Invitation to Tender Document

Annex 13

For the provision of the 2016 British Council Cambridge Associate Schools Awards Night, Accra

British Council

June 2016 Annex 13

Introduction

The British Council (or 'Council') whose offices are on the Liberia Road in Accra and Bank Road, Adum - Kumasi, invites offers for the British Council Cambridge Associate School Awards Night, Accra.

British Council background information

The British Council promotes, educational, cultural and technical co-operation between the UK and other countries. The Council's work is designed to establish long-term and world-wide partnerships and to improve international understanding.

The British Council was established by the Government in 1934. It was incorporated by Royal Charter in 1940 and granted a Supplemental Charter in 1993. The British Council is a registered charity (no. 209131).

The British Council has over 7,000 staff who are based in the UK and in 110 countries across the world including Ghana.

British Council has been changing and impacting lives in Ghana for over 70 years.

Our projects and programmes are currently active in almost 8 out of the 10 regions in Ghana.

Further information can be found at www.britishcouncil.org

Specific background information for tender

The British Council offers examinations services in around 95 countries and has been working closely with Cambridge International Examination (CIE) for a number of years. One of the British Council's prime responsibilities is the impartial administration and conduct of Cambridge examinations, ensuring that CIE regulations are upheld and examination integrity is constantly maintained. Currently, British Council has 36 Cambridge Associate Schools of which four (5) are based in Kumasi and the rest in Accra, which deliver the Cambridge examination programme in Ghana. Cambridge International Education is for 5–19 year olds and the programme is divided up into four stages: Cambridge Primary, Cambridge Secondary 1, Cambridge Secondary 2, and Cambridge Advanced. Annex 13

Conditions and contractual requirements The appointed supplier will be expected to travel to British Council offices in Accra as required, in the delivery of the services.

The contract awarded will be for a period of six months.

The appointed supplier will only process personal data accessed in performance of the services in accordance with the British Council ’s instructions and will not use such data for any other purpose. The contracted supplier will undertake to process any personal data on the British Council’s behalf in accordance with the relevant provisions of the Data Protection Act 1998 and ensure appropriate and legislative consent is acquired where necessary.

The British Council is committed to equality and to positive action to promote this. It believes that an Equal Opportunities Policy helps to ensure that there is no unjustified discrimination in the recruitment , retention, training and development of staff on the basis of gender including transgender, marital status, sexual identify, region and belief, political opinion, race, work pattern, age, disability or HIV/AIDS status, socio-economic background, spent convictions, trade union activity or membership, on the basis of having or not having dependents, or any other relevant grounds. The appointed supplier must agree to operate in accordance with these principles while undertaking work at or on behalf of the British Council.

The British Council is committed to open government and to meeting its legal responsibilities under the Freedom of Information Act 2000. Accordingly, all information submitted to a public authority may need to be disclosed by the public authority in response to a request under the Act. The British Council may also decide to include certain information in the publication scheme, which the British Council maintains under the Act.

If suppliers considers that any of the information included in their completed documentation is commercially sensitive, it should identify it and explain (in broad terms) what harm may result from disclosure if a request is received, and the time period applicable to that sensitivity.

The suppliers should be aware that, even where they have indicated that information is commercially sensitive, the British Council might be required to disclose it under the Act if a request is received.

The suppliers should also note that the receipt of any material marked ‘confidential’ or equivalent by the British Council should not be taken to mean that the British Council accepts any duty of confidence by virtue of that marking.

All relevant policies that suppliers are expected to adhere to can be found on the British Council website – http://www.britishcouncil.org/about/policies. The list of policies includes (but it is not limited to):

- Anti-Fraud and Corruption - Child Protection Policy - Equal Opportunities Policy - Fair Trading - Health and Safety Policy - Environmental Policy - Records Management - Privacy

This document does not constitute an offer to provide goods and/or services to the British Council.

All costs incurred in the preparation of the proposal are the supplier’s responsibility.

