Full Marketing Support Tender

Full Marketing Support Tender

The provision of strategic marketing planning support and creation of marketing plans, campaigns and visual identity in response to a brief by WHG.

United Kingdom-Walsall: Marketing services

2016/S 087-154045

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

WHG
100 Hatherton Street
For the attention of: Mrs Louise Green
WS1 1AB Walsall
UNITED KINGDOM
Telephone: +44 1922426755
E-mail: procurement@whgrp.co.uk

Internet address(es):

General address of the contracting authority: http://www.whg.uk.com

Further information can be obtained from: WHG
100 Hatherton Street
For the attention of: Mrs Louise Green
WS1 1AB Walsall
UNITED KINGDOM
Telephone: +44 1922426755
E-mail: procurement@whgrp.co.uk

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: WHG
100 Hatherton Street
For the attention of: Mrs Louise Green
WS1 1AB Walsall
UNITED KINGDOM
Telephone: +44 1922426755
E-mail: procurement@whgrp.co.uk

Tenders or requests to participate must be sent to: WHG
100 Hatherton Street
For the attention of: Mrs Louise Green
WS1 1AB Walsall
UNITED KINGDOM
Telephone: +44 1922426755
E-mail: procurement@whgrp.co.uk

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Housing and community amenities

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:

Marketing and Associated Services.

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

Services
Service category No 15: Publishing and printing services on a fee or contract basis
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)

WHG is seeking to appoint 1 company to provide full service marketing support including creative development, consultancy, branding, event support and production of multi-channel collateral.

II.1.6)Common procurement vocabulary (CPV)

79342000

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

The contract is covered by the Government Procurement Agreement (GPA): yes
II.1.8)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:

WHG is seeking to appoint 1 company to provide full service marketing support including creative development, consultancy, branding, event support and production of multi-channel collateral.
Work will fall into 1 of 3 categories:
Consultancy and creative development;
The provision of strategic marketing planning support and creation of marketing plans, campaigns and visual identity in response to a brief by WHG.
Programmed jobs:
These are jobs that are produced to an agreed annual schedule. These include such things as customer magazines, newsletters and corporate publications.
Ad hoc jobs:
These are jobs or projects that may arise from time to time in-line with WHG requirements. These include such things as leaflets, campaign materials, adverts and other customer, stakeholder or colleague collateral. WHG will endeavour to provide as much notice as possible for these types of job.
The range of jobs required includes, but is not limited to:
Leaflets: Newsletters and reports;
Digital content: Display materials: Vehicle and other signage: Promotional gifts and materials.

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

Duration in months: 60 (from the award of the contract)

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

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The successful bidders will be required to comply with Key Performance Indicators and clearly defined Customer service standards in the delivery of the services and against which the performance of the contractor will be judged. Compliance with Key Performance Indicators and Customer Service Standards will be instrumental in the decision whether to annually renew the contract. The fixed term Contract agreement will commence on or around the 1.11.2016. The term will be for an initial period of 2 (two) years. The contract will be extendable up to a maximum of 3 (three) years by 1 or more extensions of whatever period(s) the Client specifies subject to satisfactory performance by the provider. The total contract term will not exceed 5 years.
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

Information and formalities necessary for evaluating if the requirements are met: A risk based financial score will also be calculated for each contractor based on the following information: — (0 being incomplete and high risk, 5 being complete and low risk) by scoring the following areas — Net current liabilities: Falls in turnover; Gross profit margin; Liquidated assets; Overdraft; Loan; Tax/VAT liability; CCJs; Interest; Cover; Operating profit margin. Any supplier scoring 0 or 1 will be classed as high risk and excluded from the process on this basis. WHG will require the following level of insurance: Professional Indemnity 2 000 000 GBP; Employers Liability 5 000 000 GBP; Public Liability 5 000 000 GBP.
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

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

Restricted

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

Envisaged minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: The highest scores at Pre Qualification Questionnaire stage will determine the suppliers which will be invited to Invitation to Tender stage. If there is a natural break evident in the scores this will be used to select the number of suppliers to be invited.

IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
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:

DN126158
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

1.7.2016 – 16:00
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

English.

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

in days: 180 (from the date stated for receipt of tender)

