Live tenders questions and answers

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Live tenders questions and answers

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WCCAAS 2012 - Queries - Audit and Accountancy Services

Question

Do you have a prescribed form for completion of the tender or do we do our own thing?

Response

There is no prescribed form to complete. Organisations are free to submit their own format.

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Question

To enable us to complete our tender document, would you please clarify the following matters:

Now your accounting reference date has been changed to March could you let me have an idea of the proposed timetable for the audit including the date the annual statutory accounts will be available for audit

Response

The audit for 31 March 2012 is being undertaken by our existing auditors in early May to enable us to report to the AGM which has already been planned for June 2012. For future years there will be more flexibility around the dates but we would still anticipate that the audit would be completed by the end of May / early June to enable timely close down. Year-end accounts should be available within 5 weeks of the year end.

Question

Can you confirm you will still be holding your AGM in June?

Response

Our rules indicate that the AGM must be held within 6 months of the close of the financial year. The AGM for 2012 will be held in June but this is likely to be reviewed for future years to accommodate the change in financial year end. This will be discussed with the Management Board in due course.

Question

To enable us to tender a price for the public and European funding related audits can you let
me know how many there are likely to be, their size, complexity and frequency. My alternative is just to quote an hourly rate for this work;

Response

Details of our main currently identified project audit requirements are set out below:-

Project: Social Enterprise Support Project - Convergence

Size - Total Project cost: £7m over 3 years

Complexity: European Funded project

Frequency: Annual Audit - February

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Project: Social Enterprise Support Project - Competitiveness

Size - Total Project cost: £750,000 over 3 years

Complexity: European Funded project

Frequency: Annual Audit - February

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Project: Business Succession and Consortia Project

Size - Total Project cost: £870,000 over 3 years

Complexity: European Funded project

Frequency: Annual - February

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Project: Communities 2.0 project

Size - Total Project cost: £19m over 6 years

Complexity: Contract with Welsh Government. Consortium project with 5 partners.

Frequency: Annual Audit - June to August. Requirement to audit 4 partners

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Project: Financial Inclusion champions funding

Size - Total Project cost: £300,000 over 2 years

Complexity: Welsh Government grant funding. Certification of expenditure

Frequency: Certificate of Annual Expenditure

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It would also be useful to quote an hourly rate for potential project audit requirements that may arise in the future.

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Question

Would we have to travel any great distances to carry out these audits?

Response

All Centre project audits will take place in Cardiff where the finance team are located. For our consortium project there is also a requirement to audit our partners on an annual basis. They are based in Treforest, Cardiff and Haverfordwest.

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Question

Is it necessary to be able to converse in Welsh, as although we have Welsh speakers on the staff none of the Partners speak Welsh and we do not have a Welsh language Policy.

Response

There is no specific requirement for the work to be carried out through the medium of Welsh. In line with its own Policy, the Centre adopts bilingualism as normal practice and implements appropriate measures to ensure that its services are available to the public in Wales in both Welsh and English.

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Question

Could you confirm that the audit of the Centre’s annual accounts will be carried out in Cardiff?

Response

Yes

RFQMS200112(PH) - Queries - Provision of Photography Services

Please note - quotes which do not include all the information requested in the Form of Quote will not be accepted

Question

The purpose of the email is to just double check the type of photography services you are interested in.

Response

We require a range of photographic styles. Generally speaking, we require documentary photography of our clients, staff portraiture and press phtography. We do not require aeriel photography.

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Question

Could you please explain what is expected of the photographer?

Response

The nature of each job is different, however photographers are always provided with a clear brief for each job, including the location of the photoshoot, the purpose, the time-scale etc. Generally speaking, we would expect photographers to provide a range of shots of the subject (number dependent on the brief), within a specified time-frame, either via email or on a CD. Photographers are expected to provide their own equipment, materials and transport.

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Question

It would be greatly appreciated if you could confirm what sort of photographic services you (the Wales Co operative Centre) are looking for, as this is not obviously clear from the 'Request for Quotation' which I have seen.

Response

We require a range of photographic styles. Generally speaking we require documentary photography of our clients, staff portraiture and press photography.

