University of Leeds Design Framework

University of Leeds Design Framework

The University has a design requirement for traditional print materials within a range of budgets.

United Kingdom-Leeds: Graphic design services

2015/S 181-328138

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

University of Leeds
Woodhouse Lane
LS2 9JT Leeds
UNITED KINGDOM
E-mail: centralpurchasing@adm.leeds.ac.uk

Internet address(es):

General address of the contracting authority: https://in-tendhost.co.uk/universityofleeds/aspx/Home

Electronic submission of tenders and requests to participate: https://in-tendhost.co.uk/universityofleeds/aspx/Home

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

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:

Design Framework.

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

Services
Service category No 27: Other services

NUTS code UKE42

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
maximum number of participants to the framework agreement envisaged: 20

Duration of the framework agreement

Duration in years: 4

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT: 3 420 000 GBP

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

The University of Leeds is recognised worldwide for the quality of its teaching and research. As 1 of the UK’s largest universities, Leeds is also 1 of the most popular among students applying for undergraduate courses. We offer 1 of the widest ranges of academic courses in the UK, with over 33 000 students spread across 9 faculties.
Our staff have been awarded 20 National Teaching Fellowships — more than any other English university — reflecting the excellence of our teaching.
Our research includes everything from cancer treatments to understanding climate change and helping people stay active for longer. We are a member of the Russell Group — the 24 leading research universities in the UK.

We have around 7 600 staff and are the city’s 3rd largest employer.

Increasing knowledge and opportunity in powerful combination is the defining feature of life at Leeds, distinguishing us from other universities and enabling us to address the challenges of education and research across a broad range of disciplines with energy and confidence. Our shared values are an integral part of our strategy and guide our decisions and how we work together.
The purpose of this framework is to provide a range of suppliers that the University can use for strategic campaign development, graphic design, web development and video production in order to:
— Enhance the quality and impact of all our marketing and communications materials and channels,
— Achieve more coherence and consistency across all our work relevant to this contract,
— Offer a range of services at competitive prices to achieve value for money,
— Create guardians of the University brand, who will work closely with our internal marketing and communications teams to implement the university guidelines around identity management, web development and video production.
The University’s marketing and communications team has responsibility for raising the quality and impact of all our marketing and communications materials and channels — their feedback and requirements provide the context for this exercise.
The University has a design requirement for traditional print materials within a range of budgets, e.g. posters, leaflets, information packs, course brochures, static ads and banners and high profile campaign and branding projects.
Suppliers should be aware of the following projects currently under way or planned:
— The University is continually developing its value proposition and key messages, which will be relevant for student recruitment materials.
— The visual identity management guidelines have been in place for a number of years and will continue to be refined.

II.1.6)Common procurement vocabulary (CPV)

79822500, 72413000, 92111000

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

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

A 4 year framework split into 4 Lots.

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

Starting 1.4.2016. Completion 31.3.2020

Information about lots

Lot No: 1 Lot title: Graphic design

1)Short description

We envisage up to 6 suppliers on this framework Lot, which is subject to minicompetition between the suppliers for work above 1 000 GBP.

2)Common procurement vocabulary (CPV)

79822500

3)Quantity or scope

The expenditure below is for 4 years based on the latest annual expenditure. The creation of Lot 4 will mean that the work awarded under this Lot will be reduced.
Estimated value excluding VAT: 1 672 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Suppliers must use software that is compatible to that used by the University of Leeds (in-house graphic designers) — namely Adobe Creative CC2015 (including Indesign, Illustrator, Photoshop and Acrobat).
Suppliers must be willing to work in partnership with the University’s internal resources and comply with the identity management guidelines.

Further information about the latest University’s guidelines that support graphic design, web design and development and video production can be found at: www.leeds.ac.uk/comms

Lot No: 2 Lot title: Web development

1)Short description

We have an agreed standard content management system (CMS) across the University, JADU and all these sites will be managed in-house. Other sites will be created in WordPress with themes and these will be the only sites in scope for this tender. The majority of sites will be expected to be hosted in-house.
We envisage up to 6 suppliers on this framework Lot, which is subject to minicompetition between the suppliers for work above 1 000 GBP.

2)Common procurement vocabulary (CPV)

72413000

3)Quantity or scope

The expenditure below is for 4 years based on the latest annual expenditure. The creation of Lot 4 will mean that the work awarded under this Lot will be reduced.
Changes to ways of working will be rolled out over the next 2 years and will also reduce our need for external support.
Estimated value excluding VAT: 876 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

We have an agreed standard content management system (CMS) across the University, JADU and all these sites will be managed in-house. You must be able to produce sites in WordPress to supplied themes.
Suppliers must be willing to work in partnership with the University’s internal resources and comply with the web design guidelines.

Further information about the latest University’s guidelines that support graphic design, web design and development and video production can be found at: www.leeds.ac.uk/comms

Lot No: 3 Lot title: Video production

1)Short description

The main areas of work for video production include promotional videos and talking heads.

2)Common procurement vocabulary (CPV)

92111000

3)Quantity or scope

The expenditure below is for 4 years based on the latest annual expenditure. The creation of Lot 4 will mean that the work awarded under this Lot will be reduced.
We envisage up to 5 suppliers on this framework Lot, which is subject to minicompetition between the suppliers for work above 1 000 GBP.
Estimated value excluding VAT: 872 000 GBP
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

All work must be supplied in a compatible format, including .mov, .mp4.
Suppliers must be willing to work in partnership with the University’s internal resources and comply with the guidelines for video production.

Further information about the latest University’s guidelines that support graphic design, web design and development and video production can be found at: www.leeds.ac.uk/comms

Lot No: 4 Lot title: Strategic campaign development agencies

1)Short description

We envisage 3 suppliers being appointed who have a proven track record of delivering Strategic Campaigns to large organisations.

2)Common procurement vocabulary (CPV)

79822500, 72413000, 92110000

3)Quantity or scope

This is a new Lot and the spend cannot be stated at this point. The creation of this Lot will reduce the expenditure in Lot’s 1-3.
4)Indication about different date for duration of contract or starting/completion

5)Additional information about lots

Suppliers must work in partnership with the marketing and communications teams in the University to understand the needs of any campaign.
Suppliers must comply and assist the evolving nature of our brand.

Further information about the latest University’s guidelines that support graphic design, web design and development and video production can be found at: www.leeds.ac.uk/comms

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:

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

Joint or group bidders shall been jointly and separably liable.

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
III.2.2)Economic and financial ability

III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
— To demonstrate a thorough quality control process to ensure the final job meets the requirements of the initial brief.
— To attend meetings at the University at short notice (next working day).
— Have a varied and creative portfolio, along with a collaborative and approachable attitude and exemplary customer service.
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 20: and maximum number 45
Objective criteria for choosing the limited number of candidates: — Resource capacity,
— Relevant experience,
— Response times,
— Quality assurance,
— Financial standing.

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:

VM/2265

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

no

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: 10.10.2015 – 00:00
Payable documents: yes

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

14.10.2015 – 12:00

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

28.10.2015

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
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

University of Leeds
Woodhouse Lane
LS2 9JT Leeds
UNITED KINGDOM
E-mail: centralpurchasing@adm.leeds.ac.uk

Body responsible for mediation procedures

University of Leeds
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The University will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into.

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

University of Leeds
Woodhouse Lane
LS2 9JT Leeds
UNITED KINGDOM
E-mail: centralpurchasing@adm.leeds.ac.uk

VI.5)Date of dispatch of this notice:

14.9.2015

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