Integrated Agency Services.
Contract notice
Services
Section I: Contracting authority
I.1)Name, addresses and contact point(s)
Hybu Cig Cymru - Meat Promotion Wales
PO Box 176
For the attention of: Bryan Regan
SY23 2YA Aberystwyth
UNITED KINGDOM
E-mail:
Fax: +44 1970615148
Internet address(es):
General address of the contracting authority: http://www.hccmpw.org.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
Body governed by public law
I.3)Main activity
Other: Development and promotion of Welsh meat
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:
Integrated Agency Services.
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: UK.
NUTS code
Service category No 13: Advertising services
Main site or location of works, place of delivery or of performance: UK.
NUTS code
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 several operators
Number of participants to the framework agreement envisaged: 5
Number of participants to the framework agreement envisaged: 5
Duration of the framework agreement
Duration in months: 36Estimated total value of purchases for the entire duration of the framework agreement
Estimated value excluding VAT: 4 000 000 GBPII.1.5)Short description of the contract or purchase(s)
About HCC
Hybu Cig Cymru ("HCC”) undertakes activities relating to development and promotion of Welsh red meat. In particular, HCC is involved in red meat industry development initiatives and its activities include attendance at/holding trade fairs, information programmes, competitions and consumer demonstrations.
The Framework Agreements and Call-Off Contracts
HCC is seeking to set up framework agreements with one or more service providers (up to a maximum of five service providers) for the provision of integrated agency services in connection with the development, promotion and marketing of Welsh red meat.
Organisations interested in bidding should note that any framework agreement awarded will be a call off agreement and that services will be commissioned on an "as and when” basis. As such, HCC does not guarantee that any party to a framework agreement will be commissioned to provide a minimum level of services or any services at all.
Without prejudice to the paragraph above, HCC intends to award the first call-off contract under the framework to the service provider who scores highest in the tender process to set up the framework agreement.
Some of the projects called off may require the successful tenderer to implement a European campaign on HCC's behalf using European funding.
HCC's requirements for the Services
HCC requires tenderers who can prepare and present high quality, clear, concise and cost effective brand marketing strategies and integrated multi-channel campaign plans.
Based upon evidence based insight and analysis, strategy recommended must demonstrate how the agency will deliver HCC's marketing objectives (a copy of which are available from Bryan Regan, HCC's Corporate Services Manager), for Welsh Lamb, Welsh Beef and pork.
Successful tenderers will be required to translate brand strategy into integrated multi-channel campaign plans that the organisation will deliver, comprising most appropriate channels such as TV, outdoor, digital, social, PR, sponsorship, direct, sales promotion, experiential etc.
It is important that consistent messages are given across all campaign points and that all services and materials comply with HCC's brand guidelines (a copy of which are available from Bryan Regan, HCC's Corporate Services Manager).
It is also important to HCC that projects called off will be carefully managed so that the relevant services and materials are provided on time, within applicable budgets and to the high quality that HCC will demand.
HCC wishes to be able to evaluate the return on investment that any strategy in which it invests provides. Therefore HCC wants tenderers to explain the methodology that would be used (if successful) to make sure HCC's return on investment in respect of a strategy, is measurable.
Tenderers will need to demonstrate that the individuals put forward to work on projects called off by HCC have the skills and experience to satisfy the above requirements.
Organisations interested in participating in this tender process are required to download an invitation to tender ("ITT") from HCC's website (details of which are set out in section I.1 above) and complete and submit a Response to ITT by the date shown in section VI.3.4 below.
Hybu Cig Cymru ("HCC”) undertakes activities relating to development and promotion of Welsh red meat. In particular, HCC is involved in red meat industry development initiatives and its activities include attendance at/holding trade fairs, information programmes, competitions and consumer demonstrations.
The Framework Agreements and Call-Off Contracts
HCC is seeking to set up framework agreements with one or more service providers (up to a maximum of five service providers) for the provision of integrated agency services in connection with the development, promotion and marketing of Welsh red meat.
Organisations interested in bidding should note that any framework agreement awarded will be a call off agreement and that services will be commissioned on an "as and when” basis. As such, HCC does not guarantee that any party to a framework agreement will be commissioned to provide a minimum level of services or any services at all.
Without prejudice to the paragraph above, HCC intends to award the first call-off contract under the framework to the service provider who scores highest in the tender process to set up the framework agreement.
Some of the projects called off may require the successful tenderer to implement a European campaign on HCC's behalf using European funding.
HCC's requirements for the Services
HCC requires tenderers who can prepare and present high quality, clear, concise and cost effective brand marketing strategies and integrated multi-channel campaign plans.
Based upon evidence based insight and analysis, strategy recommended must demonstrate how the agency will deliver HCC's marketing objectives (a copy of which are available from Bryan Regan, HCC's Corporate Services Manager), for Welsh Lamb, Welsh Beef and pork.
Successful tenderers will be required to translate brand strategy into integrated multi-channel campaign plans that the organisation will deliver, comprising most appropriate channels such as TV, outdoor, digital, social, PR, sponsorship, direct, sales promotion, experiential etc.
