host city dressing for the uefa euro 2012™ ukraine ... · invitation to tender – host city...

1

Host City Dressing for the UEFA EURO 2012™Ukraine Invitation to Tender

Invitation to Tender – Host City Dressing Ukraine

2

Tender ITT Template

1. INTRODUCTION .........................................................................................3 2. TENDER PROCESS PLAN.........................................................................3 2.1. Tender Parameters .................................................................................3 2.2. Tender Requirements.............................................................................4 2.3. Proposal Content Instructions ..............................................................5 2.4. Timetable.................................................................................................5 2.5. Main Selection Criteria ...........................................................................6 2.6. Submission of Proposal and Enquiries ................................................6 2.7. Evaluation of Proposal, Further Information and Presentations........6 3. SERVICES ..................................................................................................7 4. COST INFORMATION REQUIRED.............................................................8 5. LEGAL PROVISIONS .................................................................................8 6. GLOSSARY OF TERMS ...........................................................................10 7. APPENDICES ...........................................................................................12 APPENDIX I: Map of the Host Cities in Poland and Ukraine.......................12 APPENDIX II: Sample Requirements ............................................................13 APPENDIX III: Printing Requirement List .....................................................14 APPENDIX IV: Statement of Undertaking.....................................................15

3

Invitation to Tender – Host city Dressing Ukraine

Invitation to Tender for Host City Dressing for the final tournament of the UEFA EUROPEAN FOOTBALL CHAMPIONSHIP™ 2010/12 (“UEFA EURO

2012™”)1 to be held in Poland and Ukraine.

1. INTRODUCTION

The Union des Associations Européennes de Football is responsible to its members as the governing body of European football. It is the owner and organiser of the top European national team competition, the UEFA European Football Championship™.

The LLC “Local Organizing Committee “EURO 2012 Ukraine” (“Organiser”) together with UEFA hereby invites Applicants to submit Proposals for the printing of Host City Dressing for UEFA EURO 2012™. Proposals will be assessed in accordance with the Requirements of this ITT as set out below. The appointment of the Successful Applicant(s) will be made by LOC jointly with UEFA.

UEFA EURO 2012™ will take place in Poland and Ukraine from 8 June to 1 July 2012.

The objective of the UEFA EURO 2012™ Host City Dressing programme is to provide world-class promotion and visibility for the Host Cities by visual enhancement through event branding.

The Host City Dressing programme will maximize exposure of the tournament’s graphic identity, the Host Cities and the Event’s key Commercial Affiliates.

2. TENDER PROCESS PLAN

2.1. Tender Parameters

Applicants may propose to provide Services for the Project in Ukraine only.

Joint applications or consortium are encouraged to apply. A consortium that has sent proposal(s) to LOC in response to this ITT as a joint entity shall be considered to be one Applicant. Details of all entities forming the consortium must be provided.

1 All terms in capital letter shall have the meaning as defined in the Glossary of Terms in section 6 of this ITT.


4

Tender ITT Template

2.2. Tender Requirements

Incomplete submissions which do not include all of the below information and/or documentation will not be considered by LOC. All correspondence shall be in English.

All costs shall be in Hryvnia.

Key personnel employed on the Project should be English or Ukrainian speaking.

Applicants must clearly state which country(ies) they are bidding to produce in their Proposal.

For all items, Applicants must quote a price per square meters for each line item. The dimensions and quantities are only estimated at this time and the pricing must be able to be adjusted once the final dimensions and quantities are confirmed.

All Applicant’s facilities must be available for inspection (given 72 hrs notice) by LOC/UEFA or its nominees.

Appointed suppliers are responsible to comply with any and all national and local applicable laws.

Applicants are required to submit the details of their network (either wholly-owned or on a joint-venture basis), which will handle the Project and list third party service providers and other partners;

Applicants shall provide print samples as detailed in Appendix III.

Candidate(s) shall submit to LOC an official letter, on headed notepaper expressing their interest in participating in the ITT. Letter shall include the following supporting information:

o full details of the return address and contact person for all matters in connection with this ITT;

o annual reports or key accounting figures from the last three years; and

o proof of strong financial standing with up-to-date declarations from the inland revenue, national treasury department or other relevant governmental body.

Applicant shall expressly undertake in its Proposal to comply with the terms and conditions of this ITT (especially those set out in Section 5 of this ITT).

Applicants shall return Appendix IV, Statement of Undertaking, signed by duly authorized representative(s) of Applicant(s).

5


2.3. Proposal Content Instructions

The Applicants shall describe in their Proposals in detail how they intend to carry out the steps necessary for the completion of the Project: Applicants will be required to demonstrate how they intend to manage the Services

listed in Section 3 of this ITT in order to ensure a consistent high quality delivery for 4 cities across Ukraine;

Applicants will be required to describe their proven experience in city Dressing and Billboard printing;

Applicants should provide evidence of sufficient resources and appropriate infrastructure to provide Services;

Applicants should include an organigram identifying the proposed structure;

Applicants should identify geographical locations for printing and storage centres;

Applicants should propose a timetable for all aspects of the work including Location Surveys and Printing;

Applicants should detail their procedures for the invoicing and recovering of VAT for the Project;

Successful Applicant(s) will be required to supply final product samples of all materials to be used for approval, with relevant fire certificates and general specifications with regard to suitability; and

All Applicants must demonstrate that selection of materials has regard for anticipated meteorological conditions within the Host Countries for the relevant time of the year.

2.4. Timetable

Applicants should consider the following timetable for this ITT:

Date Step

14 January 2011 Publication of ITT

4 February 2011 Deadline for receipt of Proposals.

18 February 2011 Evaluation and clarifications of Proposals.

28 February 2010 Selection of Successful Applicant(s), completion of Agreements and announcement.


6

Tender ITT Template

2.5. Main Selection Criteria

LOC/UEFA will take into consideration the following main elements when making the final decision:

Strength and stability of financial background and available capacity; Proposed management structure; Proposed structure for Orders, including changes, additions and cancellations; Cost estimations; and Quality of samples provided.

2.6. Submission of Proposal and Enquiries

Following the issue of this ITT to prospective Applicants, LOC will, where possible, provide any clarification reasonably requested in relation to the content of this ITT. Applicants should submit such queries digitally in writing and submit to the contact person indicated below. Such clarification may be provided by LOC in such form as it considers appropriate.

Four written copies and one electronic versions of the Proposal must be sent to LOC EURO 2012 Ukraine in English and Ukrainian at the address below and by registered mail by no later than 18h00 CET on 4 February 2011: Natalia Pilipenko Host City Manager EURO 2012 Ukraine Local Organizing Comittee 21st Floor, The Parus Office Centre 2, Mechnykova Street Kyiv 01601, Ukraine

[email protected] Direct Tel: +380 44 590 6203 Mobile Tel: +380 91 368 6203 Main Tel: +380 44 590 6000

2.7. Evaluation of Proposal, Further Information

and Presentations.

Following receipt of Proposals and subsequent detailed evaluation and analysis by UEFA jointly with LOC, Applicants may be required to provide clarification and/or further information with respect to their Proposals, if requested by LOC. Applicants will be expected to co-operate fully with LOC in this respect.

Applicants must be prepared to present their proposals (with up to two key personnel in attendance) personally to LOC EURO 2012 Ukraine in Kyiv, Ukraine. LOC/UEFA reserves the right to:

Accept or reject Proposals without providing justification for its decision. Enter into negociation with one or more Applicants. Withdraw from any negociation with any Applicant(s).

7


Terminate the ITT, withdraw or modify it in whole or in part, and open entirely new or revised Tender process.

3. SERVICES

The Services required for the Host City Dressing include the following:

Location Surveys: Successful Applicant(s) will be required to conduct detailed Location Surveys of relevant Locations. LOC shall provide Working Inventories containing all the potential Locations and the unverified sizes. The Successful Applicant(s) will provide their edits electronically on the Working Inventories.

Orders: Following the approval of the Working Inventories, Successful Applicant(s) will be required to draft Orders and keep track of the status for each Dressing Item with specific attention to keeping the production line in operation. These Orders are to include all details with final specifications. These Orders will be a sortable spreadsheet approved by LOC and will be the basis for the invoices.

Artwork: UEFA Brand Unit will provide Successful Applicant(s) with the relevant individual files (Adobe Illustrator CS4 .eps files). No resizing of Artwork by the Successful Applicant(s) will be acceptable. Print Proofs must be produced by the Successful Applicant(s) and circulated to LOC for approval and verification. Quality control must be performed during the process, with samples submitted for review to LOC.

