BBC SPORTS PERSONALITY OF THE YEAR
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ITT – BBC Sports Personality of the Year
BBC SPORTS PERSONALITY OF THE
YEAR
Invitation to Tender (ITT)
21st February 2019
Event staging and television production of BBC Sports Personality of the Year 2019 to 2021 - with an
option, at the BBC’s discretion, to extend to 2023ITT – BBC Sports Personality of the Year
ITT SUMMARY
The BBC is inviting producers to tender for the event staging and TV production of BBC Sports Personality of the Year
(hereafter “SPOTY” or “the Programme”). SPOTY is widely considered to be the most prestigious award ceremony in UK
sport. It is a live TV broadcast comprising a definitive review of the sporting year and a series of sporting awards
culminating in a public vote for the BBC Sports Personality of the Year. The interweaving of entertainment-based features
ensures the programme reaches a wide and diverse TV audience, beyond traditional sports fans. The live TV programme
forms part of an arena-based event taking place in front of thousands of members of the public.
SPOTY is reputation-defining for BBC Sport and an important means for showcasing the breadth and depth of sport in the
UK. Taking the event to different arenas enables the BBC to represent the nations & regions of the UK and the show itself is
a high profile and long-standing part of the BBC’s pre-Christmas TV schedules.
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SPOTY 2018 was the 65 anniversary of the TV programme having grown significantly in both scale and scope since first
invented by Sir Paul Fox. The two-hour programme consisted of 8 separate awards, culminating with Welsh cyclist and Tour
de France winner, Geraint Thomas, picking up the main award. It was held in the Genting Arena in Birmingham in front of
an audience of more than 10,000 people.
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SPOTY 2019 will take place on Sunday, 15 December 2019. The UK venue for 2019 has not been contracted but this will
be completed shortly and details provided no later than the release of the Secondary Information. The winning bidder will
be required to assume responsibility for the venue contract for SPOTY 2019. The venues and dates for future SPOTYs have
not been considered at this stage.
The contract to produce SPOTY is offered on a work-for-hire basis and all IP remains with the BBC. The contract is for SPOTY
2019, 2020 and 2021, with the option, at the BBC’s discretion, to extend to 2022 and 2023. The contract covers:
editorial planning, development and delivery of the TV production of SPOTY;
idea development & integration of related BBC-produced content strands to increase the impact of SPOTY on
different platforms; and
planning and staging of the arena event in front of an audience of invited guests and members of the public.
The maximum annual budget contribution by BBC Sport for these services will be made available to verified production
companies on receipt of a complete and signed NDA form (see section F).
Schedule of key stages (dates may be subject to change)
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ITT Published 21 February 2019
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Tender eligibility closes 7 March 2019
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Long-list notified & Secondary Information provided 15 March 2019
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Site visits w/c 25 March 2019
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Face to face meeting(s) 4 April 2019 (Media City, Salford)
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ITT submissions 29 April 2019
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Short-list notified 10 May 2019
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Interviews 30 May 2019 (Media City, Salford)
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Award decision announced w/c 10 June 2019
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Transmission from 15 December 2019ITT – BBC Sports Personality of the Year
Tender eligibility
Producers bidding on their own or in partnership will be considered. Producers wishing to be considered for the tender
should first submit some core information about their business and experience, for the BBC to evaluate if they meet the
eligibility criteria. In order to be made eligible, producers or partnerships must demonstrate within the last 5 years:
proven creative & technical ability to deliver a high quality TV production of at least one major awards ceremony
or similar event, ideally also including the running of a public vote;
proven ability to plan and stage at least one major awards ceremony or similar event; and
proven depth of knowledge and editorial expertise in sport and sports productions.
Producers should pass various other criteria; including those relating to insolvency, bankruptcy and county court judgments
and sign a non-disclosure agreement.
The production must also qualify as an ‘out of London’ production (preferably ‘regional’) in line with established Ofcom
guidance in this area.
It is anticipated that up to SIX producers will be placed on a long-list and proceed to the ITT submission stage – determined
by those with the strongest scores.
ITT submission
Tenderers considered eligible will be invited to make a detailed submission to the ITT. Before they make the submission,
eligible producers will be supplied with further information to inform their bid and be offered the opportunity to meet with
the BBC to discuss the ITT requirements. Further detail, if required, will be released to those who reach the shortlist.
Please note that we do not anticipate requiring any TUPE undertakings from tenderers.
Evaluation & decision
Only the contents of the ITT submissions will be evaluated. Evaluation will be against the award criteria of editorial
proposals & capabilities, event staging proposals & capabilities, fit with BBC Sport strategy, risk and value for money. Once
bids are submitted, the highest scoring producers will be shortlisted and invited to interview to discuss their proposal. It is
anticipated that the shortlist will comprise up to THREE of the Eligible Tenderers.
The interview and discussion will be evaluated against the award criteria and fed into the overall final scoring. The BBC will
then proceed to complete the commissioning specification and contract with the producer with the highest scoring bid.
