Tender for Graphic Design and Print Management Services

Newry, Mourne and Down District Council wishes to appoint a competent Supplier to provide graphic design, artwork and print management services for the Council.

United Kingdom-Newry: Digital printing services

2018/S 051-114172

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Newry Mourne and Down District Council
Greenbank Industrial Estate
Contact point(s): Only Online through portal at: www.newrymournedown.org/procurement
BT34 2QU Newry
United Kingdom
Telephone: +44 2830313233
E-mail: David.Barter@nmandd.org, Shona.McConville@nmandd.org
Fax: +44 2830313288

Internet address(es):

General address of the contracting authority: www.newrymournedown.org

Address of the buyer profile: www.newrymournedown.org/procurement

Electronic access to information: www.newrymournedown.org/procurement

Electronic submission of tenders and requests to participate: www.newrymournedown.org/procurement

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

Regional or local authority

I.3)Main activity

General public services

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:

64/2017 — Provision of Graphic Design and Print Management 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 UKN0,UKN08

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)

Newry, Mourne and Down District Council wishes to appoint a competent Supplier to provide graphic design, artwork and print management services for the Council. The successful bidder must be able to provide these services to the highest standards across a wide range of outputs. Should circumstances arise by which the appointed Supplier cannot fulfil any design project or requirement, the Council may seek to appoint from a reserve list from this competition.
The contract will be in place for a period of four years, subject to regular performance reviews. The successful Supplier must attend quarterly performance review meetings and must be able to attend meetings related to graphic design requirements. Newry, Mourne and Down District Council shall on review be at liberty to make recommendation or changes to the terms of the agreement as may be required. Furthermore should the performance of the agreement appear to be less than satisfactory, as measured against the KPI’s, the Council shall be at liberty to advise the Supplier of such difficulties and shall give the Supplier such opportunity to comment and to make rectification as is reasonable. Should the Supplier remain in default or should performance remain unsatisfactory then Council shall be at liberty to terminate the agreement on giving one month’s written notice to the Supplier. Likewise should the Supplier wish to terminate the agreement then it shall do so by giving three months’ notice in writing.
Newry, Mourne and Down District Council expects a degree of flexibility and a creative approach throughout the contract period and value for money will be an important consideration.

II.1.6)Common procurement vocabulary (CPV)

79811000, 79821000, 79821100, 79822500, 79823000, 79824000

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:

The amount which Newry, Mourne and Down District Council spends on graphic design varies from year to year.
Typically Newry, Mourne and Down District Council uses design and printing services on a weekly basis, although this could increase or decrease. The estimated graphic design expenditure for this contract is 70 000 GBP per annum. Print services (to include print buying and print management is estimated at 46 000 GBP per annum). No guarantee can be given of the volume, type or value of work to be commissioned through this contract.
Only suppliers with a turnover in excess of £450,000 per annum will be considered.
Section 3: Graphic Design and Artwork Requirements.
Suppliers must demonstrate that they meet the requirements detailed in this specification. These are typical of the type of services which will be required for work commissioned under this contract.
In all cases Newry, Mourne and Down District Council will own the rights to all design, documents and artwork delivered under any work commissioned through this contract.
Note: if work is to be commissioned by Newry, Mourne and Down District Council which does not require the external provision of graphic design, artwork services or print management, such as a straightforward print job the Council reserves the right to either avail of an alternative Council contract or approach the market directly in line with its procurement policy.
Continuity of style in a series of publications must be maintained unless otherwise specified, in writing, by the Head of Communications and Marketing. Newry, Mourne and Down District Council will supply alternative service providers with its Corporate Branding/Style Guidelines.
Suppliers must be capable of designing and providing full artwork and/or templates for a wide range of items and other communication/marketing material. Designed materials may include, but are not limited to:
— Annual Report,
— Brochures and Leaflets for the general public,
— Conference Backdrops/Exhibitions Materials,
— Corporate Plan,
— Educational Materials,
— Household Refuse Calendars,
— Infographics/Digital Marketing Channel Graphics,
— Logo Design,
— Photography for use in marketing materials,
— Posters and Banners,
— Promotional Materials and Display Advertisements for Corporate, Special Events and Festivals,
— Ratepayers Newsletter,
— Roller Banner and Nomadic Stands,
— Signage – Internal, External And Bespoke,
— Strategy Documents/Plans/Reports,
— Web Graphics,
— Wide Range of marketing collateral for all Departments.
Estimated value excluding VAT: 500 000,00 GBP

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

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

As detailed in the Volumes of the Invitation to Tender.

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

As detailed in the Volumes of the Invitation to Tender.

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

As detailed in the Volumes of the Invitation to Tender.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: As detailed in the Volumes of the Invitation to Tender.

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: As detailed in the Volumes of the Invitation to Tender.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: As detailed in the Volumes of the Invitation to Tender.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As detailed in the Volumes of the Invitation to Tender.

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:

64/2017 – Provision of Graphic Design & Print Management Services

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

24.4.2018 – 12:00

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

Section VI: Complementary information

VI.1)Information about recurrence

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

Suppliers will be expected to deliver services that demonstrate a best value approach. Newry, Mourne and Down District Council is a Public Authority within the meaning of the Freedom of Information. Act 2000 and all correspondence received will be dealt with in accordance with the Act. Newry Mourne and Down District Council is procuring the public contract on behalf of itself only. The Contracting Authority intends to use an e-Tendering system for this procurement process, e-hub www.newrymournedown.org/procurement Supplier registration is free of charge.

Follow the registration instructions on the e-hub portal.
Browse to the opportunity.
Access the volumes of the Invitation to Tender provided.
Submit your Tender Response by the deadline indicated.
It is strongly recommended that Suppliers unfamiliar with the e-hub Procurement Portal ensure that they are able to access all relevant functions well ahead of the closing dates, since late responses may not be accepted.
If you have any difficulties with the e-hub Procurement Portal, please call 0800 731 6575 or Tel: 028 30 254 872.
(+44 2830 254 872).

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Royal Courts of Justice (NI)
Chichester St.
BT1 3 JF Belfast
United Kingdom
E-mail: adminoffice@courtsni.gov.uk
Telephone: +44 2890235111
Internet address: http://www.courtsni.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: Precise information on deadline(s) for lodging appeals:
The Council will incorporate a minimum 10 calendar day standstill period when information on the award of the contract is communicated to tenderers. This period allows tenderers to seek further debriefing from.
The Council before the contract is entered into. Applicants have 2 working days from notice of the award decision to ask for additional debriefing and that information has to be provided a minimum of 3 working days.
Before the expiry of the standstill period. Such additional information should be requested from email address:

david.barter@nmandd.org

If a dispute about contract award has not been successfully resolved the Public Contracts Regulations 2015 allow aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action.
EN Standard form 02 – Contract notice 12 / 19.
In the High Court. Any such action must be brought promptly (generally within 1 month). The purpose of the standstill period referred to above is to allow parties to apply to the Courts to set aside the award decision before the contract is entered into.

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

VI.5)Date of dispatch of this notice:

12.3.2018

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