Rolling Audience Research Tender

The National Galleries of Scotland is seeking to appoint a Rolling Audience Research agency.

United Kingdom-Edinburgh: Market research services

2017/S 164-338173

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

National Galleries of Scotland
73 Belford Road
Edinburgh
EH4 3DS
United Kingdom
Contact person: Matt Ramagge
Telephone: +44 1316246289
E-mail: mramagge@nationalgalleries.org
NUTS code: UKM75

Internet address(es):Main address: http://www.nationalgalleries.org

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11042

I.2)Joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: www.publiccontractsscotland.gov.uk

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted electronically via: www.publiccontractsscotland.gov.uk

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Recreation, culture and religion

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Rolling Audience Research Tender (National Galleries of Scotland).

II.1.2)Main CPV code

79310000

II.1.3)Type of contract

Services

II.1.4)Short description:

The National Galleries of Scotland has three Galleries across 4 main sites — The Scottish National Gallery, The Scottish National Portrait Gallery and the Scottish National Gallery of Modern Art (Modern One and Modern Two) with, in total, over 2 400 000 physical visits per year with many more online visits and interactions on social media.

The National Galleries of Scotland is seeking to appoint a Rolling Audience Research agency to conduct quantitative research of its visitors (and possibly also of its non-visitors).

The contract is for a 3-year period and is expected to be between 140 000 GBP and 170 000 GBP in total for the 3-year period.

II.1.5)Estimated total value

Value excluding VAT: 170 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2)Description

II.2.1)Title:

II.2.2)Additional CPV code(s)

79310000

II.2.3)Place of performance

NUTS code: UKM75

NUTS code: UKM

Main site or place of performance:

Scottish National Gallery, Scottish National Portrait Gallery and Scottish National Gallery of Modern Art (Modern One and Modern Two). (It may need to incorporate online visitors as well as non-visitors).

II.2.4)Description of the procurement:

Introduction

The National Galleries of Scotland proudly displays collection artworks and exhibitions in three locations in Edinburgh — the Scottish National Gallery (SNG), the Scottish National Gallery of Modern Art (SNGMA), and the Scottish National Portrait Gallery (SNPG).

Brief: Service Required

The National Galleries of Scotland (NGS) currently has a rolling Audience Research provider. This contract will expire on 31.3.2018. NGS therefore invites Tenders (PCS Document ID: 506379) from providers for a three year Audience Research contract that will run from 1.4.2018 to 31.3.2021, to conduct audience research of its visitors (and ideally non-visitors). The contract is expected to be between 140 000 GBP and 170 000 GBP in total for the 3-year period.

NGS has gone from 1 280 000 visitors in 2010 to over 2 400 000 in 2017 — a remarkable growth of over 1 000 000 visitors in under 10 years. NGS has a visitor counting system in place to record visitor numbers but requires an Audience Research provider to bring insight and analysis about these visitors to provide visitor (and non-visitor) feedback and needs, support organisational KPIs, special projects and inform organisation-wide strategy.

NGS may have additional qualitative or quantitative audience research needs but these are as yet undefined and will not be in the scope for this Tender. If and when additional audience research needs are identified there would not be an automatic award.

Current methodology utilises face to face visitor exit surveys interviews at Gallery sites but NGS seeks to understand a provider’s recommendations on how best to do this via on and offline channels as well as their recommended methodologies and whether and how to capture non-visitors.

We are seeking to appoint a provider that will have a clear understanding of NGS and its needs and provide a clear and robust methodology, meet all data capture requirements and provide thorough and clear analysis and insight.

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

Value excluding VAT: 170 000.00 GBP

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

Duration in months: 36

This contract is subject to renewal: no

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

Envisaged minimum number: 5

Maximum number: 6

Objective criteria for choosing the limited number of candidates:

Envisaged maximum number of candidates: 6

Objective criteria for choosing the limited number of candidates:

This Procurement will be conducted through the use of the Restricted Procedure.

The process we will apply will be:

— Statements including the specific requirements can be found within Section III.1.1, III.1.2 and III.1.3 of the Contract Notice.

— Bidder’s must pass the minimum standards sections of the ESPD (Scotland).

Part III. and Section B of Part IV will be scored on a pass/fail basis, and Section C of Part IV of the ESPD (Scotland) will be scored in the following way:

0 — Unacceptable. Nil or inadequate response. Fails to demonstrate previous experience/capacity/capability relevant to this criterion.

1 — Poor. Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/ capacity/capability.

2 — Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.

3 — Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

4 — Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

The responses to questions of Section III.1.3 of the Contract Notice will be weighted the following way:

Question 4C.1.2: 100 %.

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

Tenders must be presented in the form of electronic catalogues or include an electronic catalogue

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

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 57 of the Public Contracts (Scotland) Regulations 2015.

All shortlisted bidders will be invited to interview. It is currently anticipated that interviews will take place in Edinburgh on Monday 11.12.2017, although this date may be subject to change.

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

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Professional capability:

4C.1.2 Extensive experience of high level Audience Research.

Bidders are asked to detail their experience in the following three areas and provide a specific Case Study for each area, detailing the work carried out, methodologies, reporting style, insights, recommendations and outcomes as a result of their audience research.

1. Audience Research experience in the Arts and Culture sector. Live (current) clients should additionally be listed. (50 %)

2. Audience Research experience with UK-wide and/or International audiences (40 %)

3. Innovation and new methodologies in Audience Research (10 %)

In the event of close scoring we may wish to apply a minimum threshold score of 2 for Questions 1 and 2.

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

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

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: 06/10/2017

Local time: 12:00

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

Date: 16/10/2017

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 31/03/2021

IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes

Estimated timing for further notices to be published:

It is likely that this will be a recurrent procurement. As this contract will end on 31.3.2021 it is likely that a new Tender will be put out in summer/autumn 2020.

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:

It is envisaged that the maximum numbers of suppliers who will be shortlisted and invited to tender is 6.

In the event that suppliers overall scores are tied, NGS reserves the right to invite more than the stated numbers to participate in the tender.

The Award Criteria questions and weightings will be published in the ITT.

Shortlisted bidders will be invited to interview. It is currently anticipated that interviews will be held in Edinburgh on Monday 11.12.2017, although this date may be subject to change.

Award criteria scoring will be the following:

0 Unacceptable: Nil or inadequate response. Fails to demonstrate an ability to meet the requirement.

1 Poor: Response is partially relevant and poor. The response addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled.

2 Acceptable: Response is relevant and acceptable. The response addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas.

3 Good: Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.

4 Excellent: Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=506379

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at http://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

(SC Ref:506379)

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=506379

VI.4)Procedures for review

VI.4.1)Review body

National Galleries of Scotland
National Galleries of Scotland, 73 Belford Road
Edinburgh
EH4 3DS
United Kingdom
Telephone: +44 1316246214
Fax: +44 1314672802Internet address:http://www.nationalgalleries.org

VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

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

VI.5)Date of dispatch of this notice:

25/08/2017

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