This overview is for guidance only - please refer to the ITT for full details.ITT – BBC Sports Personality of the Year Contents SECTION A – INTRODUCTION ....................................................................................... 6 1.0 BACKGROUND........................................................................................................................... 6 2.0 OBJECTIVES AND SCOPE ............................................................................................................ 6 3.0 CONTRACT ................................................................................................................................ 7 4.0 TENDER PROCESS ...................................................................................................................... 8 5.0 TIMETABLE................................................................................................................................ 9 6.0 FREEDOM OF INFORMATION ACT ............................................................................................ 10 SECTION B – REQUIREMENTS ......................................................................................11 1.0 EDITORIAL & EVENT-STAGING .................................................................................................. 11 2.0 TECHNICAL & DELIVERY ........................................................................................................... 18 3.0 FINANCIAL .............................................................................................................................. 19 SECTION C – INSTRUCTION TO TENDERERS .................................................................22 1.0 TENDER SUBMISSION .............................................................................................................. 22 2.0 FORMAT AND CONTENT OF ITT SUBMISSIONS .......................................................................... 22 3.0 EVALUATION: ELIGIBILITY, AWARD CRITERIA............................................................................. 24 4.0 QUERIES ................................................................................................................................. 25 5.0 NOMINATED REPRESENTATIVES ............................................................................................... 25 6.0 MODIFICATION AND WITHDRAWAL ......................................................................................... 26 7.0 CONTRACT AWARD ................................................................................................................. 26 8.0 GENERAL ................................................................................................................................ 26 SECTION D – KEY CONTRACT TERMS ...........................................................................28 1.0 PRE-CONDITIONS .................................................................................................................... 28 2.0 FINANCE ................................................................................................................................. 28 3.0 RIGHTS & REVENUE ................................................................................................................. 28 4.0 PRODUCTION .......................................................................................................................... 28 5.0 DELIVERABLES......................................................................................................................... 29 6.0 TERMINATION AND TAKEOVER ................................................................................................ 29
ITT – BBC Sports Personality of the Year SECTION E – TENDER ELIGIBILITY FORM (TEF) .............................................................30 1.0 ORGANISATION DETAILS .......................................................................................................... 30 2.0 PARTNERSHIP.......................................................................................................................... 30 3.0 VENUE .................................................................................................................................... 31 4.0 NATIONS/REGIONS QUALIFICATION......................................................................................... 31 5.0 INSURANCE............................................................................................................................. 32 6.0 COMPANY POLICIES................................................................................................................. 32 7.0 ENVIRONMENTAL SUSTAINABILITY .......................................................................................... 33 8.0 REAL LIVING WAGE.................................................................................................................. 33 9.0 INSOLVENCY AND BANKRUPTCY/CCJS ...................................................................................... 33 10.0 RELEVANT EXPERIENCE .......................................................................................................... 34 11.0 CONFLICT OF INTEREST .......................................................................................................... 34 12.0 HEALTH AND SAFETY ............................................................................................................. 35 SECTION F – NON DISCLOSURE AGREEMENT ...............................................................36 SECTION G – FORM OF TENDER...................................................................................41
ITT for SPOTY Section A – Introduction
Section A – Introduction
1.0 BACKGROUND
1.1 The BBC provides a diverse range of broadcast services under a Royal Charter. The greater portion of the BBC’s
income comes from the licence fee. In spending this money, the BBC has an obligation to demonstrably secure
best value for money for the licence fee payer in all aspects of its day-to-day activities.
1.2 The BBC is unique in British broadcasting. Its reputation is built on quality, public service, distinctiveness,
objectivity and indigenous programme making.
1.3 Recent years have seen fundamental changes in the broadcasting industry, with more competition and a wider
range of services. The BBC now offers numerous TV channels, an online presence, major radio networks and over
40 local radio stations, as well as a range of other services.
1.4 As part of the BBC Charter & Agreement the BBC has committed to opening up more of the hours of programming
that previously formed part of the in-house production guarantee. Some of this competition will be through
tendering of existing returning series which are open to any supplier, subject to meeting the eligibility
requirements, set out in this ITT.
1.5 A key part of demonstrating value for money in delivering the BBC’s services is the continuing need to form
effective and strategic supplier relationships and to work with suppliers to maximise efficiency and innovation to
the BBC and work closely together for mutual benefits.
1.6 In its relationships with suppliers, BBC Sport is looking for ways in which it can help it meet its overarching strategic
objectives, including:
maximising the impact of output across all platforms - through, for example, closer integration of
production teams, joined-up commissioning/planning and the sharing of content;
appealing to a broad range of audiences – with a particular focus on content targeted at 16-34 year olds;
enhancing diversity of representation both on- and off-screen; and
showcasing the breadth and depth of sport in the UK.
1.7 In submitting responses, Eligible Tenderers should emphasise the ways in which their bid can specifically support
delivery of these objectives.
1.8 For further information on the BBC’s business activities, please see the BBC and BBC Sport Commissioning
websites.
2.0 OBJECTIVES AND SCOPE
2.1 This document is an ITT for the event staging and TV production of SPOTY. It covers the annual SPOTY event in
2019, 2020 and 2021 with the option, at the BBC’s discretion, to extend the contract to also include the SPOTY
events in 2022 and 2023.
2.2 SPOTY 2018 was based around a live, two-hour TV programme broadcast in front of a 10,000 strong audience at
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the Genting Arena in Birmingham on Sunday, 16 December 2018 (1900-2100, BBC One). Broadly, it comprised the
handing out of 8 sporting awards, a review of the sporting year and various entertainment-led features.
2.3 Suppliers will be required to plan, develop and deliver the TV production of SPOTY 2019 from a pre-determined UK
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arena for live transmission on Sunday, 15 December 2019 (approx. 1900-2100, BBC One).
2.4 The venue for SPOTY is normally announced in the autumn preceding the event. The UK venue for 2019 has not
been contracted but this will be completed shortly and details provided no later than the release of the Secondary
Information. The winning bidder will be required to assume responsibility for the venue contract for SPOTY 2019.
The venues and dates for future SPOTYs have not been considered at this stage.
2.5 We wish to maintain a mix of award ceremony, sporting review and general entertainment but welcome
suggestions as to how those editorial elements should be combined in the TV programme as well as developed
with, and exploited by, other BBC Sport outlets.
Page 6ITT for SPOTY Section A – Introduction
2.6 Suppliers must factor in operational and creative support for other BBC programmes and content strands that wish
to undertake broadcast and non-broadcast activities at the venue.
2.7 Suppliers will also be required to plan and stage the arena event in front of a large public audience, including
receptions, ticketing and related activities.
2.8 The detailed requirements are set out in Section B (Requirements) and the full eligibility requirements are set out
in Section E (Tender Eligibility Form).
