Marketing Services Invitation to Tender – NHS Wales Beat Flu Campaign

Marketing Services Invitation to Tender – NHS Wales Beat Flu Campaign

We wish to invite creative communications agencies to tender for the delivery of the national NHS Wales flu campaign.United Kingdom-Cardiff: Advertising campaign services

2018/S 225-514972

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

NHS Wales Shared Services Partnership
4-5 Charnwood Court,, Heol Billingsley, Parc Nantgarw
CF15 7QZ
United Kingdom
Contact person: Sophie Stacey
Telephone: +44 1443848568
NUTS code: UK
I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity


Section II: Object

II.1)Scope of the procurement


Invitation to Tender for the NHS Wales Beat Flu Campaign

Reference number: PHW-OJEU-40383

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

We wish to invite creative communications agencies to tender for the delivery of the national NHS Wales flu campaign for 2 years 2019/20 and 2020/21, as well as to refresh the current Beat Flu/Curwch Ffliw brand, to be finalised by 28.2.2019. The appointee is required to effectively deliver this bilingual campaign.

II.1.5)Estimated total value

Value excluding VAT: 177 000.00 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: UK

II.2.4)Description of the procurement:

Campaign objectives:

The successful agency will be expected to:

— utilise the campaign to increase awareness of flu, and how serious it can be,

— utilise the campaign to increase awareness of the benefits of flu vaccination in targeted clinical and age defined eligible groups,

— deliver a campaign utilising a range of formats and messages that resonate with target groups which are relevant to specific audiences/agreed segments,

— utilise the campaign to target the important mechanisms thought to influence uptake of flu vaccination in the different population segments,

— base communication methods, messages and creative content on behavioural science approaches, behavioural mechanisms, theories and frameworks such as Mindspace or East,

— demonstrate the impact the creative campaign has on an individual’s decision or intention to receive a flu vaccination,

— offer ways to improve the campaign going forward.

The campaign should feel contemporary, innovative, fresh and engaging and be based on behavioural science approaches. It should be bilingual and delivered using the following elements:

— campaign planning and management, including audience analysis,

— PR and media relations,

— social media management and content creation,

— media buying,

— video production, photography and other digital/non-digital resources,

— creative resources,

— event planning and management,

— regular meetings and correspondence with Public Health Wales to discuss and agree all content as required (may be frequent),

— liaising with, and offering expert support to, NHS and non-NHS organisations and key stakeholders as required.

End of season campaign evaluation reporting following the Government Communication Service evaluation framework, as well as the production of a mid-season activity and evaluation-so-far report.

Brand refresh objectives:

The refresh of the Beat Flu/Curwch Ffliw brand should be completed by 28.2.2019 and include:

— development of possible branding options including:

—— one consistent brand used across all assets and for all groups,

— an umbrella brand with a connected but different look and feel for different target groups.

— development of consistent campaign templates which will be compatible with the NHS Wales IT system, including:

—— Beat Flu/Curwch Ffliw websites and social media home pages.

— film and video:

—— start frame,

—— captioning,

—— font.

—— external assets:

——Beat Flu/Curwch Ffliw Reports and briefing materials,

—— infographics,

—— social media posts,

—— digital presentation media (PowerPoint/Prezi),

—— press releases and media statements,

—— Beat Flu/Curwch Ffliw posters, leaflets and other printed collateral.

— develop brand identity guidelines which will make the Beat Flu/Curwch Ffliw suite of outputs easy to identify. This will include guidance on the following design elements:

—— layout,

—— image guidelines,

—— colour palette.


The indicative budget for creative communications is up to a maximum of 85 000 GBP annually, subject to continued board agreement. This is to include all paid-for elements of the campaign as well as agency time. Agencies are expected to outline how they would use the full budget in their application brief.

The indicative budget for the refresh of Beat Flu/Curwch Ffliw is 7 000 GBP non-recurring and to be completed in 2018/19.


The delivery of the campaign element will be awarded as a 2 year contract, subject to a satisfactory annual review of supplier performance against the KPIs. A mid-season report is expected by the end of December each year and a final end of season report by 31 March annually.

All invoices must be submitted annually by 15 March.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

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

Duration in months: 24
This contract is subject to renewal: no

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
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: no
II.2.14)Additional information

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

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
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:
III.2.3)Information about staff responsible for the performance of 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
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: 19/12/2018
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

IV.2.7)Conditions for opening of tenders

Date: 19/12/2018
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

Note: the authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at

(WA Ref:87227)

The buyer considers that this contract is suitable for consortia.

VI.4)Procedures for review

VI.4.1)Review body

NHS Wales Shared Services Partnership
4-5 Charnwood Court, Heol Billingsley, Parc Nantgarw
CF15 7QZ
United Kingdom
Telephone: +44 1443848568
E-mail: sophie.stacey2@wales.nhs.ukInternet address:
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

NHS Wales Shared Services Partnership on behalf of Public Health Wales NHS Trust will allow a minimum 10 calendar day standstill period between notifying the award decision and awarding the contract.

Unsuccessful tenderers and applicants are entitled to receive reasons for the decision, including the characteristics and relative advantages of the winning bid and the reasons why the tenderer/applicant was unsuccessful.

Should additional information be required it should be requested of the addressee in section I.1.

Aggrieved parties who have been harmed or are at risk of harm by breach of the procurement rules have the right to take action in the High Court (England and Wales). Any such action is subject to strict time limits in accordance with the Public Contracts (Amendments) Regulations 2015.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: