Roundabout Sponsorship Service West Berkshire

United Kingdom-Newbury: Advertising and marketing services

2013/S 219-381417

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

West Berkshire District Council
Council Offices, Market Street
Contact point(s): Legal Services
For the attention of: Contracts & Procurement Officer
RG14 5LD Newbury
UNITED KINGDOM
Telephone: +44 1635519415
E-mail: msullivan@westberks.gov.uk
Fax: +44 1635519431

Internet address(es):

General address of the contracting authority: http://www.westberks.gov.uk

Address of the buyer profile: http://westberks.klickstream.com/search/Search_AuthProfile.aspx?ID=AA0003

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:

Roundabout Sponsorship Service.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 13: Advertising services
Main site or location of works, place of delivery or of performance: Geographical region of West Berkshire.
NUTS code UKJ11

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract

II.1.4)Information on framework agreement

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

The Council is seeking to engage a suitable advertising and marketing agency to administer a commercial sponsorship scheme for the purposes of landscaping and maintenance of highway roundabout locations that have been identified as available or becoming available for commercial sponsorship, to include the management of existing sponsorship arrangements and identification of new sponsors. The scheme covers the whole of the region administered by West Berkshire District Council.
Note: To register your interest in this notice and obtain any additional information please visit the West Berkshire Web Site at: http://westberks.klickstream.com/Search/Search_Switch.aspx?ID=14465

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at: http://westberks.klickstream.com/PostBox/Postbox_Explain.aspx?ID=14465

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. The postbox closes precisely at the time stated.

II.1.6)Common procurement vocabulary (CPV)

79340000, 79413000

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:

II.2.2)Information about options

Options: yes
Description of these options: The original term may be extended by up to 36 months.

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: Range: between 1 and 3

II.3)Duration of the contract or time limit for completion

Starting 1.4.2014. Completion 31.3.2019

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Parent company and/or other guarantees of performance and financial liability may be required by the Council if considered appropriate.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

If the contract is awarded to a grouping of economic operators (e.g. a consortium), the Council reserves the right to require the grouping to form a single legal entity (with appropriate financial guarantees in place) and/or require that each member undertakes joint and several liability irrespective of the legal form adopted.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no

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: The suitability of candidates will be assessed in accordance with Regulation 23 of the Public Contracts Regulations 2006. Please refer to the PQQ for further information.

III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: Candidates will be assessed in accordance with Regulation 24 of the Public Contracts Regulations 2006. Please refer to the PQQ for further information.

III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
Candidates will be assessed in accordance with Regulation 25 of the Public Contracts Regulations 2006. Please refer to the PQQ for further information.

III.2.4)Information about reserved contracts

III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

III.3.2)Staff responsible for the execution of the service

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 minimum number 5: and maximum number 7
Objective criteria for choosing the limited number of candidates: Based upon the evaluation criteria stated within the Technical Questionnaire provided with the Pre-Qualification Questionnaire.

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 yes

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:

P397

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

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

13.12.2013 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

7.1.2014

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

Section VI: Complementary information

VI.1)Information about recurrence

VI.2)Information about European Union funds

VI.3)Additional information

1. Applicants must register on the Council’s Procurement Portal: http://westberks.klickstream.com/ Once registered candidates will be able to download the Pre-Qualification Questionnaire (PQQ).

2. Once an applicant is registered, all communication in respect of this procurement must be submitted via the Procurement Portal.
3. It is the responsibility of each applicant to ensure that it complies with all of the requirements set out in the PQQ. Failure to submit a compliant PQQ response before the response deadline (12:00 on 13.12.2013) will result in exclusion from the procurement process. Applicants are advised to allow adequate time for uploading documents and to dispatch the electronic response via the Procurement Portal well in advance of the deadline to avoid any last minute problems. The postbox closes precisely at the time stated and no late submissions will be accepted.
4. Consortia applications are permitted.
5. Any change in the identity, control of or relationships within an applicant (including any change in the membership of a consortium) or any member of a consortium that occurs after your PQQ response has been submitted, must be promptly notified in writing to the Council. The Council may, in its absolute discretion, decide that the changes disqualify/preclude the applicant from any further participation in the procurement process. The Council reserves the right to request such further information as it considers reasonably necessary in relation to any change that comes to its attention.
6. The Council reserves the right to disqualify any applicant where, in its absolute discretion, it believes that there is any actual or potential conflict of interest if the applicant takes part in the procurement process and/or should the applicant be successful in this procurement process. Actual or potential conflicts of interest include those that come to the Council’s attention other than as a result of you notifying us of those conflicts. All such actual or potential conflicts must be resolved to the Council’s satisfaction in order for the Council to consider you remaining as part of the procurement process. Failure to declare any conflict and/or failure to address such conflicts to the reasonable satisfaction of the Council may result in you being disqualified. You accept a continuing obligation throughout the procurement process to notify the Council of any changes, which includes any new actual or potential conflicts arising.
7. Please note that conflicts of interest can include (without limitation):
a. conflicts that arise from professional or personal connections between you or your staff and the Council or any of the Council’s staff; or
b. situations where you are connected to multiple PQQ responses including (without limit) a response in your own name and as a subcontractor and/or as a consortia member.
8. In the event of a dispute as to whether any matter gives rise to an actual or potential conflict the Council’s decision is final.
9. Applicants should note that the Council reserves the right to:
a. Cancel this procurement at any stage;
b. Not to award a contract;
c. Accept all or part of any tender unless the applicant/bidder expressly stipulates otherwise;
d. Make any changes it sees fit to the procurement process;
e. Disqualify any applicant found to have misrepresented the facts in relation to its responses to any question within the PQQ response;
f. Remove and/or amend element(s) from scope of the requirements; and/or
g. Seek clarification or verification from an applicant/bidder at any time during the procurement process (but is under no obligation to do so).
10. In no circumstances will the Council be liable for any costs incurred by applicants associated with this procurement process.
11. During the tender period, tenderers will be required to maintain the tender for a period of 3 months from the date stated for receipt of tender.
(WB Ref:14465)

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Head of Legal Services
West Berkshire District Council, Council Offices, Market Street
RG14 5LD Newbury
UNITED KINGDOM

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Council intends to incorporate a voluntary minimum 10 calendar day standstill period at the point information on the award of the contract is communicated to bidders.

VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:11.11.2013