Crofting Commission Design and Print Contract

Crofting Commission Design and Print Contract

The CC has requirements for design, print and associated services which vary in volume and nature from year to year.

Design, Print and Associated Services

CONTRACT NOTICE – NATIONAL
SERVICES

1 Authority Details

1.1

Authority Name and Address


The Crofting Commission

Communications Department, Great Glen House, Leachkin Road,

Inverness

IV3 8NW

UK

Posy MacRae

+44 1463663429

posy.macrae@crofting.scotland.gov.uk
www.crofting.scotland.gov.uk
www.publiccontractsscotland.gov.uk
www.publiccontractsscotland.gov.uk

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Design, Print and Associated Services

2.2

Description of the goods or services required

BACKGROUND

The Crofting Commission (CC) is charged with regulating crofting, promoting the interests of crofting and advising Scottish Ministers on related matters. Its key aims are to promote occupation, use & shared management of croft land. It is a Non Departmental Public Body with 8 Commissioners, 5 of whom are elected and 3 of whom are appointed by Scottish Ministers.

Crofting is a form of landholding unique to the Highlands & Islands of Scotland. There are approximately 19,000 registered crofts. This equates to one third of all agricultural holdings registered in Scotland.

Further information is available at www.crofting.scotland.gov.uk

Proposals are invited for the supply of services as detailed below:

SERVICE REQUIREMENTS

Summary of requirements

The CC has requirements for design, print and associated services which vary in volume and nature from year to year.

This includes a statutory requirement to produce each year “an annual report of its activities together with its audited annual accounts” to “be laid before the Parliament by the Scottish Ministers by 31 December” and also through the Crofting Census “give notice to each crofter requiring them to provide the Commission with information that they are complying with their duties.”

The CC wishes to appoint a supplier to provide the design, print and associated services including for the annual report

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=433343.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

191100 Design and Photography
191700 Printing
191800 Public Relations and Image

100 All Scotland
120 Highlands and Islands
130 Aberdeen & North-East
140 Tayside, Central & Fife
150 Glasgow & Strathclyde
160 Edinburgh & Lothians
170 Scotland South

2.4

Total quantity or scope of tender

Nature and duration of contract

The appointment will be in the form of a framework contract and as such no minimum volume of work is guaranteed.

The contract will run for an initial period of one year, renewable annually for a maximum total contract period of three years. Renewal will be at the sole discretion of the CC. Any decision not to renew at the end of years 1 & 2 must be notified in writing by the CC to the supplier not less than one month prior to the annual renewal date.

Requirements may include provision of design, artwork and print service for

• Annual Report and Accounts

• Annual Crofting Census

• Display material, as required, e.g. at seminars, public meetings etc.

• Advisory and guidance information leaflets

• Binding of Board minutes in hard copy on annual basis (3 sets of hard copy)

• Application forms

• Digital design material e.g. enewsletter and website templates

• Other related material

• Provide suggested design & artwork for new material

• Provide pdf version of all material produced for the CC, including for the website

Full text will be provided by the CC.

The Supplier shall provide:

• Quotations for artwork and printing costs within 5 working days

• Draft material within 5 working days of date the CC provide the necessary text

• Delivery of material from printer within 10 working days of the CC clearing the final draft

Day to day communications will be dealt with via telephone or e-mail

3 Conditions for Participation

3.1

Minimum standards and qualification required

Translation

Most material requested will be bilingual and will require translation into Gaelic. Given the specialist nature of crofting terminology the CC reserves the right to nominate a translator where it deems appropriate.

The Supplier shall be requested to provide promotional material, including website content and minutes of Board meetings reproduced in Gaelic.

4 Administrative Information

4.1

Type of Procedure

Single stage – Any candidate may submit a tender.

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

a) Time-limit for obtaining documentation 14-03-2016

b) Time-limit for receipt of completed tenders
15-03-2016  Time  12:00

c) Estimated award date 15-04-2016

4.5

Language or languages in which tenders or requests to participate can be drawn up

EN

4.6

Tender Submission Postbox

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

5 Other Information

5.1

Additional Information

(SC Ref:433343)

5.2

Additional Documentation

1. ITT – Crofting Commission Design, Print and Associated Services – Invitation
2. ITT – Crofting Commission Design, Print and Associated Services – Specification
3. ITT – Crofting Commission Design, Print and Associated Services – Award criteria
4. ITT – Crofting Commission Design, Print and Associated Services – Proposal.
5. ITT – Crofting Commission Design, Print and Associated Services – Terms

5.3

Publication date of this notice

22-02-2016

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