Communication and Marketing Services Framework for Welsh Government

Communication and Marketing Services Framework for Welsh Government

The Welsh Government is looking to appoint suppliers to deliver a range of marketing / communication services and goods. Requirements will include the design/production of its marketing documents, various promotional materials, Events and Productions used to promote Wales both within Wales, the UK and overseas.


United Kingdom-Cardiff: Specialty design services

2014/S 134-240783

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Welsh Government
Communications, CP2 Cathays Park
Contact point(s): Permanent Secretary’s Department
For the attention of: Sandra Farrugia
CF10 3NQ Cardiff
UNITED KINGDOM
Telephone: +44 2920823743

Internet address(es):

General address of the contracting authority: www.etenderwales.bravosolution.co.uk

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0007

Electronic access to information: www.etenderwales.bravosolution.co.uk

Electronic submission of tenders and requests to participate: www.etenderwales.bravosolution.co.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

General public services
Environment
Economic and financial affairs
Health
Housing and community amenities
Social protection
Recreation, culture and religion
Education

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Care Council for Wales

Waste Awareness Wales (WAW)

National Museum of Wales

Welsh Language Commissioner

Natural Resources Wales

Higher Education Funding Council

Qualifications Wales

ESTYN

Cynnal Cymru

Children’s Commissioner for Wales

The National Procurement Service is a Pan Public Sector Organisation, for the public sector, of the public sector, which will deliver all-Wales contracts and frameworks for any public sector organisation in Wales.the current list of organisations signed up to using the National Procurement Service can be found at http://npswales.gov.uk/about-us/customer-member-organisations?lang=en This list may be subject to change if further organisations sign up to use the NPS or if any of these organisations are replaced during the life of the agreement.

 

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

Communication and Marketing Services Framework.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Wales.

NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement

II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 160

Duration of the framework agreement

Duration in years: 4

II.1.5)Short description of the contract or purchase(s)

The Welsh Government is looking to appoint suppliers to deliver a range of marketing / communication services and goods. Requirements will include the design/production of its marketing documents, various promotional materials, Events and Productions used to promote Wales both within Wales, the UK and overseas.
The Client (via its Wales brand strategy and its sub branding), Wales/Cymru, Business Wales and Visit Wales is responsible for building the ‘Wales’ brand and challenging negative preconceptions, as well as promoting Wales on both a tourism and business platform; and through its Ministerial Communications Teams is responsible for the promotion of Welsh Government policies on Health, Environment, Planning & Countryside, Education, Culture & Social Justice.
The framework will comprise of 7 categories; Graphic Design, Digital Marketing and Strategy, TV, DVD & Video Services, Event & Exhibition Services, Productions Services, Branding and Copywriting.
There are further sub-categories covering; Script Development, Filming 7 Editing, 3D Animation, Bespoke Stand Design & Build, Event & Conference Management, Evaluation & Research, Storage & Shipping, Audio Visual, Portable Exhibition Equipment, and Graphic signs & panels.
The commercial model may include a levy or volume based rebates.

The Welsh Government, on behalf of the Welsh Ministers, will be conducting this procurement exercise through the etenderwales portalhttps://etenderwales.bravosolution.co.uk Tender documents and other information must be downloaded from and returned through this portal. If you require any further assistance the BravoSolution helpdesk is available on:

Email: help@bravosolution.co.uk Phone: 0800 368 4850/ Fax: 020 7060 0480

Full information in accessing the portal is found in Section VI.3.
NOTE: The authority is using eTenderwales to carry out this procurement process. Please note this is a separate website and if you are not already registered, registration will be required.

To access eTenderwales, express your interest in this notice and access the tender documentation please visithttps://etenderwales.bravosolution.co.uk/web/login.shtml and search for PQQ/ITT code PQQ -31448 within the appropriate area.

II.1.6)Common procurement vocabulary (CPV)

79930000798225007941520079340000793411007934140092111210921112207241300072414000724150004898400072212783,72421000921111009231221192111000921120009211000034928470722270003915410079956000391540007222400079421000,730000007931140063121100631200003232120032321300323220007241600072211000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: yes
Tenders may be submitted for one or more lots

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Information about lots

Lot No: 5 Lot title: Portable Exhibition Equipment

1)Short description

Suppliers are sought who are able to provide various models of standard pop-up stands and various banner systems with their casings, and possible lighting systems etc. Suppliers will need to be able to print / manufacture the graphic panels and be able to undertake repairs to the various systems we order as well as those that we already have in stock (again these are standard size, generic items).

