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BBC Invitation to Tender For: BBC coverage of the FIFA Women’s World Cup France 2019

CONTENTS Section A

Introduction

Section B

Contract Details and Delivery Requirements

Section C

Instruction to Tenderers

Issue date: 3rd September 2018 Issued by: Sue Rock, Business Executive BBC Sport sue.rock@bbc.co.uk

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SECTION A: INTRODUCTION 1. BACKGROUND AND OBJECTIVES FOR THE REQUIREMENT 1.1 This document is an Invitation to Tender (ITT) for the production and delivery of the BBC’s

coverage of the FIFA Women’s World Cup France 2019™ (hereafter ‘WWC2019’ or the ‘Tournament’). It includes live match coverage for broadcast on the BBC’s network TV channels (BBC One, BBC Two and/or BBC Four), BBC iPlayer and the BBC Sport website, alongside collaboration and support for other services provided by BBC Sport during the Tournament.

1.2 The tender is summarised below and a Statement of Requirement is set out in Section B. 1.3 This is an open Tender to all qualifying Independent Producers who can demonstrate a past

track record of delivering live football programming to a major Network Broadcaster and can meet the BBC criteria to qualify as an Out of London (OOL) production. Note that bidders are not required to meet the BBC criteria at the point they submit their Tender but the successful bidder will be required to do so within three months of the date of contract award. See Section A, paragraph 5 for more information, including the BBC’s Regional Qualifying Criteria.

1.4 Tenderers must submit a written response to this ITT based on the requirements in Section

B and C which will be evaluated against the award criteria (see Section A, paragraph 3).

1.5 Following the assessment of written responses, the BBC will decide in its absolute discretion whether to invite any Tenderer(s) (and if so which Tenderer(s)) to make a presentation. Further details of presentation requirements will be provided if applicable.

1.6 The successful Tenderer will be expected to demonstrate that it has the skills to deliver, or the ability to acquire and manage the skills to deliver, the production in accordance with the Transmission and Editorial Requirements set out in Section B.

1.7 The successful Tenderer will be expected to produce the programme in High Definition and deliver to the BBC’s Technical Standards, which can be found at: http://www.bbc.co.uk/commissioning/tv/production/delivery/

1.8 The successful Tenderer will be expected to comply with BBC guidelines and relevant BBC

websites, and OFCOM guidelines for production. These guidelines include advertising on site and across any aspect of the event, including presenters and contributors.

1.9 The successful Tenderer will be required to liaise with key stakeholders on all aspects of the

production including but not limited to the rights holder, sponsors, the event organiser and the venues.

2. CONTRACT 2.1 The BBC holds the UK television and digital rights for the WWC2019. Any contract awarded

as a result of this ITT will be for this event only, provided all contractual terms have been met.

2.2 Any contract resulting from the ITT will be between the BBC and the successful Tenderer. 3. AWARD CRITERIA 3.1 The BBC will determine the successful Tenderer on the basis of the criteria shown below:

Evidenced experience of delivery of comparable live football programming and presentation from an outside broadcast to a major sports broadcaster. (30%)

Editorial and journalistic judgement. (25%)

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Innovativeness and creativity of the proposal with specific reference to supporting the BBC’s strategic priorities. (25%)

Value for money and cost effectiveness of the proposal. (10%)

Robustness of the Technical Delivery plan. (5%)

Relationship with key stakeholders. (5%) 4. CONTRACT VALUE 4.1 Information on the maximum contract value to the Tenderer is available on request from

Sue Rock (contact details above). The contract price is expected to cover all on-air and production personnel costs, all direct production costs including studio, outside broadcast and lines, all post production & graphic costs plus overheads and production fee.

4.2 The Pricing Schedule submitted by the Tenderer must not exceed the maximum contract

value and must cover the Tenderer’s entire production and delivery of their editorial proposition.

