Marketing Framework Wales

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

AN2 013 Marketing Framework

2.2

Description of the goods or services required

TENDER SPECIFICATION

Overview

AN2 has a requirement for creative agency skills to deliver marketing, communications and experiential activity identified through ongoing development of the marketing and acquisition strategy and campaign plans.

In order to meet our acquisition and conversion targets within the timelines of the project, Chwarae Teg wishes to enter into a Framework Agreement with a cadre of full service marketing agencies ready to brief on work to ensure consistent marketing materials, campaigns and activity and fast speed to market, in order to build:

a) a good understanding of our project and customer and product propositions

b) an effective process to achieve powerful creative and media solutions or

c) fast and effective responses to our briefs

This work will complement the remit of our PR Agency.

Key Objectives

1. To support delivery of AN2 business objectives through

• execution of activity in line with AN2 marketing, creative and communications strategy over the period of the Agile Nation 2 Project

• consistent and motivating communications through use of the project’s unifying creative platform for awareness and acquisition messaging and experiential activities for lead generation

2. Building up a good working relationship with a small cadre of agencies to ensure

• speed to market for campaigns (reduced learning curve)

• consistent work and message on brief

• we are valuing our business partners through respect for their time and effort through less time on frequent pitching and quoting

Activities covered:

1. Execution of activity in line with AN2 marketing, creative and communications strategy over the period of the Agile Nation 2 Project

• Tactical acquisition campaigns (up to 3)

• Brand and project awareness campaigns (up to 3)

2. Event marketing collateral and sales aids

3. Experiential campaigns as required

4. Case Study Portfolio – build, maintenance and promotion to support AN2 project objectives

• Individuals

• Key accounts/business

• Events

Outcome

A Framework of agencies who can undertake work from the mix of required activities.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=46711.

2.3

Notice Coding and Classification

a) Commodity Codes

b) Delivery Location/Area

2.4

Total quantity or scope of tender

TENDER REQUIREMENTS

Quotations are sought based on the following information:

Scope of work

Chwarae Teg requires the services of marketing agencies with expertise to deliver the following requirements:

1. Campaign development (utilising the theme) and execution over the period of the Agile Nation 2 Project

• Awareness and lead generation campaign recommendations and concepts (targeting/communications channels/media/items) and execution x 3

• Tactical acquisition campaign recommendations, concepts and execution x 3

2. Event marketing collateral and sales aids

3. Experiential campaigns

4. Case Study Portfolio – build, maintenance and promotion to support AN2 project objectives

• Individuals

• Key accounts/business

• Events

Intended use of the support is as follows:

• Campaign planning across all channels (including but not limited to digital, social, direct marketing, ATL) to meet AN2 lead generation and conversion to participant business plan profile.

• Creative development – concepts, copy and artwork.

• Production as required to meet agreed campaign objectives (in conjunction with other suppliers and in-house services)

• Identify media opportunities relevant to supporting AN2 business objectives (awareness and lead generation)

Key components of the quote

Value for money

We are keen to ensure we drive value for money by working proactively with the successful suppliers. To facilitate this our approach for the delivery of this contract will be to encourage the most productive use of your time. In practice this will mean keeping meetings to a minimum and being proactive and opportunistic wherever possible to fully embrace creativity.

Scope of quote

The contact will cover support for the Agile Nation 2 Programmes delivered by Chwarae Teg. It is the intention for this work to run from 11 August 2016 to the end of the project (31 March 2018).

The total budget for this activity is up to £75,000 (ex VAT) excluding expenses.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Submissions

The following criteria must be adhered to when writing an application for this tender:

• Price and any financial data must be stated in pounds sterling.

• The tender must be submitted in English or bilingually (Welsh and English). If you wish to translate into Welsh this must be at your own cost, but we only require the tender submission to be in English as a minimum. There will be no discrimination if you choose to only submit an English version.

• Prices should be shown exclusive of VAT.

• Please ensure the following are included:

– Rate Card for activities by type

– Detail any costs outside the fee structure

– Examples of previous successful work of similar scale and nature

• Submissions should cover all aspects of the Tender Scope.

• Submissions must be written in a clear, articulate and coherent format including correct use of the English language, as well as accurate spelling and grammar.

4 Administrative Information

4.1

Type of Procedure

Single stage – Any candidate may submit a tender.

4.2

Reference number attributed to the notice by the contracting authority

AN2 013

4.3

Time Limits

Time-limit for receipt of completed tenders
22-07-2016  Time  12:00

Estimated award date
01-08-2016

4.5

Language or languages in which tenders or requests to participate can be drawn up

EN

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Pre-Qualification Questions

Completion of this document is required to confirm that you are an acceptable supplier to Chwarae Teg. As this can be considered onerous Chwarae Teg is not seeking their completion at tender submission stage. However, shortlisted candidates will be expected to have completed the questionnaire prior to attending the final Presentation/Q&A session. We would encourage interested parties to review this document prior to submitting a quote.

Other supporting documentation

Chwarae Teg Standard Terms and Conditions of Purchase:- Please see Appendix 1.

Supplier Qualification Questions:- Please see Appendix 2.

Insurance policy information: – Copy of your Professional Indemnity, Public Liability and Employer Liability insurance documents.

Provide evidence of financial viability i.e.; most recent Company Accounts.

References from businesses you have worked with, and details of at least two client businesses that would be open to us contacting them for reference.

ADDITIONAL INFORMATION

Deployment and delivery times

Please see stages and timeline as on page 1.

Failure to meet agreed delivery times, will result in the agreement being null and void, and may also result in financial penalties being made against the supplying company.

By submitting your proposal to tender for this requirement, you agree to provide our requirement on time, in full, with zero defects. The quality agreed to at Contract Award is to be fully maintained throughout the term of the requirement.

Liability

Faulty or inaccurate information will be identified and reported within 30 days and shall be the responsibility of the supplier. Where deemed necessary, replacement information must be delivered to meet our requirements in accordance with the published schedule.

Conflict of Interest

If, at any time during the tender process, a member of the Evaluation Committee becomes aware of any relationships with, or knowledge of, suppliers involved in the tender that could be perceived to unduly affect the outcome of the process then the individual will be excused from the Committee.

If the supplier is aware of any potential conflict of interest arising from previous work or relationships with Chwarae Teg or any of its staff, then this should be documented within the tender response.

Confidentiality and Copyright

All information supplied by Chwarae Teg in connection with this proposal submission is to be regarded as confidential by all interested parties, and by the organisations submitting the proposals.

All materials, when produced, will become the property of Chwarae Teg.

Terms and Conditions

Chwarae Teg standard terms and conditions of purchase will apply to the contact awarded as a result of this invitation to tender. A copy of our T&C’s are attached as an Appendix for your perusal. In providing a quotation submission in response to our ITT, we will assume that you are in acceptance of our T&C’s.

Queries

If you have any queries about this invitation to tender please post your questions on the Sell2Wales website in relation to this ITT, or you can email your query to: tenders@chwaraeteg.com. Please note that all queries must be posted on Sell2Wales or emailed before 1200 noon on Friday 22nd of July 2016. After this date, you will not be guaranteed a response.

Invoicing

Purchase order numbers will be issued for the work we commission.

An Invoice, quoting the purchase order number(s) and breakdown of costs will be required for payment of any work undertaken.

Invoices should refer to the ITT document, i.e.: AN2 013.

Please email invoices and statements to finance.assistant@chwaraeteg.com.

Our invoicing postal address is; Accounts Payable, Chwarae Teg, 1st Floor, Anchor Court, Keen Road, Cardiff, CF24 5JW.

Ownership

Upon payment of invoices the ownership of raw data and all materials passes to Chwarae Teg through the Agile Nation 2 operation.

(WA Ref:46711)

Relates to the following project/programme financed by EU Community Funds: Agile Nation 2 supported by the European Social Fund

5.2

Additional Documentation

5.3

Publication date of this notice

06-06-2016