1;- LIAA Tourism Department video (optional): https://vimeo.com/user3494547.
6. TASKS
6.1. The Contractor shall draft the Campaign plan by 22 October 2018, subject to the following conditions:6.1.1. The Campaign plan must describe how the Campaign objectives (paragraph 3 of the
Technical Specification) and target audiences (paragraph 4 of the Technical Specification) will be reached and explain what key messages (content of the advertising and publicity materials) will be selected for each of the target audience segments specified in paragraph 4 of the Technical Specification;
6.1.2. The Campaign plan must contain a section of the media plan that outlines how the Campaign is going to be carried out by indicating: time (specific start and end dates of the activity; and hours in the case of radio
media); the media in which the Campaign activities will be organized and why the
particular media is chosen; what target audience will be reached in the selected media; list of activities, form and format;
6.1.3. The Campaign plan must indicate the following preliminary quantitative results of the Campaign considering the solutions referred to in sub-paragraphs 6.1.1 to 6.1.2 and the publicity activities referred to in sub-paragraph 6.1.4:6.1.3.1. The number of media which will publish the message in the press release
(see sub-paragraph 6.1.4.1);
6.1.3.2. For publications in the printed media (see sub-paragraphs 6.1.4.1-6.1.4.2 and 6.1.4.4) - the circulation of the particular printed media and number of readers;
6.1.3.3. For advertisements and publications in digital media (see sub-paragraph 6.1.4.2, sub-paragraph 6.1.4.4 (if the relevant medium has been selected for the competition) and sub-paragraph 6.1.4.5):
the audience to be reached (reach); impressions; costs per unit of the achieved result (cost per result); unique page views; average length of stay on the page; bounce rate - the number of visitors leaving the page without reading
anything else;
6.1.3.4. For the quiz (see sub-paragraph 6.1.4.4) - the total number of participants in the quiz;
6.1.3.5. For audio advertisements (see sub-paragraph 6.1.4.3 and sub-paragraph 6.1.4.4 (if the relevant media has been selected for the quiz broadcasting) - the number of audiences for each individual advertisement.
6.1.4. The Campaign plan must include the following publicity activities:6.1.4.1. Preparation and dissemination of at least 1 (one) press release (including
photographs referred to in sub-paragraph 6.2.6) to at least 7 (seven) recipients - to Estonian news agencies and the corresponding Estonian media for reaching the objectives of the Campaign (see paragraph 3 of the Technical Specification) and the target audience (see paragraph 4 of the Technical Specification);
6.1.4.2. Content marketing (within the Campaign there must be created at least 5 (five) articles, each containing not less than 500 (five hundred) characters) in the Estonian media, which for the purpose of the objectives of the Campaign (Paragraph 3 of the Technical Specification) and the target audience (Paragraph 4 of the Technical Specification) must be carried out in:
6.1.4.2.1. At least 1 (one) printed newspaper, its online homepage and social network Facebook page as well as mobile application, if available;
6.1.4.2.2. At least 2 (two) online news portals, their social network Facebook pages and mobile application, if available;
6.1.4.2.3. Printed versions of at least 2 (two) life-style magazines, their online home pages and social network Facebook pages, as well as mobile applications, if available.
6.1.4.3. At least 2 (two) different 30-second advertising clips in English or Estonian language about Latvia’s centenary and tourism, featuring well-known in Estonia popular Latvians or personalities who are selected considering the interests of the target audience and the objectives of the Campaign (see paragraph 3 of the Technical Specification) and the target audience (see
paragraph 4 of the Technical Specification). The said advertising clips must be broadcast at least 10 times overall in at least 2 (two) Estonian media that may reach the objectives of the Campaign (see paragraph 3 of the Technical Specification) and the target audience (see paragraph 4 of the Technical Specification) in the Estonian Radio from 1 to 18 November 2018 at prime broadcasting times;
6.1.4.4. At least 2 (two) quiz series in at least 2 (two) Estonian media about the topic on Latvia’s centenary and tourism, where the contestants are awarded prizes funded, organized and approved by the commissioning authority (prize fund in total is at least 400.00 EUR) (for example, tickets for a concert in Latvia, an exhibition, activity, gift cards in Latvian restaurants or popular tourist attractions in Latvia, etc.). The Estonian media must be selected in view of the objectives of the Campaign (see paragraph 3 of the Technical Specification) and the target audience (see paragraph 4 of the Technical Specification): free choice of media type - printed, digital, radio or other media;
6.1.4.5. Digital advertising (banners) and social networking ads running from 1 to 18 November 2018 in the following media channels: Postimees.ee, Delfi.ee, Ohtuleht.ee, Facebook, Instagram.
