Public Relations and Marketing Strategic Communications Contract

Public Relations and Marketing Strategic Communications Contract

Scape is seeking expressions of interest from suitably experienced organisations to provide Public Relations and associated marketing services across the whole of England, Wales, Scotland and Northern Ireland.

United Kingdom-Nottingham: Public relations services

2019/S 084-200522

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Scape Group Limited
2nd Level, Tollhouse Hill, City Gate West
United Kingdom
Contact person: Nick Taylor
NUTS code: UK
Internet address(es):Main address:

Address of the buyer profile:

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:
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Other activity: Scape Group is a public sector owned built environment specialist. We offer a suite of OJEU compliant frameworks and innovative design solutions.

Section II: Object

II.1)Scope of the procurement


Public Relations and Marketing Strategic Communications Contract

Reference number: GRP004

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Scape is seeking expressions of interest from suitably experienced organisations to provide Public Relations (PR) and associated marketing services across the whole of England, Wales, Scotland and Northern Ireland as described within the procurement documentation.

Scape is open to receiving responses from consortia, joint ventures, strategic alliances and other such arrangements, however such organisations will be required to form a single legal entity to contract with prior to the award of the contract and provide appropriate guarantees and security packages commensurate with the services.

The specific services that will provided under the Contract cannot be clearly defined at this stage, however the nature and types of services that may be required will include those services identified by the CPV codes.

The successful bidder will be required to work with the in-house marketing service providers of Scape.

II.1.5)Estimated total value

Value excluding VAT: 500 000.00 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
Main site or place of performance:


II.2.4)Description of the procurement:

Scape, through this procurement exercise, is seeking to enter a Contractual Agreement with a single successful bidder or consortium. That successful bidder will become the delivery partner and will be supported by their extended supply chain to establish the ongoing support of Scape’s marketing team providing PR and marketing services.

Experience of previous procurement exercises, coupled with user feedback, has confirmed that engagement with a single delivery partner or consortium of bidders, supported by their supply chain enables the successful bidder to deliver cost and quality benefits, innovation, continuous improvement and allows immediate engagement in delivering the services in an effective manner. Industry research and knowledge confirms that there are numerous bidders that are able to deliver these services encompassing the value spread associated with this Contract.

The Contract will be for a period of 5 years. This will comprise of an initial period of two (2) years followed by annual increments up to a maximum of five (5) years, 2 + 1 + 1 +1. At the commencement of the Contract there will be an initial period of up to 12 weeks during which Scape Group and the successful bidder will work together to establish clear operating protocols and standards for the period of the Contract. However, the Contract will be operational and available for call off from the commencement date.

The current UK wide Contract is due to expire on 31.1.2020 and until that date call-offs will continue, and delivery of these projects will also continue until the new Contract and delivery partner are confirmed. The successful bidder as the new delivery partner will be required to work alongside the outgoing/previous framework provider.

Further arrangements may be required by Scape if it establishes that this arrangement is limited by capacity or there is a need to meet the requirements of a specific work stream. Quarterly reviews will be undertaken by the management team and a new framework exercise undertaken if the need arises. Any further procurement exercises will be independent of, and will not affect, the arrangements with the successful bidder appointed pursuant to this procurement exercise, although there may be some overlap.

The form of the Contract to be entered into by the successful bidder will be drafted in accordance with and take into account the specific needs of Scape and will be included in the ITT. The Contract will be entered into by Scape and the successful bidder, with call off agreements being contracted directly between Scape’s marketing and communications team and the new Contract delivery partner.


Scape is using the Delta eSourcing web-based service to manage this procurement.

Suppliers must read through these instructions and follow the process to respond to this opportunity.

The information and/or documents for this opportunity are available on: You must register on this site to respond for this procurement, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage.

Suppliers must log in, go to Response Manager and add the following access code: 8Y9D9F8HJJ. Please ensure you follow any instruction provided to you there.

The deadline for submitting your response is stated within the Delta eSourcing suite, this contract notice and the PQQ document. Please ensure that you allow yourself plenty of time when responding to this invitation prior to the closing date and time, especially when uploading documents. Scape will not be held accountable for any errors made by suppliers in submitting their completed PQQ.

If you experience any technical difficulties with the Delta eSourcing suite please contact the Delta eSourcing help desk on +44 8452707050 or

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 50
Quality criterion – Name: Interview / Weighting: 10
Cost criterion – Name: Price / Weighting: 40

II.2.6)Estimated value

Value excluding VAT: 5 000 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged number of candidates: 6

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

To respond to this opportunity please click here:

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:

The procuring body expects that each bidder is suitably qualified in the field of public relations and can evidence this as a part of the bid.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

Minimum level(s) of standards required:

Bidders must be able to evidence a minimum annual turnover of 200 000 GBP.

Bidders must be able to self-certify that they already have, or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated below:

Employer’s (compulsory) liability insurance = 5 000 000 GBP*.

Public liability insurance = 5 000 000 GBP.

Professional indemnity insurance = 5 000 000 GBP.

*It is a legal requirement that all companies hold employer’s (compulsory) liability insurance of 5 000 000 GBP as a minimum. Please note this requirement is not applicable to sole traders.

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:

Scape will include a set of performance measures in the Contract and these will be used to manage the performance of the Contract, set improvement targets and monitor continuous improvement. These will be the minimum indicators and other measures may be offered by bidders as part of their ITT.

Performance against these indicators will be reviewed with the successful bidder at regular review meetings, together with the comparative performance that will enable benchmarking against:

— other companies engaged in Scape or other frameworks,

— the overall performance of all Scape or other frameworks,

— national performance measures where they are available.

The successful bidder will be required to collate and submit their own performance data via a pro-forma spreadsheet in accordance with the performance management requirements set out in the Contract. Further details will be available in the ITT.

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

Restricted 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: 31/05/2019
Local time: 13:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 22/07/2019

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: 3 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

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:

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

In compliance with procurement regulations, a draft of both the ITT and the Contract, is issued at this stage for information only, although these are substantially complete. The content is under review and may change when the final draft is issued at the conclusion of the PQQ stage to those invited to tender. Scape will not enter in to any discussions regarding these draft documents or answer any questions on the content of these documents at the PQQ stage. Shortlisted bidders will have opportunity to ask clarification questions on the tender documentation during the ITT stage. GO Reference: GO-2019425-PRO-14834157.

VI.4)Procedures for review

VI.4.1)Review body

The High Court of England and Wales
United Kingdom
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The Contracting Authority will incorporate a minimum 10 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 the 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 framework agreement. If an appeal regarding the award of a contract has not been successfully resolved, the Public Contracts Regulations 2015, set out the time frame within which aggrieved parties who have been harmed or are at risk of a breach of the rules may take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought within 30 days from the date when the economic operator in question first knew or ought to have known that grounds for the bringing of proceedings had arisen. The Court may extend the 30 day period in a particular case if it considers that there is good reason for so doing, up to a period of 3 months from the actual or deemed date of knowledge of the economic operator. 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 the framework agreement has been 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 on the circumstances) or otherwise 6 months. Proceedings may be instigated by the issue of a Claim Form meeting the requirements of the Court Procedure Rules (“CPR”) within 30 days from when the relevant economic operator first knew or ought to have known that grounds for proceedings had arisen.

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

VI.5)Date of dispatch of this notice: