Contract to Manage Advertising and Sponsorship Assets for Conway Borough Council

Contract to Manage Advertising and Sponsorship Assets for Conway Borough Council

Conwy County Borough Council is seeking bids from suitably qualified and experienced Commercial Partner(s) for to pro-actively improve the Council’s revenue generation from advertising and sponsorship, and who will work in partnership with the Council to plan and implement innovative ways of improving revenues.

United Kingdom-Conwy: Advertising and marketing services

2014/S 172-305214

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Conwy County Borough Council
Corporate Procurement and Contracts Team, Bodlondeb, Bangor Road
For the attention of: Lynne Vincent
LL32 8DU Conwy
UNITED KINGDOM
Telephone: +44 1492574118

Internet address(es):

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

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0389

Electronic access to information: www.sell2wales.gov.uk

Electronic submission of tenders and requests to participate: www.sell2wales.gov.uk

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
Environment
Economic and financial affairs
Housing and community amenities
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:

Contract for Commercial Partner(s) to manage Advertising and Sponsorship Assets on behalf of Conwy CBC.

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: Conwy.

NUTS code UKL13

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)

Conwy County Borough Council is seeking bids from suitably qualified and experienced Commercial Partner(s) (‘Service Provider(s)’) for to pro-actively improve the Council’s revenue generation from advertising and sponsorship, and who will work in partnership with the Council to plan and implement innovative ways of improving revenues.
It is expected that this will involve the Service Provider(s) implementing and maintaining advertising and sponsorship inventory utilising the council’s assets, and selling advertising and sponsorship for these.

Note: To register your interest in this notice and obtain any additional information please visit the Sell2Wales web site athttp://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=14651

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available athttp://www.sell2wales.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

II.1.6)Common procurement vocabulary (CPV)

7934000079341000793411007934120079341400793420007934220079410000

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:

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

Information about lots

Lot No: 1 Lot title: Advertising: Large-format advertising

1)Short description

The council wishes to implement a contract for advertising sales and management services for large format advertising on council-owned land/assets. The council currently has no large format advertising inventory.
The type of advertising inventory envisaged to be implemented by the contracted supplier may include:
— Large gateway advertising structures at high-traffic entries to the council area, or near major roads [including fixed, scrolling, illuminated, digital, other types],
— 96-sheet [including fixed, scrolling, illuminated, digital, other types],
— 48-sheet [including fixed, scrolling, illuminated, digital, other types],
— Other large-format sized [fixed, scrolling, illuminated, other types],
— Both permanent sites and finite-duration temporary sites [for example at locations of refurbishments, construction, demolition etc.].

2)Common procurement vocabulary (CPV)

7934000079341000793411007934120079341400793420007934220079410000

3)Quantity or scope

Minimum of 3.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 2 Lot title: Advertising: 6-sheet

1)Short description

The council wishes to implement contract(s) for advertising sales and management services for 6-sheet format advertising on council-owned land/assets. The council currently has no 6-sheet format advertising inventory.
The type of advertising inventory envisaged to be implemented by the contracted supplier may include:
— 6-sheet sized posters which are free-standing street furniture items on-pavement.
— 6-sheet sized posters attached to council assets (e.g. walls at council venues e.g. Venue Cymru, Parc Eirias, leisure centres, on seafront shelters etc.).
— 6-sheet sized posters within council car parks.

2)Common procurement vocabulary (CPV)

7934000079341000793411007934120079341400793420007934220079410000

3)Quantity or scope

Minimum of 3.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 3 Lot title: Lamp column advertising

1)Short description

The council wishes to implement contract(s) for advertising sales and management services for lamp column advertising on council-owned lamp columns. The council currently has no lamp column advertising inventory. The council has approximately 17 221 lamp columns in the area.
The type of advertising inventory may include:
— Lamp column banners.
— Illuminated advertising panels attached to lamp columns.
— Advertisements wrapped around the base of lamp columns.

