Tender for Media Buying and Recruitment Advertising

Tender for Media Buying and Recruitment Advertising

The College is seeking to appoint a media buying agency to manage the buying of advertising and media.

United Kingdom-York: Advertising management services

2015/S 247-449745

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

York College
Sim Balk Lane Bishopthorpe
For the attention of: John Baker
YO23 2BB York
UNITED KINGDOM
E-mail: john.baker@tenetservices.com

Internet address(es):

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

Address of the buyer profile: http://www.yorkcollege.ac.uk

Electronic access to information: https://suppliers.multiquote.com/Page/Login.aspx

Electronic submission of tenders and requests to participate: https://suppliers.multiquote.com/Page/Login.aspx

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

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:

York College — Tender for Media Buying and Recruitment Advertising Services.

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

Services
Service category No 13: Advertising services
Main site or location of works, place of delivery or of performance: York.

NUTS code UKE21

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)

York College are tendering for the provision of Media Buying and Recruitment Advertising services. The College is seeking to appoint a media buying agency to manage the buying of advertising and media, and a recruitment advertising agency to manage the recruitment advertising requirements across the College. The tender process is separated into two tender lots to allow for the best fit service provider to be appointed for each role. However a single media buying/advertising agency may be appointed if deemed to be the most economically advantageous solution for the College. Initial contract duration will be for a period of 12 months commencing 1.6.2016, with an option to extend for any period or periods up to a further 48 months.

II.1.6)Common procurement vocabulary (CPV)

79341200, 79341000, 79341400, 79600000, 79340000, 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

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:

York College are tendering for the provision of Media Buying and Recruitment Advertising services. The College is seeking to appoint a media buying agency to manage the buying of advertising and media, and a recruitment advertising agency to manage the recruitment advertising requirements across the College. The tender process is separated into two tender lots to allow for the best fit service provider to be appointed for each role. However a single media buying/advertising agency may be appointed if deemed to be the most economically advantageous solution for the College. Initial contract duration will be for a period of 12 months commencing 1.6.2016, with an option to extend for any period or periods up to a further 48 months.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 4
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Starting 1.6.2016. Completion 31.5.2017

Information about lots

Lot No: 1 Lot title: Lot 1 — Media Buying Services

1)Short description

York College are tendering for the provision of Media Buying and Recruitment Advertising services. Lot 1 covers Media Buying (marketing) Service requirements. The scope of the services to be included under the contract provision are summarised as ‘Media buying’. Initial contract duration will be for a period of 12 months commencing 1.6.2016, with an option to extend for any period or periods up to a further 48 months.

2)Common procurement vocabulary (CPV)

79341000, 79340000, 79341100, 79341400

3)Quantity or scope

The College are looking to appoint a single media buying partner to manage the buying of advertising (this may exclude press ad purchasing).The primary purpose and operating objectives of both the Colleges marketing function and the appointed media buying partner are to attract and increase applications for all students to ensure that strategic recruitment targets are met.
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

The appointed service provider will be required to attend frequent face to face meetings with the College marketing team, and all travel and other incurred expenses relating to service delivery and meetings will be at the service provider’s own expense. The College will not be liable for any expenses incurred through normal service delivery.

Lot No: 2 Lot title: Lot 2 — Recruitment Advertising Services

1)Short description

York College are tendering for the provision of media buying and recruitment advertising services. Lot 2 covers Recruitment Advertising Service requirements. The scope of the services to be included under the contract provision are summarised as ‘Recruitment Advertising’. Initial contract duration will be for a period of 12 months commencing 1.6.2016, with an option to extend for any period or periods up to a further 48 months.

