Corporate Public Relations Tender

Corporate Public Relations Tender

The appointed agency will become the de facto press office for Eastbourne Borough Council.

United Kingdom-Eastbourne: Public relations services

2016/S 015-022277

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Eastbourne Borough Council
1 Grove Road, East Sussex
For the attention of: Monica Ray
BN21 4TW Eastbourne

Internet address(es):

General address of the contracting authority:

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

Regional or local authority

I.3)Main activity

General public services

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

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

Lewes District Council and Eastbourne Homes Limited plus any partners identified in the Specification

Section II: Object of the contract


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

RA EBBC Corporate Public Relations.

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

Service category No 27: Other services
NUTS code

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

The notice involves a public contract
II.1.4)Information on framework agreement

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

Eastbourne Borough Council invites tenders for its Corporate Public Relations Services. The appointed agency will become the de facto press office for Eastbourne Borough Council (EBC) and Eastbourne Homes Limited (EHL). This will be duplicated for Lewes District Council (LDC) at times of specific need and as directed by LDC. The brief will focus on corporate PR and mirror all the traditional roles and responsibilities of an in-house PR team. The contract is for a period of 5 years commencing on 1.4.2016 and is capable of extension at the Council’s option for 2 years. Alternative contract structures will only be considered where these are submitted as an additional alternative to a proposal for the above term.
The Council is also looking for an agency that will grow the Council’s reputation and profile beyond its local boundary, particularly in regard to projects and initiatives that are attracting a regional and national interest.
With this in mind we are looking for an agency that will offer us a strategic public relations role and 1 that will:
— Work in partnership with us to protect and enhance our reputations, build goodwill and promote all three authorities in a positive light;
— Proactively seek opportunities to enhance our reputational standing as community leading organisations;
— Effectively promote major corporate priorities through innovative and outcome driven communication campaigns;
— Widen the scope of community awareness;
— Take a proactive approach in identifying opportunities to raise awareness of the day to day key activities of EHL and EBC, to include effective management of media messages and public relations during major incidents and at times of crisis/issue management;
— Be willing to broaden the scope of this agreement as future opportunities and requirements become more apparent.
Currently the responsibility for Eastbourne Borough Council’s (EBC) Corporate Public Relations sits within the Corporate Development and Governance Services, specifically within the remit of the Council’s Senior Head of Corporate Development and Governance. The responsibility for Eastbourne Homes Limited (EHL) and its subsidiary company, Corporate Public Relations sits within the Managing Directors office and specifically within the remit of EHL’s Governance and Compliance Manager. Operational delivery of this service is wholly outsourced separately by both authorities; current provider for both is Cobb PR, based in Eastbourne.
Distinct from corporate public relations is EBC’s tourism marketing and promotion which remains in-house and delivered from within the Tourism and Enterprise Services provision.
Lewes District Council (LDC) provides its corporate public relations in-house. However, at times of specific need and in order to build in flexibility and add resilience to their in-house team, LDC buys in additional communications and PR support from Cobb PR. This is a separate arrangement to those of EBC and EHL. Responsibility sits within the remit of LDC’s Director of Business Strategy and Development.
The award of this tender will follow an Open procedure and will be awarded on the basis of the most economically advantageous tender to the Council, taking into account price and quality.
The weighting of price and quality will be as follows; Price 40 %, Quality 60 %.
The SAQ will be evaluated on a Pass/Fail basis.
Tenders will be evaluated using the following process:
— Compliance checks to ensure that the requirements of the tendering process have been complied with.
— Bona Fides check — collusive tendering, canvassing and non-soliciting of staff.
— A quality evaluation using the weighting set out in the Tender Response Form.
— Financial evaluation based upon the pricing information provided by candidates.
Following initial assessment the final selection will take place by reference to the following:
— the information supplied in response to this ITT, including the Pricing Schedule and the Tender Response Form;
— References provided by the applicants’ current and recent customers.
Below is the current procurement timetable:
20.1.2016 Contract Notice/Issue Tender Documents;
12.2.2016 Last date for Tenderers questions;
15.2.2016 Final EBC response to questions;
19.2.2016 Closing date for tender submission;
29.2.2016 Selection of preferred supplier (commence standstill period);
9.3.2016 Contract Award;
1.4.2016 Contract start date.
Estimated value of the procurement is 652 400 GBP. The value of this contract has been calculated to cover all eventualities.
Further information is available in the tender documents.

II.1.6)Common procurement vocabulary (CPV)

79416000, 79416100, 79416200

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

The contract is covered by the Government Procurement Agreement (GPA): no


This contract is divided into lots: no

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
II.2.3)Information about renewals

II.3)Duration of the contract or time limit for completion

Starting 1.4.2016. Completion 31.3.2021

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
III.2.3)Technical capacity
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

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:

EBBC – 005090

IV.3.2)Previous publication(s) concerning the same contract


IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

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

19.2.2016 – 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

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

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

VI.2)Information about European Union funds

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

VI.3)Additional information

To download documents go to the SE Shared Services In-Tend e-procurement portal at:

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:


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