Magazine Editing and Production Services

Magazine Editing and Production Services

Full Design, Editing and Production Service for NLS Customer Magazine “Discover NLS”.

United Kingdom-Edinburgh: Production management consultancy services

2014/S 141-253183

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

National Library of Scotland
George IV Bridge
Contact point(s): Communications and Enterprise Department
For the attention of: Bryan Christie
EH1 1EW Edinburgh
UNITED KINGDOM
Telephone: +44 1316233700
E-mail: b.christie@nls.uk
Fax: +44 1316233701

Internet address(es):

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

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11622

Electronic access to information: www.publiccontractsscotland.gov.uk

Electronic submission of tenders and requests to participate: www.publiccontractsscotland.gov.uk

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

Recreation, culture and religion

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:

Full Design, Editing and Production Service for NLS Customer Magazine “Discover NLS”.

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
Main site or location of works, place of delivery or of performance: Edinburgh.

NUTS code UKM25

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)

The Library requires a suitably qualified supplier to provide a full design, editing and production service for the Library’s customer magazine Discover NLS.
This will involve three editions per year: spring, summer and winter with the possibility of a fourth in autumn, subject to NLS business need. The magazine has won many awards over the years and is recognised and valued by stakeholders, patrons and users as a high quality publication. Bidders will need to provide evidence of first rate editorial and production skills.
The successful bidder must be able to demonstrate an ability to plan and organise the editorial content and design of the magazine and arrange print and delivery. This will involve three distinct stages:
Meeting with the NLS editorial team to discuss and plan content for each issue.
Organising and generating content, editing, designing and producing proofs for checking and understanding all elements of advertising sales.
Preparing the magazine for print and delivery and in digital format in line with agreed deadlines.
The successful bidder will be required to establish excellent working relationships with key staff at the Library and develop a good understanding of the Library’s collections and its role in Scotland’s cultural life.
They must be able to show evidence of highlevels of skill for all of the following:
Quality specialist writing and editing skills.
Literate ability and excellent grammatical skills.
Technical and editorial skills.
Producing digital versions of magazines.
Picture research skills.
Advertising sales and effectiveness.
Planning scheduling and production skills.
Experience of working with Culture / Heritage / Arts Clients.
The scope of service is for a minimum of three and maximum of four issues a year. This comprises the following essential elements:
32 pages , including cover approximately. Depending on the advertising space sold the number of pages may vary.
All design, art direction, picture research and artwork.
Full editorial service, working predominantly with staff-authored articles, but generating all news and short features under direction of the NLS communications team and often using material (press releases etc.) provided.
Some researching, commissioning and interviewing required.
Pre-production and finalisation for print and print management.
Delivery and distribution of printed copies as required.
Supplying magazine in digital format for use on NLS website.
All sales of advertisements to appear in the magazine.
The magazine must be fully accessible i.e the publication, regardless of the medium in which published, should be accessible to the public as is reasonably possible; regardless of any disability or protected characteristics which the customer may or may not have.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site athttp://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=311548

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available athttp://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.

II.1.6)Common procurement vocabulary (CPV)

794150007997000022000000790000002221300022200000

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

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

II.1.8)Lots

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:

For full details please see the PQQ document available for download.
Estimated value excluding VAT:
Range: between 250 000 and 300 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: It is anticipated that the contract will be let for a 1 year term with the expectation that it will be extended year on year for a maximum of 5 years by mutual agreement based on continued business need, budget availability and suppliers satisfactory performance.

II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

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:

This will be confirmed within the ITT documentation.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Library may require any consortium bid to form a single legal entity ahead of contract award.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: This will be confirmed within the ITT documentation.
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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
Are as detailed within the Pre Qualification Questionnaire available for download.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed within the Pre Qualification Questionnaire available for download.
Minimum level(s) of standards possibly required: As detailed within the Pre Qualification Questionnaire available for download.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
All as detailed in the Pre Qualification Questionnaire available for download
Minimum level(s) of standards possibly required:
Bidders must have experience in providing a similar contract for design, editorial and production of a quality magazine.
Bidders must have evidence with regards to securing advertising revenue.
Bidders must have evidence of having produced digital version of quality magazines.
All as detailed within the Pre Qualification Questionnaire.
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

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 6
Objective criteria for choosing the limited number of candidates: Following the PQQ evaluation it is anticipated that a minimum of five and maximum of six candidates will be invited to tender for the Contract. The maximum of six candidates, who achieve the highest scores across the criteria (and assuming the pre-determined minimum quality threshold of 50% is achieved) and those who achieve the quality threshold within the technical questions detailed in the evaluation section of the evaluation form, will be invited to provide a tender for the Contract.
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:

32/14

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

Prior information notice

Notice number in the OJEU: 2013/S 249-436040 of 24.12.2013

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: 27.8.2014

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

2.9.2014 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

7.11.2014

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

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: –
VI.2)Information about European Union funds

VI.3)Additional information

Bidders must register interest in this contract opportunity through the Public Contracts Scotland (PCS) portal www.publiccontractsscotland.go.uk. The Pre-Qualification Questionnaire (PQQ) is available for download from there. Bidders must submit their completed PQQ responses through the secure postbox on Public Contracts Scotland no later than the deadline indicated in section IV.3.4. Once submitted, an email confirmation will be sent to the sender. If you do not receive this said email please contact Public Contract Scotland before the deadline.

Dates and other information contained in this notice are communicated as being indicative and may be subject to change.
The Contracting Authority does not bind itself to accept the lowest or any offer.
For important legal notices – please see the appropriate section in the PQQ.
In addition, the bidders who wish to be considered will also be required to submit their PQQ response in hard copy format. Instructions in this regard are set out in the PQQ.
The guidance within the PQQ technical question 69 (A) and 69 (B) requests hard copies of two magazines you have produced for Clients. Please provide 3 copies of each and enclose with the paper copies of the PQQ.
Community Benefits
NLS is committed to delivering community benefits through its public procurement processes that are proportionate and relevant to the particular procurement. Under this procurement, the Contractor, and its supply chain (if applicable), will be required to support NLS in this objective. Accordingly, contract performance conditions may relate in particular to social, economic and environmental considerations. Full details will be provided at the ITT stage.
(SC Ref:311548)

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

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: As per the Public Contracts (Scotland) Regulations 2012 (SSI 2012/88) as amended.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

22.7.2014

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