The British Council reserves the right to request reference information. The British Council is not obliged to award a contract for these services. Annex 13

Confidentiality

All information contained within this document is confidential and is provided only to give suppliers an adequate understanding of the British Council’s requirements and under no circumstances should be disclosed to a third party without the British Council’s consent.

The contents of this ITT are being made available by the British Council on condition that: Tenderers shall at all times treat the contents of the ITT and any related documents (together called the ‘Information’) as confidential, save in so far as they are already in the public domain; Tenderers shall not disclose copy, reproduce, distribute or pass any of the Information to any other person at any time; Tenderers shall not use any of the Information for any purpose other than for the purposes of submitting (or deciding whether to submit) a Tender; and Tenderers shall not undertake any publicity activity within any section of the media.

Tenderers may disclose, distribute or pass any of the Information to the Tenderer’s advisers, sub-contractors or to another person provided that either: This is done for the sole purpose of enabling a Tender to be submitted and the person receiving the Information undertakes in writing to keep the Information confidential on the same terms as if that person were the Tenderer; or The Tenderer obtains the prior written consent of the British Council in relation to such disclosure, distribution or passing of Information; or The disclosure is made for the sole purpose of obtaining legal advice from external lawyers in relation to the procurement or to any Framework Agreement arising from it; or The Tenderer is legally required to make such a disclosure.

In relation to the above the definition of ‘person’ includes but is not limited to any person, firm, body or association, corporate or incorporate.

The British Council may disclose detailed information relating to Tenders to its officers, employees, agents or advisers and the British Council may make any of the Framework Agreement documents available for private inspection by its officers, employees, agents or advisers. The British Council also reserves the right to disseminate information that is materially relevant to the procurement to all Tenderers, even if the information has only been requested by one Tenderer, subject to the duty to protect each Tenderer's commercial confidentiality in relation to its Tender (unless there is a requirement for disclosure under the Freedom of Information Act).

Payment and Invoicing

The Council will pay correctly addressed and undisputed invoices within 21 days.

The Council will have a requirement for invoices to be produced in an electronic format or hard copies. The Council will also have a requirement to send purchase orders in hard or electronic format.

The essential information on an invoice for the Council is:  A description of the services supplied.  The Council reference number/Purchase Order number.  Addressed to Accounts Payable.  The costs including VAT (if applicable) and any other charges

Scope of work, specification and outputs

The aim of this contract is to invite bids from agencies to organise the CIE Awards night in Accra and also to serve as promotional tools for our Associate Schools: Annex 13

 An award’s night in Accra to recognise outstanding academic excellence based on the 2016 academic year result. Our core target  Students aged between 5-19 years  Parents of students from leading international schools in Ghana  Leading International Schools in Ghana who are not offering the Cambridge International programme  Relevant key decision makers within government, business and private sector  Career counsellors, parents and the general public

Location of the Event British Council, Accra in November, 2016 - Awards Night. (However, the contract winner could suggest alternative venue that will sit about 1000 audience at the same time meeting our brand requirements.)

Your agency’s task To manage and implement all aspect of the events and the communication strategy that will deliver the following objectives:  The event should be an opportunity to bring together Associate schools and institutions which offer tuition for Cambridge examination programmes  The event should be one that can serve as a promotional tool for the Cambridge Associate schools and the programme in Ghana  Re-enforce the CIE brand in the minds of target audience  Organise an awards night where outstanding achievement in the 2016 academic year will be recognised  An activity where the target audience will be engaged

Specific Deliverables of your agency’s input (work)  Generate interest by target which will result in high attendance of the event invitations.  Employ the following media to raise top of the mind awareness (radio, print, TV, online, outdoor) - please demonstrate the impact of the media that you choose to work with in terms of audience reach in relation to our core target  Secure partner/sponsorships for the event -Cash/kind  Secure a financial institution partner or sponsor who will showcase a product targeted at students/schools.  Suggest prices and programme/activities (3 hours each) for the awards night and exhibition.  Determine a theme that will run through all the activities Annex 13