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Question

I am interested in tendering for the photography work needed by the Welsh Cooperative Centre. In your tender requirements you ask for three examples of the bidder's work. I would like to supply you with a portfolio of about 20-30 images + examples of experience that are relevant to the work done by your organisation. Please let me know if this is acceptable.

Answer

This is acceptable, but you will not necessarily be scored any higher than someone submitting three examples.

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Question

I can't seem to find any details of what you actually require other than to send 3 samples. Can you help?

Response

Details of the form of quote are in the full RFQ document attached to the notice on Sell2Wales.

Form of Quote

Your quote must include the following:

1. Ability to meet requirements:

Outline profile of your organisation, including information about which geographical
areas are covered and your experience of working with Third Sector Organisations (voluntary organisations, social enterprises, co-operatives or charities).

Details of three references (name, organisation, contact details)

2. Experience of personnel:

Three examples of your work

3. Price:

Pricing schedule excluding vat

Any relevant details of your expenses policy should be presented alongside any additional
costs

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Question

I can't see a description of the type of photography you require. What would be a typical photographic project for Wales Cooperative?

Response

We require a range of photographic styles. Generally speaking we require documentary photography of our clients, staff portraiture and press photography.

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Question

Are you looking at just day rates etc for this work or do we have to quote for a specific job?

Response

We are looking for day rates, not a quote for a specific job.

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Question

Can you provide any other details, type of photography (public relations, press, display, studio etc), amount of work, camera resolution minimums, delivery formats etc?

Response

We require a range of photographic styles. Generally speaking, we require documentary photography of our clients, staff portraiture and press photography. We do not require aerial photography. The nature of each job is different, however photographers are always provided with a clear brief for each job, including the location of the photo shoot, the purpose, the time-scale etc. Generally speaking, we would expect photographers to provide a range of shots of the subject (number dependent on the brief), within a specified time-frame, either via email or on a CD. Photographers are expected to provide their own equipment, materials and transport. We typically commission 15 jobs per year.

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Question

Please could you advise where the majority of the photography and video work will take place - i.e. geographical location?

Response

Photography and video work is required across Wales (nowhere else within the UK). However we usually select a photographer from our framework agreement who is geographically close to the subject.

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Question

How many days might be required pcm?

Response

We commission around 15 days per year in total, but this is for our whole photography requirement. Individual photographers have generally had about 5 days work from us per year.

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Question

Will all work be carried out in and around Cardiff or further afield?

Response

Photography and video work is required across Wales, (nowhere else within the UK). However we usually select a photographer from our framework agreement who is geographically close to the subject

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Question

Do you require digital or film shooting?

Response

Digital shooting.

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Question

What type of photography do you require?

Response

We require a range of photographic styles. Generally speaking, we require documentary photography of our clients, staff portraiture and press photography.

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Question

Any base location required, or is the job literally on-site anywhere in Wales?

Response

Literally on-site anywhere in Wales.

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Question

What are your organisation's payment terms and timescale between invoice received and payment issued.

Response

Payment is within 28 days of receiving the invoice.

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Question

Please may I request from you any specifications and additional documents.

Response

Please read the document which is attached as a Notice Resource on the Sell2Wales Contract Notice. This document gives full details of the tender and the process for applying.

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Question

What is the copyright/usage policy for commissioned photography for the Wales Co-operative Centre?

Response

Generally copyright of photos belongs to the Wales Co-operative Centre, but we agree usage with the photographer in advance, and credit photographers wherever possible. If the need arises to use the photos for somehing not previously agreed, we will inform the photographer and pay an additional fee. For photos of clients, we send copies to them for their own use on the same terms.

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Question

Do you have a set mileage allowance?

Response

The usual mileage rate for external suppliers is 25p per mile.

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Question

Would the Centre be interested in receiving quotes for low-level elevated photography as a complimentary service to the general documentary photography that is required?

Response

We have not commissioned this type of photography in the past and since our usual style is documentary, it is unlikely to be a future requirement.

Question

Would the Centre consider quotations from new start businesses where the availability of references is limited?

Response

Yes we would consider submissions from new start businesses who are unable to provide references.

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Question

Should I make my own quote form and send it to you ? What does this mean - the required form of quote is shown at annex 1?

Response

There is no ‘form’ as such. Suppliers can submit their quote in whatever format they wish,
as long as they provide all the information requested in the Form of Quote, i.e.

