Film and Video Production Services for Royal Mail

Film and Video Production Services for Royal Mail

LOT 1 – Weekly Development and Production services for internal use on RMG TV (RMTV) which includes filming, editing, creative development including graphics and outputting (single supplier ). LOT 2 – Adhoc services for corporate video and film requirements including Learning and Development, Health and Safety, Sales and other film and video based products (maximum of 3 suppliers on a roster).

UK-London: Motion picture and video tape production and related services

2012/S 241-396849

Contract notice – utilities

Services

Directive 2004/17/EC

Section I: Contracting entity

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

Royal Mail Group Ltd
35-50 Rathbone Place, 1st Floor
For the attention of: Mohini Patel
W1T 1HQ London
UNITED KINGDOM
Telephone: +44 7841565122
E-mail: mohini.patel@royalmail.com

Internet address(es):

General address of the contracting entity: www.royalmailgroup.com

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

Specifications and additional documents (including documents for 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)Main activity
Postal services
I.3)Contract award on behalf of other contracting entities
The contracting entity is purchasing on behalf of other contracting entities: no

Section II: Object of the contract

II.1)Description
II.1.1)Title attributed to the contract by the contracting entity:
Film and Video Production Services.
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 27: Other services
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
Number of participants to the framework agreement envisaged: 4
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
Range: between 500 000 and 2 500 000 GBP

II.1.5)Short description of the contract or purchase(s):
Royal Mail Group (RMG) seeks to enter into a Framework Agreement with multiple of suppliers to provide
internal and external communications covering RMG and Parcelforce Worldwide.
The services based on RMG’s business goals will include:
LOT 1 = Weekly Development and Production services for internal use on RMG TV (RMTV) which includes filming, editing, creative development including graphics and outputting (single supplier ).
LOT 2 = Adhoc services for corporate video and film requirements including Learning and Development, Health and Safety, Sales and other film and video based products (maximum of 3 suppliers on a roster). Services may also include video clips used within an elearning solution, hosted on-line for internal communications screens or a full DVD/media file to be used as part of a training course (DVD, Windows Media Video file etc), storyboarding, scene creation, actors, animations, corporate stories etc on a local or national geographical level.
The initial framework period will on a fixed 4 year term. RMG cannot guarantee any level of work or spend throughout the life of this Framework.
II.1.6)Common procurement vocabulary (CPV)

92110000, 92111100, 92111300, 92111000, 92111230, 92111210, 92111250, 92111310

II.1.7)Information about Government Procurement Agreement (GPA)
The contract is covered by the Government Procurement Agreement (GPA): no
II.1.8)Information about 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:
The estimated annual framework value is:
LOT 1 = GBP 130 000 ; LOT 2 = GBP 380 000.
The estimated value stated in section 11.1.4 and below is based upon the maximum 4 year contract duration. RMG cannot guarantee any level of work or spend throughout the term of this framework. All spend and volumes provided are based on estimates.
Estimated value excluding VAT
Range: between 500 000 and 2 500 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The Framework will be for a fixed term of up to 4 years.
II.2.3)Information about renewals
This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion
Duration in months: 48 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Weekly Programme Development and Production services for RMG TV (RMTV)

1)Short description:
RMG wishes to engage with a single supplier to provide all services required to create and output a weekly internal TV programme that will be hosted via their internal content on demand system which is then communicated via the screen estate. The programme also sits on the intranet and extranet. Services will include but not limited to: programme development and production services used for internal communications on a weekly basis, filming, editing, creative development, outputting, computer graphics, media production support, 30(thirty) second clip creations, programme cuts with the ability to host on the intranet or as stand alone clips all against strict turnaround times.
All spend and volumes provided are based on estimates and cannot be guaranteed throughout the term of the contract. All orders will be on a call-off basis.
2)Common procurement vocabulary (CPV)