2.9 The tender has the following stages; eligibility; ITT submission and shortlist; interviews; and award decision. This is
described in more detail later in this ITT.
2.10 This opportunity is for any supplier, whether BBC Sport (in-house) production, qualifying independent producers,
(within the meaning of the Broadcasting (Independent Productions) Order 1991, as amended); or non-qualifying
independent producers. See here for more information.
2.11 Suppliers will be expected to demonstrate that they have the skills to deliver, or the ability to acquire and manage
the skills to deliver, the production of the Programme in accordance with this ITT. In particular, suppliers
(producers or partnerships) will only be made eligible if they can demonstrate (within the last 5 years):
proven creative & technical ability to deliver a high quality TV production of at least one major awards
ceremony or similar event, ideally also including the running of a public vote;
proven ability to plan and stage at least one major awards ceremony or similar event; and
proven depth of knowledge and editorial expertise in sport and sports productions.
2.12 Suppliers unable to meet the BBC’s requirements on their own could seek complementary third parties to work
with in partnership. The Tender Eligibility Form should include responses for each partner and the ITT submission
should: (a) include details of the responsibilities of each partner; (b) outline the principal personnel who will be
responsible for the production and delivery of the Programme – specifying if they are staff or
(unconfirmed/confirmed) freelancers; and (c) explain how working in partnership would be successfully achieved.
2.13 The production must qualify as an ‘out of London’ production (preferably ‘regional’) in line with established Ofcom
guidance in this area.
2.14 The Evaluation Team will comprise the following individuals:
Matthew Travers: Head of Business, BBC Entertainment
Jo Wallace: Commissioning Editor, BBC Entertainment
Jackie Myburgh: Independent sports media consultant (chair)
Barbara Slater: Director, BBC Sport
Philip Bernie: Head of TV Sport, BBC Sport
The Evaluation Team will seek opinion from subject matter experts, e.g. channel management, procurement,
finance, technology, events etc. to help inform their decision.
2.15 The BBC is a signatory to, and will abide by the principles of, the APC Code.
Subject to section A, paragraph 6.0, the BBC will keep confidential all commercially sensitive information included
in responses to this ITT and will only use this information for the purposes of evaluating the ITT submissions,
provided that the Tenderer has identified the confidential nature of any such information in their response
documents.
2.16 As outlined in section C, paragraph 8.3, suppliers submit responses to this ITT and take part in this process at their
own cost.
3.0 CONTRACT
3.1 The contract will be for a period of 3 years, covering SPOTY 2019, 2020 and 2021. The BBC may extend the
contract period, subject to agreement with the winning bidder (hereafter the ‘Successful Tenderer’), for a further
two years i.e. to cover SPOTY 2022 and 2023. (This would be included as special terms within the contractual
framework.)
Page 7ITT for SPOTY Section A – Introduction
3.2 The contract will reflect the existing arrangement that production of the Programme is offered on a work for hire
basis: all rights in the Programme will be vested in the BBC; any enhancements to the format as a result of the
Successful Tenderer’s ideas shall be assigned to the BBC; and the BBC shall not be obliged to re-commission the
Successful Tenderer. Please see the full details at Section D, paragraph 3.2 of this ITT.
3.3 The BBC reserves the right to vary the start date of the contract as may be required to take into account the
Successful Tenderer’s transition plan and any related issues identified.
4.0 TENDER PROCESS
The tender process will involve the following stages:
4.1 Stage 1: Tender Eligibility
4.1.1 At this stage, tenderers will be required to submit their completed Tender Eligibility Form (“TEF”), included at
Section E of this ITT.
4.1.2 All tenderers will be required to sign the Non-Disclosure Agreement (“NDA”) included at Section F of this ITT as a
condition of their eligibility; allowing them to receive the Secondary Information, should they proceed to the next
stage of the process.
4.1.3 The maximum annual budget contribution by BBC Sport for these services will be made available to verified
production companies on receipt of a complete and signed NDA form (ahead of the release of other Secondary
Information).
4.1.4 The BBC will review the TEF responses in order to establish the list of tenderers who meet the eligibility criteria
outlined in the TEF (“Eligible Tenderers”).
4.1.5 Prior to determining the final list of Eligible Tenderers, the BBC may seek clarification or further details from
tenderers on their TEF responses in order to establish their eligibility.
4.1.6 In order to establish the list of Eligible Tenderers, the BBC will evaluate the TEF Responses using the eligibility
criteria and evaluation method set out in Section C, paragraph 3.1. Evaluation will be made based only on the
information provided in the TEF response.
4.1.7 The BBC reserves the right to limit the number of Eligible Tenderers. This long-list of Eligible Tenderers will be
established using the eligibility criteria and evaluation method set out in Section C paragraph 3.1. By taking this
approach, the BBC ensures that all tenderers are notified as early as possible, therefore minimising their time and
expense on this process. It is anticipated that this longlist will be up to SIX Eligible Tenderers.
4.1.8 On notification of eligibility, the BBC will give an indication of the number of Eligible Tenderers in the longlist in
order for those Eligible Tenderers to be able to assess the level of competition.
4.1.9 The BBC will then issue further relevant information (“Secondary Information”) to Eligible Tenderers.
4.1.10 Eligible Tenderers will have an opportunity for a site visit of the venue for SPOTY 2019 as well as an opportunity for
a meeting with the BBC in order to discuss the ITT requirements.
4.2 Stage 2: ITT Submission and shortlist
4.2.1 The BBC will invite Eligible Tenderers to provide a written response to the ITT, which includes all the elements
outlined in Section C paragraph 2.0 (“ITT submission”).
4.2.2 The BBC will evaluate all ITT submissions in detail against the published Award Criteria outlined in Section C
paragraph 3.2.
