Public Relations Tender for Walsall Housing Group

Walsall: public relations services

Public Relations and Marketing Consultancy services.

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Walsall Housing Group
8th Floor Tameway Tower, Bridge Street
Contact point(s): Procurement Services Team
For the attention of: Louise Green
WS1 1JZ Walsall
UNITED KINGDOM
Telephone: +44 3005556666
E-mail: spmb-procurement@whgrp.co.uk

Internet address(es):

Address of the buyer profile: www.whg.uk.com

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

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:

Public Relations and Marketing Consultancy services.

 

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

Services
Service category No 11: Management consulting services [6] and related services
NUTS code UKG35

 

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 a single operator
Duration of the framework agreementDuration in months: 48
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 300 000 GBP

 

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

Public relations services. Marketing services. The service will include the provision of media advice, media drafting and marketing advice to WHG.

 

II.1.6)Common procurement vocabulary (CPV)

79416000, 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

This contract is divided into lots: yes
Tenders may be submitted for one lot only

 

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:

This contract will cover public relations and marketing consultancy services including the provision of media advice, media drafting and marketing advice to WHG.
WHG is a group registered with the Tenant Services Authority (TSA) and Charities Commission. WHG is the trading name of Walsall Housing Group comprising of Walsall Housing Group Limited reg no 04015633, reg’d charity no 1108779, Visionary Investment Enhancing Walsall Limited (VIEW) reg no 29907R an exempt charity and WHG Trading Company Limited reg no 05407219. All registered in England at 8th Floor, Tameway Tower, Bridge Street, Walsall West Midlands WS1 1JZ. Further general information about WHG can be found on our website www.whg.uk.com. WHG manages a wide range of property types, which includes high-rise blocks of flats, low-rise flats, houses and bungalows. The properties are spread across different estates including areas involved in regeneration projects. Our Mission is to be ‘a truly outstanding housing organisation dedicated to the success of our neighbourhoods and people’. Our latest Corporate Plan for 2011 to 2014 called ‘Altogether Better’ sets out five supporting aims to our mission:— deliver services that delight our customers,
— create great homes and neighbourhoods,
— strengthen local communities through working in partnership,
— become a stronger, more efficient and productive business that is a great place to work,
— achieve growth through ambition, innovation and collaboration. WHG is a local social business; big enough to deliver national priorities and local enough to implement them at neighbourhood level.
The entire procurement process will be carried out electronically – please refer to section VI.3 for full instructions on how to simultaneously express an interest and submit your pre qualification questionnaire (PQQ) using the access number provider within the information. Be sure to answer any additional compulsory questions when completing the electronic PQQ. Please also note any specific criteria required for consideration.
WHG reserves the right to withdraw from this procurement procedure at anytime 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.

 

II.2.2)Information about options

Options: yes
Description of these options: The contract will be subject to regular performance reviews. The contract will run for up to a period of 4 years and prices will be fixed for the first 2 years. At the discretion of the contracting authority the contract will then run for the remaining 2 years. In any event year on year continuance of the contract from the commencement will be dependent on satisfactory performance by the Providor. The Contracting Authority reserves the right to consider the option at some stage during the contract period to possibly remove certain elements from the scope and to have this work undertaken directly by the Contracting Authority.

 

II.2.3)Information about renewals

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: Public Relations and Marketing Consultancy Services

1)Short description

This contract will cover public relations and marketing consultancy services including the provision of media advice, media drafting and marketing advice to WHG.

 

2)Common procurement vocabulary (CPV)

79416000, 79342000

 

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:

Any requirements will be confirmed in the tender documentation. The entire process will be carried out electronically – please refer to section VI.3 for full instructions on how to simultaneously express an interest and submit your pre qualification questionnaire.

 

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Any requirements will be confirmed in the tender documentation. The entire process will be carried out electronically – please refer to section VI.3 for full instructions on how to simultaneously express an interest and submit your pre qualification questionnaire.

 

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

The entire process will be carried out electronically – please refer to section VI.3 for full instructions on how to simultaneously express an interest and submit your pre qualification questionnaire.

 

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: (a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgement which has he force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by ay means which the contracting authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organisation as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.
The entire process will be carried out electronically – please refer to section VI.3 for full instructions on how to simultaneously express an interest and submit your pre qualification questionnaire. Applicants who satisfy any of the criteria for rejection set out in regulation 23 of the Public Contracts Regulations 2006, Article 45 of Directive 2004/18/EC shall be treated as ineligible. Applicants may be requested to provide such evidence as is reasonably necessary to allow WHG to establish that the aforementioned criteria does not apply to them.

 

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: A Dunn and Bradstreet Report will be ordered as part of the pre-qualification stage assessment. This is undertaken to highlight risk of business failure – See section VI.3 for additional details.

 

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Any requirements will be confirmed in the tender documentation. The entire process will be carried out electronically – please refer to section VI.3 for full instructions on how to simultaneously express an interest and submit your pre qualification questionnaire (s).