 Develop an event brochure to be given out on the awards night.  Administer feedback forms and return to us

Key Performance Indicators  Achievement of agreed top-of-mind awareness among the target groups  The level of execution in line with agreed strategy (conformity to plans)  Generation of buzz & enthusiasm – within target group  High attendance and participation by the target group to the events  Generate at least three sponsorships to support the Awards Night

Criteria for selection of your agency Your agency will be selected based on a multimedia/ power point presentation delivered to a panel that must include the following criteria;  Innovation of communication plan & concepts  Relevance – FIT between strategy and Event objectives  Clear & demonstrable mechanisms to deliver broad & specific objectives  Practical, yet exciting proposals  Respect for times & deadlines (non-negotiable)  Ability to ‘milk’ budget to achieve more with quality in delivery  Spend (allocation of budget) proposals – relative weight & importance  Cost effectiveness vs. efficiency  Feasibility of sponsorship proposals  Agencies HR resource expertise + allocation Key points for your presentation, it must include the following;  A detailed description of the programme outline/plan of the two events  Budget breakdown – what constitute production cost of which 5% WHT is applicable and what constitute 3rd party procurement of which 17.5% VAT/NHIL is applicable.  Resource capacity  A showcase of past events executed  Promotional materials, artwork and description of the following:  Posters  Flyers  Newspapers  Event brochure  TV and radio  Banners  Backdrop Annex 13

Post-selection Expectations  Implementation of plan to agreed specs – conformity to plan  Execution in line with brand image, concepts and formats  Respect for deadlines in execution  Effective use of contacts with media agencies  Adherence to agreed spend items & limits  Open channels of communication  Constant feedback – 2 way  Flexibility & adaptability  Prudence in use of budget  Delivery of sponsor partnerships  Good Customer Service

Timing of the tender process

Planned dates for the tender process are  Deadline for the receipt of tenders 1200hrs 13th July, 2016  Formal opening of tenders and evaluation 15th to 19th  Contact shortlisted 20th July, 2016  Presentation to panel 26th and 27th July  Contract award 28th July, 2016

Concluding points Adherence to schedule & punctuality Points of contact –Joyce Oduro, [email protected] - 0263776048 Elizabeth Yemofio, [email protected] - 0560027832

Any questions should be submitted via the above email no later than 16:00hrs on17 June, 2016.

Scope of work may be expanded on need-basis

Criteria for acceptance and evaluation

The tender must be returned correctly (in compliance with the tender structure given above) and on time. Failure to comply will eliminate your tender from consideration. The company that meets the minimum selection criteria and provides the tender that is the most economically advantageous to the Council will be awarded the contract. Annex 13

The tender must demonstrate an understanding of the British Council’s values and needs specific to this Invitation to Tender. The tenders will be evaluated on (but the evaluation is not limited to): Quality of materials Timeliness to delivery Competitive pricing Relevant experience in the field (clients)

The responses under each sub category will be scored based on the following matrix:

Points Interpretation Excellent - A comprehensive and strong answer indicating the provider is fully capable and experienced to deliver the required outcomes. A detailed response 10 that directly responds to all requirements with no ambiguity and relevant examples provided.

Good - There are slight concerns that the organisation will not be able to achieve all the outcomes required and response lacked details of relevant experience. A 7 less detailed response that broadly responds to the requirement with some ambiguity and few relevant examples provided.

Adequate - There are concerns that the organisation will not be able to achieve the outcomes required and response significantly lacks details of relevant experience. 5 A less detailed response that broadly responds to the requirement with some ambiguity and no/irrelevant examples provided.

Poor Response/Limited Evidence - There are serious indications that the organisation will not be able to achieve the outcomes required and has not 3 provided appropriate evidence of experience to successfully deliver the outcomes required. A response that is not entirely relevant to the requirement, with ambiguity and lacking specific detail.

Unacceptable - The answer is non-compliant and/or no relevant information has 0 been received to demonstrate the organisation can achieve the required outcomes. No response or a response that is entirely irrelevant.