6.2. Based on the Campaign plan submitted by the Contractor and coordinated with the Commissioning authority, the Contractor shall by 29 October 2018 develop the Campaign's visual and audio advertising materials and publications, subject to the following conditions:
6.2.1. materials must have a visually uniform style;6.2.2. Language: Estonian (save for radio advertisements referred to in sub-paragraph
6.1.4.3);6.2.3. Must comply with generally accepted SEO (search engine optimization) standards;6.2.4. The materials must be supplemented with photos and/or links (hyperlinks) on the
sections of the home pages of the http://www.latvia.travel/lt and/or @EnjoyLatvia Instagram account https://www.instagram.com/enjoylatvia/, which will allow the user to learn more about the topic;
6.2.5. The materials must be structured according to the "social-first" principle (one message contains all the basic information on the particular topic in such a way that the essence of each message is understandable also without navigation to external links);
6.2.6. In materials to be published the contractor must use pictures, which reflect the content of the publication. They must be collected from the commissioning authority’s photo bank https://www.flickr.com/gp/latviatravel/45c0h1. However, if these pictures are not available in the photo bank, they might be provided by the commissioning authority from a different source, if so requested by the contractor or suggested by the commissioning authority.
6.2.7. The content of publications and audio advertising materials should be structured in a plain, easy-to-understand language and style, reflecting Latvian tourism objects in an attractive and enjoyable way, and inviting readers to visit them in person;
6.2.8. The topics of the publications should not be too narrow. Each message must be meaningful, preferably surprising. Before publishing the message, the author must conduct a thorough study of the relevant topic.
6.2.9. In each publication and visual advertising material the Contractor must include the materials to be used in the visual deliverable of the Campaign referred to in Paragraph
5.4. In the case of audio advertising material the Contractor shall post the following text in Estonian at the end of the advertisement on the website of the radio: “This publicity has been presented in cooperation with the Investment and Development Agency of Latvia”.
6.3. The contractor shall carry out media monitoring throughout the course of the Campaign by presenting the deliverables referred to in subparagraphs 9.3.2 – 9.3.7 and shall keep the commissioning authority informed of any message being published in media in regard to the press release referred to in sub-paragraph 6.1.4.1.
7. GENERAL REQUIREMENTS FOR TASK PERFORMANCE
7.1. During performance of tasks specified in the Technical Specification, the exchange of information, coordination of tasks and transfer of deliverables are carried out electronically via parties’ contact e-mails.
7.2. The Contractor shall provide and cover all organizational and technical expenses related to the creation and implementation of the Campaign at a high technical and organizational level.
7.3. In any correspondence the contractor provides a reference to the commissioning authority (LIAA), the European Regional Development Fund (ERDF) and the brand name Magnetic Latvia. All materials distributed and presented must be arranged in accordance with the Publicity Guidelines of the Programming Period 2014-2020 of Magnetic Latvia and European Union funds for beneficiaries of European Union funds.
7.4. The contractor is to submit deliverables to the commissioning authority in accordance with paragraph 9 of the Technical Specification.
8. APPROVAL PROCEDURE OF DELIVERABLE MATERIALS
8.1. The contractor shall prepare the Campaign plan within the terms and pursuant to conditions specified in the contract in accordance with the requirements of section 6 of the Technical Specification and submit the Campaign plan to the commissioning authority for approval to the commissioning authority’s e-mail.
8.2. The Contractor shall make the Campaign’s visual and audio advertising materials and publications within the terms and conditions specified in the Contract in accordance with the requirements of Section 6 of the Technical Specification and submit to the Commissioning authority for approval, subject to the following provisions:
8.2.1. After getting a prior consent from the commissioning authority, press releases and pre-selected photos (Sub-paragraph 6.1.4.1) - Word, pdf. or jpg. format, may be either sent via e-mail to the commissioning authority or may be placed in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.);
8.2.2. After getting a prior consent from the commissioning authority, the publications of the Campaign (see sub-paragraph 6.1.4.2) in Word, pdf. or jpg. Format, may be either sent via e-mail to the commissioning authority or may be placed in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.);
8.2.3. After getting a prior consent from the commissioning authority, the audio advertising materials of the Campaign (sub-paragraph 6.1.4.3) in mp3 or mp4 format , may be either sent via e-mail to the commissioning authority or may be placed in the file
exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.);
8.2.4. After getting a prior consent from the commissioning authority, the description of the concept of the Campaign quiz and prize (sub-paragraph 6.1.4.4) in Word, pdf. or jpg. Format may be either sent via e-mail to the commissioning authority or may be placed in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.);
8.2.5. After getting a prior consent from the commissioning authority, the visual advertising materials of the Campaign (sub-paragraph 6.1.4.5) in .jpg, .gif. or .pdf format may be either sent via e-mail to the commissioning authority or may be placed in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.).