1. Ability to meet requirements:

Details of three references (name, organisation, contact details)

2. Experience of personnel:

Three examples of your work

3. Price:

Pricing schedule excluding vat

Any relevant details of your expenses policy should be presented alongside any additional
costs

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Question

You ask for three references (Name, organisation and contact details) and three examples of our work. My question is do the images have to be from the same references? Or can they be from other third sector clients.

Response

Either would be acceptable.

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Question

I am trying to establish whether it is a requirement for our business to quote regarding the RFQ MS200112(PH) Provision of Photography Services. We would appreciate your guidance as to whether it is necessary to formerly quote.

Response

It is necessary to formally quote using the Form of Quote stipulated in the tender document. We will only be procuring photography services from suppliers who have been through this process and have been successfully appointed to our framework agreement.

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Question

We are a school and nursery photography company providing services to all of Wales. It seems that the provision for photography services part of the tender, does not cover schools
who commission a photographer for portrait and group photography services across Wales. Based on the tender questions and answers page, we will not need to tender to continue our offering to our clients (generally schools) in Wales. Can you confirm this?

Response

Correct. This is a tender notice for the Wales Co-operative Centre. You should only submit a quote if you wish to supply photography services specifically to the Wales Co-operative
Centre.

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Question

Can you confirm your requirement for £1 Million professional indemnity insurance regarding RFQ

Question

Could I just ask you to confirm that tenderers need to have and show policy documents for professional indemnity to the value of £1million please and it is not employers or public liability that you wish to see instead/as well.

Response

Having sought further advice on this issue, we can clarify that the contractor should provide evidence of adequate level of cover in respect of all risks which may be incurred arising out of the contractor’s performance, including public liability insurance, employer’s liability insurance and cover in respect of any financial loss arising from any advice given or

omitted by the contractor. The contractor should identify the level of cover in place in the tender documentation.

SPS0112 - Queries - Provision of Print Services

Please note - quotes which do not include all the information requested in the Form of Quote will not be accepted

Question

Can you clarify a few things with regards to the spec you have placed on the “Supply to Wales” portal for the Provision of Print services framework please:

A4 brochure, 2000 copies, full colour, 24 pages. Trimmed to 297x210mm, packed into cartons & delivered to Cardiff. To be processed from PDF files supplied. Material: 180g White Smooth. How is this to be finished, stitched, wire bound, perfect bound??

A4 folder, 500 copies, printed full colour throughout, from PDF files supplied, matt laminate one side only, crease and die cut to shape, assemble with capacity pocket glued in position, pack suitably in bulk and deliver to one Cardiff address. Material: 350gsm Silk. What is the pocket going to be holding, A4 loose leafs, booklets etc??

Response

The jobs listed are purely indicative to give us an idea of typical costs. Suppliers should provide quotes which demonstrate best value or which provide a range of options

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Question

Can you tell me if the tender includes the provision of this publication in alternate formats, and if so is the tender broken down into lots so we could apply for this lot only?

Response

We do not routinely produce our publications in alternative formats. Instead we provide them if requested. It's not part of this tender and is something we would procure on a single quote basis if the need arose.

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Question

We can provide services for Graphic Design Services and Print Services. Therefore should we provide two separate tenders for each service?

Response

Yes please

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Question

I'd like to express an interest in the forthcoming tender for the Provision of Print Services. Any information would be greatly appreciated.

Response

More information can be found in the Word document attached to the bottom of the contract notice in the Notice Resources section

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Question

I was just wondering whether the recent tender opportunity to supply print materials to the Wales Co-operative Centre includes large format print, such as posters, banners and pop-up displays?

Response

We don't have a regular requirement for large format print. It might be needed very occasionally, but this would probably be a one-off.

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Question

Could you please give me further information on how to apply for the following contracts please:

ITT MSGD0112 Provision of Graphic Design Services
ITT MSPS0112 Provision of Print Services

Response

Please read the document which is attached as a Notice Resource on the Sell2Wales Contract Notice. This document gives full details of the tender and the process for applying.

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Question

I'd like to submit our note of interest in your tender. Please advise our next step.

Response

Please read the document which is attached as a Notice Resource on the Sell2Wales Contract Notice. This document gives full details of the tender and the process for applying.