4.3 Please refer to Section C paragraph 5.2 for more information on completion of the Pricing

Schedule. 5. OUT OF LONDON QUALIFYING CRITERIA 5.1 The BBC is using the definition outlined in Section I in order to determine whether this

production qualifies as an Out of London (i.e. outside the M25 – hereafter ‘OOL’) production. Based on this definition, in order for this commission to qualify as an OOL Production it must meet criterion (a) below, plus as a minimum either (b) or (c). If both (b) and (c) are from the same region outside of the substantive base then the production will be allocated to that region.

a) The Tenderer must have a substantive business and production based outside London

in which it is proposed the production will qualify. A base will be taken to be substantive if it is the usual place of employment of executives managing the regional business, of senior personnel involved in the production in question, and of senior personnel involved in seeking programme commissions.

b) At least 70% of the production budget (excluding the cost of on-screen talent, archive

material and copyright costs) must be spent OOL.

c) At least 50% of the production talent (i.e. not on-screen talent) by cost must have their usual place of employment OOL. Freelancers without a usual place of employment OOL will nonetheless count for this purpose if they live outside the M25.

5.2 The BBC requests that Tenderers demonstrate their OOL qualifying status by filling in the

OFCOM compliance form in Section H. Tenderers will be required to ensure that they comply with criterion (a) “substantive base” within three months of the date of contract award, which is expected to be November 2018.

5.3 Tenderers will be required to explain whether they currently meet criterion (a) on

“substantive base”, or will do so within three months of the contract award date. Where Tenderers currently do not meet the substantive base criterion they must explain in detail their plans for ensuring that they do within three months of the date of contract award.

5.4 Tenderers will be required to identify in their Pricing Schedule, the percentage of spend

OOL. 5.5 The BBC will consider bids from Tenderers working in partnership, provided that the entity

with which the BBC would be contracting fulfils the above criteria. 5.6 Tenderers should note that any breach of the OOL criteria would constitute a material

breach of the contract and if not remedied within 30 days may lead to contract termination.

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6. TIMETABLE 6.1 The proposed timetable for contract award will be as follows:

ITT publication Monday, 3rd September

Deadline for clarification questions Wednesday, 26th September

Deadline for submission of bids Noon, Wednesday 3rd October

Shortlist announced w/c 15th October

Pitch meetings w/c 22nd October

Announce award w/c 29th October

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SECTION B: CONTRACT DETAILS AND DELIVERY REQUIREMENTS 1. OVERVIEW 1.1 The BBC’s coverage of women’s football has increased significantly over the last decade. It

now includes:

live, network TV coverage of England’s WWC2019 qualifiers;

live radio commentaries, live streaming and weekly TV highlights of the Women’s Super League;

live TV coverage of the Women’s FA Cup Final;

live streaming of the latter stages of the Women’s Champions League; and

all the latest women’s football news on a bespoke index on the BBC Sport website.

1.2 The sport has also increased in popularity with the last Women’s World Cup watched on BBC TV by more than 1 in 5 of the UK population. The BBC’s coverage forms part of its wider commitment to growing the reach and impact of women’s sport in the UK. The BBC’s broadcast plan for WWC2019 is further evidence of this and we expect our broadcast partner to share those same values and determination to support the development of the game.

1.3 The draw for the WWC2019 takes place in late 2018. The full match schedule for the

tournament is available at:

https://resources.fifa.com/image/upload/france-2019-match-schedule-in-english-2929195.pdf?cloudid=s0nj8m6rpusrtwapggow

2. BBC CONTRACT WITH FIFA – RIGHTS AND OBLIGATIONS 2.1 The BBC can confirm that:

FIFA has awarded the BBC the UK television + digital rights to WWC2019.

The BBC has exclusive UK rights to attend the venues where the Tournament is held in order to record the Tournament for television broadcast.

The BBC has undertaken to commission an independent production company to provide television coverage for the 2019 Tournament.

The successful Tenderer shall take the host broadcasters feed but may need to survey the venue and notify FIFA of the camera or commentary positions required.

The successful Tenderer shall ensure as far as possible that the presence of its personnel and technical equipment shall not interfere with the smooth running of the Tournament.

2.2 FIFA has confirmed that:

It shall obtain at no further cost to the successful Tenderer all rights and consents required (other than in respect of the right to broadcast music).

It shall provide at no cost to the successful Tenderer any additional power and lighting necessary for the purpose of televising the Tournament (note this applies to the main arena only, and not to any separate studio or outside broadcast facilities).

3. TRANSMISSION AND EDITORIAL REQUIREMENTS 3.1 The key objectives for the successful Tenderer’s coverage of WWC2019 will be:

robust technical delivery;

high quality editorial and production values;

understanding and supporting the BBC’s strategic priorities; and

delivering value for money for licence fee payers.