8.3. The Commissioning authority shall approve the materials created by the contractor in accordance with the procedure and deadlines specified in the contract.
8.4. The Contractor may only publish publications, visual and audio advertising materials which have been previously agreed upon by the commissioning authority.
9. DELIVERABLES
The contractor is to present the following deliverables to the commissioning authority:
9.1. The Campaign plan created in accordance with the requirements of Section 6 of the Technical specification and approved by the commissioning authority.
9.2. The visual and audio advertising materials and publications of the Campaign created in accordance with the requirements of Section 6 of the Technical specification and approved by the commissioning authority.
9.3. The following proofs regarding the course of the Campaign :9.3.1. e-mails confirming dissemination of the press release referred to in sub-paragraph
6.1.4 within 3 (three) working days after the press release have been sent;9.3.2. After the posting of each publication in digital media the Contractor shall within 3
(three) working days send the hyperlink to the publication and a screenshot of the posted publication to the commissioning authority’s e-mail;
9.3.3. After the publishing of each publication in printed media the Contractor shall within 3 (three) working days send the publications electronically to the commissioning authority's e-mail in jpg. (photography) or pdf. (scanned document) format, or shall place it in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.), this being first agreed upon with the commissioning authority;
9.3.4. After placing each publication of content marketing (see sub-paragraph 6.1.4.2) the contractor shall within 3 (three) working days send the publications electronically to the commissioning authority e-mail in jpg. (photography), hyperlink, screenshot or pdf. Format, or shall place it in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.), this being first agreed upon with the commissioning authority;
9.3.5. After placing each of the audio advertising materials (sub-paragraph 6.1.4.3) the Contractor shall within 3 (three) working days send the advertisements electronically to the commissioning authority’s e-mail in mp3 or mp4 format or shall place it in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.), this being first agreed upon with the commissioning authority;
9.3.6. After the publicity publication about the quiz in the mass media (see sub-paragraph 6.1.4.4) the Contractor shall within 3 (three) working days send the publication electronically to the commissioning authority’s e-mail in jpg., gif., hyperlink, screenshot, pdf, mp3 or in mp4 format or shall place it in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.), this being first agreed upon with the commissioning authority;
9.3.7. After the posting of each advertisement in digital media (see sub-paragraph 6.1.4.5) the Contractor shall within 3 (three) working days send the advertisement electronically to the commissioning authority’s e-mail in jpg., hyperlink, screenshot or pdf. format or shall place it in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.). this being first agreed upon with the commissioning authority.
9.4. A report on the Campaign performance indicators, subject to the following conditions:9.4.1. The report must be done either in Latvian or English language;9.4.2. The Campaign performance indicators report should include:
9.4.2.1. The number of media which have published the message included in the press release (see sub-paragraph 6.1.4.1);
9.4.2.2. the circulation and number of readers of a particular edition for publications in the printed media (see sub-paragraphs 6.1.4.1-6.1.4.2 and 6.1.4.4);
9.4.2.3. reached audience (reach); impressions; cost per unit of achieved result (cost per result); unique page views; average length of stay on the page; bounce rate - the number of visitors leaving the page without continuing to view other pages: for advertisements and publications in digital media (see sub-paragraph 6.1.4.2, sub-paragraph 6.1.4.4 (if the relevant medium has been selected for the competition) and sub-paragraph 6.1.4.5) -;
9.4.2.4. the total number of participants in the quiz (see sub-paragraph 6.1.4.4);9.4.2.5. the number of listeners for audio advertisements (see sub-paragraph 6.1.4.3
and Sub-paragraph 6.1.4.4 (if the relevant media has been selected for the competition).