4.2.3 At any stage of the process, it may be necessary to seek clarifications from Eligible Tenderers. Answers to these
clarifications will be factored into the evaluation process as appropriate.
4.2.4 As part of the evaluation, Eligible Tenderers will be scored and ranked and the highest scoring Eligible Tenderers
will be shortlisted for interview (“Shortlisted Tenderer”). It is anticipated that this shortlist will be up to THREE
Eligible Tenderers.
Page 8ITT for SPOTY Section A – Introduction
4.3 Stage 3: Interviews
4.3.1 Short-listed Tenderers will be invited to an interview or ‘pitch meeting’ with the Evaluation Team.
4.3.2 During the interview, Shortlisted Tenderers will be required to discuss their submission, offer any required
clarification and elaborate on their proposal. Prior to the interview the Evaluation Team will issue to Shortlisted
Tenderers a list of areas that they should focus on during the interview.
4.4 Stage 4: Award decision
4.4.2 The Evaluation Team will then evaluate the Shortlisted Tenderer’s submissions (against the Award Criteria outlined
at Section C, paragraph 3.2) to take account of the interview meeting.
4.4.3 Before a final Award decision is made, the BBC may decide to:
provide more information;
require further clarifications or documentation from Shortlisted Tenderers;
further shortlist (using the Award Criteria); and
conduct second interviews.
4.4.4 Before a final Award decision is made, the BBC will issue the Commissioning Specification and the Contract to the
Tenderer which scored highest in the evaluation, against the Award Criteria (“Preferred Tenderer”).
4.4.5 Subject to Section C, paragraph 8.1, and once the Commissioning Specification and Contract referred to above
have been signed, the award decision will be finalised (in accordance with section C, paragraph 7.0) with the
Preferred Tenderer (“Successful Tenderer”).
4.4.6 In the event that the Commissioning Specification and the Contract cannot be signed in a timely manner, the BBC
reserves the right either to issue the Commissioning Specification and the Contract to the Tenderer with the next
highest ranking score against the Award Criteria after the Preferred Tenderer, or to re-open the tender process.
4.5 Stage 5: Announcement and notifications
4.5.1 In the event of a transition, the BBC and the Successful Tenderer will discuss and confirm the approach and
practical application of the transition plan before communicating with the impacted teams.
4.5.2 At this point all Shortlisted Tenderers will be notified and announcements will be made by the BBC. The content
and timing of any and all statements by the Successful Tenderer regarding the programme being tendered (or the
tender process) will need prior approval by the BBC.
4.6 Feedback
4.6.1 Feedback is available to any tenderer submitting a request within two weeks of receiving notification of the results
of the eligibility evaluation or of the results of the ITT evaluation. Request for feedback should be made via the
BravoSolutions portal (details for accessing BravoSolutions can be found at Section C, paragraph 1.0).
4.6.2 Feedback will be provided within three weeks of receiving the request.
5.0 TIMETABLE
5.1 The BBC intends to evaluate the TEFs and ITT submissions and award the Contract within the following indicative
timetable. Please note that all submissions must be made by 5pm on the relevant date:
Page 9ITT for SPOTY Section A – Introduction
Stage Indicative Date (by)* Step
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1. Tender Eligibility 21 February 2019 Publish ITT
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7 March 2019 Tender Eligibility Forms returned
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15 March 2019 All tenderers notified of eligibility outcome - Eligible Tenderers issued
with Secondary Information (including 2019 venue)
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w/c 25 March 2019 BBC-organised site visits to 2019 venue
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4 April 2019 Face to face meeting with Eligible Tenderers
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2. ITT submission 29 April 2019 ITT submission deadline
and short-list th
10 May 2019 ITT submissions evaluated and shortlist prepared
All tenderers notified & areas of focus sent to Shortlisted Tenderers
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3. Interviews 30 May 2019 Shortlisted Tenderers interviews
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4. Award decision w/c 10 June 2019 Award decision finalised
Commissioning Specification & Contract signed
The following activities may be required before an award decision is made: further
clarifications and documentation exchanged, 2nd interviews, further shortlist.
5. Announcement June 2019 Notification to unsuccessful tenderers
and notifications Announcement
*All dates are subject to change and Tenderers will be notified of any changes
5.2 The BBC reserves the right to disqualify any tenderer who does not comply with the deadlines outlined above.
6.0 FREEDOM OF INFORMATION ACT
6.1 As a public authority, the BBC is required to comply with the Freedom of Information Act 2000 (“FOIA”), which
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came into force on 1 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.
6.2 Tenderers should be aware that, under an FOIA request, the BBC may be required to disclose information
contained within the ITT response or future contractual information. Following a request, the BBC may take the
views of tenderers into account when making a decision on what information will be disclosed.
6.3 If you would like further information on the Freedom of Information Act please see:
http://www.bbc.co.uk/foi/
Page 10ITT for SPOTY Section B – Requirements
Section B – Requirements
1.0 EDITORIAL & EVENT-STAGING
1.1 Overview
SPOTY is widely considered to be the most prestigious award ceremony in UK sport. The programme itself is a live
TV broadcast comprising a definitive review of the sporting year and a series of sporting awards culminating in a
public vote for the BBC Sports Personality of the Year. The interweaving of entertainment-based features ensures
the programme reaches a wide and diverse TV audience, beyond traditional sports fans. The live TV programme
forms part of an arena-based event taking place in front of thousands of members of the public.
SPOTY is reputation-defining for BBC Sport and an important means for showcasing the breadth and depth of sport
in the UK. Taking the event to different arenas enables the BBC to represent the nations & regions of the UK and
the show itself is a high profile and long-standing part of the BBC’s pre-Christmas TV schedules.
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SPOTY 2019 will take place on Sunday, 15 December 2019. The UK venue for 2019 has not been contracted but
this will be completed and details provided no later than the release of the Secondary Information. The winning
bidder will be required to assume responsibility for the venue contract for SPOTY 2019. The venues and dates for
future SPOTYs have not been considered at this stage.