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Live coverage of WWC2019 on Television, Red Button and BBC digital platforms 3.2 The BBC and the successful Tenderer will work closely with FIFA to ensure that the best

action is showcased in the highest profile slots. Television scheduling is still to be confirmed and will be finalised following the draw in late 2018. The BBC expects that the minimum level of coverage will be:

BBC network television broadcast of at least one match per day of WWC2019 with presentation - this will include the opening match, all home nation matches, at least two quarter-final matches, both semi-final matches and the final.

It is estimated there will be approximately 25-30 live BBC network television transmissions with presentation – the exact number will depend on host nation qualification.

The majority of matches broadcast will be on BBC TWO, with the highest profile matches broadcast on BBC ONE and if there are scheduling clashes, matches will be broadcast on BBC FOUR.

3.3 Tenderers are asked to highlight how their coverage of WWC2019 will be tailored to meet the needs of younger (16-34 year old) audiences. This is expected to include regular collaboration with the BBC’s short form digital teams (see below).

3.4 We would anticipate use of existing BBC on-air talent but are open to alternative

suggestions from Tenderers. We request that Tenderers provide their thoughts on who should fulfil the key on-air roles whilst ensuring that it is representative of the diversity of the UK population and provides opportunities for the development of new talent.

3.5 Tenderers are also asked to include details of what other parts of the BBC they would

propose working with in order to promote the event, and the form this editorial collaboration would take. Partnerships with other parts of the BBC will be facilitated by BBC Sport and its associated marketing/communications teams.

Short-form digital coverage of WWC2019 3.6 BBC Sport’s short-form digital team will produce content derived from the network TV and

Red Button coverage of WWC2019 e.g. action clips, use of analysis. The successful Tenderer is expected to outline a clear plan for the efficient delivery of content during WWWC2019 e.g. timeliness of material sent, how it is prioritised & labelled and in what format to work best for digital platforms.

3.7 BBC Sport is also looking to produce:

Two (pre-Tournament) pieces of content based around WWC2019 player(s) aimed at a younger audience for distribution on the BBC’s digital platforms and social media accounts.

A high-impact piece of content which acts as a marketing trail for our coverage (akin to our announcement for Russia 2018) for distribution on the BBC’s digital platforms and social media accounts.

Two bespoke pieces of digital content every day during the Tournament (e.g. on-air talent columns, digital video).

3.8 Tenderers are requested to put forward creative ideas for helping to fulfil these briefs and how they would support the gathering of relevant material during the Tournament.

3.9 Tenderers are expected to work with BBC Sport in order to brainstorm daily ideas and to

facilitate access to on-air talent, punditry and players. 3.10 Tenderers are expected to consider and discuss, during the planning phase, how features

commissioned for TV coverage (e.g. openers, closers, interviews) can be developed in

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order to be of interest to younger audiences on the BBC’s digital platforms and social media accounts.

3.11 BBC Sport expects to deploy a social media AP during the Tournament to work alongside

the successful Tenderer’s TV production team in order to produce regular content for BBC Sport’s social media accounts. Tenderers are expected to facilitate access to on-air talent, punditry and players.

3.12 Tenderers are also asked to put forward ideas for how their coverage of WWC2019 can be

enhanced through the development, by BBC Sport, of second screen experiences that give viewers a deeper connection with the TV output.

Sports News & Radio coverage of WWC2019

3.13 The successful Tenderer is required to ensure they have close co-operation with the BBC’s sports news and radio teams. The co-operation should take a number of forms, including:

Gathering and sharing of content – preview interviews, post-match reaction etc.

Consultation in planning – both around personnel and editorial plans.

Communication of details of top lines and editorial merit of content gathered.

Sharing of technical resources where possible.

Contributions from on air talent/pundits for sports news/radio output. 3.14 Tenderers are asked to outline how they will facilitate this co-operation in order to maximise

the impact of the Tournament in the BBC’s sports news and radio programmes. BBC Get Inspired 3.15 BBC Get Inspired is a campaign aimed at increasing participation in sport and activities.

We aim to harness the significant reach of the BBC to drive greater interest in sport amongst all parts of the population. We do this by directing the audience to the BBC Get Inspired website, which aims to be a hub of information on participation. Our on air talent also promote the site through verbal references, commentary and via their own social media accounts.

