Media Buying Services for Destination Staffordshire

Media Buying Services for Destination Staffordshire

Provision of Media Buying Services for Destination. Staffordshire to include procurement of advertising space through various media including print and digital, in national and regional press.

UK-Stafford: Advertising and marketing services

2013/S 099-169766

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Staffordshire County Council
Wedgwood Building, Tipping Street
For the attention of: Gillian Sperrink
ST16 2DH Stafford
UNITED KINGDOM
Telephone: +44 1785854652
E-mail: sp@staffordshire.gov.uk

Internet address(es):

General address of the contracting authority: http://www.staffordshire.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
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:

Provision of Media Buying for Destination Staffordshire.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 13: Advertising services
NUTS code UKG2

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 a single operator
Duration of the framework agreement

Duration in months: 45
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 104 000 and 360 000 GBP

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

Provision of Media Buying Services for Destination. Staffordshire to include procurement of advertising space through various media including print and digital, in national and regional press.
II.1.6)Common procurement vocabulary (CPV)

79340000, 79341000, 79341200, 79341100, 79341400, 79342300

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: no
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:

Provision of Media Buying Services for Destination.
Staffordshire to include procurement of advertising space through various media including print and digital, in national and regional press.
The framework agreement period is for an initial 2 years and 9 months from 1.11.2013 to 31.7.2016 with 1 x 12 months option to extend.
Destination Staffordshire is a partnership (a Destination Management Partnership or Organisation (DMP or DMO)) of public and private sector organisations engaged with the tourism industry, formed 7 years ago with the purpose of developing the size and value of the tourism industry in Staffordshire.
The Partnerships area of concern and activity is the promotion and coordination of the Staffordshire visitor economy for the benefit of its private sector members, i.e. businesses operating in the various parts of the tourism industry in Staffordshire, e.g. accommodation providers, attractions, food & drink providers, and for the benefit of the prosperity of Staffordshire and its residents as a whole.
The local authority partners are: Cannock Chase District Council, Lichfield District Council, Newcastleunder-Lyme Borough Council, Staffordshire Moorlands District Council, Stafford District Council, Tamworth Borough Council, South Staffordshire District Council, Stoke-on-Trent City Council and Staffordshire County Council.
The DMP requires an agency for meda buying.
The Partnership is looking to recruit the services of an agency with relevant experience and skills to provide media procurement at competitive rates but with a quality and expertise demanded by the membership, providing the maximum consumer exposure for Destination Staffordshire and for our members.
Outline of Service Scope
Main activities will be the procurement on behalf of the Council of advertising space aimed at the generation of c. 70,000 consumer requests for the Partnership’s annual visitor guide, latterly delivered wholly through digital channesl. Provide local and regional consumer press advertising and regional/national trade press advertising space for the visitor economy generally and the Partnership’s brands specifically.
A careful study of the business of the Client and analysis of present and potential markets. Identification of problems and solutions in relation to advertising, marketing and merchandising of the Partnership’s brand. Formulation and submission to the Council for its approval of advertising ideas, plans, programmes and campaigns together with estimates of the cost of executing the recommendations. Proposing, arranging and interpreting market research activity that the Provider judges to be of use to the Council in promoting the Partnership’s brand.
Media – Evaluation of all advertising meda. Formulation and submission for the Council’s approval of marketing and media plans and subsequent implementation. Development, formulation and submission of a detailed medIa schedule for the Council’s approval. General media planning and buying.
Production Supervision – Preparation and submission of estimates for press production and quotes for television production following respectively the Best Practice Guidelines agreed between the Incorporated Society of British Advertisers (the”ISBA”) and the Institute of Practitioners in Advertising (“the IPA”) and the Standard Breakdown of Film/Video Production Estimate approved by the Advertisers Producers Association (formerly known as the Advertising Film and Video Producers Association) (the “AFVPA”) the ISBA and the IPA. Supervision of production companies and other suppliers. Organising the dispatch of artwork, prints and other necessary materials to the media. Making the necessary arrangements for the use of artists, models, music, etc, including licences, buyouts and fees wherever practicable prior to commissioning.
Other Services – Negotiating and agreeing sponsorship deals on behalf of the Council and the formulation of all appropriate sponsorship credits. Formulation, development and submission to the Council of merchandising and other promotional schemes. Analysing the relevance and usefulness of new media (e,g. the world-wide web) as they become available and the formulation, submission and with the Council’s approval, execution of new media projects.
Digital Advertising – Although not currently part of the plan, digital advertising has been trialled, with paid for adverts across a range of digital media. This was not considered successful enough to merit allocation of a continuing budget but the supplier would be expected to keep the client informed of digital opportunities as part of the overall client media strategy.
Estimated value excluding VAT:
Range: between 104 000 and 360 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: Initial period of the contract is for two years and 9 months from 1st November 2013 to 31.7.2016 (with 1 x 12 month options to extend, from 1.8.2016 to 31.7.2017).
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Duration in months: 45 (from the award of the contract)

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:

Payments may be made following acceptance by the banking agents of the County Council.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

No special legal form is required by grouping of providers but each provider will be required to become jointly or serverally responsible for the contract before acceptance.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The requirements for minimum economic, financial and technical capacity will be included in the tender documents. Any tender may be rejected from a company/organisation who interalia.
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous ituation arising from a similar procedure under national laws and regulations.
(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations.
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct.
(d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can demonstrate.
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority.
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the
country of the contracting authority.
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information.
(h) has been the subject of a conviction for
participation in a criminal organisation, as defined in Article 2(1) of Council Joint Action 98/733/JHA.
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1997 and Article 3(1) of Council Joint Action 98/742/JHA respectively.
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities.
(k) has been the subject of a conviction for money
laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering. Please refer to Regulation no 23 of the Public Procurement Regulations 2006 (SI No 5) for additional rejection criteria (see link)
http://www.opsi.gov.uk/si/si2006/20060005.htm.

