Public Relations and Public Affairs Services for Careers Wales

Public Relations and Public Affairs Services for Careers Wales

CW communicates with the wider public through a range of bilingual media channels including Twitter, Facebook, e-zines,, and in its Annual report.


Public Relations (PR) and Public Affairs Services (PA)


1 Authority Details


Authority Name and Address

Career Choices Dewis Gyrfa Ltd trading as Gyrfa Cymru Careers Wales

Finance Department, 5 Llys Castan, Parc Menai ,


LL57 4FH


Nikki Lawrence

+44 3001233833-2237

+44 3001233884


Address from which documentation may be obtained

Careers Choices Dewis Gyrfa Ltd trading as Gyrfa Cymru Careers Wales

Information & Marketing Department,


Rilla Morries

+44 3001233833-2013

+44 3001233853


Completed documents must be returned to:

Career Choices Dewis Gyrfa Ltd trading as Gyrfa Cymru Careers Wales

Ty Glyn, Brecon Court, , William Brown Close, Llantarnam Park,


NP44 3AB


Rilla Morries

+44 3001233833-2013

2 Contract Details



Public Relations (PR) and Public Affairs Services (PA)


Description of the goods or services required

Careers Wales (CW)has been a wholly owned subsidiary of the Welsh Government since April 13. CW is given an annual remit by Welsh Government that identifies priority groups to work with according to need. All people in Wales are able to access information advice and guidance through a variety of channels including self-service – the website;, supported service; web chat and telephone help line and for those who need it face to face guidance. CW has premises across Wales which are open to the public who can use the computers, as well as attend job search workshops

CW communicates with the wider public through a range of bilingual media channels including Twitter, Facebook, e-zines,, and in its Annual report

Careers Wales (CW) is seeking to maximise on opportunities to raise the profile and impact of the work Careers Wales carries out to support the people of Wales to make informed career related decisions and subsequent enhanced contributions to the economy and social fabric of Wales

PR Requirements

• Assist CW in capitalising on media opportunities to raise the profile of CW and the success of the users of the service – eg case studies into local press.

• Assist with capitalising on the opportunities for publicity around careers events – pre and post.

• Supporting CW in raising awareness of the careers service in Wales in the UK media where appropriate and timely.

• Promoting CW as an expert organisation in the field of careers education information and guidance

PA Requirements

• Provide timely /regular information briefings to AMs/ Government officials/ stakeholders/ partner organisations on the good work that CW is undertaking/ completed. To aid understanding of the CW remit

• Identify where there may be opportunities to improve relationship with different partners and stakeholders to promote the good work of CW

• Provide weekly monitoring of events in the Senedd (Committees, Plenary etc.) and any other intelligence that is related to CW remit.

The successful tender organisation will be able to deliver the services in both Welsh and English

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at


Notice Coding and Classification

79416200 Public relations consultancy services

1000 WALES
1010 West Wales and The Valleys
1011 Isle of Anglesey
1012 Gwynedd
1013 Conwy and Denbighshire
1014 South West Wales (Carmarthenshire, Pembrokeshire, Ceredigion)
1015 Central Valleys (Merthyr Tydfil, Rhondda Cynon Taf)
1016 Gwent Valleys (Torfaen, Blaenau Gwent, Caerphilly)
1017 Bridgend and Neath Port Talbot
1018 Swansea
1020 East Wales
1021 Monmouthshire and Newport
1022 Cardiff and Vale of Glamorgan
1023 Flintshire and Wrexham
1024 Powys


Total quantity or scope of tender

The value of the contract is up to £40,000pa for 24 months with the option to extend for a further 24 months

3 Conditions for Participation


Minimum standards and qualification required

Appointment process

The appointment process will be conducted in two stages. Firstly, you are required to submit a tender document using the headings shown below. The tender documents will then be scored and ranked using the following criteria:

Section A: Price 40%

The lowest price submitted will be awarded a score of 40% for price alone, with tenderers thereafter being allocated a relative score which will be 40% less the percentage difference from the lowest price.

For example if the lowest price is £400 per day and the next lowest is £500 per day the second lowest tender would score as follows:

(£100/£400) = 25% higher daily rate =.

40% – (40% * 0.25) = a score of 30

This score will be combined with the quality score to give an overall score for each tenderer.

Section B: Quality 60%

The following marks are allocated to each section:

1.Relevant Experience 15 marks

2.Your Personnel 15 marks

3.Detailed description of the how the PR/PA requirements would be met 25 marks

4.Environment 5 marks

5.Additional Factors 5 marks

The scoring methodology

1.Very good or fully compliant submission, which meets all requirements and is fully explained in comprehensive detail – between 90 and 100% of the marks available

2.Good or fully compliant submission, which meets all the requirements and is explained in reasonable detail – between 70% and 80% of the marks available

3.Satisfactory or compliant submission ,which meets the essential requirements and is explained in adequate detail – between 50% and 60% of the marks available

4.Weak or partially compliant (minor issues) submission where some areas fall short of requirements and is poorly explained – between 30% and 40% of the marks available

5.Unacceptable or non-compliant (major issues) submission which fails to meet requirements and is not explained – between 10% and 20% of the marks available

All tenders will be reviewed and shortlisted by a panel consisting of the Director Of Corporate Services, the Head of Information & Marketing, and the Marketing Manager

Secondly, shortlisted firms will be invited to make a presentation to the panel on Wednesday 10th December 2014. Shortlisted organisations will be informed within five days of the shortlisting panel meeting.