3.16 Tenderers are asked to outline how they will promote BBC Get Inspired during the TV

coverage of WWC2019, in particular:

Suggestions for editorial ideas that focus on participation and how they can be incorporated into TV and digital coverage of the Tournament.

Use of on-air talent and/or a recognisable face from the women’s game to champion participation.

Ideas for social media campaigns and how that could complement coverage.

Details of how the Tenderer will work with BBC Get Inspired to develop ideas and promote the BBC’s initiative.

4. TECHNICAL REQUIREMENT 4.1 The coverage will be first class in technical and pictorial quality and suitable for television

broadcasting as a completed programme produced in accordance with the BBC's published technical and delivery standards (see Section A paragraph 1.7).

4.2 For live transmission of the matches defined in the ITT the following are the minimum

requirements for delivery of the High Definition signal. 4.2.1 For live matches including presentation on site:-

Main: Vision Fibre 45Mbps MPEG4, 60Mbps MPEG2, 140Mbps J2K

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Audio Stereo programme mix 5.1 Dolby E encoded Programme mix

Main: Vision on satellite 18 MHz MPEG 4 /4:2:2 / DVBS2 8PSK /14.4 Msym/s / 3/4 FEC

Audio Stereo programme mix 5.1 Dolby E encoded programme mix

Reserve: Vision on satellite 9MHz MPEG4 /4:2:2 / DVBS2 8PSK /10 Msym/s / 3/5 FEC

Audio Stereo programme mix 4.2.2 Alternative connectivity options (e.g. for Reserve or Digital content) will be considered

subject to prior BBC agreement.

4.2.3 Handoff for signals delivered by Fibre to BBC will be either BT Tower or directly into BBC NBH where connectivity suppliers allow.

4.2.4 Signals delivered via satellite to BBC will be downlinked by BBC SatOps.

4.2.5 All content (host match dirty plus unilateral content) from the event must be supplied to the

BBC Sport Library in AVCi100 or ProRes120 with associated logging EVS compatible metadata ready for import into the BBC Sport Archive. (If the intention is to use BBC Sport Library services, these costs must be included in your budgets). This content should ideally be fed back during the event rather than as a single delivery at the end.

4.2.6 Any file transfer services should be delivered via Signiant

4.2.7 The full technical requirement is available at: http://www.bbc.co.uk/commissioning/tv/production/delivery

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SECTION C: INSTRUCTION TO TENDERERS 1. BACKGROUND TO THE BBC

1.1 The BBC provides a broad range of broadcast services under a Royal Charter. It is

supported by a number of wholly owned BBC subsidiaries, each operating on a full commercial basis and providing discrete services to the BBC as a whole. The greater portion of the BBC’s £3.5 billion turnover comes from the licence fee. In spending this income the Corporation has an obligation to demonstrably secure best value for money for the licence payer in all aspects of its day to day activities.

1.2. For more background information on the BBC, please access the following web pages: www.bbc.co.uk www.bbc.co.uk/supplying www.bbc.co.uk/bbctrust

2. THE BBC AND ITS OBLIGATIONS UNDER THE FREEDOM OF INFORMATION ACT 2.1 As a public authority the BBC is required to comply with the Freedom of Information Act

2000 (FOIA) which came into force on 1st January 2005. FOIA is intended to deliver greater accountability for decisions and spending across the whole of the public sector. It requires public authorities to strike the balance between achieving transparency and protecting genuinely confidential or commercially sensitive information.

2.2 It is the BBC’s decision whether or not to disclose information contained within tenders, or contractual information but it will take the views of Tenderers into account when making a decision under FOIA.

2.3 If you would like further information on the Freedom of Information Act please see here:

http://www.bbc.co.uk/foi/ 3. SUBMISSION OF TENDERS 3.1 Tenders must be submitted in accordance with the following instructions. Tenders not

complying with these instructions may be rejected by the BBC whose decision in the matter shall be final.

3.2 Please complete all parts of this ITT as detailed in paragraph 5 below. If any information

has been provided to the BBC previously, it is still necessary to complete this ITT in full. Failure to provide all information may result in rejection of your tender.