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Question

Can you confirm you want prices as detailed below please and not for the items listed on the STW website?

1. Price:
Pricing schedule to include the Daily Fee Rate (excl VAT) for individual personnel.

Any relevant details of your expenses policy should be presented alongside any additional costs.

Please provide an estimate of printing costs (excluding VAT) for the following (itemising your quotation into its component parts):

• A4 brochure, 2000 copies, full colour, 24 pages. Trimmed to 297x210mm, packed into cartons & delivered to Cardiff. To be processed from PDF files supplied. Material: 180g White Smooth.

b. A4 folder, 500 copies, printed full colour throughout, from PDF files supplied, matt laminate one side only, crease & die cut to shape, assemble with capacity pocket glued in position, pack suitably in bulk and deliver to one Cardiff address. Material: 350gsm Silk.

Response

In order to judge costs for both the design element of the tender and the printing part of the tender, we would like to see the daily fee rate for individual personnel (this would apply to your design staff, as design work is usually charged on this basis), as well as an estimate of printing costs based on the specifications given.

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Question

I wonder if you could clarify the costs required for the graphic design specification please as it states that you require costs for print and not the design costs? Also would you envisage that the print services contract would be direct with a printer rather than via an agency such as ours?

Response

Most of our print work is currently sub-contracted through our graphic designers, which is why we've tried to build both elements into the same tender. For the price element of the tender, we would like to see the daily rates for individual personnel delivering design work (since design work is usually costed in this way). We have then asked for quotes on tewo example print jobs. This might be done by the same company if both elements are done in-house, or could be sub-contracted. We would also accept tenders from print companies who would sub-contract the design work, although we would still want full details and examples of work from the sub-contractor.

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Question

We are interested in tendering for the following contract:

ITT MSPS0112 Provision of Print Services

Please could you send us further information and tender docs if appropriate?

Response

More details and information on how to tender can be found in the Word document attached to the bottom of the contract notice in the Notice Resources section.

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Question

If we were awarded both the design and print elements there would be some cost savings. Is there any way we could offer the services as a whole rather than two separate elements?

Response

We need separate tenders for each Contract Notice on Sell2Wales. Graphic Design services, which incorporates printing as a sub-contracted element, is one notice. Print services is a separate Contract Notice.

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Question

Is the deadline the 5th or 13th of April - both are mentioned?

Response

Deadline for asking questions is 5 April. After this date, questions will not be answered. Deadline for submitting tenders is 13 April.

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Question

I would be grateful if you could forward a PQQ or equivalent.

Response

More details and information on how to tender can be found in the Word document attached to the bottom of the contract notice in the Notice Resources section.

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Question

Do you have the Wales Co-operative brand guidelines that you are able to share with us please?

Response

Follow this link to download a copy of our identity guidelines: http://www.walescooperative.org/index.php?cID=449&cType=document

STS0112 - Queries - Provision of Translation Services

Please note - quotes which do not include all the information requested in the Form of Quote will not be accepted

Question

What is the value of the tender services ITT?

Response

The total value of the framework agreement is £50,000 up until December 2013.

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Question

Since I have done work for Wales Co-operative Centre in the past, I wondered whether it would be acceptable to use something from that body of work amongst my examples submitted as part of the tender?

Response

Since we're already aware of work you've done for us, it would be better to provide examples which we're not aware of, i.e. work you've done for someone else.

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Question

Can we submit the tender through the medium of Welsh or would you prefer it in English?

Response

We are happy to accept tenders in either English or Welsh

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Question

It is my intention to submit a tender document in relation to the provision of simultaneous translation, and wish to provide as much information as possible. The form of tender in Annex 1 refers to the provision of 3 examples of tenders' work and this is not possible due to the nature of the work. Would the provision of 3 referees' details be sufficient to answer this requirement, or would you be looking for more concrete proof of ability to provide work to a high quality?

Response

Where suppliers are only tendering for the simultaneous translation element of the tender, three references will be sufficient to answer this requirement.

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Cwestiwn

Pe bawn i’n anfon papurau atoch yn Gymraeg ynglŷn â’r gwahoddiad yma i dendro, a fydden nhw yn cael eu hystyried gan swyddogion y Ganolfan yn Gymraeg, neu a fyddai’n rhaid iddyn nhw gael eu cyfieithu i’r Saesneg er mwyn i’r swyddogion eu hystyried?