92110000, 92111100, 92111300, 92111000, 92111230, 92111210, 92111250, 92111310

3)Quantity or scope:
Quantity of support required will be a mixture of ad-hoc late notice support requirements and scheduled short term routings as required by RMG. Anticipated annual expenditure is in the region of GBP 90 000 to GBP 130 000. The estimated cost range and contract duration set out below are based on 4-year contracts.
Estimated value excluding VAT
Range: between 300 000 and 500 000 GBP
5)Additional information about lots:
The initial Framework will be on a fixed 4 year term. All spend and volumes provided are based on estimates and cannot be guaranteed throughout the term of the contract. All orders will be on a call-off basis.
Lot No: 2 Lot title: Adhoc services for Corporate Video and Film Requirements
1)Short description:
Adhoc requirements may include corporate videos and film requirments including Learning and Development, Health and Safety, Sales and other film and video based products. These may also include video clips used within an elearning solution, hosted on-line for internal communications screens or a full DVD/media file to be used as part of a training course (DVD, Windows Media Video file etc). Production of training footage will support various business strategies e.g. delivery and collections, processing, network (vehicles), Health and Safety, commercial and academic training courses for management audiences etc on a local and national geographical level.
All spend and volumes provided are based on estimates and cannot be guaranteed throughout the term of the contract. All orders will be on a call-off basis.
2)Common procurement vocabulary (CPV)

92110000, 92111100, 92111300, 92111000, 92111230, 92111210, 92111250, 92111310

3)Quantity or scope:
Quantity of support required will be a mixture of ad-hoc late notice support requirements and scheduled short term routings as required by RMG. Anticipated annual expenditure is in the region of GBP 150 000 to GBP 300 000. The estimated cost range and contract duration set out below are based on 4-year contracts.
Estimated value excluding VAT
Range: between 600 000 and 1 200 000 GBP
5)Additional information about lots:
A panel of up to 3 economic operators will be selected to supply services for this Lot,
The initial term of each framework will on a fixed 4 year term. All spend and volumes provided are based on estimates and cannot be guaranteed throughout the term of the contract. All orders will be on a call-off basis.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
Parent company or other guarantees may be required in certain circumstances. See contract documents.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
See contract documents.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
Requests to participate will be accepted from groupings of economic operators (consortia). In the event of a successful consortium bid, the Contracting Authority reserves the right to require groupings of entities to take a particular legal form and/or require that a single consortium member takes primary liability or that each member undertakes joint and several liability irrespective of the legal form adopted. Where a subsidiary company is used, the ultimate parent company may be required to provide a guarantee in respect of the performance of the contract by the subsidiary 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: Applicants will be required to complete a pre-qualification questionnaire (PQQ). This will be available from the buyer profile address as stated in 1.1. RMG Ltd will use an eSourcing tool to conduct the procurement process and instructions will be provided to all Applicants. The supplier must be:
1) Able to attend monthly meetings in London, UK
2) Meet the annual turnover threshold test of :
LOT 1 = GBP 500 000; LOT 2 = GBP 500 000 in the last audited accounts or for the last financial year.
Please note: If more that one LOT is applied for, the Turnover test is correspondingly aggregated e.g.
LOT 1 = GBP 500 000 + LOT2 = GBP 500 000; Total = GBP 1 000 000
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: RMG requires that any Applicant’s overall annual
turnover in the last audited accounts or for the last
financial year is at least – LOT 1= GBP 500 000 ; LOT 2 = GBP 500 000.
Please note: If more that one LOT is applied for, the Turnover test is correspondingly aggregated e.g.
LOT 1 = GBP 500 000 + LOT2 = GBP 500 000; Total = £1 000 000.
Any Applicant who does not meet the minimum annual turnover threshold will be treated as ineligible for the framework.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met: See PQQ.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
Execution of the service is reserved to a particular profession: no
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
Negotiated
Some candidates have already been selected (if appropriate under certain types of negotiated procedures): no
IV.2)Award criteria
IV.2.1)Award criteria
The most economically advantageous tender in terms of the criteria stated in the specifications or in the invitation to tender or to negotiate
IV.2.2)Information about electronic auction
An electronic auction will be used: yes
Additional information about electronic auction: An electronic auction (e-auction) may be used to award all or part of the requirements. The use of e-auctions may also be an option as part of any mini competition process.
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting entity:
SP0610.
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents
Time limit for receipt of requests for documents or for accessing documents: 14.1.2013 – 14:00
IV.3.4)Time limit for receipt of tenders or requests to participate
15.1.2013 – 14:00
IV.3.5)Language(s) in which tenders or requests to participate may be drawn up
English.
IV.3.6)Minimum time frame during which the tenderer must maintain the tender
IV.3.7)Conditions for opening of tenders