Project Management: Successful Applicant(s) will be responsible for all level of planning. LOC reserves the right to prioritize the printing and delivery of the Dressing items.

Transport: Successful Applicant(s) will be responsible to transport and deliver Dressing items to relevant City Installation Facility and follow all delivery requirements as set out by LOC. Successful Applicant(s) will be required to provide LOC with truck pack inventory lists prior to arriving to each City Installation Facility.

Additions: LOC reserves the right to make changes and add items after the final Order to accommodate the Event. All late Orders will be handled and prioritized by UEFA. Successful Applicant(s) must address pricing structure for such items.

Staffing: All levels of staffing, including all administrative and project management support are to be included in the Successful Applicant(s) Services.

Final Invoices: Applicant(s) will desmontrate ability to produce final invoice within thirty (30) days of the closing match of UEFA EURO 2012™. Invoices must include line-by-line item list with cost and final quantities, size, material and location. This document must be in the same format as the Orders.


8

Tender ITT Template

4. COST INFORMATION REQUIRED

For all the items in Appendix III which are to be printed and delivered, Applicants must provide item costs including the raw material and production costs. Furthermore, all ink, artwork processing costs, finishing costs, production labour costs and delivery costs must be included.

5. LEGAL PROVISIONS

5.1 Nothing in this ITT nor any communication made by LOC/UEFA or its representatives, agents or employees shall constitute a contract between LOC/UEFA and any Applicant, nor shall it be taken as constituting any representation that an Applicant will be appointed in accordance with this ITT or at all.

5.2 LOC does not undertake to accept any Proposal submitted in response to this ITT and reserves the right to organise Host City Dressing in a different way. LOC reserves the right to change any aspect of this ITT at any time or to issue an amended ITT for all or part of the Services.

5.3 LOC has taken all reasonable care to ensure that this ITT is accurate in all material respects. This ITT is provided solely by way of explanation of the services which LOC intends to use and neither LOC nor any of its representatives, agents or employees make any representation or warranty or accept any responsibilities for the accuracy or completeness of any of the information contained in this ITT; nor shall they be liable for any loss or damage suffered by any Applicants in reliance on this ITT or any subsequent communication.

5.4 The Applicant agrees that:

a) it (and its officers, employees, agents and advisers) shall keep confidential the terms of this ITT and any information relating to affairs or business of LOC which comes into its possession in relation to this ITT;

b) it shall not disclose the Confidential Information (or any parts of it) to any third party without the prior written consent of LOC, which may be given or withheld in its absolute discretion (save, where required by law);

c) it shall only be entitled to use confidential information for the purpose of this ITT; and

d) it shall not discuss the financial terms of this ITT with rival Applicants.

5.5 The Applicant warrants and represents to LOC that:

a) its expression of interest and all related elements of the Proposal do not infringe any third party rights;

b) it owns all rights in the Proposals submitted;

9


c) it shall not use any UEFA marks or logos except as permitted by UEFA;

d) it shall not claim any association with LOC/UEFA or UEFA EURO 2012™ in relation to its Proposals or otherwise;

e) it will observe all statutory and competition-related provisions of LOC and UEFA EURO 2012™, as well as specific instructions and all applicable national and international laws;

f) it warrants to LOC that the information contained in its ITT shall not be false or misleading and that if, following submission of the ITT, there is any change in the Applicants’ circumstances which may adversely affect such information, the Applicant shall promptly notify LOC in writing setting out the relevant details in full, and

g) it shall comply with these terms and conditions.

5.6 If LOC considers that any Applicant is or is likely to be in breach of any of these terms and conditions, then LOC shall (without prejudice to its rights and/or remedies arising under law) be entitled to withdraw from any co-operation with the Applicant without any requirement to give such Applicant notice and without any further liability to such Applicant.

5.7 In submitting its ITT the Applicant expressly waives any right of action it may have against LOC or UEFA with regards to the Tender process.

5.8 The Applicant is responsible for all costs, expenses and liabilities incurred in the preparation of its Proposal, any responses to requests for further information by LOC and any negotiation with LOC following receipt by LOC of its ITT (whether or not an Agreement is entered into with such Applicant).