2)Common procurement vocabulary (CPV)

7934000079341000793411007934120079341400793420007934220079410000

3)Quantity or scope

Minimum of 3.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 4 Lot title: Digital screens advertising

1)Short description

Digital screens advertising — at public facing council locations and on council assets, on existing (or contractor implemented) screens.

2)Common procurement vocabulary (CPV)

7934000079341000793411007934120079341400793420007934220079410000

3)Quantity or scope

Minimum of 3.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 6 Lot title: Sponsorship sales: For roundabouts/boundary signage/verges

1)Short description

The council wishes to implement contract(s) for advertising sales and management services for sponsorship of council roundabouts, boundary signs and verges. The council currently has only 1 sponsored roundabout, sold in-house.

2)Common procurement vocabulary (CPV)

7934000079341000793411007934120079341400793420007934220079410000

3)Quantity or scope

Minimum of 3.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 5 Lot title: Advertising: In the Council’s magazine, ‘Bulletin’

1)Short description

The council wishes to implement a contract for advertising sales for advertising in the council’s magazine Bulletin, which currently does not carry advertising.

2)Common procurement vocabulary (CPV)

7934100079341100793412007934140079342000793422007941000079340000

3)Quantity or scope

Minimum of 3.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 7 Lot title: Local and regional sponsorship sales: For sports stadium complex Parc Eirias, plus the cultural and conference/exhibition centre, Venue Cymru

1)Short description

The council wishes to implement a contract for sponsorship sales to local/regional tier 2 (i.e. of lower value) sponsors for sponsorship of sports stadium complex Parc Eirias, plus the cultural and conference/exhibition centre, Venue Cymru. The council currently has a small amount of local sponsorship, sold in-house, which is primarily in-kind sponsorship. These sponsorships will primarily be internal to buildings, and be of a smaller scale to the sponsorships in Lot 8.

2)Common procurement vocabulary (CPV)

7934000079341000793411007934140079342000793422007941000079341200

3)Quantity or scope

Minimum of 3.
4)Indication about different date for duration of contract or starting/completion
5)Additional information about lots

Lot No: 8 Lot title: Sponsorship: A naming rights sponsorship broker for Parc Eirias and Venue Cymru

1)Short description

The council wishes to implement contract(s) for the provision of Services to act as the broker/sales agent for naming rights and preferred partner sponsorship (i.e. higher value) sales [international and national, tier 1 sponsors] for sports stadium complex Parc Eirias, plus the cultural and conference/exhibition centre, Venue Cymru.

2)Common procurement vocabulary (CPV)

7934000079341000793412007934140079342000793422007941000079341100

3)Quantity or scope

Minimum of 3.
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:
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:

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
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

competitive dialogue

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 3

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 yes
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:

