Design, Photography and Video Production Framework

Design, Photography and Video Production Framework

Lancaster University is looking to establish a creative services framework arrangement and are seeking a number of agencies to form a roster to help us achieve strategic recruitment and reputation objectives.

United Kingdom-Lancaster: Advertising and marketing services

2015/S 094-170444

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Lancaster University
University House, Bailrigg
For the attention of: Angela Wearden
LA1 4YW Lancaster
UNITED KINGDOM
Telephone: +44 1524594087
E-mail: a.wearden@lancaster.ac.uk
Fax: +44 1524843087

Internet address(es):

General address of the contracting authority: https://www.in-tendhost.co.uk/lancaster/

Address of the buyer profile: http://www.lancs.ac.uk/depts/purchase/buyerprofiles.html

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

Education

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

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

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

Creative Services Framework.

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

Services
Service category No 13: Advertising services
Main site or location of works, place of delivery or of performance: Lancaster University.

NUTS code UKD4

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

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 600 000 GBP

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

Lancaster University is looking to establish a creative services framework arrangement and are seeking a number of agencies to form a roster to help us achieve strategic recruitment and reputation objectives.
The following 3 areas:
Lot 1 – Design (including Design for Print, Digital & Advertising and Brand)
Lot 2 – Photography (including Event Photography, Campus Photography and Photography of People)
Lot 3 – Video Production (including Event video production, Promotional video production and Instructional video production).
The University’s Marketing and Communications team retains the services of support agencies for the development of marketing campaigns, creative work as well as on and off line and media buying.
The current contract for creative design services is scheduled to expire in September 2015.
The appointments will be for a maximum of four years and the University reserves the right to terminate the contract in the event of continued unsatisfactory performance.
We envisage our spend on creative services to be at least 150 000 GBP per year, spread across the different areas (design, video content, photography) for the length of the contract, however this may be subject to change. (This figure does not include the cost of print production).
As a University with a strong reputation it is essential that all creative elements produced by and for the institution reflect this reputation and quality.

This tender is subject to EU procurement regulations, Restricted Procedure and is being conducted electronically using Lancaster University e-tendering system, which can be found at https://in-tendhost.co.uk/lancaster/

Lancaster University reserves the right not to award a contract following this tender, nor does it bind itself to accept the lowest price or any quotation.

II.1.6)Common procurement vocabulary (CPV)

79340000

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

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

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
II.2.3)Information about renewals

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

Starting 1.9.2015. Completion 31.8.2019

Information about lots

Lot No: 1Lot title: Design

1)Short description

1a) Design for print
This will include the design of both the Undergraduate, Postgraduate and International prospectuses for the University, as well as brochures, leaflets, posters, folders and direct mail for example. Agencies must also be able to provide expert advice on appropriate paper stock, printing methods and finishing.
1b) Design for digital & advertising
This will include design for advertising campaigns including outdoor, press and digital channels. The supplier must be able to deliver high impact advertising creative which also retains the high quality tone of the brand. This lot will also include the production of e-communication design, digital assets such as infographics and icons and elements for use on websites.
1c) Design for brand
The University went through a re-brand exercise in September 2014, so this lot is for any additional elements/work which is needed to support this.

2)Common procurement vocabulary (CPV)

79340000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2Lot title: Photography

1)Short description

2a) Event photography
To capture events taking place both on campus and off-campus, showcasing the event itself as well as key guests and speakers where relevant.
2b) Campus photography
To capture images of the buildings, people and activities on campus for use across a range of projects and channels. This will include images of general life on campus such as cafes, sports and shops, as well as images showing practical teaching and learning including specific facilities and equipment where relevant. The images will be used across a variety of areas including student recruitment, research projects, corporate promotion and much more. We may require more abstract photography which represents a subject area/department as well as those listed above.
2c) Photography of people
This may include head shots or other images of students/staff for use with news stories or case studies or for use in marketing materials as a stand-alone image for example. These images may be simple head shots, or more natural images of people going about their study/work.

2)Common procurement vocabulary (CPV)

79340000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3Lot title: Video Production

1)Short description

3a) Event video production
As per the photography sub-lot above, this is to capture events taking place both on campus and off-campus, showcasing the event itself as well as key guests and speakers where relevant.
3b) Promotional video production
This lot includes any video which promotes the University in general, as well as its courses, facilities, research and business engagement. These videos will vary in terms of their requirements, some of which will require straightforward filming and editing and some which will be full scale productions. We may also require capture of 360 degree video content to showcase our facilities and possibly the use of animation in some video projects.
3c) Instructional video production
This covers videos which may be used within/outside the University to give the viewer information or guidance on specific topics. This may be academic in nature, or more general such as advice on applying to University. We may also require the use of animation in this sub-lot.

2)Common procurement vocabulary (CPV)

79340000

3)Quantity or scope
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:
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

Information and formalities necessary for evaluating if the requirements are met: Potential bidders may be excluded from the tender process for reasons such as being bankrupt, having been convicted of an offence concerning professional misconduct, not having paid taxes or not having contributed to social security systems.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Sound economic and financial standing demonstrated by evidence of relevant risk indemnity insurance documentation, audited accounts and annual report or relevant extracts in the event that you are not normally required to publish accounts.
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

Restricted

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

Envisaged minimum number 5
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:

SP/15/702

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

no

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

Time limit for receipt of requests for documents or for accessing documents: 12.6.2015
Payable documents: no

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

15.6.2015
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

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender

IV.3.8)Conditions for opening of tenders

Date: 15.6.2015

Place:

Lancaster University

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Lancaster University staff only.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: yes
Reference to project(s) and/or programme(s): European Regional Development Fund Programme,
The work undertaken in this tender is part funded by the European Regional Development Fund Programme 2007 to 2013.

VI.3)Additional information

This tender is being conducted electronically using the Lancaster University e-tendering system which can be found at https://in-tendhost.co.uk/lancaster/

To receive documents new users must first register and obtain log in details. Existing users should log in to the web site and express interest.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

University Secretary
Lancaster University
LA1 4YW Lancaster
UNITED KINGDOM

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:

13.5.2015

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