Os oes rhaid ichi eu cyfieithu, y perygl yw y gallai cyfieithydd arall neu gwmni cyfieithu arall weld gwybodaeth fasnachol gyfrinachol. Gallai’r cyfieithydd arall fod yn cystadlu am yr un gwaith neu fe allai gystadlu am waith tebyg yn y dyfodol.

Ateb

Rydym yn hapus i dderbyn dogfennau tendro yn y Gymraeg, fodd bynnag, byddai angen iddynt gael eu cyfieithu i'r Saesneg gan nad yw pob aelod o'n panel dethol yn ddwyieithog. Byddai'r gwaith hwn yn cael ei wneud gan gwmni cyfieithu masnachol.

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Question

Can you please clarify and explain what exactly is required in reference to the request below? “Any relevant details of your expenses policy should be presented alongside any additional costs.”

Response

Additional costs and expenses might include mileage or subsistence which would be paid in addition to the fee for providing simultaneous translation.

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MSGDD0112 - Queries - Provision of Graphic Design Services

Please note - quotes which do not include all the information requested in the Form of Quote will not be accepted

Question

In section 3, do you require design and print costs, or just printing costs only?

Response

We require costs itemised separately for the design element of the service and the print element.

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Question

We can provide services for Graphic Design Services and Print Services. Therefore should we provide two separate tenders for each service?

Response

Yes please

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Question

Please may we quote for this work.

Response

Please read the document which is attached as a Notice Resource on thge Sell2Wales Contract Notice. This document gives full details of the tender and the process for applying.

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Question

Could you please give me further information on how to apply for the following contracts please:

ITT MSGD0112 Provision of Graphic Design Services
ITT MSPS0112 Provision of Print Services

Response

Please read the document which is attached as a Notice Resource on the Sell2Wales Contract Notice. This document gives full details of the tender and the process for applying.

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Question

We are interested in finding out more about the Graphic Design Services tender, would you have more details so that we can provide a submission? Is it all done through the sell2wales website?

Response

Please read the document which is attached as a Notice Resource on the Sell2Wales Contract Notice. This document gives full details of the tender and the process for applying.

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Question

Is Large Format Printing Included?

Response

There is no requirement for large format, or grand format printing as this is something we only do very occasionally.

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Question

Response

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Question

While I am not in a position to supply a response to the tender as I am a freelance designer, I wonder it it was possible to be considered for any individual design projects or put on an approved supplier list?

Response

Unfortunately, we will only be able to work with designers who have been through the tender process and have been added to the framework agreement as a result. However, we are happy to receive tenders from freelancers, so please go ahead and apply.

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Question

If we were awarded both the design and print elements there would be some cost savings. Is there any way we could offer the services as a whole rather than two separate elements?

Response

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Question

Is there a page limit to the tender response?

Response

No, there is no limit

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Question

"3 examples of work" - are you referring to specific pieces e.g. a brochure or a piece of design, or are you referring to 3 contracts/projects in which a number of deliverables were required for the duration?

Response

We would be happy with either.

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Question

Do you wish to see hard copy samples of work or are you looking at the graphics only/

Response

Hard copies are preferable, but if this is not possible, then graphics would be acceptable.

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Question

Can I also ask whether you outsource event management and research and evaluation work at all as we would be very interested in submitting a proposal if you do.

Response

We do outsource these but not regularly so they are procured on a cas3e by case basis, not as part of a framework agreement. All tenders are advertised on Sell2Wales.

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Question

The pricing section alludes to providing print prices. As this is a graphic design tender, could you clarify the relevance of this question and how these prices will be evaluated when making your decision as to who progresses to the next stage.

Response

The relevance of this is that we often ask designers to sub-contract print work, rather than procuring it direct ourselves. The prices given wil be assesses alongside other aspects of the tender submission.

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Question

Are you able to expand on what will be required from them, in order to provide them with further info to make an informed decision?

Response

We will be emailing referees to confirm that you have carried out work for them, and to ask them if they were satisfied with the service provided.