2)Common procurement vocabulary (CPV)

39154000

3)Quantity or scope

Between 5 and 8 suppliers will be awarded a place on lot 5 of the framework.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 6 Lot title: Branding

1)Short description

Suppliers are required to research and develop visual identities for new or existing brands and also refine existing brands. Other requirements include; delivering various aspects of brand strategy development, including brand research, strategic option development, value definition and identity guidance, delivering the component parts of a brand identity toolkit including, but not limited to: brand names, logos and other visual identity elements

2)Common procurement vocabulary (CPV)

92312211

3)Quantity or scope

Between 5 and 8 suppliers will be awarded a place on Lot 6 of the framework.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 7 Lot title: Copywriting

1)Short description

Suppliers are required to write copy for the purpose of advertising / marketing. Copy is required across a range of topics / areas, including, but not limited to; IT specific sectors, Food Industry, Education, Tourism and Health.

2)Common procurement vocabulary (CPV)

92312211

3)Quantity or scope

Between 5 and 8 suppliers will be awarded a place on lot 7 of the framework.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 1 Lot title: Graphic Design Services

1)Short description

Includes the design of marketing campaigns which are creative and impactful and the creative development of ideas to produce effective and engaging designs, capturing required messages generated by a range of topics including; Education, Health, Business & Tourism, Natural Resources, Communities, Culture and Sport, B2B, B2C.
Design of exhibition and display materials, brochures, leaflets, direct marketing and promotional items, packaging, advertisements.

2)Common procurement vocabulary (CPV)

79822500

3)Quantity or scope

Between 5 and 8 suppliers will be awarded a place on this lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: Digital Marketing and Strategy

1)Short description

Suppliers are sought with expertise in design for the web and various digital distribution channels including hand held devices. Ability to design for KPI driven user journeys, SEO landing pages, e-mail and newsletter templates, search interfaces and forms, bespoke applications and widgets.

2)Common procurement vocabulary (CPV)

79930000

3)Quantity or scope

Between 5 and 8 suppliers will be awarded a place on this lot.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 4 Lot title: 4.2 – Evaluation / Research

1)Short description

Lot 4.2
Suppliers are sought who have experience in undertaking evaluation research via several mediums, face-to-face, interviews at events/exhibitions, follow up phone calls, interviews via the phone or via survey etc. Reports will be required on the effectiveness of shows / campaigns, materials distributed, feedback, PR and messages.

2)Common procurement vocabulary (CPV)

73000000

3)Quantity or scope

Between 4 and 6 suppliers will be awarded a place on Lot 4.2
of the framework.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 4 Lot title: Bespoke Stand Design & Build

1)Short description

Suppliers are sought who are capable of designing, constructing and supplying all the various elements in the supply of both large bespoke standalone exhibition spaces, or smaller modular structures for either internal or external exhibitions, in the UK and overseas.

2)Common procurement vocabulary (CPV)

39154100

3)Quantity or scope

Between 5 and 8 suppliers will be awarded a place on lot 4 of the framework.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 4 Lot title: 4.3 – Publicity Materials – Storage / Shipping

1)Short description

Lot 4.3
Suppliers are sought who are able to store and transport a wide range of exhibition and conference materials across the UK and overseas. Packaging of items in bubble wrap, or shrink-wrap will be required. Racking should be in place to store literature and clothing to ensure that is kept dry and secure.

2)Common procurement vocabulary (CPV)

39154000

3)Quantity or scope

The Client intends to award Lot 4.3 to A sole supplier or possibly 2 or 3 regional suppliers.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 4 Lot title: 4.4 – Event Audio Visual (AV)

1)Short description

Lot 4.4
Suppliers are sought to provide a full range of audio visual (AV) support, and access to the hire of quality AV equipment such as projectors, speaker system, radio mic’s computers and laptops, electronic voting systems as well as lighting, video capture/ simultaneous broadcasting of presenters and be able to work with both PC & Mac formats.

2)Common procurement vocabulary (CPV)

32321300

3)Quantity or scope

Between 5 and 8 suppliers will be awarded a place on Lot 4.4 of the framework.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 4 Lot title: 4.1 – Event Management & Conference Planning

1)Short description

Lot 4.1
Suppliers are sought who can research and understand the aims and objectives of events, project manage, provide on-site support and liaison with all parties involved. This could involve managing multiple contractors and in some instances multiple parties to ensure that planning and delivery remains on time and within budget.

2)Common procurement vocabulary (CPV)

79956000

3)Quantity or scope

Between 5 and 8 suppliers will be awarded a place on lot 4.1
of the framework.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3 Lot title: DVD, Video and Filming Services

1)Short description

Suppliers are sought who have expertise in developing scripts / using existing scripts and producing highly polished outputs for broadcast, DVD / Video production, or web based clips. Services required will include taking static communication briefs and developing a script / storyboard to bring the concept to life.

2)Common procurement vocabulary (CPV)

92111000

3)Quantity or scope

Between 5 and 8 suppliers will be awarded a place on Lot 3.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3 Lot title: 3.1 – 3D Animation

1)Short description

Lot 3.1
3D animation is needed for a number of uses including customer presentations as well as in video productions, requirements include; opening sequences for sector specific e.g. virtual aircraft or car that highlights the capabilities of key companies already in Wales; 3D Geographical mapping and animation; Architectural fly through’s to demonstrate the layout and structure of buildings that are still in the planning process in a realistic manner; Creation of molecular structures, models etc; Consideration is required for transferring high resolution images from the animation for use within printed presentations and display material.

