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Brief for monmouthshire online visitor survey

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					                   Request for quotation for:

 MONMOUTHSHIRE ONLINE VISITOR SURVEY

Funded through the Rural Development Plan for Wales 2007- 2013

                          Closing Date/Time:

            4PM THURSDAY 5th APRIL 2012


  Any queries relating to this request for quotation are to be sent to:

               Email: marklloyd@monmouthshire.gov.uk

                         Mark Lloyd
              Welcome Monmouthshire Project Officer
                 Monmouthshire County Council
                         PO Box 106
                          Caldicot
                         NP26 9AN




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BRIEF FOR MONMOUTHSHIRE ONLINE VISITOR SURVEY

1. BACKGROUND

Monmouthshire County Council’s Tourism team requires a company to provide an
online visitor survey for the county. This is an important element of activity under
the ‘Welcome Monmouthshire’ project through the Rural Development Plan for
Wales 2007-2013 which is funded by the Welsh Government and the European
Union.

The ‘Welcome Monmouthshire’ project aims to ‘increase the competitiveness of
Monmouthshire as a year round sustainable tourism destination’. Quality of the
visitor experience is key to creating satisfied customers who become advocates of
the destination and recommend the destination to others.

The objective of this element of activity is to undertake an online visitor survey for
the county to find out how visitors rate their time in the area, what their
expectations were before they arrived and whether they were met, and identify
ways in which the experience could be improved.


2. SPECIFIC REQUIREMENTS OF THE BRIEF

An online survey covering Monmouthshire and Newport was commissioned by
Monmouthshire County Council (MCC) and Newport City Council in July 2010 in,
more specifically the marketing area of the Wye Valley & Vale of Usk for a 12-month
period. It included around 80 mainly closed questions and would take participants
approximately ten minutes to complete as they would not normally have to answer
every question.

The principle function of the Wye Valley & Vale of Usk Visitor Survey was to build
up a picture about current leisure visitors and to monitor their perceptions of
quality and service in all aspects of the visitor experience.

Outputs from the research help inform organisations responsible for the
development and promotion of tourism in the area. The survey also provides
information of use and interest to tourism businesses in the region enabling a
broader understanding of their business in the context of the destination.

The funding secured for the purposes of this contract is £15,800.

3. REQUIRED OUTCOMES OF THE PROJECT

Elements of the research project during the survey period: 1st May 2012 to 30th April
2014 include:

      Supply of survey and inclusion of MCC and/or Welcome Monmouthshire
       logos and/or images on the survey header.
      Review of questionnaire content to remove and/or add questions to the
       survey as appropriate.
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      On-going liaison with project manager on email collection matters.
      Email distribution of survey link each month to visitor email addresses.
      Survey administration and management (including administering prize draw,
       but not including the provision of prize1).
      Client access via unique log-in from host website to ‘live’ and accruing top-
       line survey results based on accumulated totals and verbatim free-text
       comments.
      End of each year report (electronic copy) produced by supplier at end of
       survey period to include:
           o Summary of key findings;
           o Cross-analysis including year-on-year analysis (dependent on achieved
               sample);
           o Benchmarking in respect of visitor surveys carried out in comparative
               destinations;
           o Selected free-text comments in coded categories.
      End of each year PowerPoint presentation in Monmouthshire to disseminate
       key findings from the research and to help further engage business support for
       project.
      Expenses.

4. BUDGET

The maximum budget for this activity is £15,800 to include travelling and other
expenses. The submission of your quotation will be deemed to be an undertaking
that the offer includes for all costs and expenses for the activities/work specified.

5. SELECTION OF CONSULTANTS

Selection Criteria will be on the basis of Most Economically Advantageous Tender
 (MEAT) which will be based on the following weightings; Price 40 % Quality 60 %,
 although any submission which exceeds the stated maximum budget will be
excluded unless additional match funding can be demonstrated.

In scrutinising proposals in respect of quality, the client will be looking in particular
for:

          A sound appreciation of the brief, the rationale underlying it and the
           means of achieving it;
          Evidence of a track record in research work relating to online visitor
           surveys; the consultant is requested to demonstrate previous experience
           in this field;
          Demonstration of an understanding of the key risks in delivering the
           project and achieving the outcomes in accordance with project
           requirements;
          The timetable for delivery of the project and the time to be allocated to
           the project activities;
          Experience in preparing realistic proposals within the budget allocated for
           this activity;


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          Value for money in terms of hours worked on the project, experience
           and seniority of those working on the project and expenses likely to be
           charged against the price.

Price will be a material factor, but the ability of the consultant to meet the brief and
demonstrate value for money will be fundamental. The Council reserve the right to
reject any or all of the proposals if they are not satisfied with their content.

Although not required as part of the service contract, consideration will be given to
companies who provide added value. For example, the recent survey has suffered
from an insufficient number of emails being provided in order to achieve the
required number of completed surveys to produce robust and meaningful results.
Therefore, any ways in which this could be improved by working with
partners/agencies/businesses etc. would be desirable.

No quotation shall be deemed to have been accepted unless such acceptance has
been notified to the contractor in writing.

6. TIMETABLE

The contractor will be expected to commence work the week commencing 16th
April 2012 with a view to launching the survey itself on 1st May 2012.

7. PAYMENT TERMS

Payments will be made 50% on commissioning and 50% at end of project, on receipt
of all required outputs.

Payment terms will follow the Monmouthshire County Council’s payment terms
which are net 30 days payable by BACS (alternative payment methods are available
upon request).

All prices are to be stated in sterling exclusive of Value Added Tax.

8. SUBMISSION OF PROPOSALS

The consultant is required to provide a fixed fee proposal to produce the activity
outputs identified within Section 3.

Your quotation must be submitted by email to marklloyd@monmouthshire.gov.uk
by the date and time specified. Quotations received after the deadline may not be
considered. Monmouthshire County Council accepts no responsibility for the late
delivery of quotations.


Suppliers are required to include within their proposal evidence of professional and
public liability insurance.

Quotations received after the deadline may not be considered. Monmouthshire
County Council accepts no responsibility for the late delivery of quotations.

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9. CONFIDENTIAL DETAILS

The supplier (whether the quotation is accepted or not) and all other recipients of
the quotation document (whether they submit a quotation or not) shall treat the
details of the documents as private and confidential. Any quotation received in
response to this enquiry shall be treated likewise by Monmouthshire County
Council, except where requested in compliance with the Freedom of Information
Act 2000.

10. TERMS & CONDITIONS

Monmouthshire County Council (the client) will be the commissioning agent for the
Project.

This Contract shall be governed by and interpreted in accordance with English law
and the Parties submit to the exclusive, non-exclusive jurisdiction of the courts of
England and Wales.

The consultant(s) will be appointed on a fixed price basis including travelling and
other costs. The Client requests that the consultant(s) provide a breakdown of
their fee proposal in line with the project activities.

Tax, where applicable, shall be shown separately on all invoices as a strictly net extra
charge.

The Client reserves the right to withhold payment for work considered to be
unsatisfactory in quality or not completed in a timely manner.

Upon completion, the consultant will be required to submit all data and reports and
supportive information to the County Council to meet the deadline dates set by the
Council.

The Contractor shall be responsible for the accuracy of all drawings, documentation
and information supplied to the Client by the Contractor in connection with the
provision of the Services and shall pay the Client any extra costs occasioned by any
discrepancies, errors or omissions therein.

If the Client informs the Contractor that the Client considers that any part of the
services do not meet the requirements of the Contract or differ in any way from
those requirements, and this is other than as a result of default or negligence on the
part of the Client, the Contractor shall at its own expense re-schedule and perform
the work correctly within such reasonable time as may be specified by the Client.

The Contractor is required to comply with all European Welsh Government and
Monmouthshire County Council procurement rules and regulations under the Rural
Development Plan Programme 2007 -2013 and is required to acquaint themselves
with all such rules and regulations prior to commencement of the project. Failure to
comply with such rules and regulations could result in withdrawal of funding and/or


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other such penalty on the contractor (including fines to the value of such errors) as
may be determined by the Welsh Government or its agents.

The Contractor warrants and represents that all staff assigned to the performance of
the service shall possess and exercise such qualifications, skill and experience as are
necessary for the proper performance of the services.

The Contractor shall (and shall procure that any of its staff involved in the provision
of this Contract) be registered under the Data Protection Act 1998 (“DPA”) and
both Parties will duly observe all their obligations under the Act which arise in
connection with the Contract.

The Contractor acknowledges that the Client is subject to the requirements of the
Freedom Of Information Act (FOIA) and the Environmental Information Regulations
and shall assist and cooperate with the Client (at the Contractor’s expense) to
enable the Client to comply with these information disclosure requirements.

Monmouthshire County Council, will not be responsible for, or pay for expenses or
losses that may be incurred by a supplier in the preparation of this quotation
exercise, or subsequent interviews relating to the appointment of a preferred
provider for this service.

11. FURTHER INFORMATION

The Client will be pleased to provide further background information to support the
brief. This is on the understanding that in the interests of equality of opportunity
and transparency this information will be made available to all consultants who have
advised the client that they’ll be submitting a proposal to deliver this work. All
enquiries should be directed by 4pm Monday 26th March 2012 to the following
Monmouthshire County Council personnel:

Mark Lloyd
marklloyd@monmouthshire.gov.uk
01633 644865




12. Pricing Schedule

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Company Name ……………………………………………………………………


Address                         …………………………………………………………………..

                                …………………………………………………………………..


Contact Name                   ………………………………………………………………….


Tel                               …………………………………………………………………


Email                           …………………………………………………………………


Offer for providing the service described in this document;


£………………….


Please confirm this value                                   in      writing          ………………………pounds          and
……………………….. Pence


I certify that this offer provides an accurate cost for provision of the service
requested in this quotation, all associated costs in providing this offer, and any
subsequent pre contract meetings;



I also confirm that this offer remains open for a period of 90 days



Signed ....................................................................................................


Position                 ………………………………………………………………………..


Date                     ……………………………………………………………………….




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