The contract to produce SPOTY is offered on a work-for-hire basis and all IP, remains with the BBC. The contract is
for SPOTY 2019, 2020 and 2021, with the option, at the BBC’s discretion, to extend to 2022 and 2023. The contract
covers:
editorial planning, development and delivery of the TV production of SPOTY;
idea development & integration of related-content strands to increase the impact of SPOTY on different
platforms; and
planning and staging of the arena event in front of an audience of invited guests and members of the
public.
1.2 Editorial
TV editorial plan
The BBC wishes to maintain the core elements that make up the SPOTY programme whilst looking for creative
suggestions to increase its impact with audiences. We welcome ideas for widening SPOTY’s appeal with younger
and more diverse audiences.
Editorial plans should offer innovative ideas for how to incorporate a review of the sporting year, entertainment-
led features and award-giving. Your plans must also demonstrate a deep understanding of the sports industry and
the complexities of balancing the delivery of a prime time TV entertainment show alongside a large-scale arena
event. Eligible Tenderers should explain how they intend to attract well-known sportspeople and figures from the
world of entertainment to the arena event.
The editorial plan must take into account the high profile nature of the programme and the need to incorporate a
robust and heavily-scrutinized public vote.
It is essential that the editorial plan ensures the breadth and depth of the sporting year is properly reflected
throughout the programme. It should also demonstrate a clear understanding of how to deliver a high-quality,
complex, live multi-camera arena TV programme incorporating all the above components.
We do not recommend making wholesale changes to the editorial scope of SPOTY in 2019 but welcome ideas for
how the programme could evolve and increase its impact over the life of the contract.
Awards
Page 11ITT for SPOTY Section B – Requirements
There are currently 9 awards associated with SPOTY, 8 of which were handed out during the live TV show in 2018.
These were:
BBC Sports Personality of the Year (“the Main Award”): this goes to the sportsperson whose actions have
most captured the UK public's imagination during the year.
Lifetime Achievement Award: this goes to someone who has made a major impact on the world of sport
during their lifetime.
Helen Rollason Award: this recognises outstanding achievement in the face of adversity.
BBC Get Inspired Unsung Hero of the Year: this celebrates the most deserving volunteer(s) who has
dedicated their free time to help others participate in grassroots sports and fitness activities.
Team of the Year: this goes to the team in a sporting discipline, individual sport or sporting event that has
achieved the most notable performance during the year.
Coach of the Year: this goes to the coach who has made the biggest impact on sport in the UK during the
year.
Greatest Sporting Moment of the Year: this goes to the sporting moment that most captured the UK
public's imagination during the year.
World Sports Star of the Year: this goes to the world sport star whose achievements have most captured
the public's imagination during the year.
Editorial plans must incorporate the Main Award, the Lifetime Achievement award, the Helen Rollason award, the
BBC Get Inspired Unsung Hero of the Year award, the Team of the Year award and the Coach of the Year award in
SPOTY 2019. We are open to suggestions about:
The future role of Young Sports Personality of the Year, an award that goes to the outstanding young
sportsperson aged 17 or under. Last year the award was handed out prior to SPOTY 2018 at the Radio One
Teen awards.
Realistic potential recipients of the Lifetime Achievement and Helen Rollason awards in 2019.
The inclusion of the Greatest Sporting Moment of the Year and the World Sports Star of the Year awards
in SPOTY 2019, how their shortlists should be decided, the appropriate voting mechanism and how they
should be promoted. The latest audience research on these awards and other elements of last year’s
show will be provided in the Secondary Information.
The future role and purpose of all awards beyond 2019, with the exception of the Main Award which must
remain an integral part of the Programme.
See here for full details on how these awards and/or their shortlists were decided in 2018, along with the
prevailing terms & conditions.
There will be no changes to the approaches adopted for determining each of these awards in 2019. For example,
we believe that the expert panel system that was introduced in 2011 remains a robust, defensible and effective
means of determining the shortlist for the Main Award (along with the winners/shortlists of various other awards).
Senior editorial representatives of the Successful Tenderer may be expected to take part in the various decision-
making processes.
For the avoidance of doubt, the BBC will retain ultimate responsibility for determining what awards are included or
excluded and how winners/nominations are decided.
Public voting
Three of the awards in 2018 were decided by public votes – the Main Award (a public vote during the show) and
the Greatest Sporting Moment of the Year award and World Sports Star of the Year award (public votes prior to
the show).
All votes that are open to members of the public will continue to be operated by the BBC’s Interactivity Technical
Advice and Contracts Unit (ITACU). The Successful Tenderer will be expected to work closely with the BBC’s ITACU
Page 12ITT for SPOTY Section B – Requirements
department and Editorial Policy to ensure the votes are run fairly, transparently and in accordance with relevant
BBC Guidelines. This will include, for example, liaison over use of vote graphics & scripts, contingency planning, use
of (and payment out of the production budget for) one of the BBC’s approved telephony providers and an
independent verifier. See here for further information.
The Successful Tenderer will also be required to provide the necessary operational space for the BBC’s ITACU
department at the venue - further details will be provided in the Secondary Information.
Off-screen and on-screen talent
ITT submissions should identify key off-screen talent (with evidence of in-principle agreement if not staff) and
names of third party suppliers – and include an overview of the diversity of representation of those involved.
Bidders should not make approaches to existing BBC Sport staff regarding the prospect of working on SPOTY.
ITT submissions should also demonstrate efficient production management plans (including key production
management talent) and plans for producing the Programme that ensure continuity of delivery.
For new producers, we will require a detailed plan for how you would approach the transition from the incumbent
producer, including a timetable and any reliance on expertise from BBC or third party personnel.
