Gwybodaeth Ychwanegol
The Small Print:
Instructions and information for tenderers
Submission instructions
Tenders must be submitted in accordance with these instructions and any further instructions contained in other documentation issued by Arts Council of Wales.
Return of Tender
7.1 Please submit your proposal for this work in either MS Word or PDF format. Your submission should include:
¿ Details of how you will meet all of our requirements as detailed;
¿ a summary of your track record and qualifications as well as evidence of previous experience of providing similar services;
¿ Your project plan and approach, including your proposed methodology;
¿ a full budget (including necessary expenses and VAT where appropriate);
¿ your proposed timescale;
You can email your submission to sally.lewis@arts.wales including ‘RawFfest Evaluation’ in the subject line. Alternatively, post two hard copies of your proposal in a plain envelope, bearing no indications of the tenderer’s identity to ensure anonymity, with guaranteed delivery by the tender deadline to:
7.2 Sally Lewis
Portfolio Manager
Arts Council of Wales
Bute Place
Cardiff
CF10 5AL
All submissions must be received by 4pm on 6 July 2016
Alterations
7.3 The tenderer may not alter this document. Any proposed alteration is to be given in a separate letter accompanying the tender.
Non-compliant or incomplete tenders
7.4 Tenders may be rejected if any of the requested information is not supplied with the tender, or if the submission fails to comply with the format and presentation guidance in this document.
7.5 Envelopes/packages should be plain and must not show any reference to the tenderer’s identity. Tenderers should note that this also applies to any tenders sent via couriers. Tenders in envelopes which in any way identify the tenderer, may be rejected. Tenders will be received up to the date and time stated. It is the tenderer’s responsibility to ensure that their tender is received on time. Arts Council of Wales will not consider tenders received after that time.
7.6 Arts Council of Wales accepts no responsibility for loss or non-receipt of applications.
7.7 Tenderers shall ensure that they are fully familiar with the nature and extent of the obligations to be performed by them if their submission is accepted.
7.8 Whilst reasonable care has been taken in preparing this invitation, the information within it does not purport to be exhaustive or to have been independently verified.
7.9 Each tenderer shall be deemed to have satisfied themselves before submitting a proposal as to the accuracy of the financial information in its proposal, which shall (unless otherwise provided) cover all obligations under the contract. Each tenderer will also be deemed to have obtained for itself all necessary information as to risks, contingencies, and any other circumstances, which might reasonably affect its submission. Each tenderer will also provide an accurate estimate of whatever services or support of the proposal may be guaranteed in kind or via direct support of collaborators in the proposal.
7.10 Arts Council of Wales shall not be under any liability in respect of any expenses or losses that may be incurred by the Tenderer in the preparation and submission of its proposal and any further costs incurred prior to the appointment of a successful tenderer(s) for such services under the contract.
7.11 Arts Council of Wales expressly reserves the right not to award any contract as a result of this procurement process and it shall not be liable for any costs incurred by the tenderers. We also reserve the right to accept all or any part of a tender.
7.12 All responses to this Invitation to tender can be submitted in either Welsh or English.
7.13 Tenderers should note that during this tender process they should not contact any of Arts Council of Wales’ respective Council members, National Advisers, employees or any third parties connected to us or any advisers to this procurement, outside of the process outlined within this section and elsewhere within this document. Such contact not through channels indicated in this document would result in the submission being disqualified.
Anti-collusion instructions
7.14 Confidentiality of tenders: The tenderer, whether an individual supplier or a member of a consortium bid, must not inform anyone else of their tendered details. The only exception is if the tenderer is required to obtain an insurance quotation to calculate the tender price then the tenderer may give details of their bid to the insurance company or brokers, if requested.
7.15 The tenderer must not try to obtain any information about any other party’s tender or proposed tender before the contract is awarded.
7.16 The tenderer must not arrange with any other party the submission of a tender, except in the circumstances where sub-contracting and/or joint ventures are applicable. Use of subcontractors is permitted but must be clearly identified within the tender submission. All terms and conditions of this contract apply to any subcontractors used.
Queries on the Invitation to Tender
7.17 Should you have any questions in relation to this ITT or the task as a whole, the question should be addressed via email: sally.lewis@artscouncilofwales.org.uk. Questions must be received no less than 7 days prior to the closing date for submissions. Arts Council of Wales will endeavour to answer questions as quickly as possible. Please also note that any questions and answers in relation to this project will be anonymised and sent to ALL participating tenderers to ensure fairness throughout the process.
7.18 Arts Council of Wales reserves the right, at its discretion, to request clarification in writing, or further relevant information, from any tenderer post submission of the tender.
Freedom of Information
7.19 Arts Council of Wales may be obliged to disclose information provided by tenderers in response to this Invitation to Tender under the Freedom of Information Act 2000 or subordinate legislation made under this and the Environmental Information Regulations 2004 (“The Freedom of Information Legislation”).
7.20 Tenderers should be aware that the information they provide could be disclosed in response to a request under the Freedom of Information Legislation. We will proceed on the basis of disclosure unless an appropriate exemption applies. Tenderers should be aware that despite the availability of some exemptions, information may still be disclosed if the public interest in its disclosure outweighs the public interest in maintaining the exemption. No response to this Tender should be covered by a general statement regarding its overall confidentiality; instead any specific areas of confidential information should be highlighted in accordance with the information outlined below. Arts Council of Wales accepts no liability (including for negligence) for loss as a result of any information disclosed in response to a request under the Freedom of Information legislation.
7.21 Tenderers should highlight information in their responses which they consider to be commercially sensitive or confidential in nature, and should state the precise reasons why they consider this. You should be aware that, even where you have indicated that information is commercially sensitive, we may be required to disclose it under the Act if a request is received. You would be consulted in this situation.
Confidentiality
7.22 Subject to clauses 7.20 to 7.22 Arts Council of Wales and its advisers will keep confidential the tenders and any other information supplied by tenderers during the tendering process and will use best endeavours to prevent any disclosures by their officers and employees. We acknowledge and understand the commercially sensitive nature of some information disclosed within tenders and we will not discuss specifics of individual tender submissions with other tenderers.
Canvassing and Non-Collusion
7.23 Except as specifically authorised by Arts Council of Wales, tenderers shall not approach any other tenderer or member of Arts Council of Wales staff with a view to seeking information in respect of any part of their submission or proposals or attempting to support or enhance their prospects of their tender being selected. Any collusion between tenderers, combining of tenderers or transfer of any equity partner, development manager, adviser or subcontractor from one tenderer to another may lead to the exclusion of the tenderers involved at the discretion of Arts Council of Wales.
Price / Budget
7.24 It is the express responsibility of the tenderer to provide Arts Council of Wales with a suitable price/quotation for the provision and completion of the required service. Arts Council of Wales will therefore not enter into correspondence in relation to budget. We expect all prospective tenderers to provide us with a competitive bid based on the information supplied within this document.
7.25 A payment plan which allows for, a 50% payment on the start of the work, a 25% payment on production of the Interim Report and a final 25% payment on the production of the final report, is anticipated.
Jurisdiction and Governing Laws
7.26 This ITT and all aspects of the tendering process shall be governed by and construed in accordance with the laws of England and Wales as applied in Wales, and each tenderer submits to the jurisdiction of the English and Welsh courts.
(WA Ref:47850)
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