3.3 Electronic responses are to be received no later than Noon, on Wednesday 3rd October

2018. 3.4 The response must be submitted to the following: Name: Sue Rock Email: sue.rock@bbc.co.uk 3.5 Hard copies are not required as part of the response but may be requested if the Tenderer

is invited to present to the BBC. 3.6 This ITT is not a contract. However, the information contained in this ITT, together with the

responses of the successful Tenderers may form the basis of the final Contract. 3.7 Responses are submitted entirely at the Tenderer’s own risk. The BBC accepts no

responsibility for non-receipt. Tenderers are strongly advised to submit their final responses well before the stated deadline to avoid the possibility of difficulties caused by unforeseen technical problems.

3.8 All responses and parts thereof must be in English.

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4. QUERIES 4.1 Any queries which Tenderers may wish to raise during the tender period must be in writing.

Please contact:

Name: Sue Rock Email: sue.rock@bbc.co.uk

4.2. No other person(s) is authorised to discuss the contents or the substance of this ITT. 4.3 Tenderers must not make approaches directly to BBC Sport staff other than Sue Rock –

failure to comply with this requirement will result in exclusion from the tender process. 4.4 Any change or addition to the BBC contact named above will be advised in writing. 4.5 Any questions in connection with this ITT must be submitted according to the instructions

set out in paragraph 4.1 and before the receipt of tender response date within the table in Section A paragraph 5.

4.6 In the interests of fair competition, while the sources of questions will be treated as

confidential, where it is appropriate to share details of the BBC answers, questions and responses will be made available to all Tenderers.

5. FORMAT AND CONTENT OF TENDER RESPONSE 5.1 The structure and format of tenders should be as follows: Part 1 – Response to the Transmission & Editorial Requirements (Section B, paragraph 3)

5.2 The Tenderer’s detailed proposal for meeting the Transmission & Editorial Requirements,

should include:

A feel for the overall tone of the show.

Information regarding your proposed presentation and commentary.

Information regarding your coverage and analysis.

Information regarding how you will be connecting with different audiences.

Details of any recent experience of producing equivalent live sports programmes (or other relevant programmes) involving complex outside broadcasts including any innovations introduced.

Proposal for graphics.

Nominated key production and craft talent.

Details of any proposed sub-contractors.

Details of logistical and technical delivery plan including resilience plan.

A sample running order may be required if you are invited to present your proposals. 5.3 The Tenderer is required to provide a plan of how the programme would be covered both

technically and visually in a creative and cost effective way.

5.4 We expect responses to be detailed but concise, so please do not provide any sales literature or information not directly relevant to the above guidelines. Part 2 - Pricing Schedule 5.5 Tenderers should provide a full Pricing Schedule for:

25-30 live BBC network transmissions with presentation.

Remainder of the matches delivered as live full match coverage with commentary.

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Collaboration with other parts of BBC Sport as outlined in the Transmission & Editorial Requirements.

5.6 As a minimum the Pricing Schedule should include a line item budget, incorporating all

production and delivery costs including (but not limited to):

All costs associated with production staff including fees, accommodation, and travel expenses.

All costs associated with all on-air positions (e.g. reporters, commentators).

All costs relating to the main on-screen presenter, including fees and expenses.

It is expected that on-air talent will largely be drawn from BBC Sport’s established roster but for the purposes of the pricing schedule please include all roles in your budget.

Outside broadcast facilities.

Post-production costs.

Overheads and production fee.

Circuit costs – please ensure that these are listed separately. 5.7 Tenderers who propose to use BBC Sport facilities in Salford should approach Sue Rock

(sue.rock@bbc.co.uk) for a rate-card and these costs should be included in the pricing schedule.

5.8 Tenderers may also include other relevant pricing information at their discretion. 5.9 Tenderers should note that coverage will be in High Definition. 6. Sustainability 6.1 Considering our environmental impact and transitioning to sustainable ways of working is

very important to the BBC. To enable this transition, the successful Tenderer will have to demonstrate the following:

having an environmental policy for the company;

measuring and reporting on the carbon footprint of the production, using the albert carbon calculator (prediction to be delivered during prep and final footprint to be delivered along with final paperwork);

certifying the production using the albert Certification scheme, reporting on final certification score and a summary of key actions taken along with the final paperwork; and

key production and editorial staff have or are planning to undertake albert’s Carbon Literacy training for Production.

6.2 More information about the albert tools can be found here: http://wearealbert.org/

Inquiries about joining the albert project should be directed here: albert@bata.org 6.3 The BBC guidelines on Sustainability can be found at

http://www.bbc.co.uk/responsibility/environment/sustainable-production 7 Post Production Paperwork and Reporting 7.1 In accordance with BBC guidelines the successful Tenderer will be required to produce all

post production paperwork and music reporting via the Silvermouse portal. 7.2 The successful Tenderer will also be required to submit diversity monitoring information via

Diamond reporting form, uploaded to Silvermouse. 7.3 For further information please see: http://www.bbc.co.uk/commissioning/tv/delivery-timeline

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8. TENDERER SELECTION 8.1 The BBC will examine tenders for completeness and may seek clarification where

necessary. A tender may be rejected prior to detailed evaluation if it does not substantially fulfil the requirements of the BBC as stated in the ITT.

8.2 The BBC may award the contract to the Tenderer whose proposal has been determined as

best fulfilling the BBC’s requirements as stated in the ITT and outlined in the Award Criteria (in Section A paragraph 3).

8.3 The BBC is under no obligation to accept the lowest priced tender proposal. The BBC may

award a contract to the Tenderer whose proposal has been determined as being the ‘most economically advantageous’ tender.

8.4 The BBC reserves the right to perform appropriate due diligence (including financial and

health and safety) prior to the award of a final contract to a Tenderer. 9. NOMINATED REPRESENTATIVE 9.1 Tenderers must nominate a single point of contact within their organisation who will be

responsible for all correspondence during the tender process. 10. VALIDITY 10.1 Tenders must remain open for acceptance for one hundred and twenty (120) days from the

closing date. The tender must be signed by an authorised representative of the organisation who must also have corporate authority to sign any resultant contract.

11. MODIFICATION AND WITHDRAWAL 11.1 The BBC may modify the ITT at any time prior to the deadline for receipt of submission. Any

such amendment will be notified in writing to all Tenderers. To allow time for such amendment to be taken into account, the BBC may, at its discretion, extend the deadline for receipt.

11.2 Tenderers may modify their tender prior to the deadline for receipt by giving written notice to

the BBC. No tender may be modified after the deadline of receipt. 11.3 Tenderers may withdraw their offers at any time prior to accepting notification of award by

sending a notice of withdrawal to the BBC. Tenderers must delete all copies of the tender documents.

12. ACCEPTANCE AND REJECTION OF TENDERS 10.1 The BBC reserves the right to accept or to reject any tender and to annul the tender

process and reject all tenders at any time prior to award without incurring any liability to the affected Tenderers.

13. COSTS ASSOCIATED WITH TENDERING 13.1 All costs incurred directly or indirectly in responding to the ITT will be borne wholly by the

Tenderer. The BBC will not be liable for any costs incurred in the preparation or submission of Tenders, or for those which arise out of any site visits or presentations requested by the BBC.

14. CONFIDENTIALITY AND PUBLICITY 14.1 All information supplied by the BBC and contained in the ITT must be treated in strict

confidence by Tenderers. Tenderers must not communicate any information contained in

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the ITT to any other party or make use of such information for any purpose other than for the preparation of a response.

14.2 Tenderers shall not, without the prior consent of the BBC, make any reference to the BBC

in any advertising, promotional or published material, nor speak in public about the BBC or its affairs.

15. USE OF BBC LOGO 15.1 Tenderers must not use or reproduce any BBC logo or otherwise make reference to the

BBC without the prior consent of the BBC, other than to the extent required in order to prepare a response to the ITT.

16. CONFLICT OF INTEREST 16.1 Tenderers must declare any interest financial or otherwise, direct or indirect, which may

affect the impartiality of any obligations which the successful Tenderer owes to the BBC. Tenderers should notify the BBC at the time of submitting a tender if they consider there to be a conflict of interest.

17. NOTIFICATION OF AWARD 17.1 The BBC will notify the successful Tenderer in writing. If agreement is reached with the

successful Tenderer then the BBC will notify the unsuccessful Tenderers as soon as is reasonably practical.

18. INDUCEMENT 18.1 The offering of inducement of any kind in relation to obtaining this or any other contract with

the BBC will automatically disqualify a tender and may constitute a criminal offence.