Cheshire East Borough Council Marketing and Communications Services

Cheshire East Borough Council Marketing and Communications Services

Graphic design, digital and lithographic print production, exhibition material and large/wide format printing, digital marketing and social media.

United Kingdom-Sandbach: Printed matter and related products

2017/S 143-294170

Contract notice

Supplies

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Cheshire East Borough Council
Westfields, Middlewich Road
Sandbach
CW11 1HZ
United Kingdom
Contact person: Mrs Victoria Adjekum
Telephone: +44 1270686440
E-mail: Victoria.adjekum@cheshireeast.gov.uk
NUTS code: UKD62
Internet address(es):Main address: http://www.cheshireeast.gov.uk/

Address of the buyer profile: http://www.cheshireeast.gov.uk/

I.2)Joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.the-chest.org.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.the-chest.org.uk

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

16 085 Marketing and Communications Services Framework Agreement.

Reference number: DN282775

II.1.2)Main CPV code

22000000

II.1.3)Type of contract

Supplies

II.1.4)Short description:

8 Lot Framework agreement for a variety of marketing and communications services and supplies including graphic design, digital and lithographic print production, exhibition material and large/wide format printing, digital marketing and social media, photography, videography and animation and event and audio visual management. This framework agreement will be open for use by Cheshire East Borough Council and all Cheshire East Borough Council subsidiary and associated companies (no exclusivity guaranteed), including, but not limited to: Tatton Park Enterprises Ltd; Engine of the North Ltd; Ansa Environmental Services Ltd; Orbitas Bereavement Services Ltd; Civicance Ltd, Skills and Growth Company Ltd and Everybody Sports and Recreational Trust Ltd (Trading as Everybody Ltd, a charitable trust), Transport Service Solutions Ltd, and any other wholly or partly owned companies created by Cheshire East Borough Council. This framework can also be used by schools within Cheshire East.

II.1.5)Estimated total value

Value excluding VAT: 945 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for maximum number of lots: 4
Maximum number of lots that may be awarded to one tenderer: 4
II.2)Description

II.2.1)Title:

Graphic Design — Technical

Lot No: 1

II.2.2)Additional CPV code(s)

79800000
79822500

II.2.3)Place of performance

NUTS code: UKD62

II.2.4)Description of the procurement:

The creative brief for Lot 1 jobs will be based on a ‘technical’ specification. This is a specification detailing the physical aspects and creative requirements of specific types of documents and communications products to be commissioned and could include associated print such as leaflets or brochures. Suppliers will be expected to quote to deliver products that meet this specification.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 360 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 16/10/2017
End: 15/10/2019
This contract is subject to renewal: yes
Description of renewals:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Suppliers must meet mandatory criteria and should pass pass/fail questions in the SQ and achieve a minimum score of 60 % in part 3 (SQ). Suppliers scoring 60 % or over will be considered further. In section 1 of the quality questions, the top 10 highest scoring suppliers will be marked further. The top 5 suppliers for section 2 will be appointed to the framework.

II.2)Description

II.2.1)Title:

Graphic Design — Contextual

Lot No: 2

II.2.2)Additional CPV code(s)

79800000

II.2.3)Place of performance

NUTS code: UKD62

II.2.4)Description of the procurement:

The creative brief for Lot 2 jobs will be based on a ‘contextual’ specification. In submitting a Lot 2 brief the Council is looking for creative ideas from providers on the best solution(s) to meet their needs. The brief will not necessarily specify particular types of communication products or channels. Suppliers will be expected to deliver proposals, inclusive of relevant (existing and desk based) research as well as audience insight, that address the situation and context of the briefing and deliver the required outcomes.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 240 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 16/10/2017
End: 15/10/2019
This contract is subject to renewal: yes
Description of renewals:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Suppliers must meet mandatory criteria and should pass pass/fail questions in the SQ and achieve a minimum score of 60 % in part 3 (SQ). Suppliers scoring 60 % or over will be considered further. In section 1 of the quality questions, the top 10 highest scoring suppliers will be marked further. The top 5 suppliers for section 2 will be appointed to the framework.