9.4.3. The contractor shall submit the report for the Campaign period from 01 to 09 November 2018 by 14 November 2018.
9.4.4. The contractor shall submit the report for the Campaign period from 10 to 18 November 2018 by 21 November 2018.
ANNEX 2Application
Tenderer _______________________________________________________________________(name of the tenderer)
Registration No__________________________________________________________________
in the person of its _______________________________________________________________ (name and surname, position of the principal or authorized person)
by submitting this application hereby:1. Applies for participation in the procurement “Latvia 100” tourism marketing campaign in
Estonia” (procurement identification No LIAA 2018/81 ERAF)”.2. Certifies that he/she is familiar with the procurement regulations and undertakes to comply
with the requirements therein;3. Certifies that all the information provided is true;4. Confirms that the tenderer is/ is not5 a small or medium-sized enterprise (SME) in
accordance with the definition in Annex I to the European Commission Regulation (EC) No 651/20146 ;
5. Certifies that he will hire /will not hire subcontractors7 for the services, the value of which is at least 10 percent of the value of the total contract;
6. Certifies that no international or national sanctions enforced by a Member State of the European Union or the North Atlantic Treaty Organization, which may affect due performance of the contract, or those substantially affecting financial and capital market interests, have been imposed upon the tenderer;
7. Certifies that the information contained herein is / is not8 a commercial secret.
_______________________Signature
Place of a seal
Address of the tenderer ____________________________________________________________________,phone (fax) numbers, e-mail address ____________________________________________________________________.Name and surname, position of the principal or authorised person of the tenderer_______________________________________________________________________________The tender shall be completed in printed letters and signed by the principal of the tenderer or authorized person (if signed by the Authorized person, the Application shall be accompanied by a power of attorney). If the tender is submitted by the association of persons, the tenderer shall indicate the person representing the association of persons in the procurement and the extent of each person's liability. All members of the association of persons must sign this information.
55 Underline the appropriate.6 6 Commission Regulation (EU) No 651/2014 of 17 June 2014 declaring certain categories of aid compatible with the
internal market in application of Articles 107 and 108 of the Treaty. The text of the regulation can be found here: http://eur-lex.europa.eu/legal-content/LV/TXT/?uri=CELEX%3A32014R0651.
77 Underline the appropriate. 88 Underline the appropriate.
ANNEX 3
Description of the tenderer's experience
N.b.o.Name, scope and job
description of the service
Name and address of the
commissioning authority
Name, surname and phone of the
commissioning authority's contact
person
Service period (year, month)
Tenderer
Name, surname, position of the principal of the tenderer
Signature of the principal of the tenderer
Place of a seal
ANNEX 4
TECHNICAL OFFER
N.b.o.
Requirements of the Technical Specification
Technical offer (to be completed by the tenderer)
1. 1. PROCUREMENT SUBJECT
Creation and realization of the “Latvia100” tourism marketing campaign in Estonia (hereinafter referred to as the “Campaign”).
2. VENUE, PERIOD AND LANGUAGE OF THE CAMPAIGN
2.1. The Campaign must be carried out in Estonian language (except for the case specified in Paragraph 2.2 hereby) in Estonia from 1 to 18 November 2018 (hereinafter - Technical Specification).
2.2. In case Latvian community, who do not speak Estonian, is engaged in the production of audio advertising materials, the language used in audio advertising text may be in English.
3. CAMPAIGN OBJECTIVES
3.1. The objectives of the Campaign will be:3.1.1. To inform the target Estonian audience
about “ Latvia100” major celebration events and create a festive atmosphere in Estonia;
3.1.2. To invite Estonian community to enjoy the festive atmosphere and visit the celebration culmination events of "Latvia100" and other tourism objects and activities in Latvia, thus encouraging the target audience to spend their autumn and winter holidays in Latvia, and to promote longer and repeated trips to Latvia
after the grand celebration;3.1.3. To advertise the tourism portal of
Latvia http://www.latvia.travel/lt, route planner http://www.latvia.travel/trip-planner/#/language and the official Latvian tourism account @EnjoyLatvia on the social network Instagram.
4. CAMPAIGN TARGET AUDIENCE
4.1. The target audience of the Campaign is Estonian-speaking community based in Estonia, who have already been to Latvia and are looking for something new or unseen; both travellers in groups or individuals, families or friends, travelling on own vehicles or by public transport.
4.2. Target audience segments to be reached by this campaign:
FAMILY FOLKS:
ProfileFamilies of stable income who wish to get away from heavy daily routine and offer themselves and their children sweet and memorable moments. Commonly, they are conformists from average families who dream of an easier life.