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Question

Would we be right in assuming that the three examples of work should also provide you with the three referees/references? Or can the three examples of work be different to the references provided?

Response

Either would be fine.

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Question

I am writing to enquire if you think it would be worth me completing the tender document, as I may not be a large enough organisation to handle such a project.

Response

In the past, we have used a variety of design agencies, from freelancers working part-time from their spare room, to large city-based agencies. We will be appointing a number of graphic design suppliers to our framework agreement, so the work will be shared between them – it won’t all go to one supplier. The quality of the work is most important to use, and if
appointed to the framework agreement, work would be allocated to the most appropriate supplier.
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Question

I've looked at the Q&A'S but it doesn't stipulate whether the contract (for design services) for 75k will be offered to one or more than one company? Can you please clarify?

Response

We will be appointing a number of companies to our framework agreement for graphic design services. The work (and the £75k budget) will be shared across those companies.

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Question

We are a graphic design and branding agency, so we outsource all of our print requirements. Therefore, with regards to the print services tender, are we required to submit a bid for this separately, even though we will outsource all our print to other suppliers? Or does this mean we would be excluded and should only respond to the graphic design services
tender?

Response

It is perfectly acceptable to outsource the print element of the graphic design tender, however, we’d like to know who the work is sub-contracted to and what the sub-contractor’s costs would be. This information should be included in your tender for graphic design services (ITT MSGD0112) – there is no need to complete the separate tender for print services (ITT MSPS0112).

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Question

If we submit hard copies of examples of our work, could we please request that they are made available for return?

Response

That's fine. Please make a note on the tender that you want the examples returned.

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Question

In the print quotation, you mention ‘packed into cartons’ just to clarify to you mean individually packed in to postage cartons or simply they arrive with you in suitable boxes?

Response

We mean that they arrive with us in suitable boxes.

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Question

You mention a 180gsm smooth paper - are you happy for us to specify the exact paper?

Response

Yes that's fine.

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Question

You have asked for an estimate of printing costs on 2 items (an A4 brochure and an A4 folder). We noted that there was a separate tender for printing services. Did you wish designers to submit print costs and if so did you want the prices to include design and artwork fees.

Response

The graphic design tender includes a section for print costs, since we often ask our graphic design suppliers to organise the print as well. People applying for this tender should be able to supply both graphic design and print services, either through a sub-contractor relationship, a
consortium/partnership arrangement, or by providing both services in-house. We want to know who would be supplying the print and what their costs would be in the scenarios given.

The print services tender is for when we commission print directly ourselves and there is no requirement for graphic design.

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Question

Do you have the Wales Co-operative brand guidelines that you are able to share with us please?

Response

Follow this link to download a copy of our identity guidelines: http://www.walescooperative.org/index.php?cID=449&cType=document

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RFQ MS200112(VP) - Queries - Provision of Video Production Services

Please note - quotes which do not include all the information requested in the Form of Quote will not be accepted

Question

Are you looking at just day rates etc for this work or do we have to quote for a specific job?

Response

We are looking for day rates, not a quote for a specific job

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Question

Is it the case that you're just looking for "general" day/job rates along with a skills outline in order to add a supplier to your "vendor list" (rather than seeking costs for a particular defined requirement)?

Response

Yes, exactly - we're just looking for "general" day job rates along with a skills outline in order to add a supllier to our "supplier list" (rather than seeking costs for a particular defined requirement).

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Question

Can you send us details of what you need please?

Response

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Question

We have received an RFQ document for video production services. However, there are no specifics on what type of productions you envisage being produced.

Response

The brief varies from job to job which is why we've asked suppliers for a breakdown of their standard rates. However a typical job would involve filming a three minute case study of one of our clients. Recent examples of our videos can be found on You Tube.

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Question

How many separate jobs on average will there be per month or per year?

Response

We usually film about 12 case studies per year, althouigh these get batched into 1 or 2 jobs.

Question

Will the videos be bilingual - some of the time or all of the time? And what will be the criteria for deciding whether to produce the material bilingually?

Response

Ideally we like to produce bilingual videos whereby English content is subtitled in Welsh and Welsh content is subtitled in English. We always try to find people who can be interviewed in Welsh, alongside people who are interviewed in English, so that both languages are featured.

