The Cormac Trust Raising Awareness of Sudden Cardia Arrest
Professional Video Production Services Tender
Terms of Reference
22/08/2018
Professional Video Production Services Tender August 2018
Contents
Background to The Cormac Trust ...... 3 Introduction ...... 3 Charitable Objects ...... 3 Formal Launch of The Cormac Trust ...... 3 The Cormac Trust Logo ...... 4 Croí na Féile ...... 4 Key Requirement ...... 5 Specific Outputs ...... 5 5-7 minute overarching promotional and awareness raising video ...... 5 9 x 1 minute Videos/ Vignettes ...... 6 A Heart of Gold: The Life and Legacy of Cormac McAnallen ...... 6 Additional ...... 7 Tender Format ...... 7 Required Experience, Skills and Knowledge ...... 8 Qualifying Terms ...... 8 Fee and Timescale ...... 8 Submission of Tender Document ...... 9 Tender Assessment Criteria ...... 9 Key Terms and Conditions ...... 10
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Professional Video Production Services Tender August 2018
Background to The Cormac Trust
Introduction
The Cormac Trust was set up after the sudden death of Cormac McAnallen in the morning of the 2nd March 2004.
Cormac’s death came as a shock to people not only in his local area, but also to people all over Ulster and Ireland, as he was a well-known sportsman of exceptional fitness and of ostensibly perfect health.
It was largely due to the death of Cormac, Irish youth rugby international John McCall and other subsequent cases that the Irish public became aware of the issue of sudden cardiac death among young people.
From the time of Cormac’s death the McAnallen family was keen to direct public attention to these cardiac conditions that cause such sudden deaths. Hence the family, with the assistance of the Tyrone County Board of the GAA, set up the Cormac Trust.
Charitable Objects
The following are its four objectives:
• To raise awareness of sudden cardiac deaths in young people, and its causes;
• To promote cardiac screening for young people, especially for athletes;
• To provide education and information to raise awareness at government level and among other authorities as to the value of providing facilities for the screening of young people;
• To provide automated external defibrillators (AEDs) for sports clubs in the local region, for the use of the entire local community, and to train people in Cardiopulmonary Resuscitation (CPR) and the use of defibrillators.
Initial publicity for the Cormac Trust was generated by events in Croke Park and Belfast in December 2004, attended by various personalities, including sports-stars Peter Canavan, Brian O’Driscoll, Jeremy Davidson, Brian Kerr and Chris Morgan, as well as Liam Mulvihill (Ardstiúrthóir CLG).
Formal Launch of The Cormac Trust
The formal launch of the Trust took place at the Heart of Gold banquet, held in the Armagh City Hotel in February 2005. £121,000 was raised for the Trust at this event, through an auction of various items, including a portrait of Cormac by Niall Laird of Lairdesign, which was bought by the GAA for £21,000.
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Professional Video Production Services Tender August 2018
The Cormac Trust Logo
The Cormac Trust logo, consists of a silhouette figure holding a ball, against a backdrop of green fields, shrubbery and hills. The silhouette figure is based on Cormac’s body-shape. On one hand this portrays how sudden cardiac death can suddenly remove an apparently fit person from this world, and also signifies how the Trust adopts Cormac’s name as a means to illustrate that such deaths have happened and could happen to many other young people in different situations. The green background represents the type of rural environment in Tyrone in which Cormac grew up, while the sports goalposts also in the background indicate how the Trust makes provision for the prevention of sudden cardiac death across a range of sports, from Gaelic games to rugby to soccer, and other sports too.
Croí na Féile
The phrase “Croí na Féile” in the main logo reflects Cormac’s interest in Gaelic culture and his own personal spirit – it translates as “the Heart or Soul of Generosity or Hospitality”. This is also relevant as the motto of the Trust as it has been actively providing lifesaving equipment and training for communities which might not otherwise have the means to provide them.
Since early 2005, the Cormac Trust has provided 54 AEDs for sports clubs and trained 350 people in their use and in CPR resuscitation. The intention is that everybody is within five minutes of a defibrillator in the event of a cardiac emergency.
These actions have been made possible due to the hard work of members of the Cormac Trust committee; many clubs, groups and individuals who have raised funds; and generous benefactors from near and far, young and old.
Fundraising events for the Cormac Trust have taken many forms, including musical nights, sponsored walks, marathon-runs, house-decorating, golf-outings, quizzes and sports tournaments.
The Cormac Trust was established on 21st March 2005 on foot of a Declaration of Trust.
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Professional Video Production Services Tender August 2018
Key Requirement
The Cormac Trust requires an experienced and creative video production company to help us to develop and deliver effective, compelling and professional video content, to help us achieve our objectives and to engage with our service users, the community, voluntary, statutory and private sectors, as well current and potential supporters, funders and the general public.
Specific Outputs
5-7 minute overarching promotional and awareness raising video
5-7 -Overarching promotional and awareness raising video which sets out briefly the background and work of the Trust and what its plans are moving forward. The Cormac Trust has story- boarded what it envisages to be the key messages it wishes to see presented within the video which it anticipates will be no longer than 5-7 minutes in total. Please see the image below for the key headings.