The on-air talent for SPOTY currently comprises Gary Lineker, Gabby Logan and Clare Balding. Under no
circumstances should bidders make contact with Gary, Gabby or Clare to discuss the Programme or their ITT
submission. Bidders should not make approaches to any other on-air talent regarding the prospect of working on
SPOTY. Further direction regarding the use of on-air talent for SPOTY will be provided in the Secondary
Information.
Set
The BBC procured a new set design for SPOTY in 2015. The majority of the components are hired-in (e.g. lighting,
screens) each year, with the shell structure stored in a secure location.
Eligible Tenderers can, if they so require, re-use the stored set components in 2019 but may need to re-procure a
new design for 2020 and beyond. A separate financial provision will be made for this and we are open to
suggestions as to how, and if, these funds should be spent. The costs and logistics associated with re-using the set
in 2019 will be provided in the Secondary Information. An opportunity to discuss the set components with the
current supplier will be arranged by the BBC for all Eligible Tenderers.
Red Carpet show
In recent years, the BBC has produced a ‘Red Carpet Show’ at SPOTY – a one hour programme broadcast on the
BBC News Channel prior to the show. The Red Carpet Show involves two presenters interviewing sportspeople as
they walk the Red Carpet on arrival at the event. The tone has been light and entertaining with a focus on high
profile guests and promotion of the show later in the evening.
There are no guarantees that this programme will be commissioned in 2019 (or beyond) and so the budget for the
Programme does not include provision for a Red Carpet Show in 2019 or beyond. However, Eligible Tenderers are
requested to put forward high-level editorial plans for a one hour TV programme in the event of a future
commission. The Successful Tenderer may be required to work in partnership with various production teams at the
BBC if such a programme is commissioned.
SPOTY (TV) preview show
In recent years, BBC Sport has produced a preview show for SPOTY – typically a one hour programme broadcast in
the run-up to event. The preview show often comprises a review of the sporting year, a profile of award nominees
and promotional material for the live show. There are no guarantees that this programme will be commissioned in
2019 (or beyond) and so the budget for this tender does not include provision for a preview show. However,
Eligible Tenderers are requested to put forward high-level editorial plans (and approximate costs) for a SPOTY TV
preview show or content propositions that deliver similar outcomes, in the event of any future decision for such a
programme (or content offer) to be commissioned.
Compliance and BBC Editorial Guidelines
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As with all of our content we would expect the Successful Tenderer to deliver the programme in line with the BBC’s
Editorial Guidelines and to adapt to the BBC’s editorial and business needs during the life of the contract.
1.3 BBC Sport and BBC surround-sound coverage
There are many of other BBC Sport/BBC teams and third parties involved with SPOTY each year. They help to
maximise the impact of the show and are crucial to its overall success. These entities will require services and
support from the Successful Tenderer. Their precise requirements will vary from year to year and by venue, but the
Successful Tenderer is expected to make every effort to accommodate their demands for operational space,
planning, technical support and creative collaboration. Some of the key elements are outlined below.
Digital SPOTY
Eligible Tenderers should assume that the BBC Sport website, BBC iPlayer and the BBC’s social media accounts will
carry extensive coverage of SPOTY before, during and after the show. This typically includes reportage of the
stories of the year and profiles of the awards and nominees. There is a focus on promotion, with a skew towards
fun, entertaining and engaging content aimed at people between the ages of 16 and 34.
The digital content will be produced and funded by BBC’s Sport’s digital team. Eligible Tenderers are expected to:
Include within their ITT submission provision for a digital content producer in order to maximise
collaboration with BBC Sport’s digital team in the planning and delivery of SPOTY, and outline what type
of digital content they would be seeking to help drive;
put forward ideas as to how, during the planning phase, features commissioned for the (TV) Programme
can be developed to be of interest to younger audiences on other platforms;
put forward ideas in order to maximise audience engagement with online public votes;
outline a clear plan for how they would support the gathering of material and the efficient delivery of
content to BBC Sport’s digital team (e.g. timeliness, correct format);
provide support for collaborations with social media outlets (i.e. Snap Chat, Facebook, Twitter, Instagram)
as business models evolve over time; and
put forward ideas for how the TV coverage of SPOTY can be enhanced through the use of second screen
experiences that give viewers a deeper connection with the Programme.
The Successful Tenderer will be required to provide the necessary operational space and technical support for staff
from BBC Sport’s digital team at the venue - further details will be provided in the Secondary Information.
BBC Sport - Get Inspired
BBC Sport’s “Get Inspired” initiative uses the reach and impact of BBC Sport output to encourage people to get
active and/or volunteer. The Get Inspired team (in partnership with BBC Nations & Regions) are responsible for all
(off-air) elements of SPOTY’s Unsung Hero award e.g. collating entries, shortlisting, liaison at the show etc. Eligible
Tenderers should outline how they intend to work with the Get Inspired team to determine how the award should
be staged and presented during the live show.
Eligible Tenderers should also specify how they intend to collaborate with the Get Inspired team to help promote
the Unsung Hero award. This includes a requirement to fund and produce content for promoting the award on the
day of launch, and help secure promotional opportunities for on-air talent on BBC platforms.
The Get Inspired team also fund and run a production on the ‘Red Carpet’ in order to create short form content for
the BBC’s digital platforms and social media outlets. Eligible Tenderers should outline how they intend to work
with the Get Inspired team to shape the best approach each year and ensure it is delivered with maximum impact.
The Successful Tenderer will be required to provide the necessary operational space and technical support for staff
from the Get Inspired team at the venue - further details are provided in paragraph 2 below and in the Secondary
Information.
Radio SPOTY
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The BBC’s radio coverage of SPOTY will continue to be managed and funded by BBC Sport’s radio teams. ITT
submissions should assume that BBC Radio 5 live will broadcast a live radio programme from a space in the arena
before, during and after the live show (“Radio SPOTY”) in front of an invited audience (c100-150 people in 2018).
Eligible Tenderers are expected to put forward editorial proposals for how Radio SPOTY could be evolved in order
to increase its impact with audiences, particularly those under the age of 45 years. This should include
consideration as to how they will provide timely access to material gathered for the TV Programme (in the
appropriate format) and to the award winners (immediately post-transmission).
The Successful Tenderer will be required to provide the necessary operational space and technical support for the
radio operation at the venue - further details are provided in paragraph 2 below and in the Secondary Information.
Sports News
The BBC’s sports news coverage of SPOTY will continue to be managed and funded by the BBC’s journalism teams.
At SPOTY 2018, this consisted of access for teams gathering content for bespoke programmes for the BBC News
Channel and 5 live, sports news presentation from the venue and interviews with award winners in the Press area.
Eligible Tenderers are expected to outline how they would plan and collaborate with the BBC’s journalism teams
ahead of the event – sharing, for example, interview bid intelligence and filming plans to make sure the material is
fully exploited and promoted.
The Successful Tenderer will be required to provide the necessary operational space and technical support for staff
from the BBC’s journalism teams at the venue - further details are provided in paragraph 2 below and in the
Secondary Information.
Press & communications
BBC Sport’s Press Office are responsible for all press and external communications activities for SPOTY. Their
substantive activities can be categorised as follows:
A wide-range of promotional activity in the run-up to SPOTY aimed at increasing audience awareness for
the Programme, voting and ticket sales.
Oversight of the ‘Red Carpet’ operation at SPOTY. The ‘Red Carpet’ is an area put aside (near the pre-show
reception) for the arrival of high profile guests. The ‘Red Carpet’ services provided by BBC Sport’s Press
Office in 2018 included the running of the operation (e.g. managing guest flows, co-ordination of
representatives from the press and wider media) plus facilitation of the Red Carpet (TV) Show and digital
content creation by the BBC’s Get Inspired team.
Funding and management of the ‘Press area’ at SPOTY. The Press area is used as a base for
representatives of the press and wider media who are reporting on SPOTY.
Dealing with all press enquiries before, during and after the show.
Eligible Tenderers should outline how they intend to work with BBC’s Sport’s Press Office, including but not limited
to providing:
close support and collaboration on all external communication activities aimed at promoting the show,
ticket sales and voting for the awards (including assistance in securing on-air talent for promotional
purposes e.g. press launches);
close support and collaboration on the running of the Red Carpet to ensure the requirements (if any) of
the TV programme are fully factored into the operational plans;
close support and collaboration on the responses to all press enquiries; and
The Successful Tenderer will be required to provide the necessary planning assistance, technical support and
operational space for the efficient and effective running of the Red Carpet and Press operations – further details
are provided in paragraph 2 below and in the Secondary Information.
Marketing
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The BBC’s Marketing & Audiences team are responsible for (and fund) the marketing of SPOTY. Their aims are to
drive appointment to view to the live programme and encourage audiences to cast votes for the awards. Eligible
Tenderers should outline how they intend to work with the BBC’s Marketing & Audiences team, including but not
limited to providing:
creative ideas for how SPOTY should be marketed across platforms in the run-up to the event;
guidance on the years sporting stories and sportspeople which will feature in the show;
support for identifying the appropriate footage and materials from the years sporting moments; and
programme content and graphics which can be used across the media deliverables.
1.4 Event-staging
The Successful Tenderer will be required to stage SPOTY at a venue in front of an audience consisting of members
of the public and invited guests. There are various requirements pertaining to the staging of the event that Eligible
Tenderers must factor into ITT submissions:
the need to secure venues for SPOTY each year (with the exception of 2019);
a clear plan for the organisation and management of receptions at the venue for invited guests; and
close liaison with the venue management teams and/or third party agencies to ensure the successful sale
of tickets (and, where relevant, corporate hospitality packages)
Eligible Tenderers should also factor into their proposals the high-priority requirement to ensure the safety and
security of production staff, invited guests and the general public.
SPOTY venue
SPOTY has grown in size and ambition in recent years. It has been travelling around the UK to city venues such as
Birmingham, Liverpool, Sheffield, Leeds, Glasgow and Belfast, forming an integral part of the BBC’s drive to
connect more closely with audiences. Almost 100,000 people have watched SPOTY at a live venue since it first
went on the road in 2006.
Past audience research has found that SPOTY on the road is a real strength for the event but also for the BBC –
92% of those surveyed by the BBC felt it was a positive attribute.
Once the venue for SPOTY 2019 has been contracted the Successful Tenderer will be required to assume the BBC’s
contractual commitments. The financial arrangements between the BBC and the 2019 venue (to be included in the
budget of all ITT submissions), plus a schematic overview of where the various production and event-related
activities could be located will be provided in the Secondary Information. A site visit will also be arranged for
Eligible Tenderers.
The BBC welcomes suggestions for the location of where SPOTY 2020, 2021, 2022 and 2023 could be staged.
Eligible Tenderers should take into account the following factors when outlining their proposals for the location of
future SPOTYs:
the suitability of the venue as a broadcast facility for a high profile, peak-time TV programme;
affordability and value for money;
the logistics of ensuing a strong attendance of leading sportspeople;
the BBC’s desire to take SPOTY around the UK;
the sporting heritage of the area and relevance to the editorial of the Programme;
the location and availability of space for production facilities and event-related activities;
that the venue should have seating capacity for a minimum of 6,000 people, the majority of which should
be made available to members of the public; and
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the potential to raise revenues through ticket sales to the public and corporate bodies (and possibly
through non-commercial sponsorship sources) in order to offset some of the costs of staging the event.
We recognise that Eligible Tenderers may wish to contact venues to enquire about their suitability to stage SPOTY
(after 2019) but under no circumstances must they make commitments to stage SPOTY at a particular venue in the
event of them winning this tender.