5.9 The Applicant acknowledges that all intellectual property rights and all commercial rights in relation to UEFA EURO 2012™, including but not limited to its name, logo and trophy, remain the exclusive property of UEFA.

5.10 Applicants who have not been selected will be informed in writing by LOC. LOC shall not be obliged to give any reason for making any selection and/or rejection.

5.11 LOC/UEFA shall select the Applicant(s) whose Proposal(s) and subsequent presentations(s), in LOC/UEFAs sole opinion, most closely satisfy the scope of the task described. The Applicant(s) shall, however, be bound under all circumstances to the declaration of interest submitted.

5.12 The completion of the acceptance shall be subject to LOC and the Applicant signing the Agreement as agreed between the parties. This Agreement shall contain (without limitation) terms assigning the full beneficial unencumbered ownership of the product of the Applicant’s services to LOC.

5.13 The Applicant will immediately inform LOC of any change in the ownership or senior management of the Applicant. LOC reserves the right to reallocate the award of any and all aspects of the Project if the ownership or senior management of the appointed Applicant changes.


10

Tender ITT Template

5.14 Successful Applicants shall obtain and maintain appropriate insurances with regard to their own or sub-contracted staff, public liability as well as indemnities and warranties in regard to LOC.

5.15 This ITT and all related documentation pertaining to the Proposals and selection process (including any contacts) shall be governed and interpreted in accordance with Ukrainian law. The exclusive place of jurisdiction shall be Kyiv, Ukraine.

6. GLOSSARY OF TERMS

Agreement Any long-form written agreement entered into between LOC and any Successful Applicant(s) for the production and management of the Services which are the subject of this ITT.

Applicant Any entity which has responded to this ITT.

Artwork The .eps files that are printed on a Dressing Item.

Banner Non standard Dressing item, printed on PVC and mounted on special construction

Billboard A printed paper sign applied to a permanent backing structure and located on major roads.

City Board Freestanding outdoor advertisement construction, with a backlight illumination printed on fabric and which rotates between signs.

City Installation Facility Storage facilities in each Host City where all relevant Dressing Items should be delivered by the Successful Applicant(s).

City-Format Advertising display, freestanding or mounted on lamp posts

Commercial Affiliates Any and all entities appointed by LOC to exploit any commercial rights related to UEFA EURO 2012™, as communicated by LOC in due course.

Flag Any printed fabric with a decorative purpose that is affixed on no more than three edges.

Delivery Transportation of the produced Dressing Items to the relevant City Installation Facility.

Dressing Any printed graphic item to be displayed at UEFA EURO 2012™.

Event UEFA EURO 2012™.

Host Cities The cities where the Event will take place, namely Gdansk, Poznan, Warsaw and Wroclaw in Poland; Donetsk, Kharkiv, Lviv and Kyiv in Ukraine.

Host Countries The countries where the Event will take place, namely Poland and Ukraine.

11


ITT This Invitation To Tender, including all Appendices.

LOC LLC “Local Organizing Committee “EURO 2012 Ukraine”, wholly owned subsidiary of Football Federation of Ukraine and charged by UEFA with the task of developing and managing certain projects and activities pertaining to the organisation of the final tournament of the UEFA EURO 2012™in Ukraine in 2012 in accordance with the requirements of UEFA.

Location Specific placement of a Dressing item.

Location Survey In person meeting at a Location.

Order List of items ready to go into printing.

Printing The printing and manufacturing of Dressing Items.

Project The Host City Dressing programme for UEFA EURO 2012™.

Proofs All Artwork that is to be submitted to LOC for approval.

Proposal All documents submitted by Applicants in response to this ITT.

Requirements All instructions, details and information that must be provided in the answer to this ITT.

Services The services as listed in section 3 and in further detailed in Appendix III of this ITT.

Stickers A sign with adhesive on one side and printed on the other side and applied to any surface.

Successful Applicant(s) The Applicant(s) selected by LOC to implement any part(s) of the Project pursuant to an Agreement for UEFA EURO 2012™.

Super Sites Large fabric or mesh signs installed on the exterior of a building.

Tender Tendering process for the Host City Dressing services for the UEFA EURO 2012™, in accordance and as set forth in the ITT.

UEFA “UEFA” shall mean UEFA and all its subsidiaries, including without limitation UEFA Events SA.