IV.3.8)Conditions for opening of tenders

Persons authorised to be present at the opening of tenders: no

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

WHG are committed to the deployment of e-tendering methodology. This tender process will be managed via our electronic tendering solution referred to as Due North Pro Contract. During the PQQ stage you will enter the Housing Procurement Portal (HPP) to register your organisation. WHG use the Housing Procurement Portal for placing EU and non-EU public notices and facilitates the immediate publication of these notices on this procurement portal, giving suppliers instant access to tender opportunities. To Enter the HPP go to the main web address: https://www.housingprocurement.comPress on register free, on the next screen press the next button located at the bottom. Complete contact details as required (note sections with a red asterisk are mandatory) then press next. Complete contact details as required, also complete keywords (note that the key words you enter will help the system to automatically suggest contracts that become available). Complete any affiliations and your company classifications as required (note you can select more than 1) and press next. Press on search/select categories. Complete the search criteria and press search (note that the search criteria you enter will help the system to automatically suggest contracts that become available). Once the search criteria are returned tick any relevant codes and press select categories. The selected categories will then appear on the right hand side of the screen, you can now select more categories by repeating the above process or press finish at the bottom of the screen. You will then be presented with a screen with all of the categories you have selected showing. Press next. Due North require that in order to use their software you should tick to confirm that you have read the Privacy Notice and accept their Terms and Conditions of use. You may wish to seek advice (at your own cost) before accepting. Please note these are not WHG’s Terms and Conditions which you will be required to accept during each tender process. You will are then check the details and press submit registration. You will are then need to press OK. Once registered you will then receive an email stating: Thank you for applying to become a user of the system. Your application is now being considered, and you should be informed of a decision shortly. Your application reference is: SID-UATT-8TNHBR. This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this email in error please notify the system manager. Please note that any views or opinions presented in this email are solely those of the author and do not necessarily represent those of the company. Finally, the recipient should check this email and any attachments for the presence of viruses. The company accepts no liability for any damage caused by any virus transmitted by this email. Your company will then be approved by the system administrator which may take up to 2 working days. Once accepted you will then receive 2 emails with your user name and password on. Once you have this please login to the system as show below. Go back to the web link above and press on the login icon. Enter Your User Name: In this field you enter your unique username (Supplied by Due North via email). Password: In this field you enter your password, which in the case of a 1st time log in will be the system generated, random password sent in a separate e mail from your user name. This is Case Sensitive. Then once this has been done click on the Login ‘Login’ button to continue. This will go to the home page, however it has changed slightly from before, reflecting the fact that you are now logged in. As it is a 1st time login the next screen is the password change screen that is required for security reasons, and so the password can be changed to something more memorable. Click on ‘Change Password’. This will open up the next Change Password screen. There are 3 fields that must be complete to move onto the next page. Current Password: In this field the current portal password is required. New Password: In this field the new password that is to be used with the account is specified. The password must be at least 8 digits long and contain both letters and numbers to be valid and to ensure account security. Confirm New Password: In this field the new password must be retyped, and it must match the password specified in the field above to be able to continue. Once all fields have been correctly completed then click on ‘Next’ from the options section to proceed. If all fields are correctly populated then the Change Password Confirmation screen will appear to return to the supplier home page from this screen then click on ‘OK’. Please wait at least 1 hour before attempting to log back in otherwise you will lock your account and have to complete the process again. During the process all questions must be raised using the portal. The ability to ask questions is found in the Discussion section. This is located on the right hand side of the screen, and there are 2 sections within. The Question and Answer section is where questions are asked regarding the tender, and they will go to the member of staff that is working on this within the contracting organisation. To ask a question, click on the Question and Answer section title in the discussions section. This will open up the question and answer section, here any existing questions will show up along with any additional information that has been issued. To ask WHG a question, click the ‘Ask Question’ button. Bidders must utilise the Due North system for communication with WHG. Contacting WHG Authorised Officer(s) directly through a work email address is not permitted, unless there is a technical issue with the Due North system. In this event please contact: procurement@whgrp.co.uk It is the responsibility of the Bidder to ensure that company information (e.g. email address of any representative /contact) is kept current to avoid any delay in processing changes. Bidders must treat all documents and all details contained therein, as private and confidential. Any attachments are intended solely for the recipient or entity to which they are addressed and are confidential in nature. If you have received this in error, please contact: procurement@whgrp.co.uk and then delete any copies you may have. WHG do not bind themselves to accept the lowest or any tender and will not be responsible for, or pay any expenses incurred by the Bidder in the preparation of this tender. Whilst WHG will use reasonable endeavours to see that all information given to Bidders is both truthful and accurate, WHG in no way warrants the same and Bidders must satisfy themselves as to the accuracy of any information provided by WHG. WHG accept no responsibility or liability whatsoever for any loss or damage of whatever kind and howsoever caused arising from or in consequence of the use by Bidders of such information. The term will be for an initial period of 2 (two) years. The contract will be extendable up to a maximum of 3 (three) years by 1 or more extensions of whatever period(s) the Client specifies subject to satisfactory performance by the provider. The total contract term will not exceed 5 years all subject to provisions for earlier termination including a break clause and annual renewals based on meeting and maintaining Key Performance Indicators. WHG reserves the right to withdraw from this procurement procedure at any-time without awarding a contract. WHG and /or its advisors shall not be liable for and will not pay any costs in respect of the preparation of any application and tender submission of any applicant or bidder whether they are successful or unsuccessful and all applicants and bidders are to be responsible for all of the costs and expenses. They incur as a result of participating in this procurement process, irrespective of whether the procedure is completed or is abandoned without any appointment. An applicant shall be deemed to have unequivocally accepted this as a condition precedent to participation in this procurement process. WHG reserves the right to consider the option at some stage during the contract period to possibly remove certain elements from the scope of the Marketing and Associated Services contract and to have this work undertaken directly by WHG. Therefore this may result in certain elements changing throughout the period of the contract. Future requirements of the Services may extend beyond the Borough of Walsall. It is envisaged that the provisions of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE 2006) is unlikely to apply for this procurement. Further information of TUPE 2006 will be provided in the tender documents, however, whether TUPE applies or not is ultimately a matter of law.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice
The Strand
WS2A 2LL London
UNITED KINGDOM
Telephone: +44 2079476000

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:

29.4.2016

 

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