CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Hiraeth yn y Môr Project Short Documentary-style Film

2.2

Description of the goods or services required

The Marine Conservation Society wishes to appoint an experienced videographer, documentary maker or freelance individual / team to undertake the design, production and editing of a short (3 – 5 minute) documentary-style film to showcase the “Hiraeth yn y Môr: Advancing Ocean Literacy in North-East Wales through marine citizenship” Project.

This project is funded by the Nature Networks Programme, which is being delivered by the National Lottery Heritage Fund, on behalf of the Welsh Government.

Hiraeth yn y Môr is a Conwy & Denbighshire-based, community-driven project focussed on growing Ocean Literacy as a means to support the sustainable management of the Liverpool Bay/Bay Lerpwl SPA. Led by the Marine Conservation Society, the project has worked to inspire and empower communities through an Ocean Connection Programme to protect their local marine natural heritage through a variety of nature-based, indoor and virtual public engagement, educational outreach and citizen science activities around three key themes; learning, taking action and wellness. Through establishing and facilitating the One Ocean Forum, a local community steering group, the Project has applied the Well-being of Future Generations (Wales) Act 2015 Ways of Working, supporting Wales’ progression towards achieving the national well-being goals.

We are committed to delivering a short 3–5-minute documentary-style film as part of the Project’s Work Package 10: Providing digital coverage of the project. The film must be bilingual (produced in English with Welsh subtitles) and be ready to premier at the HYYM Project’s End of Project Celebration Event in Rhyl on Thursday 13th March 2025.

The film will aim to:

• Communicate the impact of the HYYM Project to a diverse audience of community members, funders, regulators, researchers, politicians and practitioners

• Introduce the concept of Ocean Literacy and Liverpool Bay Special Protected Area

• Tell the story of the HYYM Project’s journey, from inception to project methods to how we hope to create legacy

As one of the first known bilingual Ocean Literacy-dedicated films in the UK, this is an exciting opportunity to create an innovative and influential piece of work. The finished product will be distributed to local, regional, national and international contacts across a variety of platforms and channels.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=146384.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

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.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

All outputs / deliverables are to be agreed with the Hiraeth yn y Môr Project Legacy Lead, with input and guidance from other Marine Conservation Society staff and One Ocean Forum volunteers where required. All physical and digital outputs must clearly acknowledge the principal funding body (National Lottery Heritage Fund) and lead organisation (Marine Conservation Society). The following outputs will be required:

Output 1 (Pre-production): An agreed film story board co-developed with the Hiraeth yn y Môr Project Legacy Lead that includes an outline of the film narrative, any scripting as required, preferred filming locations, preferred activities and individuals for filming and rough length of the film.

Output 2 (Pre-production): An approved, detailed filming schedule co-developed with the Hiraeth yn y Môr Project Legacy Lead and Project Lead that includes shooting dates, locations and people required, reflecting the storyboard developed in Output 1. We will expect the schedule to include how logistics will be managed e.g. securing filming permissions, participant permissions, transportation, equipment required and health & safety for the film team and filming activity. The Hiraeth yn y Môr Project team can support in sharing Marine Conservation Society risk assessment templates and relevant public contacts for location permissions where contacts are already available internally. The Hiraeth yn y Môr Project team will lead on securing the public and stakeholder participation as outlined within the filming schedule.

Output 3 (Production): Raw film footage and audio recordings that include interviews, environmental sounds, commentary, b-roll and any other essential visuals or audio. Techniques might include direct cinema, observational shooting, or other techniques as agreed between the successful tender and Hiraeth yn y Môr Project Legacy Lead. Filming will be required to take place within the Hiraeth yn y Môr Project area of Towyn, Kinmel Bay, Rhyl and Prestatyn in North-East Wales, unless otherwise agreed between the successful tender and Hiraeth yn y Môr Project Legacy Lead.

Output 4 (Post-production): A draft short documentary-style film following footage review and selection, editing, sound design and music, any visual enhancements required, narration, titles, Welsh subtitles and graphics. The film must adhere to Marine Conservation Society brand guidelines.

Output 5 (Post-production): A final short documentary-style film, trailer and collection of shorter social edits following co-revision of Output 4 with relevant Marine Conservation Society staff and One Ocean Forum volunteers, as required. The successful tender should create a series of varied edit lengths, which are suitable for a wider number of audiences / platforms.

Output 6 (Post-production): Film festival submissions for the final short documentary-style film produced in Output 5.

Contract value

In the region of £17,000 inclusive of travel, expenses, VAT, equipment and transportation hire, staff time, translation costs, festival submission costs and any licensing or software requirements. Please note that venue hire and any prop or other event costs e.g. beach clean equipment are excluded.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Submitted tenders will be assessed by the Marine Conservation Society using a scoring matrix based on the following criteria;

Essential:

- Proven experience of similar work through a relevant portfolio

- Proven experience of working collaboratively with a variety of audiences e.g., stakeholders, partners, volunteers and others

- Overview of the desired approach taken and what you would bring to the project

- Demonstrable environmental and ethical credentials

- Full compliance with GDPR requirements

- Value for money

Desirable:

- Ability to communicate (written and verbal) through the Welsh Language

- Demonstrable understanding of Equity, Diversity and Inclusion best practice

Submitted tenders should be up to a maximum of 10 pages, and should include:

- Film treatment / overview of the approach and what you would bring to the project

- A detailed filming schedule and timeline for undertaking the work (including at production and post-production stage)

- Details of staff allocated to the project, including experience of the organisation, individuals and / or teams involved in carrying out similar projects

- Staff allocation & breakdown and daily charging rate of staff involved

- An overall cost for the work, including any additional expenses. Figures for VAT excluded, and VAT included, should be provided for the overall cost.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

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

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Copyrights

The external videographer, documentary maker or freelance individual / team will assign the copyright of all outputs to the Marine Conservation Society for use in connection with its operations. The external videographer, documentary maker or freelance individual / team must clear the copyright for any images, illustrations or other material used in all project outputs produced by the external videographer, documentary maker or freelance individual / team The external videographer, documentary maker or freelance individual / team may not share or distribute project outputs without prior consent from the Marine Conservation Society, however, it is permitted for use within portfolios and / or social media accounts for business purposes.

Equity, diversity and inclusion

The Marine Conservation Society will always consider equality, diversity and inclusion when conducting procurement activities. The Marine Conservation Society requires all its suppliers to meet their duties under the Equality Act 2010 and may ask for evidence that they are aware of and operate in accordance with those requirements.

Anti-Slavery and Human Trafficking

The Marine Conservation Society is committed to ensuring there is transparency in our own business and in our approach to tackling modern slavery throughout our supply chains, consistent with our disclosure obligations under the Modern Slavery Act 2015. We expect the same high standards from all of our contractors, suppliers and other business partners, and as part of our contracting processes, we include specific prohibitions against the use of forced, compulsory or trafficked labour, or anyone held in slavery or servitude, whether adults or children, and we expect that our suppliers will hold their own suppliers to the same high standards.

Sustainability

The Marine Conservation Society aims to conduct our business and operations in a way that meets our conservation goals but minimises environmental impact whenever possible, reflecting sustainable best practice. All consultants or consultancies will be assessed on their demonstrable environmental and ethical credentials.

Health and Safety

The health, safety and wellbeing of Marine Conservation Society employees, suppliers/contractors, volunteers, and people who use its resources is of the utmost importance to the Marine Conservation Society. The Marine Conservation Society will ensure arrangements are in place so that everyone remains healthy, well and injury-free.

Suppliers may be excluded for proven non-compliance with relevant health and safety legislation, or for a poor track record on previous contracts involving health and safety requirements.

Full copies of all the above policies are available upon request.

Quote Validity

The quote must remain open for acceptance by the Marine Conservation Society for a period of no less than 30 days from the date of submission.

(WA Ref:146384)

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice