EU Dairy Ingredients Technical Video

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

Bord Bia requires a video production agency to develop technical video assets promoting Irish dairy ingredients in international markets as part of the EU Dairy Ingredients Campaign. The contract duration is six months, with a potential for a single three-month extension. The estimated maximum expenditure for the contract, including any extensions, is €73,500 excluding VAT. This figure is indicative, and no guaranteed expenditure is stated.

The core activities involve:

• Video Asset Development: Creating high-quality technical video assets.
• Promotional Focus: Videos will promote Irish dairy ingredients in international markets.
• Technical & Scientific Content: Translating complex technical and scientific subject matter into engaging, visually compelling, and accurate content.
• Creative Development: This includes concept development, creative ideation, scriptwriting, and storyboarding.
• Production: Filming and production of the video content.
• Post-Production: Workflow for editing, sound design, and finalising the videos.
• Quality Assurance: Implementing procedures to ensure the quality of the final assets.
• Project Management: Planning, governance, and stakeholder engagement.
• Sustainability Integration: Championing sustainability in production practices, minimising environmental impact, and efficient resource use.

Specific requirements for the methodology include:

• Project planning and governance approach.
• Stakeholder engagement and approvals process.
• Creative development methodology.
• Concept development and creative ideation process.
• Scriptwriting and storyboarding process.
• Filming and production methodology.
• Post-production workflow.
• Quality assurance procedures.
• Risk identification and mitigation measures.
• Proposed timeline and key milestones.

The agency must demonstrate the ability to manage a multi-stakeholder international project.

3. Background & buyer context

Bord Bia, the Irish Food Board, is the government agency responsible for promoting Ireland's food, drink, and horticulture industry globally. This procurement is part of the EU Dairy Ingredients Campaign, aiming to enhance the promotion of Irish dairy products in international markets. Bord Bia's mission involves providing market insight, building reputation, and fostering skills within the industry to support sustainable growth. The agency operates with a headquarters in Dublin and a network of overseas offices across Europe, Asia, the Middle East, and North America. This tender aligns with Bord Bia's strategic objective of expanding market reach and promoting the quality of Irish produce internationally.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered:

• Turnover requirement: Confirmation that the tendering party's turnover exceeded €112,000 for each of the last three financial years. Firms established more recently must have been in existence for at least six months and provide pro-rata figures.
• Insurance:
• Employer's Liability: €6,500,000 (not required for sole traders with no employees).
• Public Liability: €6,500,000.
• Professional Indemnity: €1,300,000 for each and every claim.
• Certifications: Not specified for this tender.
• Past experience: Evidence of successful delivery of three previous projects of comparable scope and complexity within the last three years. Only one of these projects can have been with Bord Bia. This is a pass/fail criterion.
• Personnel: Not specified for this tender, but the proposed project team structure, roles, responsibilities, and relevant experience are evaluated under award criteria.
• Geographic / facility constraints: Not specified for this tender.

All selection criteria are assessed on a pass/fail basis. Tenderers may rely on the resources of other entities to meet these requirements, provided they can prove these resources will be at their disposal.

5. Award criteria & scoring

The contract will be awarded based on the most economically advantageous tender, considering the following criteria:

Qualitative criteria are scored on a scale from 0-100%, with less than 50% considered unacceptable. Exceptional responses score 90-100%, Excellent 80-89%, Very Good 70-79%, Good 60-69%, and Acceptable 50-59%.

