Answers to Press and PR Tender
Below are a series of questions and answers relating to the Press and PR Tender.
Q1. The Press and PR Service Specification document mentions it would be desirable for the contractor to provide the service for a minimum of two days a week from the Council's premises. Is this an essential part of the contract or is there some flexibility?
A1. This is not an essential criteria, although working at least two days a week from the Council’s premises would be highly desirable. The Council may consider tenders which propose alternative arrangements, but we would need to be convinced that these provided a suitable alternative arrangement for the successful delivery of the contract.
Q2. The service specification says that the contractor must ensure compliance with the council's press and PR protocols as set out in the Fenland District Council 'Public Relations in Practice' guide. Please would you let us have a copy of this guide.
A2. Copies of this guide are available on the Council’s website:
Q3. Can we have a copy of your Press & PR protocol?
A3. This is the Council’s 'Public Relations in Practice' guide - Copies of this guide are available on the Council’s website:
Q4. One of the outputs listed in the service specification is to "coordinate the work of the communications team". Please would you provide details of the team - role, numbers, structure, etc - and the management arrangements under which the contractor will take responsibility for directing its work.
The management of the Communications team is the responsibility of the Marketing and Web Services Manager. This post will also act as the Council’s supervisor for the contract arrangements. The contractor will be requested to work closely with this post and the Head of Policy and Communications to coordinate the work of the Communications team. This will maximize the effectiveness of the team as whole in improving public satisfaction with the Council. This will involve providing specialist advice and support on PR issues to the following staff:
| Posts | Responsibilities |
|---|---|
| Marketing and Web Services Manager | Team management for all aspects of public communications and the Council’s website |
| Policy and Communications Officer | Public consultation activities, internal communications and policy research |
| Web Development Officer | Website content |
| Senior Graphic Design Officer | Corporate branding and graphic design service |
| Graphic Design Officer (part-time) | Corporate branding and graphic design service |
Q5. "Co-ordinate work of the communications team to ensure delivery of the plan" Can you provide more information about the size and make-up of the Communications Team, their roles and responsibilities, and how you would like an external contractor to fit into the existing [or new] structure, particularly in relation to Method Statement 1, where you ask "how tenderers will arrange a smooth handover from the current provider", which is presumably the in-house team.
A5. See answer to question 4.
The current PR service is provided by an external contractor who works in the Communications team. The contract is supervised
on a day to day basis by the Marketing and Web Services Manager. Contractors tendering for this contract will need to demonstrate
a willingness to arrange a smooth handover with the current contractor to ensure consistency of service and short-term continuation
of existing campaigns. This will be discussed in detail with the successful tenderer.
Q6. The contractor is required to deliver an increase in the "number of positive stories featured in the local media". Please would you provide more information on the criteria which will be used to assess whether or not a story is positive and which media are included in the definition of 'local media'. It would obviously also be useful to have information on the council's current level of performance in order for us to see what scope there is for increasing it.
A6. The Council undertakes monthly monitoring of press coverage in the three main local weekly newspapers for the Fenland Area: The Cambs Times (covering Chatteris and March), The Wisbech Standard (covering the Wisbech area), The Fenland Citizen (covering the whole of the district).
Current press statistics are:
During the period November 2005 to March 2006
| Number of articles or letters | % | |
|---|---|---|
| Positive | 48 | 30% |
| Neutral | 59 | 38% |
| Negative | 51 | 32% |
During the period April 2006 to June 2006
| Number of articles or letters | % | |
|---|---|---|
| Positive | 40 | 27% |
| Neutral | 45 | 30% |
| Negative | 65 | 43% |
Q7. The contractor is also required to deliver a decrease in the number of negative stories. Again, it would be useful to have information on definitions and current performance.
A7. See answer to question 6
Q8.What has been the proportion of positive to negative media coverage in the past 12 months?
See answer to question 6. Monitoring was introduced in November 2005.
Q9. Are you expecting to set any media targets for positive PR coverage, if so what level?
Q9. Current targets for 2006/7 are:
Positive: Greater than 38%
Negative: Less than 34%
Future targets will be subject to negotiation with the contractor.
Q10. Sections on pages 4-6 are numbered 1, 2, 3 and 5. Nothing appears to be missing so is the missing 4 just a typo?
Q10. Yes
Q11. "Contractor must ensure completion, maintenance and supply of all documentation, records and statistics.... . This includes records of complaints." Is it safe to assume that all the information is analysed and collated elsewhere, and that the contractor's function is to summarise it in the required format?
Q11. The Communications team collect statistics for quality of press coverage. The contractor will be expected to keep records for all press releases issued, media enquires received, any complaints or compliments received by the contractor, and full records of any accidents (to comply with the Council’s Health and Safety policies).
Q12. Is it an option for us to locate a member of staff at Fenland's offices full time?
Q12. Yes. This would be desirable for the Council.
Q13. Regarding equipment, you say that the Council will provide computer and email access, and a desk. Will there be a Council telephone, or will everything need to be managed using a mobile phone?
Q13. The Council can provide an office phone. Contractors wishing to use Council phones should indicate this in their tender submission.
Q14. Our consultant would need a printer/scanner/fax/photocopier - would your IT department allow us to connect an all-in-one piece of kit to their network? If not, is council equipment available for use?
A14. A printer, scanner, fax and photocopying facilities can be provided. Contractors wishing to use Council equipment should make this clear in their tender.
Q15. Do you have a corporate strategy that we could see?
A15. The Council’s Corporate Plan and Best Value Performance Plan are available on the Council’s website:
Q16. What is Fenland's current CPA rating?
A16. The Council’s most recent CPA inspection was in April 2004. This judged the Council as ‘Fair’.
Q17. Re: the Nene Waterfront Regeneration four annual projects, can you give an example of the scale and scope of events you are looking for?
A17. Work to support the Nene project will have two main aspects, regular ongoing work and at least four major projects each year.
Regular ongoing work:
- updates to project website – related to key project milestones (on average fortnightly)
- press releases – related to key project milestones (on average fortnightly)
- attendance at project meetings (monthly - some in London, some in Fenland)
- chairing and organising the project’s Community Consultation Forum (bi-monthly)
Examples of major PR projects:
Launch of ‘The Boathouse’ – riverside employment and multi-use facility
- Advanced marketing targeting potential business users
- Launch event – with invited local guests
- Community engagement – open day or similar to ensure local awareness of facilities
Engagement with young people and local schools
- Developing education links to the yacht harbour
- School and local club visits to promote project
- Local competitions to raise the profile of the project
- Engagement with young people as part of the regeneration process
The Nene Waterfront Regeneration Project has a small marketing and PR budget which will fund the costs of these projects. The contractor will be expected to include their time taken to plan, arrange and deliver these projects as part of their overall contract price.
As stated in the Service Specification, it is anticipated that the Nene Waterfront Regeneration Project work will involve between 4 and 6 days per month.
Q18. The documentation includes six method statements and a requirement in the notes to complete four. I'd like to double check that this isn't a mistake and that you don't actually require all six. Otherwise I presume we can respond to any four of the six listed that we choose.
A18. The Council only requires four copies of the method statement.
Q19. The documentation indicates that companies tendering for the contract must have £5 million in public liability insurance. If a company only has £1 million in public liability insurance, will that bar them from the tender process?
A19. £5million is desirable. Any companies with lower cover can still tender for this contract, however, the Council would need to undertake an insurance risk assessment prior to any award.
Q20 - The method statement mentions the Council's Environmental Statement (Appendix B). Please could you send us a copy.
A19. This policy is currently being updated. Please use this section of the method statement to demonstrate how, in delivering the contract, you will ensure environmental sustainability.