The Cormac Trust has developed the story-board along with the interview schedule, key messaging requirements and proposed presentation ideas. We require an experienced video production company to help us craft this into a compelling, dynamic and engaging video with clear calls to action.
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Professional Video Production Services Tender August 2018
9 x 1 minute Videos/ Vignettes
Through the process of capturing the necessary video coverage that will allow the development of the 5 to 7 minute video above, we wish for the content acquired to enable the creation of a series of shorter but topic specific videos which will elaborate on the content covered in the 5 to 7 minute video. At this time, we envisage the following key short videos, each of which will last approximately 1 to 1 ½ minutes:
1. SADS: A Quick Overview x 1 (Elaboration of Point 2 in the image above) 2. Bereaved by SADS: A Personal Reflection x 1 (Elaboration of individual inputs to Point 5 in the image above) 3. Diagnosed with SADS: A Personal Reflection x 1 (Elaboration of individual inputs to Point 5 in the image above) 4. Survivors Story x 1 (Elaboration of individual inputs to Point 5 in the image above) 5. First Responder Story x 1 (Elaboration of individual inputs to Point 5 in the image above) 6. Screening Recipient x 1 (Elaboration of individual inputs to Point 5 in the image above) 7. Medical Research Grant recipient (Elaboration of individual inputs to Point 5 in the image above) x 1 8. SADS: Help and Support Available (Elaboration of Point 2 in the image above) x 1 9. Needs and opportunities moving forward – Research, policy and practice x 1 (Linked to 6 & 7 above)
The 9 specific short videos above will account for no more than 9 to 13 ½ minutes in total. We anticipate the appointed video production company recording these pieces in close collaboration with The Cormac Trust. In order to reduce the need for travel and to increase the efficiency of the process, we will aim to cluster the interviews at a suitable and central point.
5 -7 minute A Heart of Gold: The Life and Legacy of Cormac McAnallen
This particular output of circa 5-7 minutes is specifically focused on telling the story of Cormac’s life, interests and passion and the impact he made in life and through his sudden death. This video will capture the spirit and essence of Cormac and convey how the condition of SADS respects non-one regardless their background. It will present the determination and commitment of Cormac’s family, friends and colleagues to harness the shock, impact and good will at the time of Cormac’s death to turn this hugely personal tragedy into something positive, powerful and hope-giving. In fulfilling this brief, it is important to emphasis that The Cormac Trust has a large archive of still image and video footage which it is intended will be used within the respective video outputs. This archive will be made available to the appointed company.
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Professional Video Production Services Tender August 2018
Additional
The videos must be effective, compelling and professional, able to capture the attention of the respective audiences, stimulate their interest, activate a desire to get involved and make clear calls to action. The videos will be able to be applied across a range of platforms by The Cormac Trust, e.g. traditional presentations, workshops, training events, website and social media, etc.
Tender Format
Please follow the following structure when returning your tender proposal:
1. Name 2. Business Name 3. Business Address 4. Capability statement 5. Understanding of the brief 6. Proposed methodology/ approach 7. Key risks/ challenges in fulfilling the assignment and proposed mitigation measures 8. Personnel who will work on the assignment, setting out relevant experience and qualifications 9. Detailed budget breakdown to include hours/ days and cost per hour, including VAT. 10. Previous work examples pertinent to this assignment – please include links to appropriate video content. 11. Evidence of professional insurances (public, employee and product/ service) 12. Details of two Referees from two separate and unrelated institutions who can attest to your organisations work on similar assignments.
The delivery of this brief must be completed and signed-off by no later than 30th November 2018.
• Completed tenders must be returned by email by no later than 5.00pm on Friday 7th September 2018 to [email protected]. • Tender documents must not exceed 8 A4 pages (excluding copies of public, employee and professional liability insurance certificates).
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Professional Video Production Services Tender August 2018
• All questions must be directed via email to [email protected]. On receipt of questions, all questions and responses will be posted to The Cormac Trust website - http://www.thecormactrust.com/. It is the sole responsibility of interested parties to keep themselves aware of the questions and the clarification given. Questions for clarification will be not be accepted after 4.00pm on Wednesday 5th September 2018. • Clearly state in the subject bar of your email with your tender proposal attached - ‘Professional Video Production Services Tender’.
Required Experience, Skills and Knowledge
• Producing, editing and developing professional video output. • Ability to work in close and positive liaison with the client. • Guide and advise the client on the production and editing/ formatting of the videos in accordance with professional best practice whilst taking full cognisance of the needs of the charity and the sensitivity of the subject matter. • Provision of voice-over service, asappropriate.
Qualifying Terms
• Company/ consultant must have proven and relevant experience in undertaking similar services preferably within the context of the not-for-profit/ charitable/ health and well- being sectors within Northern Ireland. Full contact details for two referees who can attest to your organisations ability to undertake similar pieces of work must be provided in full i.e. name, position, organisation, email address, telephone number and mobile number. • Personnel appointed to conduct the services must individually have a minimum of 3 years’ experience in carrying out similar work; • Hold the necessary levels of public, employee and professional liability insurance; • Be prepared to liaise and communicate with The Cormac Trust Steering Group on an ongoing basis; • Ability to deliver the services to quality, time and budget standards.
