Invitation to tender for framework agreement to produce Graphic Design for Brecon Beacons National Park Authority.Framework covers November 2014 to October 2017.

ContentsIntroducing the tender..............................................................................................................3

Submitting your application....................................................................................................3Questions and help with your application..........................................................................3

Invitation to Suppliers Q and A – 11.00 Monday 20 October.......................................3

Other ways of asking questions.....................................................................................3

The Tender........................................................................................................................................4

Introducing the Brecon Beacons National Park Authority.............................................4

Duration..........................................................................................................................................4

Pricing.............................................................................................................................................4

Lotting.............................................................................................................................................5

Sub-Contracting...........................................................................................................................5

How the framework will be used...........................................................................................5

Application form to tender for framework agreement to produce Graphic Design for Brecon Beacons National Park Authority......................................................6

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Introducing the tenderUntil recently the Brecon Beacons National Park Authority had an in-house designer who oversaw the graphic design needs and image requests of the organisation. Unfortunately recent budget cuts resulted in the loss of the graphic designer post and graphic design work will now be sourced through a framework agreement with design companies.

This is the first such tender the National Park Authority will award and initially it will be for a three year period. We hope to find up to five companies who will offer competitive rates for specified design work over the life of the contract. Successful companies will be given access to the National Park Authority’s graphic design assets, brand guidelines and image library (solely for use for the Authority work) and will be expected to follow these while working to the brief provided by the officer requesting the piece of work.

Submitting your application. Please complete the application form at the bottom of this page and return it by email to joanna.maurice@beacons-npa.gov.uk – if you are sending pdf attachments please label them carefully. It would be helpful to also send a couple of print examples by post if you wish to tender to produce print.

By post to: Joanna MauriceCommunications ManagerBrecon Beacons National Park AuthorityPlas y FfynnonCambrian WayBrecon LD3 7HP

To be considered your application must be received by 09.00 on Tuesday 4 November 2014.

Questions and help with your application

Invitation to Suppliers Q and A – 11.00 Monday 20 October As this is the first tender of its kind we have arranged a Q&A session to enable suppliers wishing to tender to ask any questions they may have about what is required for the application or the framework itself. The session will be from 11.00 – 12.30 on Monday October 2014 at the National Park headquarters in Brecon. If you wish to attend this session please contact Jo Maurice by email – joanna.maurice@beacons-npa.gov.uk or phone 01874 620406 to book a place.

Other ways of asking questionsShould you not be able to attend the seminar you can send your questions to Jo Maurice by email to joanna.maurice@beacons-npa.gov.uk or phone 01874620406. Pertinent questions will be shared with other interested suppliers.

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The TenderIntroducing the Brecon Beacons National Park AuthorityOne of the three Welsh National Parks - Brecon Beacons National Park Authority was set up with two purposes: to conserve and enhance the natural beauty, wildlife and cultural heritage of the National Park and to promote opportunities for public enjoyment and understanding of the special qualities of the National Park. We also have a Statutory Duty to foster the economic and social well-being of communities living within the National Park

The National Park Authority has responsibility for Planning and for Rights of Way within the geographical boundaries of the National Park, there are nine local Authorities with land in the National Park which have responsibilities for the other services provided to communities across the Park.

The National Park Authority delivers our duties through work in conservation, sustainable tourism, education, visitor services and information and interpretation. The National Park Authority works with partners to run three Tourist Information Centres and has sole responsibility for the National Park Visitor Centre and Craig-y-Nos Country Park.

We promote the work of the Authority through adverts, brochures and flyers as well as at events, we also produce posters advertising activities and sometimes those of our partners. The Authority also produces a number corporate reports and forms. The total annual spend on design will vary but is unlikely to be more than £17K (per year across the whole framework) although some projects in the Authority have separate print budgets. In some years it may be less since the National Park Authority is subject to the budget cuts across local government.

DurationThe framework will begin in November 2014 and will run for three years from the date of the contract.

There will be a midterm review of the framework to ensure that its practises are working effectively but it is not intended to allow new suppliers to join the framework until the end of the three year period.

PricingThe application form includes a table asking you to quote for various aspects of work which could be available from the Authority:

The quotes you give in the table below will stand for the life of the framework – which is 3 years. Designers and design companies are invited to quote for

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the items they wish to bid for work on – please offer quotes for those items and if you wish you may leave others blank.

There is also a table to offer some costing relating to activities you might have to undertake in relation to a particular design project for which you have not given a quote in the original list. Designers and design companies are invited to quote on activities they are interested in bidding for.

All these costings are intended to ensure that you receive a fair price for a job and that the National Park Authority can predict what work will cost. The National Park Authority standard is to pay uncontested invoices within 30 days of receipt.

We would like to receive all design work to be received as both PDFs and Jpegs unless otherwise stated, should printing be involved you may be asked to quote separately for print costs.

LottingWe do not currently plan to use lotting for this framework but it may depend on what quotes we receive.

Sub-ContractingYou can sub-contract elements of work you have tendered within the framework agreement. Should you choose to sub-contract you will be responsible for payment of invoices to your sub-contractors and of course for their performance in delivering to all the standards we have agreed with you as the supplier.