2)Common procurement vocabulary (CPV)

92110000

3)Quantity or scope

Between 4 and 6 spuppliers will be awarded a place on lot 3.1
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 5 Lot title: 5.1 – Graphic Signs and Plaques

1)Short description

Lot 5.1
Suppliers are sought who are able to provide various directional signage /
informational panels, graphics in various formats, acrylic, wood etc. External signage, and replacement plaques for building or industrial parks.

2)Common procurement vocabulary (CPV)

34928470

3)Quantity or scope

Between 4 and 6 suppliers will be awarded a place on Lot 5.1 of the framework.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: 2.2 – Digital Marketing

1)Short description

Suppliers are sought with expertise in developing and delivering digital marketing activity across paid and earned digital channels. To include display advertising, email marketing, social media, search engine marketing (paid and natural), online PR and outreach activity. It is expected that suppliers will be able to support these channels using the latest technologies and platforms.

2)Common procurement vocabulary (CPV)

79340000

3)Quantity or scope

Between 5 and 8 suppliers.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: 2.1 – Digital Creative

1)Short description

Suppliers are sought with expertise in all aspects of web design and build. To include information architecture, usability and customer-centric design, technical development and API integration across B2C and B2B sites. It is important that web development projects support the delivery of search friendly sites and KPI driven customer journeys. Specific CMS experience including, but not limited to, the following platforms; Sitecore, Drupal, WordPress, and Alterian. Expertise is required across all aspects of digital creative, including the development of ‘on brand’ display advertising, email design, eBooks, interactive and multimedia materials as well as presentation creative.

2)Common procurement vocabulary (CPV)

72413000

3)Quantity or scope

Between 5 and 8 suppliers
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

The awarding authority reserves the right to request parent company and/or other guarantees of performance and financial liability.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment terms will be indicated in the contract documents. Tenders to be priced in Sterling. Payment to be made in Sterling only.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No special legal form required but joint and several liability to be assumed by all group bidders before acceptance.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Details to be provided will be listed in the prequalification questionnaire

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Details to be provided will be listed in the prequalification questionnaire

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Details to be provided will be listed in the prequalification questionnaire
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 130: and maximum number 160
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information

IV.3.1)File reference number attributed by the contracting authority:

C118/2013/14
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

1.9.2014 – 14:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

3.10.2014

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 2018
VI.2)Information about European Union funds

VI.3)Additional information

Suppliers should note that inclusion on a framework does not constitute a guarantee of employment.
The Client is not obligated to commission any work under this arrangement.
E-Tender information:

— Go to https://etenderwales.bravosolution.co.uk.

— The first person from your Organisation to use the Platform will be required to register on behalf of the Organisation.
— Registration involves accepting a User Agreement, and providing basic information about your Organisation and about the User performing the Registration.
— The User who performs the Registration becomes the Super User for the Organisation.
— On registering on the Platform the Super User will select a Username and will receive a password.
— The Password will be sent by e-mail to the email address that was specified in the User Details section of the Registration page.
— In order to log-in to the Platform please enter your Username and Password.
— Note: If you forget your Password then visit the homepage and click “Forgot your password?”
— Registration should only be performed once for each Organisation.
— If you think that someone in your Organisation may have already registered on this Platform then you must not register again.
— Please contact the person who Registered (i.e. the Super User) in order to arrange access to the Platform.
— Contact the Helpdesk immediately if you are unable to contact the Super User (for example if they have left your Organisation).
— Note: If your Organisation is already registered on the Platform then you must not make any additional registration. Please contact the Helpdesk to gain access to the Platform.
— Tenders must be uploaded to the BravoSolution portal by 14:00.
How to find the PQQ:
— Once logged in you must click on ‘PQQs Open to all Suppliers’
— The etender references for this contract are: Project_28103 and PQQ_31448
— Click on the title to access summary details of the contract. If you are still interested in expressing an interest, click the ‘Express an Interest button’. This will move the PQQ from the ‘Open to all Suppliers’ area to the ‘My PQQ’s’ on the home page.
— You will then see the full details of the PQQ in the qualification and technical envelopes along with any relevant documents in the ‘Attachments’ area.
— Should you have any questions on the PQQ, please use the ‘Messages’ area to contact the buyer directly – Please do not contact the named person at the top of this notice.
(WA Ref:12347)
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
— Work Experience / internships,
— Assistance given to community organisations i.e. community radio stations,
— Retention and training of existing workforce,
— Training and recruitment of the economically inactive,
— Promotion of social enterprises and local business support.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

11.7.2014

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