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Question

Please could you advise where the majority of the photography and video work will take place - i.e. geographical location?

Response

Photography and video work takes place across the whole of Wales, but nowhere else within the UK.

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Question

I just want to be clear that we are not expected to supply a total budget price as such, but a breakdown of expected daily rates for a notional typical video production job.

Response

Yes exactly

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Question

Please can you provide me with an application form if applicable or more details so we can calculate he cost of the job and provide you with a quote.

Response

We are looking for your standard rates, not a quote for a specific job. Details of the form of quote can be found in the document which is attached as a Notice Resources on the Sell2Wales Contract Notice.

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Question

What sort of duration did you envisage the film being? What is the end purpose of the
piece? Shown on the website / Broadcast on television / shown on big screens in events. What’s the main message and purpose of the piece? Is it to give a general overview of the work that Wales Co-operative Centre undertake or is there anything more specific that you require? Where would the filming take place? Is it mainly around South Wales or would there be filming across Wales?

Response

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Question

Could you please confirm the current situation with regard to this tender as it has appeared and then been retracted a couple of times on sell2wales and I'd appreciate if you could clarify the situation given that the proposed initial deadline is fast approaching.

Response

The notice was retracted once to add a note clarifying that full details could be found on the document attached to the notice under the Notice Resources section on Sell2Wales

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Question

The tender asks for quotes to provide video production services - am I right in understanding
that we are quoting to be included on the Centre's Framework Agreement for video production services as opposed to quoting for a specific video project? Our quote will therefore include for costs such as: personnel, pre production/scripting/filming, editing etc - hourly/daily/equipment rates).

Response

Yes, that's exactly right.

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Question

There is mention of £25,000 - do you also want to know what kind of video production services we can provide for £25,000?

Response

£25,000 is our entire budget for video production up until December 2013 and would be divided between a number of different jobs.

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Question

Under section 8 on Indemnity, you have requested a minimum of £1m professional indemnity insurance. Ours is much less but we find this to be adequate for most work undertaken to this value. Would this be acceptable or do applicants need to increase to £1m? As there will no doubt be additional premiums.

Response

Having sought further advice on this issue, we can clarify that the contractor should provide evidence of adequate level of cover in respect of all risks which may be incurred arising out of the contractor’s performance, including public liability insurance, employer’s liability
insurance and cover in respect of any financial loss arising from any advice given or omitted by the contractor. The contractor should identify the level of cover in place in the tender documentation.

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Question

Are you able to clarify in more detail what you are looking for in regards to the Pricing Schedule? On the front cover it specifies - Request for Quotation (RFQ) under £25k excluding VAT - however I cannot see exactly what it is we are quoting for, usually when you have a guide price it is in regards to a specific production but being a framework tender I am presuming this wouldn't apply here.

Response

We're just looking for "general" day job rates along with a skills outline in order to add a supplier to our Framework Agreement (rather than seeking costs for a particular defined requirement). Please provide a breakdown of expected daily rates for a notional typical video production job. £25,000 is our entire budget for video production up until December 2013 and would be divided between a number of different jobs.

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Question

For the films would there be pre-prepared questions for the interviewees or would we need a director to prepare these?

Response
Generally we brief the director about what the film needs to convey and then the director prepares the questions, however, we are happy to provide pre-prepared questions if required.

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Question

Could you clarify whether the production would require a director, a sound man and a camera man?

Response:

It depends on the budget for each job. We would write a brief, with a budget, and let the production company advise whether a director, soundman and cameraman are required.

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Question

Would you require special graphics such as motion effects for the post-production of the videos?

Response

We prefer to have special graphics such as motion effects for the start of each video, but this is dependent on the budget available for the job. It would be something we would discuss at a project inception meeting.
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Question

Would you like the final product to be packaged (in a DVD case with designed sleeve) or would the films be web based?

Response

We do not distribute dvds externally, so there is no need to quote for DVD cases and designed sleeves. Our films are either web based, shown at events, or sometimes used by our staff during presentations.

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Question:

When putting together a quote for you, do you require a day rate only eg. camera man day rate, director day rate, sound recordist day rate etc, or would you prefer that I put down the cost per video eg. 3 minute case study?

