Media Agency Services Tender for Welsh Government

Media Agency Services Tender for Welsh Government

This procurement process is for the tender and award of a new Framework Agreement for the supply of Media Agency services to the public sector in Wales.

UK-Swansea: Advertising and marketing services

2012/S 244-401714

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Welsh Ministers
Welsh Government, Value Wales
Contact point(s): Please use the messaging portal on etenderwales for queries regarding the requirements of the Agreement. If you are seeking support in using etenderwales please email the bravosolution helpdesk at help@bravosolution.co.uk
SA6 8AH Swansea
UNITED KINGDOM

Internet address(es):

General address of the contracting authority: http://wales.gov.uk

Further information can be obtained from: Contact point(s): See VI.3

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Contact point(s): See VI.3

Tenders or requests to participate must be sent to: Contact point(s): See VI.3

I.2)Type of the contracting authority
Body governed by public law
I.3)Main activity
General public services
Public order and safety
Environment
Economic and financial affairs
Health
Housing and community amenities
Social protection
Recreation, culture and religion
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:
For the Provision of Media Agency Services
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 13: Advertising services
NUTS code UKL
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: Lot 1 – Single Supplier; Lot 2 – 3 to 8 Suppliers; Lot 3 – 3 to 5 Suppliers
Duration of the framework agreement

Duration in years: 4 years with Break Clauses at the end of year 2 and 3

II.1.5)Short description of the contract or purchase(s)
This procurement process is for the tender and award of a new Framework Agreement for the supply of Media Agency services to the public sector in Wales.
This procurement exercise is being conducted by Value Wales, which is a division of the Welsh Government. As a consequence of the Government of Wales Act 2006, the contracting party will be “the Welsh Ministers”.
Further information on Value Wales can be accessed at the link below:
http://wales.gov.uk/topics/improvingservices/bettervfm/?lang=en

The Agreement will be for a period of four years and includes Break Clauses allowing the Welsh Government to terminate the Agreement at its absolute discretion at the end of years two and three.
The anticipated start date is the 1st April 2013.
The Agreement will cover the supply of the following services:-
– Media Buying and publication of adverts/notices
– Creative Campaigns
– Specialist Recruitment Advertising
The Welsh Government, on behalf of the Welsh Ministers, will be conducting this procurement exercise through the etenderwales portal https://etenderwales.bravosolution.co.uk

Tender documents and other information must be downloaded from and returned through this portal.
If you require any further assistance the BravoSolution helpdesk is available on:
Email: help@bravosolution.co.uk Phone: 0800 368 4850

Full information in accessing the portal is found in Section VI.3.
The resulting Framework Agreement will be managed using the eContract Management module within etenderwales.
Community Benefits apply to this contract, Further details: At return of tender as part of the tender response, potential bidders are asked to submit a Method Statement in the form of a Community Benefits Plan setting out how they will deliver ‘community benefits’ through the life of the Agreement. The Community Benefits Method Statement will not be evaluated or scored as part of the tender process. However, the successful Agency(s) will be expected to deliver and report on the subsequent delivery of Community Benefits detailed in their Method Statement. Suppliers successfully delivering community benefits will be encouraged to develop case studies and share best practice in support of those new to the process.

II.1.6)Common procurement vocabulary (CPV)

79340000, 79341400, 79342000, 79341000, 79341100

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: yes
Tenders may be submitted for one or more lots
II.1.9)Information about variants
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
Duration in months: 48 months with a Break Clause at the end of years 2 and 3 (from the award of the contract)

Information about lots

Lot No: 1 Lot title: Media Buying

1)Short description
This Lot will be a function for buying media space and the placing of adverts, Public and Legal Notices in the chosen media, with the provision of basic design and typesetting.
Lot 1 will also include the Media buying for any media space required for any campaign work as required under lots 2 and 3.
2)Common procurement vocabulary (CPV)

79340000, 79341000

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
One supplier will be appointed to this Lot
Lot No: 2 Lot title: Creative Campaigns
1)Short description
Lot 2 – Creative Campaigns – provides Clients access to quality agencies capable of providing creative solutions/advice and campaign management right through from concept creation to execution.
2)Common procurement vocabulary (CPV)

79340000, 79341400, 79342000, 79341000, 79341100

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
It is anticipated that between 3 and 8 suppliers will be appointed to this Lot
Lot No: 3 Lot title: Specialist Recruitment Advertising
1)Short description
Lot 3 – Specialist Recruitment Advertising – provides Clients access to quality agencies capable of providing creative solutions/advice, recruitment advertising campaign management right through from concept creation to execution, to provide advice to users on recruitment strategies, campaign development and campaign management. Application handling/sifting services/solutions are not required under this lot.
2)Common procurement vocabulary (CPV)