How the framework will be usedOfficers from the Brecon Beacons National Park Authority using the framework to award work will:EITHER select one of the suppliers on the framework to send their project to and check the supplier can deliver it in the time frame it is required forOR email several suppliers and ask who can do the work in the time available (particularly if there is a tight deadline). The Officer may then choose to award the work to the cheapest respondent (based on original quotes) or if quotes are comparable, to the first reply they receive.

Mini competitionShould an officer have a project which does not fit any of the quotes they may offer suppliers within the framework the opportunity to quote separately for the project in question – this will be known as a mini competition. It is up to suppliers to decide whether to take part in a mini-competition. Should there be no or too few suppliers interested the officer may include other designers not in the framework (although we would expect this to be rare).

Thank you for taking the time to read the tender, we hope to hear from you soon.

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Application form to tender for framework agreement to produce Graphic Design for Brecon Beacons National Park Authority.The Framework will cover November 2014 to October 2017.

1. Contact name for your application:

2. Name of company:

3. Address of company:

Tel:

Email:

4. Please tell us about your company and why you should be part of the framework:

(Application form continues below)

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5. When completing the form below please provide: A quote on each piece of work you have decided to tender for (this quote

will hold for 3 years so please ensure you are happy with the amount you have proposed for each item).

An example of work you have previously designed for each piece of work where you are offering a quote.

Charges for individual items.Please provide a quote for the design work you are interested in bidding against – you can provide quotes for all or some of these items.

Total for finished artwork

deliveredless VAT Ex

ampl

e of

w

ork

Design (including at least 3 drafting/proofing stages + final draft/artwork - for each language if applicable) for bilingual events poster advertising activity

£

Design (including at least 3 drafting/proofing stages + final draft/artwork - for each language if applicable) for bilingual advert for activity or venue including images and text

£

Rework and/or resize an advert or poster to make smaller

£

Rework and/or resize an advert or poster to make larger

£

Changing text on an existing design (eg changing dates or venue) done by you

£

Changing text on an existing design (eg changing dates or venue) done by a different designer (probably the Authority’s previous designer)

£

Design including at least 3 drafting/proofing stages + final draft/artwork - for each language if applicable) of bilingual pop up display stand

£

Design of A4 corporate report up to 50 pages max including cover, contents page and layout with photos and graphs. Client will provide word document with finished text. This includes at least 5 drafting/proofing stages plus final draft/artiwork.

£

Design (including at least 3 drafting/proofing stages + final draft/artwork - for each language if applicable) of e-card (for example Christmas card)

£

Design (including at least 3 drafting/proofing stages + final draft/artwork - for each language if applicable) of invitation to event

£

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Costings related to activityIf you wish you can provide costs for individual activities which you are also prepared to undertake

Cost(excluding VAT)

Production of copy (inc Translation if applicable) please provide a rate per 1000 words.

£

Production of maps / illustrations – please provide a rate to produce these – either per map/illustration or by the hour/half day/day (if the latter please give an example roughly what you could produce for each time frame).

£

Supply of images (other than supplied by the National Park Authority).

£

Other design (including at least 3 drafting/proofing stages + final draft/artwork - for each language if applicable)Please give an hour rate, half day and day rate

£ /hour

£ /half day 3.5 hrs

£ /full day 7hrs

Further drafting/proofing stages following amendments required by client (per production of new draft or as a percentage of total bill?)

£ /draft

Or

£ % of total

Production of final artwork sent to appropriate destination

£

Delivery costs to Brecon Beacons National Park Headquarters if required– (if required to deliver elsewhere please quote for how you will charge (for eg mileage?)

£

Site visits and meetings with client as required (per meeting)

What is this cost for – hourly rate? Day rate?

If you will charge travel expenses please give mileage rate.

£

Additional project costs (please specify if there is anything else you would like to list)

£

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For example: CDs, memory sticks,

6. As a National Park Authority we are interested in working with suppliers who share our commitment to sustainable working:

6.1 What your company does to minimise waste, energy consumptions and to avoid adverse environmental impacts?

6.2Any good environmental practises you have and/or any awards such as green business awards?

6.3From what distances you source goods and services?

6.4Do you have an equality and diversity policy including how you treat the Welsh Language? If so please include or describe the policy briefly?

6.5Does your work have any impact on other people or your community?

6.6Successful tenders will be asked to provide satisfactory evidence of £2million public liability insurance and indemnify the Authority against any claims for Employers Liability – please state that you have such insurance and can so indemnify the Authority.

6. Please provide two referees, ideally these will be companies with which you will have had a similar working relationship to the one you are tendering for with us:

Referee 1 Referee 2Company: Company:Company Address

Company Address

Contact name Contact nameContact job title

Contact job title

Contact tel: Contact tel:Contact email: Contact email:

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Please return this form by 09.00 on Tuesday 4 November 2014 to joanna.maurice@beacons-npa.gov.uk – please label any attachments clearly, or by post to Joanna MauriceCommunications ManagerBrecon Beacons National Park AuthorityPlas y FfynnonCambrian WayBrecon LD3 7HP

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