Response:

The day rates for individual personnel would be very useful. That said, it would also be helpful to see how much it would cost to produce a three minute video, since that is what we mostly produce. Could we see both types of quote?

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Question

If you prefer that I put down the cost per video, could you please give a little more detail for the type of video you require?

Response:

If you visit our You Tube channel (search on Wales Co-operative Centre), you’ll
be able to see recent videos we have commissioned, including short case study videos.

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Question

Where could I obtain more information regarding the amount of video production, and what type of content would be required?

Response

The brief varies from job to job which is why we've asked suppliers for a breakdown of their standard rates. However, a typical job would involve filming a three-minute case study of one of our clients. Recent examples of our videos can be found on You Tube. We usually film about 12 case studies per year, although these get batched into 1 or 2 jobs. £25,000 is our
entire budget for video production up until December 2013 and would be divided between a number of different jobs.

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Question

Just in case we are missing an element, unlike the design lot, can you confirm there is no Job to quote on ? Its is the submission of rate card, personnel profiles, samples.

Response

Yes, the rate card, personnel profiles and samples are fine. There is no specific job to quote on.

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Question: We've seen the Wales Co-operative Centres request for a quotation video production services on the Sell 2 Wales website and were wondering if we would be suitable to carry out the work as we are an animation company as opposed to a live action video company. Would you be interested in receiving a quote from us with regards to us creating animated films for the Wales Co-operative centre?

Response: We haven't comissioned any animation based videos in the past but would certainly be interested in a quote.

RFQ MS 200112(MF) - Queries - Provison of Direct Mailing and Fulfilment Services

Please note - quotes which do not include all the information requested in the Form of Quote will not be accepted

Question

Where is the specification to quote against please?

Response

We are asking suppliers to provide details of their standard rates, as no two jobs are the same. A typical job would be to mail 800 A4 units, each containing two inserts (brochure and standard covering letter), from a database provided on an Excel spreadsheet. However, we are really looking for standard costs for overprinting or labelling envelopes from addresses supplied, and the collation and insertion of materials.

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Question

Can you give me an idea of what you would like us to submit prices for - some idea of sizes, volumes, whether items are personalised, etc. Some kind of mailing brief on which to quote would enable you to make comparisons as all interested parties would be quoting on the same thing.

Response

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Question

Please could you forward me further details so that I can put a quotation together for you?

Response

More information on how to tender can be found in the Word document attached to the bottom of the contract notice in the Notice Resources section.

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Question

How frequently do you estimate the service would be required?

Response

Typically 4-6 times per year.

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Question

The only specification for the actual work that I can find is "The work will vary from job to job although a typical job would be to mail out 800 A4 units, each containing 2 inserts (Brochure and standard covering letter), using a database of addresses provided as an Excel spreadsheet. Do you want us to quote for just the above suggested specification on its own?

Response

We are asking suppliers to provide details of their standard rates, as no two jobs are the same. This would include standard costs for overprinting or labelling envelopes from addresses supplied, and the collation and insertion of materials.

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Question

Approximately how many of these mailings would there be in a year?

Response

Typically 4-6 times a year.

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Question

I have opened the word doc for the Provision of direct mailing and fulfilment services and there is no specific details of the contract, class of postage, size of documents, etc etc.

Response

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Question

I have opened the word doc for the Provision of direct mailing and fulfilment services and there is no specific details of the contract, class of postage, size of documents, etc etc

Response

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Question

In response to your tender notification referenced above, I would like to request a definition of
the information you would like included within the pricing schedule.

Response

We are asking suppliers to provide details of their standard rates, as no two jobs are the same. A typical job would be to mail 800 A4 units, each containing two inserts (brochure and
standard covering letter), from a database provided on an Excel spreadsheet. However, we are really looking for standard costs for overprinting or labelling envelopes from addresses supplied, and the collation and insertion of materials.

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Question

Does the quote need to include costs for the following;

Postage – if so what class?

Do we need to provide envelopes – if so what size?

Is it likely that a fold will be involved in the work?

Response

Every job is different, however;

We usually send things out second class (mailsort);

Please provide costs for supplying envelopes – DL and C$ are used most often;

Sometimes there are folds, and sometimes not – please provide costs for both scenarios.

Wales Co-operative CentreCanolfan Cwdweithredol Cymru