Below excerpt form the Administrative and Technical Specifications explains what is expected from the advertisement agency of the Project:
1. Enrichment of EXPO 2020 Izmir Visual Identity ManualBelow table reveals the evaluation criteria that will be used by Expo 2020 Izmir Execution Committee to evaluate the performance of the agencies bidding in the tender:
The COMMITTEE shall provide the AGENCY with visual identity utilization standards and basic visual identity operating stationery. Accordingly, below items are expected to be designed.
1.1 Design and/or construction of booths to be used in fairs, congresses, etc.
1.2 Design of e-templates
1.3 Development of a presentation template to be used in various software including MS Power Point, Apple Keynote.
1.4 Development of an e-mail template which shall be displayed problem-free on web based e-mail providers
1.5 Design of promotion materials (pins, mugs, USB drives, magnets, t-shirts, caps, VIP gifts and other items that may be proposed by the AGENCY)
1.6 Dressing transportation vehicles (land, air, sea)
1.7 Dressing buildings
1.8 Outdoor decoration
1.9 A short promotion video which includes 3-d animation of the logo (30-45 seconds)
1.10 Other elements that may be proposed by the AGENCY.
2. Design and Production of Advertisement Campaigns
2.1 EXPO 2020 Izmir advertisements to be used for national/international campaigns (for visual and printed media channels including TV, Radio, Internet, Newspaper, Periodicals, etc.)
2.2 Motto proposals related to the theme (Upon completion of the Theme file, it shall be prepared in harmony with sub-themes.)
2.3 One-page EXPO 2020 Izmir advertisement with five different contents for printed press (It shall be prepared in Turkish and Official Languages of the United Nations; Arabic, Chinese, French, English, Spanish, Russian; visual elements and the text shall be ready to be printed). The translation office which will translate the text shall be approved by the COMMITTEE. In case of any deficiency or error in translated versions, the COMMITTEE shall be entitled to have the translations made by any translator and invoice the cost of such translation to the AGENCY.)
2.4 One-, two-, and four-page EXPO 2020 Izmir advertorials for the printed press (shall be prepared in three versions in Turkish and Official Languages of the U.N.; visual elements and the text shall be ready to be printed)
2.5 Five different EXPO 2020 outdoor advertisements (shall be prepared in Turkish and Official Languages of the U.N.; visual elements and the text shall be ready to be printed)
2.6 Five different EXPO 2020 Izmir advertisements to be used on advertisement boards at the airports, subway stations, but stops in Turkey and abroad (shall be prepared in Turkish and Official Languages of the U.N.; visual elements and the text shall be ready to be printed)
2.7 Five different EXPO 2020 Izmir posters (shall be prepared in Turkish and Official Languages of the U.N.).
2.8 Five different EXPO 2020 Izmir roll-ups (shall be prepared in Turkish and Official Languages of the U.N.).
2.9 Comprehensive EXPO 2020 Izmir booklet (shall be prepared in Turkish and Official Languages of the U.N.; visual elements and the text shall be ready to be printed)
2.10 EXPO 2020 Izmir mini brochure (shall be prepared in Turkish and Official Languages of the U.N.; visual elements and the text shall be ready to be printed)
2.11 PowerPoint presentation for promotion of Izmir’s bid for EXPO 2020 (shall be prepared in Turkish and Official Languages of the UN).
2.12 Production of a communication and promotion manual in Official Languages of the U.N., including information on members of EXPO 2020 Izmir Steering Board, Executive Committee, and General Secretariat to be distributed to BIE delegates and to others, as necessary.
2.13 Shooting classic and panoramic pictures of Izmir to be used in promotion activities and candidature file, provided that copyright to such pictures belong to EXPO 2020 Izmir General Secretariat (Examples include pictures of thermal facilities, historical artifacts related to health, healthy crops grown in the region, historical and modern facilities where such crops are harvested and processed, cuisine, sports facilities, treatment centers, alternative vacation options, daily life etc) and development of a photo archive.
3. Production of EXPO 2020 Izmir Promotion Video in Three Different Lengths ( (30 seconds - 45 seconds) – 1 minute – 2 minutes ) (shall be prepared in three versions in Turkish and Official Languages of the U.N.)
This video shall have following elements.
· Key messages related to the city should be communicated effectively
· Different aspects of the city should be demonstrated
· Existing infrastructure of the city should be shown to emphasize that Izmir is capable to host EXPO
· It should be underlined that Izmir’s candidature theme is one of the most important items on the global agenda
· The relationship between the theme and Izmir should be reflected
· Potential sub-themes should be emphasized
· It should be authentic and has a high visual quality
· New shootings should have been used in the production.
4. Development of Strategic Public Relations Plans
4.1. Preparation and implementation of campaign idea(s) aiming to increase national and international awareness related to Izmir’s candidature
4.2 Innovative idea contests
4.3 Management of Expo 2020 Izmir Volunteerism Program (Identifying areas in which the volunteers will work, ensuring coordination among volunteers, planning and implementing studies aiming to train, motivate and mobilize volunteers wherever necessary).
4.4 Upon request of the COMMITTEE, carrying out and when necessary managing communication and promotion efforts for every step of social responsibility activities which will be performed under the coordination of the COMMITTEE in necessary areas, and which will contribute to lobbying activities.