Every dayExhausted from the pressure of responsibility and anxiety; wishing to break away from dullness and “shut off” from the whole world.
ConsistencyWould rather go on a trip which is planned and based on recommendations and options available; likely to repeat the same trip over again.
SafetyWorrying about the safety and convenience of their children, therefore simple and reliable options are preferred
Spending patternUsually prefer to spend on safe and popularly favoured items, choose well-known brands.
BrandsGillette, Ford, Heineken
Travel PreferencesLooking for staying in major brand hotels, discount sales, commonplace tourist attractions and restaurants recommended by TripAdvisor.
THE AMBITIOUS
ProfileEducated middle-aged people sticking to their life values, People seeking in life a balance between novelty and traditional values; conscientious citizens with an emphasis on traditions and discipline.
Well-educatedAlways being aware of latest trends; interested in politics, health and environment issues, which often determine their choice in life.
DemandingBeing aware of their rights, thus, will never allow themselves to get less for the money spent.
CommunityUsually prefer their own community, therefore would likely buy local products
and engage in charity
Spending patternPicky and demanding high quality; high regard for service and reputation.
BrandsAmericans Express, Nestle, BBC
Travel Preferences- Museums and exhibitions;- Sightseeing of cultural-historical
places;- Pre-arranged tours outside Riga;- Reliable values and brands.
5. RESOURCES FOR THE DEVELOPMENT AND IMPLEMENTATION OF THE CAMPAIGN
5.1. Communication tools/channels offered by the Investment and Development Agency of Latvia (hereinafter - LIAA) for reaching the audience:
- Home page: http://www.latvia.travel/lt- Route planner:
http://www.latvia.travel/trip-planner/#/language
- Facebook: https://www.facebook.com/AtklajLatviju/ un https://www.facebook.com/AtraskLatvija/
- Instagram: https://www.instagram.com/enjoylatvia/
5.2. Information about the celebrations of the centenary of the State of Latvia, festive program, events, etc.:
- https://lv100.lv/
5.3. Information on topical issues in the
tourism industry:- https://www.liveriga.com/lv/ - http://www.rigagauja.lv/lv/ - Etc. home pages of tourism associations,
planning regions and tourist information centres.
5.4. Materials to be used in visual deliverables of the Campaign:
- Logo and guidelines for "Latvia 100" (mandatory; password: one hundred): http://latvija100.identity.lv/starptautiska-versija/;
- "Magnetic Latvia” brand's style book and logo (mandatory): http://www.liaa.gov.lv/files/liaa/content/Turisms/Dokumenti/magnetic-latvia-logo.7z;
- LIAA logo (mandatory): http://www.liaa.gov.lv/lv/par-liaa/logotips/liaa-logo;
- The logo of the European Regional Development Fund (hereinafter - the ERDF) in English (mandatory): http: //www.liaa.gov.lv/en/content/erdf-logo;
- LIAA Tourism Department photo bank (mandatory): https://www.flickr.com/gp/latviatravel/45c0h1;
- LIAA Tourism Department video (optional): https://vimeo.com/user3494547.
6. TASKS
6.1. The Contractor shall draft the Campaign plan by 22 October 2018, subject to the following conditions:
6.1.1. The Campaign plan must describe how the Campaign objectives (paragraph 3 of the Technical Specification) and target audiences (paragraph 4 of the Technical Specification) will be reached and explain what key messages (content of the advertising and publicity materials) will be selected for each of the target audience segments specified
in paragraph 4 of the Technical Specification;
6.1.2. The Campaign plan must contain a section of the media plan that outlines how the Campaign is going to be carried out by indicating: time (specific start and end dates of
the activity; and hours in the case of radio media);
the media in which the Campaign activities will be organized and why the particular media is chosen;
what target audience will be reached in the selected media;
list of activities, form and format.
6.1.3. The Campaign plan must indicate the following preliminary quantitative results of the Campaign considering the solutions referred to in sub-paragraphs 6.1.1 to 6.1.2 and the publicity activities referred to in sub-paragraph 6.1.4:
6.1.3.1. The number of media which will publish the message in the press release (see sub-paragraph 6.1.4.1);
6.1.3.2. For publications in printed media (see sub-paragraphs 6.1.4.1-6.1.4.2 and 6.1.4.4) - the circulation of the particular printed media and number of readers;
6.1.3.3. For advertisements and publications in digital media (see sub-paragraph 6.1.4.2, sub-paragraph 6.1.4.4 (if the relevant medium has been selected for the competition) and sub-paragraph 6.1.4.5):
the audience to be reached (reach); impressions; costs per unit of the achieved result
(cost per result); unique page views; average length of stay on the page; bounce rate - the number of visitors
leaving the page without continuing to
view other pages.