CCBC/A&S/14
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

9.10.2014 – 12:00

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

22.10.2014

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

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

— This Pre-Qualification Questionnaire (‘PQQ’) has been issued by the Council as the first stage of a competitive procedure with negotiation process being conducted in accordance with the Competitive procedure with negotiation under the Public Contract Regulations 2014.
— It is a competitive process where negotiations are to be carried out with all the bidders still in the procurement. Following negotiation on submitted tenders there will be a formal end to the negotiating and bidders will then be invited to submit a revised tender.
— Conwy County Borough Council is seeking bids from suitably qualified and experienced Commercial Partner(s) (‘Service Provider(s)’) for to pro-actively improve (and maximise) the Council’s revenue generation from advertising and sponsorship and venue naming rights, and who will work in partnership with the Council to plan and implement innovative ways of improving revenues.
— The Council is seeking to significantly increase the levels of revenue it currently holds across its assets and geographical area — in order to support corporate activities.
— It is expected that this will involve the Service Provider(s) implementing and maintaining advertising and sponsorship inventory and naming rights packages utilising the council’s assets, and selling advertising and sponsorship/naming rights for these, with a delivery of significant and sustained income to the council either as guaranteed annual income and/or as a share of profits (net of all costs).
— Subject to the successful completion of the procurement process, the Council intend to award public services concession contract(s) to the successful supplier(s), but reserves the right not to award contract(s) for Lots if no suitable bids are received.
— The Council has identified a number of high-traffic locations of value to advertisers wishing to reach the Conwy County Borough Council population and visitors. Tenderers may also wish to examine Council GIS data to identify further locations they feel should be suitable for advertising and/or sponsorship, and further detailed GIS data identifying council assets can be provided to tenderers on request.
— Conwy’s territory is extensive, and includes some of the most highly-visited locations in Wales, with significant business and tourist visitors. Towns in the area with populations and visitors of significant interest to advertisers include Llandudno, Conwy, Colwyn Bay, Abergele, Betwys-Y-Coed. There is significant scope for advertising opportunity adjacent to main roads including the A55, A470, A5.
— The Council is dividing this tender into 8 Lots:
1. Advertising: Large-format advertising, adjacent to A road highways, and other high profile locations.
2. Advertising: 6-sheet advertising — at roadside, in town and retail areas, car parks, leisure centres.
3. Advertising: Lamp column advertising, within towns and adjacent to retails areas.
4. Advertising: Digital screens advertising — at public-facing council locations and on council assets, on existing (or contractor-implemented) screens.
5. Advertising: In the Council’s magazine, ‘Bulletin’.
6. Sponsorship sales: For roundabouts/boundary signage/verges.
7. Sponsorship sales [local and regional tier 2 sponsors]: For the large sports stadium complex at Parc Eirias, and the cultural and Llandudno’s premiere cultural and conference/exhibition centre, Venue Cymru.
8. Sponsorship: Naming rights sponsorship and preferred partner sponsorship sales [international and national, tier 1 sponsors] for Parc Eirias and Venue Cymru.
— About Venue Cymru, a major cultural, theatrical and conference venue:
Venue Cymru plays an important role in the provision of high quality live performances from Wales, the UK and internationally for the people of North Wales and beyond. It also provides North Wales with an unequalled facility for conferences, events and exhibitions, playing an important role in the economic life of the area. A wide range of sponsorship opportunities can be sold at Venue Cymru, in addition to overall naming rights for the venue.
— Venue Cymru successfully attracts events from across UK and Europe and currently hosts over 1 000 events each year. Each year an average of 180 000 tickets are sold via the box office, with 27 % of tickets purchased by patrons outside of North Wales.
— About Parc Eirias, a major sporting stadium, sports complex and concert venue:
Parc Eirias Stadium is a major events and sports venue that attracts and hosts national and international events, provides a centre of sporting excellence, hosts rugby events which receive massive UK and global TV coverage. A wide range of sponsorship opportunities can be sold at Parc Eirias, in addition to overall naming rights for the venue.
— 150 events have been held at EIRIAS during the first two years of operation and have contributed over GBP 2 000 000 to the local economy. National and International Rugby (IRB) games have been held at the facility which have been televised — either live or in highlight packages to over 90 countries, with known reach into 140 000 000 TV homes globally, including 10 000 000 UK TV homes.
— High profile entertainment concerts have been delivered at the venue with top-line artists, including Tom Jones and Jesse J headlining on consecutive nights at the Access All Eirias (AAE) concert. Concerts attract crowds of up to 14 000.
— Conwy County Borough Council promotes a Sustainable Procurement Policy as sustainability issues continue to gain importance, locally, nationally and globally. The Council recognise that as a local authority, it is in a particularly strong position to influence the market.
— A Competitive Tender procedure with Negotiation will apply through a two stage tender process.
— Suppliers are required to express an interest and obtain a copy of the Pre Qualification Questionnaire issued on Sell2Wales.
(WA Ref:14651)
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Conwy County Borough Council promotes a Sustainable Procurement Policy as sustainability issues continue to gain importance, locally, nationally and globally. The Council recognise that as a local authority, it is in a particularly strong position to influence the market.
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:

5.9.2014