79340000, 79341400, 79342000, 79341000, 79341100

3)Quantity or scope
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots
It is anticipated that between 3 and 5 suppliers will be appointed to this Lot.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
The awarding authority reserves the right to request parent company and/or other guarantees of performance and financial liability.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Payment terms will be indicated in the contract documents. Tenders to be priced in Sterling. Payment to be made in Sterling only.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
No special legal form required but joint and several liability to be assumed by all group bidders before acceptance.
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: Details to be provided will be listed in the invitation to tender documents and etender
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: Details to be provided will be listed in the invitation to tender documents and etender
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Details to be provided will be listed in the invitation to tender documents and etender
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
Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
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:
C92/2011/12
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate
30.1.2013 – 14:00
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.
Other: English and Welsh
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
in days: 120 days (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information
If you require documentation in an alternative format, please use the ‘Messages’ area to contact the buyer directly, who will be able to provide a more suitable format. For example, Braille, large print, Word document or audio format.
A scoping exercise was undertaken by the Welsh Government to identify those organisations that, although not a legally binding agreement to do so, confirm their intention of using the Agreement. The results of which are listed below.
List of interested Organisations:
Care Council for Wales
CCW
HEFCW
National Assembly for Wales
Welsh Government
Welsh Language Commissioner
Cardiff University
Coleg Gwent
Coleg Morgannwg
Deeside College
Gower College
Neath Port Talbot College
Pembrokeshire College
St Davids Catholic College
Abertawe Bro Morgannwg University Health Board
Aneurin Bevan Health Board
Betsi Cadwaladr University Health Board
Cardiff and Vale University Health Board
Cwm Taf Health Board
Hywel Dda Health Board
Powys Teaching Health Board
Public Health Wales NHS Trust
Velindre NHS Trust
Welsh Ambulance Services NHS Trust
Bridgend Council
Caerphilly County Borough Council
Ceredigion Council
Flintshire Council
Monmouthsire Council
Neath Port Talbot Council
Newport Council
Rhondda Cynon Taf
Swansea Council
Torfaen Council
Vale of Glamorgan Council
Wrexham Council
Dyfed Powys Police
Commission on Devolution in Wales (Wales Office)
ESTYN
Gwent Police
Mid and West Fire and Rescue
South Wales Police
Intellectual Property Office
The Agreement will also be available to the remaining Organisations listed on the link below should they decide they wish to use the Agreement in the future.
https://www.buy4wales.co.uk/UsefulResources/contractsframeworks/organisationlist/poaplist.html?cat=14318

Suppliers should note that acceptance onto the Framework does not guarantee the award of any contracts let under the Framework agreement. It is important to note that the Client is not obliged to commission any work under this agreement.
E-TENDER INFORMATION:
https://etenderwales.bravosolution.co.uk

– The first person from your Organisation to use the Platform will be required to register on behalf of the Organisation.
– Registration involves accepting a User Agreement, and providing basic information about your Organisation and about the User performing the Registration.
– The User who performs the Registration becomes the Super User for the Organisation.
– On registering on the Platform the Super User will select a Username and will receive a password.
– The Password will be sent by e-mail to the email address that was specified in the User Details section of the Registration page.
– In order to log-in to the Platform please enter your Username and Password.
– Note: If you forget your Password then visit the homepage and click “Forgot your password?”
– Registration should only be performed once for each Organisation.
– If you think that someone in your Organisation may have already registered on this Platform then you must not register again.
– Please contact the person who Registered (i.e. the Super User) in order to arrange access to the Platform.
– Contact the Helpdesk immediately if you are unable to contact the Super User (for example if they have left your Organisation).
– Note: If your Organisation is already registered on the Platform then you must not make any additional registration. Please contact the Helpdesk to gain access to the Platform.
– Tenders must be uploaded to the BravoSolution portal by 2pm
HOW TO FIND THE ITT:
– Once logged in you must click on ‘ITT’s Open to all Suppliers’
– The etender references for this framework are: Project_22316 and itt_36056
– Click on the title to access summary details of the framework. If you are still interested in submitting a tender, click the ‘Express an Interest button’. This will move the ITT from the ‘Open to all Suppliers’ area to the ‘My ITT’s’ on the home page.
– You will then see the full details of the ITT in the qualification and technical envelopes along with any relevant documents in the ‘Attachments’ area.
– Should you have any questions on the ITT, please use the ‘Messages’ area to contact the buyer directly.
– Clarification messages submitted between 24th December 2012 and 2nd January 2013 will be collated and responded to by 10th January 2013.
Buy4Wales Reference Number: 32587

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
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:14.12.2012

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