II.2)Description

II.2.1)Title:

Digital and lithographic print production

Lot No: 3

II.2.2)Additional CPV code(s)

79800000
79822400

II.2.3)Place of performance

NUTS code: UKD62

II.2.4)Description of the procurement:

We require various types of basic artworked, printed documents possibly using pre-designed templates, publications and products including:

o Flyers,

o Leaflets,

o Brochures,

o Magazines,

o Posters,

o Postcards.

A ‘print on demand’ service is occasionally required that offers a quick turnaround within 24 to 48 hours, keeps documents up to date, reduces wastage, minimises storage and improves the environmental credentials of Cheshire East Council.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 45 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 16/10/2017
End: 15/10/2019
This contract is subject to renewal: yes
Description of renewals:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Suppliers must meet mandatory criteria and should pass pass/fail questions in the SQ and achieve a minimum score of 60 % in part 3 (SQ). Suppliers scoring 60 % or over will be considered further. In section 1 of the quality questions, the top 10 highest scoring suppliers will be marked further. The top 5 suppliers for section 2 will be appointed to the framework.

II.2)Description

II.2.1)Title:

Exhibition material and large/wide format printing

Lot No: 4

II.2.2)Additional CPV code(s)

39154000

II.2.3)Place of performance

NUTS code: UKD62

II.2.4)Description of the procurement:

Products are often needed at short notice and will be placed at high profile, strategic and public facing events so must incorporate the relevant branding and be of a high professional standard.

o Exhibition stands/panels,

o Pull-up banners (which can be collected/recycled),

o Pop-up banners,

o Other large/wide format printing.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 30 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 16/10/2017
End: 15/10/2019
This contract is subject to renewal: yes
Description of renewals:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Suppliers must meet mandatory criteria and should pass pass/fail questions in the SQ and achieve a minimum score of 60 % in part 3 (SQ). Suppliers scoring 60 % or over will be considered further. In section 1 of the quality questions, the top 10 highest scoring suppliers will be marked further. The top 3 suppliers for section 2 will be appointed to the framework.

II.2)Description

II.2.1)Title:

Digital marketing and social media

Lot No: 5

II.2.2)Additional CPV code(s)

79340000

II.2.3)Place of performance

NUTS code: UKD62

II.2.4)Description of the procurement:

Suppliers must be capable of supporting/working with our internal teams and providing creative digital marketing services and products both as sole services/products and to integrate with wider campaigns. In addition to the creation of specific products, the agency shall be capable of managing all aspects of production for all digital platforms. This may include, but is not limited to:

— Web design, development, build and maintenance,

— Content creation and management (including information architecture to support usability),

— Digital and social media advertising,

— Search Engine Optimisation (SEO),

— User interface and user experience testing,

— Social media execution/implementation,

— Viral marketing,

— Email marketing and email address data purchasing,

— Monitoring and reporting of website analytics.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 90 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 16/10/2017
End: 15/10/2019
This contract is subject to renewal: yes
Description of renewals:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Suppliers must meet mandatory criteria and should pass pass/fail questions in the SQ and achieve a minimum score of 60 % in part 3 (SQ). Suppliers scoring 60 % or over will be considered further. In section 1 of the quality questions, the top 10 highest scoring suppliers will be marked further. The top 5 suppliers for section 2 will be appointed to the framework.

II.2)Description

II.2.1)Title:

Photography

Lot No: 6

II.2.2)Additional CPV code(s)

79961100

II.2.3)Place of performance

NUTS code: UKD62

II.2.4)Description of the procurement:

Freelance and/or agency suppliers will be established, creative, experienced, professional stills photographers used to or capable of working in a local authority/public sector environment for a range of projects including (but not limited to: formal/official/ceremonial and informal events (such as launch events and networking, conferences, council meetings, public meetings etc.); group shots and portraiture, reportage work (for press releases and news items); facilities such as libraries, leisure centres, highways depots etc., countryside/landscape shots, townscapes, large strategic events and low level aerial photography.

The photographic assignments which form the basis of this framework can be categorised as:

— news / press images — required with quick turnaround to meet daily media deadlines,

— library images — catalogue of specific events and activities, usually planned ahead,

— marketing / promotional images — full brief, planned over a specific period of time.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 45 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 16/10/2017
End: 15/10/2019
This contract is subject to renewal: yes
Description of renewals:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Suppliers must meet mandatory criteria and should pass pass/fail questions in the SQ and achieve a minimum score of 60 % in part 3 (SQ). Suppliers scoring 60 % or over will be considered further. In section 1 of the quality questions, the top 10 highest scoring suppliers will be marked further. The top 5 suppliers for section 2 will be appointed to the framework.