Fee and Timescale
Interested organisations are asked to provide a detailed cost breakdown within their tender proposal. Each video output should be costed separately, with the number of hours/ days allocated against each and the associated cost. The number of hours in the proposed work day should be clearly set-out in order to allow a like for like comparison. Interested organisations must complete and insert the table below within the body of their tender submission.
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Professional Video Production Services Tender August 2018
Number of hours in professional work day
Output Number of days Cost per day Output Cost Output Cost (exclusive of VAT) (Inclusive of VAT) 5 to 7 minute - Overarching Promotional and Awareness Raising Video
9 x 1 to 1 ½ minute Videos/ Vignettes A Heart of Gold: The Life and Legacy of Cormac McAnallen (circa 10 minutes) Total Output Cost
Please indicate your prices without and with VAT. Please also set-out clearly any additional costs you anticipate being associated with this assignment. A full timetable of work will be developed with the successful tendering organisation and final agreement of a payment schedule will be based upon this. Your tender must be held valid for ninety (90) days from the deadline for receipt of the tender.
Submission of Tender Document
Tenders must be returned by email to [email protected] by 5.00pm on Friday 7th September. Late tenders will not be entertained. Shortlisted tendering organisations will be invited to make a short presentation to the Project Steering Group.
Tender Assessment Criteria
Relative weighting of assessment criteria for evaluation tender submissions:
o Previous Experience 25%
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Professional Video Production Services Tender August 2018
o Proposed methodology meets brief 25% o Value for money 50%
Key Terms and Conditions
In submitting a Response to this Tender Brief it will be implied that you accept all the provisions of this Tender Brief including these conditions.
• Your Tender Brief is submitted on the basis that you consent to: o the Customer Organisation carrying out all necessary actions to verify the information that you have provided; o the analysis of your Responses (in full or part) being undertaken by a third party commissioned by the Customer Organisation for such purposes; and o the Customer Organisation requesting further information from you as part of this verification process or to clarify any elements of your Response that are not clear. The Customer Organisation reserves the right to issue the response to any query raised by you to all Tendering Organisations unless you expressly require it to be kept confidential at the time the query is raised. If the Customer Organisation considers the contents of the query not to be confidential, it will inform you and you will have the opportunity to withdraw the query. • The information contained in this Tender Brief and in any related written or oral communication is believed to be correct at the time of issue, but the Customer Organisation will not accept any liability for its accuracy, adequacy or completeness and no warranty is given as such. This exclusion does not extend to any fraudulent misrepresentation made by or on behalf of the Customer Organisation. • By issuing this Tender Brief, the Customer Organisation is not bound in any way to enter into any contractual or other arrangement with you or any other party. • It is intended that the remainder of this procurement will take place in accordance with the provisions of this Tender Brief, but the Customer Organisation reserves the right to terminate, amend or vary the procurement process by notice to all tendering organisations in writing. The Customer Organisation will accept no liability for any losses caused to you as a result of this. • You will not be entitled to claim from the Customer Organisation any cost or expenses that you may incur in preparing your Response. • All information supplied to you by the Customer Organisation, either in writing or orally, must be treated in confidence and not disclosed to any third party (save to your professional advisers) unless the information is already in the public domain.
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Professional Video Production Services Tender August 2018
• Any attempt by you or your appointed advisers to inappropriately influence the contract award process in any way will result in your Response being disqualified. Any direct or indirect canvassing by you or your appointed advisers in relation to this procurement or any attempt to obtain information from any of the employees or agents of the Customer Organisation concerning another tendering organisation may result in disqualification at the discretion of the Customer Organisation. • It is your responsibility to ensure that any consortium member, sub-contractor and adviser abides by these conditions. • It is the tenderer’s responsibility to ensure that adequate resources are included for in the tender as no claim for additional payment will be entertained once a contract has been formally entered into. • Any direct or indirect interest in or connection with the organisation should be declared, as well as a clear indication as to how the organisation submitting the Tender Brief proposes to mitigate the effects of same. • Before submitting a Tender Brief, organisations should seek to clarify any points of doubt or difficulty through the clarification question process. • This Tender Brief, and all accompanying documents shall remain the property of The Cormac Trust and the contents shall remain confidential. • Copyright - all materials, video footage and related outputs produced by the appointed video production team shall become the copyright of The Cormac Trust. All information and data relating thereto shall belong to and be the absolute property of The Cormac Trust.
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Professional Video Production Services Tender August 2018
Completed tenders must be returned by email by no later than 5.00pm on Friday 7th September 2018 to [email protected].
The Cormac Trust
C/O 61 Main St Benburb Dungannon County Tyrone BT71 7LG Tel: 028 3754 7721 (From ROI: 048 3754 7721)
http://www.thecormactrust.com/
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