UEFA EURO 2012™ The Final Tournament of the UEFA European Football Championship 2012™ which will take place in Poland and Ukraine from 8 June to 1 July 2012.

UEFA Events SA Wholly owned subsidiary of UEFA and officially established on 30 December 2009.

Working Inventory List of items to be produced. Each item location must be measured and quantities recorded.


12

Tender ITT Template

7. APPENDICES

APPENDIX I: Map of the Host Cities in Poland and Ukraine.

13


APPENDIX II: Sample Requirements

Applicants must submit at least 2 (two) copies of each 6 (six) print samples of the attached Artwork (.eps format). Each sample must be labelled with Applicant’s contact information and pricing per Square Meter, as shown in Appendix III. Additional samples may be submitted. Suggested Material Dimensions of sample Banner PVC banner 600mmx600mm Billboard Paper 800mmx800mm City-Format Paper 1200mmx1200mm Flag Fabric 300mmx300mm Sticker Self Applied Vinyl 800mmx800mm Super Site Perforated PVC or Mesh 800mmx800mm


14

Tender ITT Template

APPENDIX III: Printing Requirement List

Please fill in the cost sheet.

Dressing Item Suggested Material Notes /

Finishing Width in

mm Height in

mm Sq M

per unit Quantity Total Sq Meter

Cost per Sq Meter (UAH)

Cost per Unit

(UAH)

Total Cost

(UAH)

Banner PVC Banner 4 colour, eyelets

36,000 12,000 432.00 80 34,560

Billboard Paper 4 colour 6,000 3,000 18.00 1,000 18,000 Billboard Vinyl 4 colour 8,000 4,000 32.00 300 9,600 City Format Paper 4 colour 1,200 1,800 2.16 2,400 5,184 Flag Fabric 4 colour 1,000 5,000 5.00 1,500 7,500 Flag Fabric 4 colour 710 2,870 2.04 1,500 3,057 Sticker SAV 4 colour 3,000 2,000 6.00 400 2,400

Super Site Perforated PVC or Mesh

4 colour, eyelets

76,000 8,000 608.00 80 48,640

City Board Fabric 4 colour 3,500 2,500 8.75 200 1,750

Extra expenses UAH Project Management fee Transportation fee Other (specify if any)

15


APPENDIX IV: Statement of Undertaking

Name of company:

Tax number:

Address:

referred to hereinafter as the “Company”, in compliance with the Requirements set forth in the Invitation to Tender for Host City Dressing for UEFA EURO 2012™ (the “ITT”), hereby expresses interest in participating in the Tender and undertakes that:

1. no information provided nor representations made to LOC are false, inaccurate or misleading;

2. none of the Company’s representatives or employees shall make any form of public announcement or statement relating directly or indirectly to LOC/UEFA, the ITT and/or the Tender to any media without the prior written approval of LOC and that any non-compliance will lead to the penalty of being held responsible for any damages caused;

3. all intellectual property and commercial rights in relation to UEFA, UEFA EURO 2012™, the ITT and/or the Tender belong exclusively to UEFA;

4. LOC shall not be held responsible for any costs, expenses and/or liabilities incurred in by the Company in the preparation and submission of any information, data, samples (or other materials) and/or documentation in response to the ITT and/or any responses to requests for further information by LOC;

5. any association with LOC/UEFA or the UEFA EURO 2012™ in any manner whatsoever without LOC/UEFA’s prior written approval is strictly prohibited;

6. LOC shall not be obliged to take into consideration or select Proposal submitted by the Company in relation to the Tender and reserves the right to organise any services related to the Tender or to re-open part of or the entire tendering process at a later stage;

7. this Statement of Undertaking and any related documentation shall be governed by and construed in accordance with the substantive laws of Ukraine. The place of jurisdiction shall be Kyiv, Ukraine.

By submitting this Statement of Undertaking (where capitalised terms shall have the meaning as defined in the ITT, unless otherwise defined herein), I/we confirm that I/we have read and understood all the terms and conditions issued by LOC regarding the Tender process as set forth in the ITT, and agree that the Company which I/we duly represent is bound by such terms and conditions.

Signature:____________________________________________________________

Name and Title: ____________________________ Date: ______________________

Place: ______________________________ Official Stamp:


16

Tender ITT Template

host city dressing for the uefa euro 2012™ ukraine ... · invitation to tender – host city...

Documents