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: no
VI.3)Additional information:
Expression of Interest (EOI) and Pre Qualification Questionnaire (PQQ).
Please read all of the following information carefully.
Important: Before expressing interest in this procurement, please read Section III.2 and check that you meet the minimum conditions for participation. In particular please check your compliance with sections III.2.2 (Economic and financial capacity). Please DO NOT express interest if you can not meet the minimum conditions for participation.
1. Expression of Interest (EOI):- please ensure that you submit an expression of interest promptly so that your details can be populated in the RMG Electronic Sourcing system (E-Sourcing). This is a necessary first step in order for you to be able to respond to the PQQ.
2. To formally submit an EOI you must firstly download the Applicant Details Spreadsheet (Excel file) located on the RMG Website at: http://www.royalmailgroup.com/our-suppliers/contract-opportunities

3. The Applicant Details Spreadsheet should be completed with the details of your organisation. The
spreadsheet format should not be amended in any way. Mandatory information required to be added to the spreadsheet is: Organisation name; Contact Telephone Number for your organisation; First name of the person who will complete the PQQ; Surname of the person who will complete the PQQ; Contact number for the person who will complete the PQQ; Email address of the person who will be completing the PQQ. Please also complete as much of the non-mandatory information as possible.
4. Following completion of your Applicant Details Spreadsheet, please email the spreadsheet to Mohini Patel at mohini.patel@ royalmail.com
5. You will THEN be sent information on how to access the PQQ. The PQQ will be managed using the RMG Electronic Sourcing System (ESourcing).
6. The Pre Qualification Questionnaire is accessed via ESourcing. You will need to receive 2 emails in order to participate. Once you have submitted your completed Applicant Details Spreadsheet you will be provided with your FIRST email (within 48 hours Monday – Friday) which is a log-on to ESourcing, these log-on details shall arrive via rmg@frictionless.com and headed RMG RFX. (Please do not email this site unless instructed to do so). On receipt of your log-on information you will then be sent a SECOND email (within 24 hours Monday to Friday) from rmg@frictionless.com or RMG, Inviting you to participate in the PQQ. It is at this point that you will be able to fully access the PQQ and start to complete it.

7. The PQQ will close as noted in IV.3.4. Please note: Your log-on will not be activated until you are formally invited to participate, so please do not try to log-on before you are invited to do so, since your access will be denied.
8. Client Software Requirements for ESourcing:
Your Windows operating system must support the following client software:
Microsoft Internet Explorer 6 SP2, Microsoft Internet Explorer 7, or Microsoft Internet Explorer 8 – NOTE:
Charts are supported in Adobe Flash format and JPEG. Dashboards are supported only in Flash format. Charts and dashboards in Flash format are supported only on 32-bit Java environment and 32-bit browsers, and are disabled on 64-bit browsers. If you run SAP Sourcing on 64-bit Java environment, you must set the chart format to JPEG. Note: MAC Users – The latest version of Internet Explorer for MAC is 5.2.3, therefore MAC does not support SAP E-Sourcing Version 7.0.
We may require suppliers to supplement or clarify the information submitted in the PQQ and may also undertake its own audit of the supplier to verify the information provided. Section III.2 – Requests to participate must be made by supplying all of the information which is set out in III.2 above. This information must be supplied by the date and time specified in IV.3.4 above. The Contracting Authority may require suppliers to supplement or clarify the information submitted under III.2 above and may also undertake our own audit of the supplier to verify the information provided. All communications must be made through Mohini Patel using the details provided in I.1 above. RMG will use its eSourcing Tool to conduct the procurement process and instructions will be provided to all Applicants. Tenders and all supporting documentation for the contract must be priced in sterling (unless otherwise specified in the contract documents) and written in English. Any agreement entered into will be considered a contract made in England according to English law and bidders will be subject to the non-exclusive jurisdiction of the English Courts.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

see VI.4.2 below

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals: Any appeal under this procurement should be addressed to the contact at I.1 above.
VI.4.3)Service from which information about the lodging of appeals may be obtained

see VI.4.2 above

VI.5)Date of dispatch of this notice:11.12.2012

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