II.2)Description

II.2.1)Title:

Videography and animation

Lot No: 7

II.2.2)Additional CPV code(s)

92110000

II.2.3)Place of performance

NUTS code: UKD62

II.2.4)Description of the procurement:

Suppliers will be expected to provide some or all of the following services (not exhaustive):

o Filming including low level aerial. If using a drone a copy of CAA Permission for aerial work is required.

o Lighting,

o Sound recording,

o Editing,

o Graphics and animation,

o Voice-over (planning and commissioning),

o Production including use of royalty free/stock and licensed music.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 90 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 16/10/2017
End: 15/10/2019
This contract is subject to renewal: yes
Description of renewals:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Suppliers must meet mandatory criteria and should pass pass/fail questions in the SQ and achieve a minimum score of 60 % in part 3 (SQ). Suppliers scoring 60 % or over will be considered further. In section 1 of the quality questions, the top 10 highest scoring suppliers will be marked further. The top 3 suppliers for section 2 will be appointed to the framework.

II.2)Description

II.2.1)Title:

Event and Audio Visual Management

Lot No: 8

II.2.2)Additional CPV code(s)

79952000

II.2.3)Place of performance

NUTS code: UKD62

II.2.4)Description of the procurement:

Suppliers will work with council staff and possibly other Cheshire East providers to design, install and operate the following elements:

o Event production (technical services);

o Event, exhibition and conference design and production, including:

— Stage and stand design,

— Build and installation;

o Microphone, camera, speaker and visual management systems;

o AV equipment hire;

o Projection, autocue and prompting;

o Lighting, Audio/Sound production (including control);

o Voting handsets;

o Project planning and management including budgetary management;

o Provision of delegate management services;

o Provision of on-site resource to manage and co-ordinate events;

o Venue sourcing, contracting and management.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 45 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 16/10/2017
End: 15/10/2019
This contract is subject to renewal: yes
Description of renewals:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

1 x 12 month extension until 15.10.2020 subject to satisfactory performance and levels of expenditure.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Suppliers must meet mandatory criteria and should pass pass/fail questions in the SQ and achieve a minimum score of 60 % in part 3 (SQ). Suppliers scoring 60 % or over will be considered further. In section 1 of the quality questions, the top 10 highest scoring suppliers will be marked further. The top 3 suppliers for section 2 will be appointed to the framework.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
III.1.2)Economic and financial standing

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract

III.2.2)Contract performance conditions:

As per KPIs and SLAs in the Specification.

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 34
In the case of framework agreements, provide justification for any duration exceeding 4 years: Not applicable.
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 29/08/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 27/11/2017

IV.2.7)Conditions for opening of tenders

Date: 29/08/2017
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
VI.2)Information about electronic workflows

VI.3)Additional information:

All tenders and additional documents (i.e. electronic samples, case study responses, photographs or links to Vimeo show reels) must be submitted electronically via the chest as part of your submission. Any samples that cannot be sent electronically (i.e. printed products) must be sent to Victoria Adjekum, Westfields, Middlewich Road, Sandbach, CW11 1HZ.

Please ensure you allow yourself plenty of time to upload your submission, as the Council will not any late submissions. The values given in this notice are only estimations — The Authority gives no guarantee or warranty or makes any representation as to the accuracy of any indicative volumes or as to the value of the work during the contract period — any expenditure, work or effort undertaken prior to contract award is accordingly a matter solely for the commercial judgement of potential providers.

In order to participate, providers must register, complete and upload completed ITT documentation and submit this via the Chest at http://www.the-chest.org.uk/ — the project reference on The Chest is DN282775 — the time limit for returning the completed ITT submission is 29.8.2017 at 12:00.

VI.4)Procedures for review

VI.4.1)Review body

Royal Courts of Justice
Strand
London
WC2A 2LL
United Kingdom
Telephone: +44 2079476000

VI.4.2)Body responsible for mediation procedures

Royal Courts of Justice
Strand
London
WC2A 2LL
United Kingdom
Telephone: +44 2079476000

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

Cheshire East Borough Council will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2015 (SI No 102) provides for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

26/07/2017

 

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