Highlands and Islands Enterprise Marketing and Services Framework 2017

Highlands and Islands Enterprise Marketing and Services Framework 2017

HIE is procuring a new over-arching Marketing and PR Services Framework for its own use and on behalf of the named users of the framework.

United Kingdom-Inverness: Marketing services

2017/S 062-116410

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Highlands and Islands Enterprise
An Lòchran, 10 Inverness Campus
United Kingdom
Telephone: +44 1463245245
E-mail: hieprocurement@hient.co.uk
NUTS code: UKM6

I.1)Name and addresses

Highlands and Islands Airports Limited
Head Office, Inverness Airport
United Kingdom
Telephone: +44 1667462445
E-mail: hial@hial.co.uk
Fax: +44 1667464300
NUTS code: UKM

I.1)Name and addresses

Scottish Natural Heritage
Great Glen House, Leachkin Road
United Kingdom
Telephone: +44 1463725097
E-mail: contract.advertising@snh.gov.uk
Fax: +44 1463725067
NUTS code: UKM

I.1)Name and addresses

Wave Energy Scotland Limited
An Lòchran, 10 Inverness Campus
United Kingdom
Telephone: +44 1463245245
E-mail: wesprocurement@hient.co.uk
NUTS code: UK

I.1)Name and addresses

Inverness Campus Owners Association
C/O Highlands and Islands Enterprise, An Lòchran, Inverness Campus
United Kingdom
Telephone: +44 1463245245
E-mail: ICOA@hient.co.uk
NUTS code: UKM6

I.2)Joint procurement

The contract involves joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at: www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: www.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Regional or local agency/office

I.5)Main activity

Economic and financial affairs

Section II: Object

II.1)Scope of the procurement


Marketing and PR Services Framework.

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

HIE is procuring a new over-arching Marketing and PR Services Framework for its own use and on behalf of the named users of the framework. Key to this requirement is delivering targeted messages and engagement to identified audiences, including local communities, businesses, funders and key stakeholders/influencers. Included in this work is event management, media relations, implementation and monitoring of PR and marketing campaigns. The focus of all work will reflect the increasing importance of digital marketing to HIE.

II.1.5)Estimated total value

Value excluding VAT: 1 560 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKM6

II.2.4)Description of the procurement:

The Framework is anticipated to be awarded for 3 years with an optional 1 year extension.

It is estimated that the total value of these services over the maximum duration including the optional extension will be between 1 170 000 GBP and 1 560 000 GBP excluding VAT. This is the figure which has been used in II.2.6. This is based on an estimated annual value of between 292 500 GBP and 390 000 GBP excluding VAT.

This Framework has not been divided into lots since this would make the execution of the framework excessively difficult.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Account Manager / Weighting: 15
Quality criterion – Name: Quality Management / Weighting: 15
Quality criterion – Name: Challenges and Risks / Weighting: 10
Quality criterion – Name: Delivery Team / Weighting: 20
Quality criterion – Name: Presentation: Methodology of a mock campaign / Weighting: 20
Price – Weighting: 20

II.2.6)Estimated value

Value excluding VAT: 1 560 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

This Framework will be awarded for 36 months with an optional 12 month extension.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

HIE may require the supplier to provide additional services. Any such modification shall be in terms of Regulation 72 of the Public Contracts (Scotland) Regulations 2015.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: yes
Identification of the project: ERDF.

II.2.14)Additional information

Please note that call-offs under this Framework might be (part)funded by ERDF.

Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

Not applicable to this procurement exercise.

III.1.2)Economic and financial standing

Minimum level(s) of standards possibly required:

4B.5 It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded contract, the types and levels of insurance indicated below:

Employer’s (Compulsory) Liability Insurance = GBP 5 000 000 for each and every claim

Public Liability Insurance = GBP 1 000 000 for each and every claim

Professional Indemnity Insurance = GBP 1 000 000 for each and every claim


III.1.3)Technical and professional ability

List and brief description of selection criteria:

Q 4C.1.2: Bidders will be required to provide two relevant past examples during the last 3 years that demonstrate that they have the relevant experience to deliver the services:

— Example 1: Provide an example of a large-scale PR campaign which covered widespread geographical locations, where the success of the campaign could be demonstrated. A large-scale PR campaign involves a variety of tasks and usually targets a range of audiences and channels. Maximum 7285 characters including spaces.

— Example 2: Provide an example which demonstrates your experience and success in developing an innovative social media campaign. Maximum 7285 characters including spaces.

Please note that the same examples cannot be used for Example 1 and 2.

Examples can be provided either through the bidder’s own organisation or through entities identified in ESPD Q 2A.17.3 and/or entities referred to with a ‘Yes’ answer to ESPD Q 2C.1.

To achieve a Pass the bidder must provide 2 examples of relevant past experience as described above. The bidder will fail this question if it does not provide 2 examples of relevant past experience as described above. In this case the tender response will not be progressed any further.

Q 4C.10 Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

Key Performance Indicators (KPIs) and Service Levels will be developed and agreed between HIE and the successful bidders to ensure that the management and delivery of services is to agreed performance levels and will be monitored and measured by a variety of reports, surveys and audit systems. KPIs will be appropriately matched to the scale of the services required.

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure


IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 6
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 03/05/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:


IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 03/05/2017
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

HIE reserves the right to re-tender for these services upon termination of the contract or at the end of the contract period, including any extension period.

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

The contract will be awarded under a multi-supplier Framework basis to approximately six suppliers and HIE reserves the right to appoint more or less suppliers depending on the responses received.

Bidders who have passed the exclusion and selection criteria identified in the ESPD and this Contract Notice will then have to pass Question 1 and Question 2 of the Award Criteria Questions which will be scored on a pass/fail basis. To obtain a ‘PASS’ for Question 1 and 2 the bidder will require a score of ‘3.0’ from the combined marks of all Evaluation Panel members. Bidders unable to meet this minimum requirement will be marked as a FAIL and their responses will not be progressed further.

Bidders that have obtained a minimum score of ‘3’ as above will be invited to the presentation of Question 5 w/c 26 June 2017. Please refer to the Scope of Requirements and Tender Guidance Notes for details.

Award Criteria Scoring Methodology:

0 — Unacceptable: Nil or inadequate response which fails to demonstrate an ability to meet the requirement.

1 — Poor: Response is partially relevant but generally poor.It addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled.

2 — Acceptable:Response is relevant and acceptable.It addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas.

3 — Good:Response is relevant and good. It is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.

4 — Excellent:Response is completely relevant and excellent overall. It is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.

Where relevant, bidders are required to provide information relating to consortia (Q 2A.17 of ESPD) and/or entities they rely on to meet the selection critria (Q 2C.1 of the ESPD) with the relevant supporting ESPD documentation being submitted.

Bidders are also required to complete Q 2D.1 of the ESPD, in so far as they are known, to list the subcontractors they propose to use (if relevant).

In order to participate, bidders should register, for free, on the Public Contracts Scotland (PCS) website(www.publiccontractsscotland.gov.uk), and record their interest in this contract and download and complete allrelevant documentation.

Tenders must be submitted via the PCS postbox and must be received by the published deadline. Late tenders will not be accepted and HIE will reject any submissions received after the deadline. Hard copy responses will not be accepted.

PCS also gives suppliers access to an on-line Question & Answer facility which allows queries to be submitted (anonymously), and answers published and shared with all potential bidders.

This Framework will be non-exclusive i.e. HIE reserves the right, in certain circumstances, to procure out with the Framework as and when required.

The Framework will also be available for call-off by any HIE subsidiary organisation and/or associated company,subject to case-by-case prior approval by HIE.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=485218.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.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.

(SC Ref:485218)

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=485218

VI.4)Procedures for review

VI.4.1)Review body

Highlands and Islands Enterprise
An Lòchran, 10 Inverness Campus
United Kingdom
Telephone: +44 1463245245
E-mail: hieprocurement@hient.co.ukInternet address:http://www.hie.co.uk
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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