 

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 15: and maximum number 20

 

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:

The entire process will be carried out electronically – please refer to section VI.3 for full instructions on how to simultaneously express an interes

 

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

no

 

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

10.1.2012 – 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.

 

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening 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

1) It is envisaged that the provisions of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE 2006) may not apply for this procurement. Should it be identified that TUPE may apply further information of TUPE 2006 will be provided in the tender documents.
2) WHG reserves the right to cancel the procurement at any stage of the process and not to proceed with the award of any contract.
3) All expressions of interest must be made electronically and simultaneously when submitting a completed Pre Qualification Questionnaire (s).
Pre-Qualification Requirements: The contract will be tendered on-line using the etendering software of BIP Solutions Limited now known as Delta eSourcing. The electronic profile you submit will become WHG’s pre qualification for evaluation. Any incomplete profiles / PQQ will not be considered and you will fail the pre-qualification stage. Once you have read the following instructions remember to first publish your profile via Delta and then link the final and completed profile to the response list using access code number B27E87NACW for Public Relations and Marketing Consultancy Services. Note: Again, it is vital to complete all sections of the electronic profile. PQQ scoring is based on responses to set criteria. Before responding to this notice, your organisation must register its details and complete a supplier profile, available at http://www.whg.uk.com. Once you have entered the site, click on ‘Supplier Info’ followed by ‘Suppliers’ and then ‘e-tendering’. You will then enter the Delta eSourcing site. After receipt of a user ID and Password from Delta, you will be able to register your details with ‘Select’ and start compiling your Profile / PQQ, ensuring you submit for publication to the system first. Once again, when complete and published on the Delta system, be sure to then link the completed profile to the response list using access code B27E87NACW for Public Relations and Marketing Consultancy Services. Please include as much relevant detail as possible in your profile and be sure to answer any compulsory additional questions. Your Profile / PQQ should be submitted only once to each response list and should be carefully checked prior to the submission, later additional information cannot be supplied in order to increase your final score. You will find some compulsory additional questions to answer within the PQQ. When completing your PQQ please also consider the following: The Dunn and Bradsteet report will be evaluated as part of the financial checks – this is a pass / fail criteria. Any organisation receiving a ‘High Risk’ or ‘Higher than Average’ risk of business failure score will automatically fail the evaluation and not be considered to progress to tender stage. Insurance: WHG will require the following levels of insurance: Professional Indemnity 2 000 000 GBP; Employers Liability 5 000 000 GBP; Public Liability and Product Liability 5 000 000 GBP – it is important that you confirm that you are willing to take out this level of insurance cover if successful. Past and Existing Contracts – within the PQQ please provide details for 2 years separate relevant contracts. References – within the PQQ (s) please provide details for 3 relevant references. Other areas of the PQQ will be weighted accordingly and scored out of 10 during the evaluation process Although all areas may not be weighted they will be scored and may be considered during selection so please ensure all areas are completed. It is important that the PQQ is fully completed – any incomplete PQQ’s will not be considered. Area weightings: Company Details – 2 %, Registration Numbers – total 5 %, Staff Details – 2 %, Business Activities – 3 %, Financial Details (the ‘Statements’ area will be used to register the Dunn and Bradstreet score) – total 22 %, Insurance Details 5 %, Contract Information – total 20 %, Legal Information – 13 %, Health and Safety – 2 %, Quality Management and Environmental – total 8 %, Equal Opportunities – 3 %, Additional questions – Q1 15 % Total = 100 %.Bidders should be aware that tenders for the provision of Digital Communications Services and Design, Printing and Distribution Services will be sought in parallel with the tenders for this Public Relations and Marketing Consultancy Services contract. The Tender Book will contain provision for the tendering of discounts. In the event that a Bidder is successful in being awarded more than just the Public Relations and Marketing Consultancy contract, discussions will be entered into to clarify possible discounts to reflect Economies of Scale that can be achieved. This will not disadvantage any bidder as discussions will only be entered into on award of contract. GO Reference: GO-20111124-PRO-2770143.

 

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Walsall Housing Group
8th Floor Tameway Tower, Bridge Street
WS1 1JZ Walsall
UNITED KINGDOM
Telephone: +44 3005556666

Body responsible for mediation procedures

Walsall Housing Group
8th Floor Tameway Tower, Bridge Street
WS1 1JZ Walsall
UNITED KINGDOM
Telephone: +44 3005556666

 

VI.4.2)Lodging of appeals

VI.4.3)Service from which information about the lodging of appeals may be obtained

Walsall Housing Group
8th Floor Tameway Tower, Bridge Street
WS1 1JZ Walsall
UNITED KINGDOM
Telephone: +44 3005556666
Internet address: www.whg.uk.com

 

VI.5)Date of dispatch of this notice:24.11.2011