The presentation should last not more than 20 minutes. The presentation should address the points referenced in the quality section of the tender.

This will be followed by a question and answer session. The meeting is expected to last no more than one hour.

It should be noted that:

1.In order to be shortlisted the tender document must score at least 55%.

2.A maximum of five companies will be invited to make a presentation to the panel and will be selected according to the ranking of the scores.

3.All communication must be through the Head of Information & Marketing, Rilla Morries (; any further relevant information will then be shared by adding it as additional information on the Sell2Wales notice.

4.Any company may be disqualified if contact is made to any other employee or director of the Company.

5.CW will not be liable for or pay expenses or losses whatsoever which

may be incurred by any tenderer in the preparation of a submission.

6.A total of three hard copies of the tender document should be provided. Faxed or emailed tenders will not be accepted. They should be delivered to the CW no later than noon on Friday 14th November 2014. Tenders received after this date will not be considered. All tenders should be sent to:

Rilla Morries

Head of Information and Marketing,

Ty Glyn,

Unit 1 William Browns Close,



NP44 3AB.

7.The panel meeting will be used as a method of revisiting existing marks for all answers in quality section of the tender.

8.The tender will be awarded to the company achieving the highest score out of a maximum 100% and will commence on 05 January 2015.

Over Reliance Rule

CW wishes to encourage fairness and consideration of suppliers when contracting with organisations. It is therefore our policy when awarding contracts that the financial status of an organisation is considered in order to avoid over- reliance on our business. Contracts would not be awarded if a contract values exceeds 40% of a supplier’s turnover

For this purpose, would tenderers please provide the following information with their tender documentation

• Details of turnover and the period to which it relates

• Number of employees

• Two satisfactory references from organisations currently using your services


4 Administrative Information


Type of Procedure

Single stage – Any candidate may submit a tender.


Reference number attributed to the notice by the contracting authority



Time Limits

a) Time-limit for obtaining documentation 12-11-2014

b) Time-limit for receipt of completed tenders
14-11-2014  Time  12:00

c) Estimated award date 19-12-2014


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



Tender Submission Postbox

5 Other Information


Additional Information

Tender Requirements

Section 1: Pricing

Please state the fixed daily rate that you will charge based on the following criteria:

•Standard day is 7.5 working hours.

•Daily rate must be fully inclusive and include all expenses such as travelling, parking, lunch, equipment, materials and disbursements etc. but exclusive of VAT.

•Daily rate must incorporate costs for management/partner time for attending meetings as well as any allowance required for inflationary pressures.

•Travelling time shall on no account be paid to the Contractor.

•The number of days allocated to the PR/PA consultants will be subject to negotiation and variation on an annual basis.

Section 2: Quality

Please provide a response to the following:

1.Relevant experience of working in the public sector

2.Your Personnel

Details of the experience of the relevant senior personnel, including

•Name and qualifications

•Relevant audit experience

•Specialist skills

•Information on the type of support staff it is proposed to use

•Relevant experience


•Whether the firm has established a dedicated team (or any specific

experience) to service the needs of public bodies

•Procedures adopted to ensure staff continuity, including support staff

•Details of the firm’s own professional standards, procedures, management and quality control

3.Detailed description of the how the PR/PA requirements would be met

CW contributes specifically to a number of key Welsh Government objectives. Illustrations for this section should be related to the following;

How CW:

oImproves the efficiency of the labour markets

oSmooths the transitions into the labour market, training and further education

oIncreases the attainment in education and training

oReduces drop out from education and training

oReduces youth and adult unemployment

oSupports social justice and mobility

Public relations

•The approach, using examples, of how the media opportunities would be capitalised on in relations to a) success stories, b) promoting particular services, c) promoting Careers Wales as an expert in the field of Careers Guidance

•Reference to how a commitment to delivering a bilingual service would be demonstrated

Public Affairs

•Details of the approach/ methods that would be used to provide inform the various stakeholders that would aid the understanding of the CW Remit and the impact to include;

AMs/Government officials

Schools, Further Education Institutions

Local Authorities


Business groups (e.g. CBI, Inst of Directors, Sector Skills Councils, Chambers of Trade)

Training providers

The voluntary sector


CW Embrace Sustainable Development principles in all aspects of procurement to ensure that environmental, social and economic factors are considered within the framework of value for money’ Suppliers are required to include a paragraph on how they incorporate environment awareness and practices within their organisation.

5.Additional Factors

Please set out any other factors which you would like to add to your submission that demonstrates your ability to provide effective PR/PA Services to CW.

(WA Ref:16870)


Additional Documentation

Tendering certificate


Publication date of this notice