2)Common procurement vocabulary (CPV)

79340000, 79341100, 79341200, 79341400, 79600000

3)Quantity or scope

The College are looking to appoint a recruitment advertising partner to manage the buying of recruitment advertising media and the placement of recruitment adverts (this may exclude press ad purchasing).The College expect that the successfully appointed agency will add value by providing appropriate, cost effective advice and by placing the most appropriate advertisements to allow the College to strengthen their brand within the marketplace. The College expect that the appointed service provider will be able to advise on and direct, and challenge when appropriate, the Colleges choice of media and route to market by building and maintaining strong relationships with the key stakeholders across all parts of the business.
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:

The right is reserved to require a guarantee bond to secure any risk exposure of early termination of any local authority pension scheme admitted body status agreement entered into.
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:

Where a consortium or other grouping of suppliers submits a bid, such consortia or grouping must nominate a lead organisation to deal with the Contracting Authority on all matters relating to the Contract. All consortium members or grouping will be required to be jointly and severally liable in respect of the obligations and liabilities relating to the Contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: In the first instance, candidates should register with multiquote.com and express an interest in the contract. Contract details can be found under the ‘Opportunities’ section of the multiquote.com homepage. A pre qualification questionnaire must be completed and returned (via multiquote.com) as part of the request to participate process. Candidates will need to provide as part of the request to participate process details of enrolment on professional or trade registers and details on whether bankruptcy, convictions of professional misconduct, non payment relating to social security contributions or taxes applies to the economic operator. Economic operators may be excluded from participation if any of these circumstances applies. Any candidate found to be guilty of serious misrepresentation in proving false or inaccurate information may be declared ineligible and not selected to continue with the process.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: In the first instance, candidates should register with multiquote.com and express an interest in the contract. Contract details can be found under the ‘Opportunities’ section of the multiquote.com homepage. A pre qualification questionnaire must be completed and returned (via multiquote.com) as part of the request to participate process. Candidates will need to provide as part of the request to participate process details of turnover, profit and capital and reserves for previous 2 years. Any candidate found to be guilty of serious misrepresentation in proving false or inaccurate information may be declared ineligible and not selected to continue with the process.
Minimum level(s) of standards possibly required: Grounds for Mandatory Exclusion (parts 2.1 and 2.2) (Pass/Fail)Grounds for Discretionary Exclusion (Parts 1 and 2) (Pass/Fail)Financial Evaluation: Minimum Turnover: GBP 360 000 Financial Evaluation: Assets/Liabilities (Using figures recorded in your accounts less than 12 months old, your assets must be equal to or more than your liabilities. if they are it will constitute a pass, if they are not, it will constitute a fail)Financial Evaluation: Parent Company Guarantee (Pass/Fail) Minimum Insurance Levels: GBP 5 000 000 PL & EL (Pass/Fail)Equality Legislation (Pass/Fail)Environmental Management (Pass/Fail) Health and Safety (Pass/Fail).

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In the first instance, candidates should register with multiquote.com and express an interest in the contract. Contract details can be found under the ‘Opportunities’ section of the multiquote.com homepage. A pre qualification questionnaire must be completed and returned (via multiquote.com) as part of the request to participate process. Candidates will need to provide as part of the request to participate process evidence of business quality standards, accreditations, and relevant experience. Any candidate found to be guilty of serious misrepresentation in proving false or inaccurate information may be declared ineligible and not selected to continue with the process.
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 6
Objective criteria for choosing the limited number of candidates: It is known or anticipated that there are a large number of providers in the market, the Contracting Authority has limited resource to evaluate tenders. The Selection Criteria to be used to restrict the number of tenders can be found in the PQQ documentation.

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:

CA3239

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

25.1.2016 – 17:00
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 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

Section II.3) — dates refer to the initial contract period and do not include the options of any extensions.Section IV.3.5) — any dates shown are an estimate. In the first instance, candidates should register with www.multiquote.com and express an interest in the contract, full details of the contract will be available. The Contracting Authority shall not be under any obligation to accept any tender. The Contracting Authority reserves the right to cancel the entire or parts of the tender, without such an action conferring any right to compensation on the Tenderers. The Contracting Authority has no liability to settle any cost incurred by the tenderer as a result of the tendering procedure.

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: The authority will incorporate a minimum 10 calendar day standstill period at the point that information on the award of the contract is communicated to tenderers. If an appeal regarding the award of contract has not been successfully resolved then the Public Contracts Regulations 2015 provide for aggrieved parties who have been harmed or are at risk of harm by breach of the rules to take action in the High Court. Any such action must be brought promptly (generally within 3 months).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

17.12.2015

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