4.5 Preparation of a one-page EXPO 2020 Izmir manifesto, which shall be focused on Izmir, Turkey and the theme and used in national and international activities during Izmir’s EXPO 2020 candidature and submission of minimum 3 alternatives to the COMMITTEE related to this text (It shall be prepared in Turkish and Official Languages of the U.N.)
5. Design and Development of Digital Communication Tools
5.1 Development and regularly updating EXPO 2020 Izmir website in coordination with EXPO 2020 General Secretariat.
5.2 Design and management of social medial tools
Technical Issues: Minimum technical requirements related to Design and Development of Digital Communication Tools is given in Annex-3: Specifications on “Purchasing Digital Media Applications”.
5.3 Production of EXPO 2020 Izmir viral video (length and script shall be decided jointly by the AGENCY and the COMMITTEE in line with the proposals of the AGENCY.) The idea behind the movie and its budget shall be indicated in the presentation and in the bid.
6. Planning and Implementation of EXPO 2020 Izmir Presentations
6.1 As regards Izmir’s EXPO 2020 candidature, three presentations shall be made in Paris and one presentation shall be made in Izmir for BIE Delegates. Acceptation of projects to be proposed related to the presentations shall be at the sole discretion of the COMMITTEE, and should the AGENCY fail to fulfill requests and observe recommendations of the COMMITTEE, the COMMITTEE shall be entitled to work with other agency or agencies, including Digital Media Application Purchasing service to be provided by the AGENCY under these Specifications. In such case, the AGENCY agrees, acknowledges, and undertakes that it shall not claim any balance fees, compensation or any amounts under whatsoever name, and it shall be responsible for sharing all kinds of documents, visuals and other instruments that may be necessary in such activity within the scope of this service procurement, and if required, it shall work in coordination with the new company to be selected. Any expenses arising therefrom shall be deducted from the AGENCY’s budget.
6.2 Preparation of the contents of minimum four presentations to be made at BIE within the scope of Izmir’s EXPO 2020 candidature, according to the strategy to be determined in coordination with the COMMITTEE; and design and production of visual materials to be used during the presentation.
6.3 Preparation and coordination of presentations to be made during the Forum to be held in Izmir for BIE delegates related to the theme and sub-themes proposed by Izmir for EXPO 2020.
7. Design of the Candidature FileThe AGENCY is expected to design the Candidature File, which shall be prepared according to the criteria set forth by BIE, an intergovernmental organization located in Paris and in charge of overseeing the organization of EXPO 2020, and such Candidature File shall constitute the main
reference document. The COMMITTEE shall approve one design out of minimum 5 alternative
designs. Should the COMMITTEE not approve any of the alternative designs submitted by the
AGENCY, the AGENCY shall be responsible for preparing 5 more alternative designs, taking therequests and demands of the COMMITTEE into account. It shall include alternative size/cover design, design of example pages, and different types of paper.
8. Providing National and International Media Purchasing Services
The COMMITTEE shall request budgets to be prepared for national and international media
purchasing services to include net prices and agency commission fees as separate items. The bid shall contain commission rates for national and international media purchasing services. Should the budgets submitted by the AGENCY be disapproved, the COMMITTEE shall become entitled to directly purchase media, including Digital Media Application Purchasing service to be provided by the AGENCY under these Specifications. No extra payment shall be made for development of Media and Communication Plans to be requested by the COMMITTEE.
9. Monitoring and Evaluation
In order to measure efficiency of the efforts spent related to the corporate identity, the AGENCY shall adopt scientific methods to measure perception, and to plan and carry out relevant activities, evaluate and report relevant findings. Reports shall be provided by the AGENCY to the COMMITTEE within maximum 7 days upon completion of each service. Monitoring and evaluation of the performance of the Agency and/or Consortium shall be made by the COMMITTEE (for instance in every three months), and as a result certain adjustments may be requested.
And as for the financial requirements bidders are expected to bond an amount corresponding to 3% of their bid however letters of guarantee from the banks or blocked checks are accepted instead of cash.
ARTICLE 9 – BID BONDEXPO 2020 Izmir campaign is an important, multi-million dollar campaign and is a significant business flow for any global marketing agency. It is also a project I am very interested. If any event marketer out there is interested to involve more with this project and need local help in following procedures, they can contact me via my e-mail address: kaansekerciler@gmail.com or through my LinkedIn profile.
1. Each bidder shall submit a bid bond corresponding to 3% of their bid. Any bidder, who submits a bid bond which is less than 3% of its bid, shall be disqualified.
2. Bids that are not submitted with an acceptable bid bond shall be disqualified by the COMMITTEE due to failing to meet participation requirements.
ARTICLE 10 – ASSETS THAT MAY BE ACCEPTED AS A BID BOND
1. Below assets may be accepted as a bid bond:
a. Turkish Currency in circulation.
b. Letters of guarantee and blocked checks issued by the banks
2. Any letter of guarantee issued by a foreign bank which is authorized to operate in Turkey under applicable legislation; and any letter of guarantee issued by a bank operating in Turkey relying on the counter guarantee of a bank or a financial institution operating abroad may also be accepted as a bid bond.
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