ADD2084 London Environment Strategy copywriting & inforgraphic design

Type of decision: 
Assistant Director's decision
Code: 
ADD2084
Date signed: 
08 March 2017
Decision by: 
Patrick Feehily, Assistant Director, Environment

Executive summary

This ADD requests permission to appoint a marketing and communications organisation to provide copywriting and infographic design expertise to the development of the London Environment Strategy. 

The Mayor of London is revising the environment strategies which cover London’s air quality, water, waste, noise, green spaces and biodiversity as well as tackling climate change. These separate strategies will be integrated into one document; the London Environment Strategy (LES).  The draft strategy is planned to be out for public consultation in Spring/Summer 2017. The contract is to provide specialist services, to be commissioned incrementally on a call-off basis up to 31 December 2017. 

We want to procure the services of a supplier/agency/freelance consultant that will help bring together eight existing environmental strategies into one integrated strategy. We are seeking an experienced supplier who is familiar with the technical terms and processes involved and the sometimes complex interrelationships within these eight themes. We are also seeking to commission a series of infographics to help present to our audience (stakeholders and Londoners) key complex processes and information in a more visually engaging and easy to understand way.

Due to the timeframe of the production of this document with a draft for consultation being prepared for late May 2017 the technical expertise required and the level of commitment needed this cannot be undertaken in-house by the External Relations team. External resource is therefore a critical requirement for the production of the strategy. The successful supplier will work closely with the External Relations team to ensure that they're adhering to the Mayor of London brand and editorial guidelines as well as being consistent with the design layout and structure for all strategies being produced.
 

Decision

The Assistant Director approves expenditure of up to £30,000 to procure a marketing and communications organisation.

Part 1: Non-confidential facts and advice

Introduction and background

1.1    The Mayor of London is responsible for making London a better place for everyone who visits lives or work in the city. The Mayor wants London to be the ‘best big city in the world’. His work includes:

•    making it easier for people to move in and around the city
•    improving London’s environment
•    helping the capital’s businesses to thrive
•    providing Londoners with more affordable housing
•    giving young people in London more opportunities

1.2    In November 2016 the Mayor of London launched A City for All Londoners.  This document outlines the capital’s top challenges and opportunities across priority policy areas, as well as the changes that he wants to deliver over the next four years. This is the first stage of redrafting the London Plan. Alongside the London Plan, the Mayor has strategies covering Transport, Housing, Health Inequalities, Environment, Economic Development and Culture. All of these strategies are being revised. 

1.3    The Mayor of London has eight Environmental Strategies, as set out below. 
 

Statutory

Publication Date

Non Statutory

Publication Date

Biodiversity

2002

Business Waste

2011

Air Quality

2010

Water

2011

Climate Change Mitigation & Energy

2011

 

 

Climate Change Adaptation

2011

 

 

Municipal Waste

2011

 

 

Ambient Noise

2004

 

 

1.4    The Localism Act 2011 requires the Mayor to produce a single Environment Strategy instead of the 6 separate statutory environmental strategies. The Environment Team are currently revising the environment strategies into one document; the London Environment Strategy (LES).  The draft strategy is planned to be out for public consultation in Spring/Summer 2017. 

1.5    To ensure that the London Environment Strategy is fit for purpose, and sets out ambitions that are achievable and measureable, the strategy is being co-designed and tested with key stakeholders. The Mayor is keen that Londoners and those who visit and work in the city are able to respond to the strategy in the curation, testing and consultation phases as they did with A City for All Londoners and previous versions of the London Plan.

1.6    We want to procure the services of a supplier/agency/freelance consultant that will help bring together eight existing environmental strategies into one integrated strategy. We are seeking an experienced supplier who is familiar with the technical terms and processes involved and the sometimes complex interrelationships within these eight themes. Specialist expertise is therefore required to take the lead and be responsible for drafting and developing the content throughout the duration of the strategy development. 

1.7    We are also seeking to commission a series of infographics to help present to our audience (stakeholders and Londoners) key complex processes and information in a more visually engaging and easy to understand way.

1.8    It is anticipated that dedicated resource (for providing both the content and infographics) will be needed on a full time basis over a 7-9 month period. Due to the timeframe of the production of this document with a draft for consultation being prepared for late May 2017 the technical expertise required and the level of commitment needed this cannot be undertaken in-house by the External Relations team. External resource is therefore a critical requirement for the production of the strategy.

1.9    The successful supplier will work closely with the External Relations team to ensure that they're adhering to the Mayor of London brand and editorial guidelines as well as being consistent with the design layout and structure for all strategies being produced.

 

 

Objectives and expected outcomes

2.1    The initial outcome will be editing and making suggested changes to the draft London Environment Strategy in line with the GLA house style ahead of consultation 

2.2    Preparation and design of infographics that will enhance the strategy and make it easy to understand. These infographics will be used within the document and also on the GLA website.

Equality comments

The evaluation process will be conducted to ensure that submissions are evaluated fairly to select the most economically advantageous offer. The quotation evaluation process will take account of the following:

Evaluation Criteria

Demonstration of criteria

Percentage Importance

Experience

 

Provide within bid evidence of the bidder’s track record on similar work

30%

Evidence of experience on similar work within tight deadlines

Provide CVs of proposed project team

25%

Suitability of reference supplied in terms of their appropriateness to the project

Provide contact details for references

10%

Demonstration of the application of bidder’s equality/diversity policy to contract

Include equality/diversity policy within bid

10%

Price

 

25%

The letting of the contract will be managed by the GLA Environment Team. A contract will be granted after a competitive tender process.  

 

Other considerations

4.1    High level risks

 

Risk description (cause, 'risk event', potential impacts)

Mitigation/Risk response (state if the response is done or pending)

Probability (1-5)

Impact   
(1-5)

RAG

 
 

1

Without someone to lead on the LES engagement and consultation piece there is a risk that policies are not co-designed as intended.

PENDING: Hiring dedicated short term resource for the strategy consultation work to plan events and lead on engagement.

2

4

Amber

 
 

2

Reputational risk of missing the deadline and the quality of the document not being up to scratch due to lack of copywriter in the environment team.

PENDING: have a dedicated copywriter who will follow the GLA style

2

2

Green

 
 
 

 

 

 4.2    Links to Mayoral Strategies 

The London Environment Strategy links directly to the London Plan which brings together the Mayor’s strategies, such as those dealing with housing, transport, economic development. 

The London Environment strategy will be written with input from the GLA directorates and departments to ensure that the policies are interconnected and complimentary.

The LES also links into the Mayor’s vision statement, A City for All Londoners, which outlines the capital’s top challenges and opportunities across priority policy areas, as well as the changes City Hall wants to deliver over the next four years. 

Financial comments

Approval is being sought for expenditure of up to £30,000 to procure marketing and communications consultants to assist with stakeholder engagement and consultation on the London Environment Strategy. The cost will be funded from the Environment Strategy 2016/17 and 2017/18 budgets.

Planned delivery approach and next steps

The drafting of the London Environment Strategy has started and workshops are being planned. The next steps for this work are:

Send out Invitation To Tender

13 March 2017

Receipt of tenders

27 March 2017

Financial/Technical Evaluation

3 April 2017

Interviews if required

 

n/a

Award and start of contract

10 April 2017

Contract end

31st December 2017

Inception meeting and project start date

Upon signature of contract