6. Submission requirements

Tenderers must submit their responses using the provided Tender Response Document (TRD). Key submission components include:

• Tender Response Document (TRD): This mandatory template must be used without amendment to its text or content.
• Pricing Schedule: Completed using the provided pricing template within the TRD.
• Declarations:
• Declaration of Bona Fides (as per Art. 57 of Directive 2014/24/EU).
• Declaration regarding compliance with relevant statutory obligations.
• Article 5K Declaration regarding EU regulation 2022/576 on restrictive measures.
• Declaration of Compliance for Human Rights and Ethical Employment.
• General Information: Contact details, company overview, and information on subcontractors/consortium members.
• Financial Capacity: Confirmation of turnover and financial standing.
• Insurance Confirmation: Evidence of required insurance levels.
• Previous Experience: Evidence of three comparable projects.
• Methodology: Detailed proposals addressing project planning, creative development, production, quality assurance, risk management, and timelines.
• Resources: Information on the proposed project team, roles, and experience.
• Sustainability Championing: Details on how sustainability will be incorporated.
• CVs: Not explicitly mentioned as a separate requirement but implied within "Quality, Quantity and Balance of Resources".
• Case Studies: Not explicitly mentioned as a separate requirement.
• Mandatory site visit: Not specified for this tender.
• Submission Portal: Tenders must be submitted electronically via the eTenders postbox facility on www.etenders.gov.ie.

7. Key dates & process

The tender validity period is nine months from the closing date.

8. Contract terms that matter

• Contract Length: Six months, with a potential for one extension of up to three months.
• Copyright: Bord Bia will hold copyright ownership of all material developed for its use. The service provider may receive a non-exclusive license for their own purposes, subject to agreement.
• Sub-contracting: Tenderers may rely on the resources of other entities to meet requirements. If a consortium is successful, it must establish legal personality.
• Termination: Not explicitly detailed beyond the right to award to a runner-up if the successful tenderer fails to deliver.
• Payment Terms: Not specified.
• Liquidated Damages: Not specified.
• Parent Company Guarantee/Bond: Not specified.

9. Risks, red flags & unusuals

• Indicative Budget: The estimated value of €73,500 is explicitly stated as indicative with no guaranteed expenditure. This suggests the actual spend could be lower, or the project scope might be adjusted based on available funds.
• Limited Contract Duration: The initial six-month term, with a single three-month extension, is relatively short for a video production project, implying a focused scope or a phased approach.
• Pass/Fail Criteria: The strict pass/fail nature of the previous experience criterion means failure to meet this specific requirement will lead to immediate disqualification, regardless of other strengths.
• Sustainability Focus: A specific award criterion (10% weighting) is dedicated to championing sustainability, requiring bidders to demonstrate concrete actions.
• No Debriefings: Bord Bia will not offer individual debriefing meetings to unsuccessful bidders due to resourcing constraints.

10. SME fit assessment

This tender is open to video production agencies with proven experience in technical video asset development. A viable bidder would likely be a small to medium-sized enterprise (SME) or a larger agency specialising in corporate video production, marketing, and international promotion.

• Credible Bidders: Agencies with a portfolio demonstrating successful delivery of at least three comparable projects within the last three years, including at least one for Bord Bia, are well-positioned. Experience in translating technical information into accessible video content is crucial.
• Consortium/Sub-contracting: Consortiums or joint ventures are permitted, and SMEs are encouraged to form relationships to meet capacity requirements. Tenderers can rely on the resources of other entities.
• Indicative Bid-Prep Effort: Preparing a comprehensive bid, particularly addressing the detailed methodology, resource allocation, and sustainability aspects, could require 5-10 working days for a dedicated team.
• Pwin Signal: The tender is open procedure, suggesting a competitive process. The relatively modest budget and short contract duration might favour smaller, agile agencies. The specific requirement for Bord Bia experience (one of three projects) suggests a slight advantage for incumbent or past suppliers, but the overall criteria allow for new entrants.

11. Where to dig deeper

• Source RFT Filename: [Final ITT (1).pdf]
• eTenders CFT ID: Not specified in the provided text.
• Contact / Clarification Portal: All queries must be submitted through the messaging facility on www.etenders.gov.ie.
• Key Attachments:
• Appendix A (Detailed specification of requirements)
• Tender Response Document (TRD)
• Pricing template