It is important that consistent messages are given across all campaign points and that all services and materials comply with HCC's brand guidelines (a copy of which are available from Bryan Regan, HCC's Corporate Services Manager).
It is also important to HCC that projects called off will be carefully managed so that the relevant services and materials are provided on time, within applicable budgets and to the high quality that HCC will demand.
HCC wishes to be able to evaluate the return on investment that any strategy in which it invests provides. Therefore HCC wants tenderers to explain the methodology that would be used (if successful) to make sure HCC's return on investment in respect of a strategy, is measurable.
Tenderers will need to demonstrate that the individuals put forward to work on projects called off by HCC have the skills and experience to satisfy the above requirements.
Organisations interested in participating in this tender process are required to download an invitation to tender ("ITT") from HCC's website (details of which are set out in section I.1 above) and complete and submit a Response to ITT by the date shown in section VI.3.4 below.
II.1.6)Common procurement vocabulary (CPV)
79341000, 79341100, 79340000, 79341200, 79341400, 79416000
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:
It is estimated that the total potential value for orders over the term of the frameworks should not exceed GBP 4000000.00 (excluding VAT).
Estimated value excluding VAT: 4 000 000 GBP
Estimated value excluding VAT: 4 000 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: The framework agreements may be extended beyond the duration stated in II.3 for a period or periods of up to a total of 12 months at HCC's option.
Description of these options: The framework agreements may be extended beyond the duration stated in II.3 for a period or periods of up to a total of 12 months at HCC's option.
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: 36 (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:
The specific requirements of HCC will be set out in the contract documentation and may include parent company guarantees and/or other forms of appropriate security.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
No special requirements of HCC will be set out in the contract documentation.
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. However, if a consortium submtis a tender which is acceptable to HCC, HCC may require the consortium to form a legal entity before entering the framework agreement. Joint and several liability of all consortium members may be required (and/or guarantees and/or undertakings by some or all consortium members in respect of some or all other consortium members may be required).
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: For more information on HCC's specific requirements, please refer to the contract documentation.
Description of particular conditions: For more information on HCC's specific requirements, please refer to the contract documentation.
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: As detailed in the ITT, a copy of which is available for download from HCC's website, details of which are set out in section I.1 above.
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: As detailed in the ITT, a copy of which is available for download from HCC's website, details of which are set out in section I.1 above.
Minimum level(s) of standards possibly required: As detailed in the ITT, a copy of which is available for download from HCC's website, details of which are set out in section I.1 above.
Minimum level(s) of standards possibly required: As detailed in the ITT, a copy of which is available for download from HCC's website, details of which are set out in section I.1 above.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
As detailed in the ITT, a copy of which is available for download from HCC's website, details of which are set out in section I.1 above.
Minimum level(s) of standards possibly required:
As detailed in the ITT, a copy of which is available for download from HCC's website, details of which are set out in section I.1 above.
As detailed in the ITT, a copy of which is available for download from HCC's website, details of which are set out in section I.1 above.
Minimum level(s) of standards possibly required:
As detailed in the ITT, a copy of which is available for download from HCC's website, details of which are set out in section I.1 above.
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: yes
Section IV: Procedure
IV.1)Type of procedure
IV.1.1)Type of procedure
Open
IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
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:
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
31.1.2014 - 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
Other: Welsh
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders
Section VI: Complementary information
VI.1)Information about recurrence
This is a recurrent procurement: no
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): Some of the projects called off under the framework awarded pursuant to this tender process may require a successful bidder to implement European campaigns on HCC's behalf using European funding.
Reference to project(s) and/or programme(s): Some of the projects called off under the framework awarded pursuant to this tender process may require a successful bidder to implement European campaigns on HCC's behalf using European funding.
VI.3)Additional information
Neither HCC nor its advisors will be responsible for any costs or expenses incurred by tenderers in participating in the tender process and responding to the ITT.
HCC will not be bound to accept any tender response. HCC reserves the right at any time without notice and without liability to any bidder to (i) withdraw from and/or abandon and/or defer this tender process at any time, and (ii) not to award any contract as a result of this tender process.
Without prejudice to the paragraph above, any framework agreement entered into by successful tenderers with HCC will be a call off agreement and services will be commissioned on an "as and when" basis. HCC does not guarantee that a particular successful tenderer will be commissioned to provide a minimum level of services or any services at all.
HCC will not be bound to accept any tender response. HCC reserves the right at any time without notice and without liability to any bidder to (i) withdraw from and/or abandon and/or defer this tender process at any time, and (ii) not to award any contract as a result of this tender process.
Without prejudice to the paragraph above, any framework agreement entered into by successful tenderers with HCC will be a call off agreement and services will be commissioned on an "as and when" basis. HCC does not guarantee that a particular successful tenderer will be commissioned to provide a minimum level of services or any services at all.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
See section VI.4.2
VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: HCC will incorporate a minimum standstill period at the point information on the award of the contract is communicated to tenderers in compliance with the timescales within the Public Contracts Regulations 2006 (as amended by the Public Contracts (Amendments) Regulations 2009).
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice:
14.11.2013