6.1.3.4. For the quiz (sub-paragraph 6.1.4.4) - the total number of participants in the quiz;
6.1.3.5. For audio advertisements (see sub-paragraph 6.1.4.3 and sub-paragraph 6.1.4.4 (if the relevant media has been selected for the quiz broadcasting) - the number of audiences for each individual advertisement.
6.1.4. The Campaign plan will include the following publicity activities:
6.1.4.1. Preparation and dissemination of at least 1 (one) press release (including photographs referred to in sub-paragraph 6.2.6) to at least 7 (seven) recipients - to Estonian news agencies and the corresponding Estonian media for reaching the objectives of the Campaign (see paragraph 3 of the Technical Specification) and the target audience (see paragraph 4 of the Technical Specification);
6.1.4.2. Content marketing (within the Campaign there must be created at least 5 (five) articles, each containing not less than 500 characters) in the Estonian media, which for the purpose of the objectives of the Campaign and the target audience must be carried out in:
6.1.4.2.1. At least 1 (one) printed newspaper, its online homepage and social network Facebook page as well as mobile application, if available;
6.1.4.2.2. At least 2 (two) online news portals, their social network Facebook pages and mobile application, if available;
6.1.4.2.3. Printed versions of at least 2 (two) life-style magazines, their online home pages and social network Facebook pages, as well as mobile applications, if available.
6.1.4.3. At least 2 (two) different 30-second advertising clips in English or
Estonian language about Latvia’s centenary and tourism, featuring well-known in Estonia popular Latvians or personalities who are selected considering the interests of the target audience and the objectives of the Campaign (see paragraph 3 of the Technical Specification) and the target audience (see paragraph 4 of the Technical Specification). The said advertising clips must be broadcast at least 10 times overall in at least 2 (two) Estonian media that may reach the objectives of the Campaign (see paragraph 3 of the Technical Specification) and the target audience (see paragraph 4 of the Technical Specification) in the Estonian Radio from 1 to 18 November 2018 at prime broadcasting times;
6.1.4.4. At least 2 (two) quiz series in at least 2 (two) Estonian media about the topic on Latvia’s centenary and tourism, where the contestants are awarded prizes funded, organized and approved by the commissioning authority (prize fund in total is at least 400.00 EUR) (for example, tickets for a concert in Latvia, an exhibition, activity, gift cards in Latvian restaurants or popular tourist attractions in Latvia, etc.). The Estonian media must be selected in view of the objectives of the Campaign (see paragraph 3 of the Technical Specification) and the target audience (see paragraph 4 of the Technical Specification): free choice of media type - printed, digital, radio or other media;
6.1.4.5. Digital advertising (banners) and Digital advertising (banners) and social networking ads running from 1 to 18 November 2018 in the following media channels Postimees.ee, Delfi.ee, Ohtuleht.ee,
Facebook, Instagram.
6.2. Based on the Campaign plan submitted by the Contractor and coordinated with the Commissioning authority, the Contractor will by 29 October 2018 develop the Campaign's visual and audio advertising materials and publications, subject to the following conditions:
6.2.1. materials will have a visually uniform style;
6.2.2. Language: Estonian (save for radio advertisements referred to in sub-paragraph 6.1.4.3);
6.2.3. They will comply with generally accepted SEO (search engine optimization) standards;
6.2.4. The materials will be supplemented with photos and/or links (hyperlinks) on the sections of the home pages of the http://www.latvia.travel/lt and/or @EnjoyLatvia Instagram account https://www.instagram.com/enjoylatvia/, which will allow the user to learn more about the topic;
6.2.5. The materials will be structured according to the “social-first” principle (one message contains all the basic information on the particular topic in such a way that the essence of each message is understandable also without navigation to external links);
6.2.6. In materials to be published the contractor must use pictures, which reflect the content of the publication. They must be collected from the commissioning authority’s photo bank https://www.flickr.com/gp/latviatravel/45c0h1. However, if these pictures are not available in the photo bank, they might be provided by the commissioning authority from a different source, if so requested by the contractor or suggested by the commissioning authority;
6.2.7. The content of publications and audio advertising materials will be structured
in a plain, easy-to-understand language and style, reflecting Latvian tourism objects in an attractive and enjoyable way and inviting readers to visit them in person;
6.2.8. The topics of the publications should not be too narrow. Each message will be meaningful, preferably surprising. Before publishing the message, the author must conduct a thorough study of the relevant topic.
6.2.9. In each publication and visual advertising material the Contractor will include the materials to be used in the visual deliverable of the Campaign referred to in Paragraph 5.4. In the case of audio advertising material the Contractor will post the following text in Estonian at the end of the advertisement on the website of the radio: “This publicity has been presented in cooperation with the Investment and Development Agency of Latvia”.
6.3. The contractor will carry out media monitoring throughout the course of the Campaign by presenting the deliverables referred to in subparagraphs 9.3.2 – 9.3.7 and will keep the commissioning authority informed of any message being published in media in regard to the press release referred to in sub-paragraph 6.1.4.1.
7. GENERAL REQUIREMENTS FOR TASK PERFORMANCE
7.1. During performance of tasks specified in the Technical Specification, the exchange of information, coordination of tasks and transfer of deliverables will be carried out electronically via parties’ contact e-mails.
7.2. The Contractor will provide and cover all organizational and technical expenses related to creation and implementation of the Campaign at a high technical and organizational level.
7.3. In any correspondence the contractor will provide a reference to the commissioning authority (LIAA), the European Regional Development Fund (ERDF) and the brand name Magnetic Latvia. All materials distributed and presented must be arranged in accordance with the Publicity Guidelines of the Programming Period 2014-2020 of Magnetic Latvia and European Union funds for beneficiaries of European Union funds.
7.4. The Contractor will submit to the commissioning authority the deliverables in accordance with paragraph 9 of the Technical Specification.
8. APPROVAL PROCEDURE OF DELIVERABLE MATERIALS
8.1. The Contractor will prepare the Campaign plan within the terms and pursuant to conditions specified in the Contract in accordance with the requirements of section 6 of the Technical Specification and will submit the Campaign plan to the Commissioning authority for approval to the commissioning authority’s e-mail.
8.2. The Contractor will make the Campaign’s visual and audio advertising materials and publications within the terms and conditions specified in the Contract in accordance with the requirements of section 6 of the Technical Specification and submit to the Commissioning authority for approval, subject to the following provisions:
8.2.1. After getting a prior consent from the commissioning authority, press releases and pre-selected photos (Sub-paragraph 6.1.4.1) - Word, pdf. or jpg. format, will be either sent via e-mail to the commissioning authority or will be placed in the file exchange platform
available on the internet (for example, WeTransfe.com, Failiem.lv, etc.);
8.2.2. After getting a prior consent from the commissioning authority, the publications of the Campaign (see sub-paragraph 6.1.4.2) in Word, pdf. or jpg. Format, will be either sent via e-mail to the commissioning authority or will be placed in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.);
8.2.3. After getting a prior consent from the commissioning authority, the audio advertising materials of the Campaign (sub-paragraph 6.1.4.3) in mp3 or mp4 format , will be either sent via e-mail to the commissioning authority or will be placed in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.);
8.2.4. After getting a prior consent from the commissioning authority, the description of the concept of the Campaign quiz and prize (sub-paragraph 6.1.4.4) in Word, pdf. or jpg. Format will be either sent via e-mail to the commissioning authority or will be placed in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.);
8.2.5. After getting a prior consent from the commissioning authority, the visual advertising materials of the Campaign (sub-paragraph 6.1.4.5) in .jpg, .gif. or .pdf format will be either sent via e-mail to the commissioning authority or will be placed in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.);
8.3. The Commissioning authority shall approve the materials developed by the Contractor in accordance with the procedure and within the time limits specified in the contract.
8.4. The Contractor will publish only those
publications, visual and audio advertising materials that are previously agreed upon by the Commissioning authority.
9. DELIVERABLES
The contractor undertakes to present the following deliverables to the commissioning authority:
9.1. The Campaign plan created in accordance with the requirements of Section 6 of the Technical specification and approved by the commissioning authority.
9.2. The Campaign visual and audio advertising materials and publications developed and harmonised with the Commissioning authority in accordance with the requirements of Section 6 of the Technical specification.
