Marketing Tender Dumfries and Galloway Wild Spring Festival

Marketing Tender Dumfries and Galloway Wild Spring Festival

Destination Dumfries and Galloway (DD&G) is seeking tenders for a marketing project to promote the 10th Spring Wildlife festival in Dumfries and Galloway during the Year of Natural Scotland.

CONTRACT NOTICE – NATIONAL

SERVICES

1 Authority Details

1.1

Authority Name and Address


Destination Dumfries and Galloway

Bridge House, Boreland,

Lockerbie

DG11 2LH

UK

Wilma Finlay

+44 1557814040

wilma@creamogalloway.co.uk
http://www.dgtourism4business.co.uk

1.2

Address from which documentation may be obtained


Destination Dumfries and Galloway

c/o Cream o’ Galloway, Rainton, Gatehouse of Fleet,

Castle Douglas

DG7 2DR

UK

Wilma Finlay

+44 1557814040

wilma@creamogalloway.co.uk
http://www.dgtourism4business.co.uk

1.3

Completed documents must be returned to:


Destination Dumfries and Galloway

c/o Cream o’ Galloway, Rainton, Gatehouse of Fleet,

Castle Douglas

DG7 2DR

UK

Wilma Finlay

+44 1557814040

wilma@creamogalloway.co.uk
http://www.dgtourism4business.co.uk

2 Contract Details

2.1

Title

Dumfries & Galloway Wild Spring Festival – Marketing

2.2

Description of the goods or services required

Destination Dumfries and Galloway (DD&G) is seeking tenders for a marketing project to promote the 10th Spring Wildlife festival in Dumfries and Galloway during the Year of Natural Scotland.

The purpose of this project is to market the 2013 Dumfries & Galloway Wild Spring Festival in order to increase its profile to people interested in wildlife, targeting those who live outside Dumfries & Galloway, within a 3 hour drive of the region, especially the central belt of Scotland.

2013 is the Year of Natural Scotland and will offer many national promotional opportunities. The diversity and accessibility of wildlife in Dumfries & Galloway make it an ideal holiday location for those interested in wildlife watching. For the first time the festival will extend outside its traditional 2 weeks at Easter, with events being held during weekends in May. In addition the 2013 festival will feature Scotland’s first Biosphere Reserve and will include events in Southern Ayrshire. There will also be co-ordinated engagement between wildlife guides and accommodation businesses with the goal of encouraging visitors to the region outside peak periods.

The aim of the Wild Spring festival is to demonstrate the economic value of wildlife tourism to the tourism businesses in Dumfries & Galloway and to encourage further partnership working between wildlife guides and accommodation providers in future years.

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=243026.

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=243026.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. The postbox closes precisely at the time stated.

2.3

Notice Coding and Classification

291000 Events
191000 Advertising

170 … Scotland South

2.4

Total quantity or scope of tender

The aims of this marketing project are to raise the awareness of Dumfries and Galloway as a wildlife destination, and to encourage tourism businesses to work with wildlife guides to create packages. This is in order to:

– Attract more visitors to the region – encourage repeat visit to the region – encouraging visitors to do more and stay longer in the region

– Promote Dumfries and Galloway and the Biosphere as Scotland’s premier accessible wildlife destinations

– Encourage the region’s tourism industry to participate in successfully promoting the wildlife offering and events in the region

– Provide the region’s tourism industry with tools to promote the region and its wildlife events on their websites

The successful company will be required to:

– Co-ordinate packages Work with wildlife guides and accommodation providers to agree packages to be promoted during weekends in May.

The twin objectives of all events are to offer fantastic wildlife experiences and to demonstrate the economic value of wildlife tourism in Dumfries & Galloway

– Maintain events on Wild Spring website Ensure all wildlife events during the Easter fortnight and weekends in May are correctly listed on the Wild Spring website by mid January. This will also include events in Southern Ayrshire.

– Promotion of the Wild Spring Festival Propose the different methods of promotion that you would use and the approximate budget that you would assign to each method of promotion and how you will measure the success of each promotion.

– Existing footage and photography There is significant footage and photographs held by DGC, DD&G and SNH that can be edited and used to promote the festival.

Budget

The total budget for the project is £21,300 + VAT (£14,300 for 2013 and £7300 for 2014). Destination D&G reserve the right to decide whether to award the second phase of the contract (for the 2014 festival) at the completion of the 2013 festival. The budget includes:-

1. All advertising costs

2. Website updates (budget is £500 in 2013 and £500 in 2014)

3. Co-ordination of accommodation providers and wildlife guides (budget for workshop is £500 in 2013 and £300 in 2014)

4. Distribution of leaflet (budget is £1000 in 2013 and £700 in 2014)

5. Time (please detail proposed number of days and daily rate)

6. Expenses (maximum of £300 per year)

3 Conditions for Participation

3.1

Minimum standards and qualification required

Event marketing experience

4 Administrative Information

4.1

Type of Procedure

Single stage – Any candidate may submit a tender.

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

a) Time-limit for obtaining documentation  02-11-2012

b) Time-limit for receipt of completed tenders
05-11-2012  Time  14:00

c) Estimated award date  19-11-2012

4.5

Language or languages in which tenders or requests to participate can be drawn up

EN

4.6

Tender Submission Postbox

The awarding authority has indicated that it will accept electronic responses to this notice via the Tender Submission Postbox facility. Further details are available at http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=243026

5 Other Information

5.1

Additional Information

Invitation to Tender for Dumfries & Galloway Wild Spring Festival – Marketing

Copyright and Confidentiality Statements: This document is for the use only of the recipient. Permission is required from Wilma Finlay on behalf of Destination Dumfries & Galloway prior to disclosure to other parties, except where you intend to collaborate with third parties to tender. Neither the whole nor any part of this document may be reproduced or transmitted, in any form or by any means, except a document replying to this tender. The information contained in this document is confidential. All intellectual property, business plans, product intentions, documents, methods of operation and information relating to the same for the purpose of conducting discussions or undertaking work, and the systems, procedures and products developed through the award of the contract will remain the property of Destination Dumfries & Galloway. The successful company will also acknowledge all Intellectual Property Rights to Destination Dumfries & Galloway in the contract for award of this project. It is to be understood by companies providing a tender that no fees are payable by any party for taking part in the tender process. Tenders received after the deadline will not be considered. DD&G reserves the right to reject all tenders and not award a contract.

Payment

DD&G will agree a payment schedule at the contract negotiation stage.

This project will begin in November 2012, completing the work for each festival by the start of June 2013, and June 2014 respectively.

Budget: £14,300 + VAT (with confirmation in July 2013 of additional £7,300 for 2014 festival at Destination D&G’s discretion)

(SC Ref:243026)

5.2

Additional Documentation

DDG Wild Spring Tender-Marketing final

5.3

Publication date of this notice

24-10-2012