We recognise that Eligible Tenderers may wish to consider alternative ways of staging SPOTY. The BBC welcomes
fresh and creative ideas for how SPOTY could be staged but consideration must be given to the requirements
outlined above.
The Successful Tenderer will be required to prepare and submit a business case (to the BBC) for their preferred
venue for SPOTY each year (alongside alternatives that have been considered). This will involve undertaking recces
of venues and contracting with vendors. The final decision on where SPOTY is staged will rest with the BBC.
Close liaison between the Successful Tenderer, BBC security personnel, senior management in BBC Sport and the
venue management teams will be essential to ensure appropriate safety and security arrangements are in place for
production staff, the public and invited guests. Further details will be provided in the Secondary Information.
The Successful tenderer will also need to take into account the requirement to arrange appropriate transportation
and accommodation for key programme contributors and/or outside broadcast links (with robust levels of
technical resilience and back-up) to their location.
Guest receptions & services
SPOTY is a reputation-defining programme for BBC Sport. It showcases the breadth and depth of UK sports and
sporting achievements. It also provides an opportunity for the BBC and representatives from the sports industry to
network and celebrate the sporting year.
A number of people are invited to SPOTY from the world of sport and media. These include contributors to the
programme, media & sports body executives, sportspeople, former winners of the awards and dignitaries.
In keeping with an event of this scale, Eligible Tenderers must factor in the requirement to stage a pre- and post-
show reception for invited guests, hosted by the Director of Sport. Eligible Tenderers should outline their approach
to managing this aspect of the event.
The pre- and post-show receptions can be held in the same space and should be located close to the Red Carpet
area. Eligible Tenderers must consider the proximity of the main arena to the pre-show reception in order to
ensure a smooth transition of guests between the two locations. Further details on the BBC’s requirements will be
provided in the Secondary Information.
Eligible Tenderers should outline how they intend to organise, manage and oversee invitations to the event, and
determine appropriate seating plans. The invite lists must be prepared in consultation with, and signed-off by, the
BBC (using the 2018 schedule as a starting point).
The efficient and effective running of the event typically requires the help of volunteers to, amongst other things,
manage the registration process and act as liaisons for high profile guests. Eligible Tenderers can, if necessary, rely
on the BBC to help source these volunteer roles – the exact numbers must be discussed and agreed with the BBC
prior to the event.
Ticketing
Since SPOTY was taken out of a traditional TV studio and put into UK arenas, tickets have been made available for
the general public to purchase. Ticketing revenues are an important source of finance in order to offset some of
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the costs of staging the event. Some venues also offer the opportunity to sell corporate hospitality packages which
typically involves pre-show food/drink and entertainment plus tickets to SPOTY.
Eligible Tenderers should outline how they intend to work alongside venue management teams (and ticket
agencies if necessary) to sell tickets and corporate packages to the event.
The price of SPOTY tickets is reviewed every year and the Successful Tenderer will be required to obtain approval
from the BBC for their proposed approach. In 2018 ticket prices for the general public were capped at no greater
than £50 (including booking fees), striking a balance between affordability, value for money and prevailing market
practice for high profile arena events.
Eligible Tenderers should outline how they intend to work alongside venue management teams to ensure the
optimum configuration of seating in light of predicted/actual sales and the nature of their editorial plans.
Finally, Eligible Tenderers should outline what valued-added services they would offer for paying members of the
public at the arena – for example through the use of pre-show entertainment.
2.0 TECHNICAL & DELIVERY
2.1 The delivery should enable transmission of the main TV programme on BBC One. Editorial responsibility for
production of the surround-sound content (see paragraph 1.3 above) will remain the responsibility of the relevant
BBC teams but close technical support and co-operation will be required with the Successful Tenderer.
2.2 For the main TV programme, the tenderer must comply with the BBC’s “Delivery Items” as detailed here.
2.3 The coverage will be first class in technical and pictorial quality and suitable for TV broadcasting as a completed
programme produced in accordance with the BBC's published technical and delivery standards for High Definition
Network Television Programme Delivery, which are contained on the BBC’s Commissioning website – see here.
2.4 The main TV programme is considered a very high profile production and all reasonable transmissions risks should
be mitigated for; as a minimum this requires diverse main and reserve transmission paths (geographically and
electrically separated), with coding as below;
Main: Vision Fibre minimum spec of 45Mbps MPEG4, or 60Mbps MPEG2, or 140Mbps J2K, 4:2:2.
o Audio Surround 5.1 programme mix
Reserve: Vision on satellite 18 MHz MPEG 4 /4:2:2 / DVBS2 8PSK /15 Msym/s / 3/4 FEC
o Audio Stereo programme
BBC Technical Specification Live Programme Delivery guidelines can be found here.
Handoff for signals delivered by Fibre will be at the BT Tower.
Signals delivered via satellite will be downlinked by BBC SatOps.
2.5 The technical operation at SPOTY needs to be closely integrated across the production of TV, radio, digital and
sports news and therefore requires collaboration between the Successful Tenderer, the BBC and their contractors.
The Successful Tenderer is required to deploy this cooperative working arrangement to ensure that SPOTY remains
a complete production across all outputs.
2.6 The Successful Tenderer is required to supply the Red Carpet facility including the carpet and associated set
dressing, lighting, power and fibre or cabling to a local News Uplink vehicle should it be required and the parking
and power for both a news uplink and an edit vehicle.
2.7 The sports news production for the BBC News channel and Network News is typically a single camera production,
edited at a mobile edit facility and file transferred to the respective outputs. The Successful Tenderer is required to
supply an interview space, parking, power and provide program feeds as required.
2.8 BBC Breakfast typically produces Sunday night packages for the Monday breakfast output and live 2 ways as
required. It has previously been a single camera production, edited typically offsite. The Successful Tenderer is
required to facilitate the BBC Breakfast production and co-ordinate the event to meet their needs. This may
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