9.3. The following proofs regarding the course of the Campaign:
9.3.1. e-mails confirming dissemination of the press release referred to in sub-paragraph 6.1.4 within 3 (three) working days after the press release have been sent;
9.3.2. After the posting of each publication in digital media the Contractor shall within 3 (three) working days send the hyperlink to the publication and a screenshot of the posted publication to the commissioning authority’s e-mail;
9.3.3. After the publishing of each publication in printed media the Contractor shall within 3 (three) working days send the publications electronically to the commissioning authority's e-mail in jpg. (photography) or pdf. (scanned document) format, or shall place it in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.), this being first agreed upon with the commissioning authority;
9.3.4. After placing each publication of content marketing (see sub-paragraph 6.1.4.2) the contractor shall within 3 (three) working days send the publications electronically to the commissioning authority e-mail in jpg. (photography), hyperlink, screenshot or pdf. Format, or shall place it in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.), this being first agreed upon with the commissioning authority;
9.3.5. After placing each of the audio advertising materials (sub-paragraph 6.1.4.3) the Contractor shall within 3 (three) working days send the advertisements electronically to the commissioning authority’s e-mail in mp3 or mp4 format or shall place it in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.), this being first agreed upon with the commissioning authority;
9.3.6. After the publicity publication about the quiz in the mass media (see sub-paragraph 6.1.4.4) the Contractor shall within 3 (three) working days send the publication electronically to the commissioning authority’s e-mail in jpg., gif., hyperlink, screenshot, pdf, mp3 or in mp4 format or shall place it in the file exchange platform available on the internet (for example, WeTransfe.com, Failiem.lv, etc.), this being first agreed upon with the commissioning authority;
9.3.7. After the posting of each advertisement in digital media (see sub-paragraph 6.1.4.5) the Contractor shall within 3 (three) working days send the advertisement electronically to the commissioning authority’s e-mail in jpg., hyperlink, screenshot or pdf. format or shall place it in the file exchange platform available on the internet (for example,
WeTransfe.com, Failiem.lv, etc.). this being first agreed upon with the commissioning authority.
9.4. A report on the Campaign performance indicators, subject to the following conditions:
9.4.1. The report will be done either in Latvian or English language;
9.4.2. The Campaign performance indicators report will include:
9.4.2.1. The number of media which have published the message included in the press release (Sub-paragraph 6.1.4.1);
9.4.2.2. The circulation and number of readers of a particular edition for publications in the printed media (see sub-paragraphs 6.1.4.1-6.1.4.2 and 6.1.4.4);
9.4.2.3. Reached audience (reach); impressions; cost per unit of achieved result (cost per result); unique page views; average length of stay on the page; bounce rate - the number of visitors leaving the page without continuing to view other pages: for advertisements and publications in digital media (see sub-paragraph 6.1.4.2, sub-paragraph 6.1.4.4 (if the relevant medium has been selected for the competition) and sub-paragraph 6.1.4.5);
9.4.2.4. the total number of participants in the quiz (see sub-paragraph 6.1.4.4);
9.4.2.5. The number of listeners for audio advertisements (see sub-paragraph 6.1.4.3 and Sub-paragraph 6.1.4.4 (if the relevant media has been selected for the competition).
9.4.3. The contractor will submit the report for the Campaign period from 01 to 09 November 2018 by 14 November 2018;
9.4.4. The contractor will submit the report for the Campaign period from 10 to
18 November 2018 by 21 November 2018.
The tenderer has to describe how each of the requirements of the Technical Specification will be carried out.
Tenderer
Name, surname, position of the principal of the tenderer
Signature of the principal of the tenderer
Place of a seal
ANNEX 5
FINANCIAL OFFER
N.b.o. The service to be provided Total contractual price
(EUR (without VAT))
1. Organisation of the “Latvia 100” tourism marketing campaign in Estonia
VAT (EUR)
Total contractual price with VAT (EUR)
Tenderer
Name, surname, position of the Head of the tenderer
Signature of the Head of the tenderer
Place of a seal
ANNEX 6
LIST OF HIRED SUBCONTRACTORS FOR SERVICES, THE VALUE OF WHICH IS AT LEAST 10 PERCENT OF THE TOTAL VALUE OF CONTRACT
N.b.o. Name, registration number, legal address
of the attracted subcontractor (for a
natural person - name, surname, registration
number of the economic operator)
Contact information of
the attracted subcontractor
Amount of services
provided by the attracted
subcontractor (in percent)
Description of services provided by the attracted subcontractor
1.
Tenderer
Name, surname, position of the principal of the tenderer
Signature of the Head of the tenderer
