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Tender Brief – Stand Up at Work - video May 2014

BeLonG To Youth Services and the Irish Congress of Trade Unions

Tender Brief

Production of Campaign Video Ad

Stand Up at Work Awareness Campaign Against Homophobic & Transphobic Bullying

in the Workplace May 2014

1. Project Partners: BeLonG To: BeLonG To is the national organisation for Lesbian, Gay, Bisexual and Trans (LGBT) young people, aged 14 to 23. BeLonG To works with LGBT young people in Ireland by providing them with a safe space in which they can meet like-minded friends and see that their identities and selves are valuable and important. BeLonG To also provides an advocacy and campaigning voice so that society respects LGBT young people as full and valued members. Our vision is for an Ireland where LGBT young people are empowered to embrace their development and growth confidently and to participate as agents of positive social change. For more information see: www.belongto.org ICTU: The Irish Congress of Trade Unions is the largest civil society organisation on the island of Ireland, representing and campaigning on behalf of some 797,399 working people. Women now make up 51% of the membership. There are currently 55 unions affiliated to Congress, north and south of the border. Congress seeks to achieve a just society – one which recognises the rights of all workers and citizens to enjoy the prosperity and fulfilment which leads to a good quality of life. Quality of life embraces not just material well-being, but freedom of choice to engage in the arts, culture and all aspects of civic life. This vision applies in the context of Ireland, Europe and the wider world and challenges the existing economic order. Congress strives to achieve economic development, social cohesion and justice by upholding the values of solidarity, fairness and equality. For more information see: http://www.ictu.ie/equality/lgbt.html 2. Description of Required Product BeLonG To and ICTU wish to commission a video ad, of less than 3 minutes, to tackle homophobia and transphobia in the workplace, especially related to the experiences at work of LGBT young adults. This project follows on from BeLonG To’s very successful Stand Up! campaign against homophobic and transphobic bullying in schools and youth services across Ireland from 2010 – 2013. A needs assessment will help identify the key issues facing LGBT young workers. The video ad will communicate positive messages, like BeLonG To’s video ad “Stand Up! Don’t Stand for Homophobic Bullying’’ (2011) which achieved over one million viewers on YouTube. The video ad will be launched online and at a special event in May 2014. 3. Budget The total allocated budget for this project will not exceed €10,000, inclusive of VAT and all costs and charges. See below for a template for submitting a budget as part of this tender.

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Tender Brief – Stand Up at Work - video May 2014

4. Project development and management The selected production company will be expected to develop scripts and all other aspects of the video in close consultation with the Project Partners, coordinated by the Director of Advocacy at BeLonG To, who will need to approve each aspect and stage of the video. A key aspect of the project will be working closely with the Project Partners in developing the messages and tone of the video. The Project Advisory Committee will also be consulted as part of the development process. 5. Deadlines The contract with the selected tenderer will be signed by 20th December 2013. The video is required to be fully completed and submitted to BeLonG To by Monday 31st March 2014. 6. Design, Usability and other Requirements The video will need to meet any requirements of the project funders, as determined by BeLonG To. The production and the final video will need to meet requirements for the protection and safeguarding of the welfare of children, young people and vulnerable adults, as determined by BeLonG To. Design Criteria The overall design of the materials should be compatible with the corporate identity of the Project Partners. Accessibility and Usability Requirements The materials developed must be accessible to people with hearing disabilities. Conversion to PAL format, NTSC Format, YouTube/Web format will be necessary. 7. Ownership The ownership and copyright of this video will be solely held by BeLonG To Youth Services. 8. Details to be included in Tenders/Proposals Note: Due Date for Submission of Tenders: Tuesday 26th November 2013, at 12 noon, by email only, to tenders3@belongto.org Tenders should provide, as a minimum, relevant information using the headings below and preferably in the order given: Company information

Name of tenderer Place of business and postal address Contact person’s name and title including telephone, fax number and email address Sub-contractor agreements - provide details of any agreement with any proposed sub-contractor.

Proposed team Provide details of each person who will work on this project, their name, role and relevant experience. Please provide copies of any relevant videos, or the URLs for online viewing. Video Proposal The tender should describe their proposal for a video ad and briefly state how it would contribute to a positive campaign against the homophobia and transphobia experienced by LGBT young workers. See Section 2 above for more details about the themes of the video ad. References Please provide the contact details of two client referees for whom the tenderer has developed similar projects and who are available to talk to BeLonG To. Please provide a brief description of the project relevant to each referee.

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Tender Brief – Stand Up at Work - video May 2014

Project Timeline The tender should include a detailed timeline for the project showing completion by 31st March 2014 and including dates for proposed meetings with BeLonG To and sign-off at key stages of the project. Compliance Please state how your tender complies with relevant international and Irish government standards, e.g. technical, accessibility and design. Project Budget The following template is to be completed and included in submissions. It is designed to assist tenderers calculate their fees/costs and to assist BeLonG To in comparing submissions. Fee/Cost Elements

Fee / Cost VAT Total

Project Management (including project planning)

Stage 1: Development: e.g. script development & revision, technical specification, etc

Stage 2: Production: e.g. videotaping, equipment rental, etc

Stage 3 – Post-production, editing, delivery, etc

Sub Totals

TOTALS Additional Fees:

Post-launch support Hourly fee VAT Total

Hourly fee for providing additional services after the launch in May 2014, as and when requested by BeLonG To.

9. Conditions of tendering Agreement The successful tenderer (the supplier) will be required to enter into a formal contract with BeLonG To Youth Services on behalf of the Project Partners. Ownership of tender documents All tender documents will become the property of BeLonG To Youth Services on submission. Tender validity period Offers shall remain open for acceptance for six months from the submission of the proposal. Compliance, partial compliance or non-compliance The tenderer will be taken to agree or comply with all conditions of all parts of this document unless the tenderer specifies otherwise, giving reasons. Tenderers to inform themselves Tenderers are responsible for taking all necessary steps to inform themselves of the client’s requirements, terms and conditions in regard to tendering for this project.

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Tender Brief – Stand Up at Work - video May 2014

Tenderers to meet costs Tenderers are to meet all costs of responding to this document, including preparation, submission, lodgement and negotiation costs. Criteria for selection: The following equally-weighted criteria will be used for selection of the successful tender: Quality and appropriateness of the proposed video. Demonstrated understanding of the project requirements. Ability to work in a youth and trade union environment and with young people. Relevant experience of the proposed team. Value for money.

Acceptance of tenders:

BeLonG To Youth Services and ICTU may accept the whole or part of a tender. BeLonG To Youth Services and ICTU do not necessarily accept the lowest priced tender or any tender. BeLonG To Youth Services and ICTU reserve the right to negotiate with any tenderer or to seek

clarification of the contents of a tender from any tenderer. BeLonG To Youth Services and ICTU reserve the right to obtain any of the nominated products and

services from any party, whether that party is a tenderer or not. Nothing in this document, or in any tender, or both, shall be construed to create any binding contract

(express or implied) between BeLonG To Youth Services, ICTU and any tenderer. BeLonG To Youth Services and ICTU reserve the right to stop or vary the tender process, or re-tender, at

any time. Note: Due Date for Submission of Tenders: Tuesday 26th November 2013, at 12 noon, by email only, to tenders3@belongto.org