III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Information and formalities necessary for evaluating if requirements are met.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The applicant must meet the minimum set standards of economic and financial standing to service the term and value of the contract.
Financial checks will be undertaken for economic operators using one or more of the Councils current financial assessors are n2check (www.n2check.com), Dun & Bradstreet (www.dnb.co.uk), Experian (www.experian.co.uk). Economic operators will be assessed according to the level of risk stipulated by the financial assessors used. Any economic operator being given an above average/higher than average risk rating or poorer, by one or more of the assessors used, may be rejected.

Note:
1. It is the responsibility of the economic operator to ensure that the appropriate accounts have been filed and that the credit information held is correct.
2. Should economic operators wish other financial information to be taken into account to support the economic and financial check this should be submitted with the response to the ITT. SCC reserves the right to request further financial information and to take this into account where necessary in addition to the level of risk stipulated by the financial assessors.
3. For sole traders/partnerships where third party financial assessments are not available the assessment will be undertaken using a financial spreadsheet detailing trading account data for the last three years.
Minimum level(s) of standards possibly required: The organisation should hold as a minimum the following insurance levels or be able to provide with their response, a written statement advising that should they be awarded the contract they will have the required levels of insurance in place for the commencement of the contract.
Public Liability 5 000 000 GBP;
Employers Liability 5 000 000 GBP;
Professional Indemnity 2 000 000 GBP.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Minimum levels of standards possibly required.
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 number of operators: 6
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:

PC458
IV.3.2)Previous publication(s) concerning the same contract

Prior information notice

Notice number in the OJEU: 2013/S 33-052189 of 15.2.2013

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: 9.7.2013 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

9.7.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
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

Date: 9.7.2013 – 12:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Limited to members of County Council staff.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 33 months if option to extend is not utilised or 45 months if option to extend is utilised.
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: yes
Reference to project(s) and/or programme(s): Destination Staffordshire is a partnership (a Destination Management Partnership or Organisation (DMP or DMO) of public and private sector organisations engaged with the tourism industry, formed 7 years ago with the purpose of developing the size and value of the tourism industry in Staffordshire.
The Partnerships area of concern and activity is the promotion and coordination of the Staffordshire visitor economy for the benefit of its private sector members, i.e. businesses operating in the various parts of the tourism industry in Staffordshire, e.g. accommodation providers, attractions, food & drink providers, and for the benefit of the prosperity of Staffordshire and its residents as a whole.
The local authority partners are: Cannock Chase District Council, Lichfield District Council, Newcastleunder-Lyme Borough Council, Staffordshire Moorlands District Council, Stafford District Council, Tamworth Borough Council, South Staffordshire District Council, Stoke-on-Trent City Council and Staffordshire County Council.
Destination Staffordshire works through a Board formed of private sector businesses and the partner local authorities and devolves the workload down to a series of sub-groups, again formed of private and public sector partners and each allocated a particular area of activity within which they are charged to devise strategy and encourage engagement to secure the widest possible implementation.
VI.3)Additional information

This is an electronic tender. All requests for information to be sent through the electronic tendering portal and messaging facility on the Proactis electronic tendering system. How to register:
1. Instructions at http://www.staffordshire.gov.uk/business/procurement/etendering/

2. Follow the link to Proactis E-Tendering (http://www.staffordshire.alito.co.uk). On the main page click suppliers then (new user) register links.

3. Complete the self-registration questions and click the Register button.
4. You will receive a confirmation e-mail with an authentication link (this email may find its way to your trash/junk email account, so please check).
5. Confirm the authentication and then login into Proactis suppliers-side.
6. Search the bulletin board for the tender(s) using keywords, search criteria etc.
7. Once found, click on the (blue) contract title to register interest against an active tender.
8. Click the register button and then continue.
9. The tender will now be in the my tenders profile area on the main menu.
10. Find the read me first document and continue with managing the tender. If you require urgent assistance regarding the initial usage of the eTendering package please contact the Contracting Authority point-of-contact in Section I.1 of this notice.
On failure to reach this contact, please immediately email the nature of the difficulty to sp@staffordshire.gov.uk

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

As 1.1

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum10 calendar day standstill period (or 15 days where non-electronic or fax methods are used) at the point that an award decision notice is communicated to tenderers. The award decision notice will specify the criteria for the award of he contract/framework agreement, the reasons for the decision, including the characteristics and relative advantages, the name and score of the successful tender and will specify when the standstill period is expected to end or the date before which the contracting authority will not conclude the contract/framework agreement. If an appeal regarding the award of a contract/framework agreement has not been successfully resolved, the Public Contracts (Amendment) Regulations 2009
provide for aggrieved parties who have be un harmed or are at risk of a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly (generally within 3 months). The Court may order the setting aside of the award decision or may order the Contracting Authority to amend any document and may award damages. If a framework agreement hasbeen entered into the Court may make a declaration of ineffectiveness or may order that the duration of any relevant specific contract be shortened and additionally may award damages. The time limit for seeking such a declaration is generally 30 days from notification of the award (either by award decision notification or contract award notice depending upon the circumstances) or otherwise 6 months.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:21.5.2013