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Provision of Marketing Support Services to Destination Staffordshire (Brand Maintenance and Development, Print and Digital Marketing)

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Staffordshire County Council
Wedgwood Building, Tipping Street
For the attention of: Gillian Sperrink
ST16 2DH Stafford
UNITED KINGDOM
Telephone: +44 1785854652
E-mail:

Internet address(es):

General address of the contracting authority: http://www.staffordshire.gov.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
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:
Provision of Marketing Support Services to Destination Staffordshire (Brand Maintenance and Development, Print and Digital Marketing)
II.1.2)Type of contract and location of works, place of delivery or of performance
Services
Service category No 11: Management consulting services [6] and related services

NUTS code UKG24,UKG23

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)
Provision of Marketing Services for Destination Staffordshire to include Brand Maintenance and Development, Print and Digital Marketing.
II.1.6)Common procurement vocabulary (CPV)

79340000, 79341100, 79341200, 79341400, 79342000, 22000000

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:
Provision of Marketing Services for Destination Staffordshire to include Brand Maintenance and Development, Print and Digital Marketing.
The contract period is for an initial 3 years commencing 1.8.2013 with 2 x 12 months options to extend.
Destination Staffordshire is a partnership (a Destination Management Partnership or Organisation (DMP or DMO) of public and private sector organisations engaged with the tourism industry, formed 7 years ago with the purpose of developing the size and value of the tourism industry in Staffordshire.
The Partnerships area of concern and activity is the promotion and coordination of the Staffordshire visitor economy for the benefit of its private sector members, i.e. businesses operating in the various parts of the tourism industry in Staffordshire, e.g. accommodation providers, attractions, food and drink providers, and for the benefit of the prosperity of Staffordshire and its residents as a whole.
The local authority partners are: Cannock Chase District Council, Lichfield District Council, Newcastle-under-Lyme Borough Council, Staffordshire Moorlands District Council, Stafford District Council, Tamworth Borough Council, South Staffordshire District Council, Stoke-on-Trent City Council and Staffordshire County Council.
The DMP requires an agency for brand maintenance and development, print and digital marketing.
The Partnership is looking to recruit the services of an agency with relevant experience and skills to provide marketing support at competitive rates but with a quality and expertise demanded by the membership, providing the maximum consumer exposure for Destination Staffordshire and for our members.
Outline of Service Scope
To provide a range of marketing support services for the partnership, with the key objectives of maintaining and developing the consumer perception and awareness of Staffordshire and promoting member businesses.
Assist the client in the writing and execution of an annual marketing plan for the destination, developing the key propositions for Destination Staffordshire and identifying market opportunities.
Guide the client in the development, maintenance and application of the current branding. NB. No significant re-branding exercise is currently proposed for the life of this contract but expertise in this area in the event of a re-consideration will be weighed significantly.
Respond to a series of individual requirements from the client in relation to a variety of printed materials, designing and arranging for the printing of these according to the individual briefs. The key elements are likely to be the following but the list is not exhaustive nor is any element or volume guaranteed:
An annual visitor guide, recently 76pp and containing editorial features and a gazetteer entry of each member business. Print run of 70,000 - 100,000. Sample of current edition available on request.
A twice annual 46pp free tourism newspaper recently distributed via the local press and containing editorial features and listings of key events relevant to the visitor economy. Print run of 250,000 - 350,000 per annum. Sample of current edition available on request. Please note this item is included in the projected value of this contract to allow for future developments but it is currently produced by the local media group and is not immediately planned to be part of the work of the successful tenderer.
Promotional pieces intended to recruit businesses to the partnerships campaigns and memberships. 5,000 print run. Samples available on request.
Niche brochures relating to particular sections of the Partnerships membership or campaigns. Samples available on request.
Respond to a series of requirements from the client in relation to a variety of digital marketing opportunities. The key elements are likely to be the following but the list is not exhaustive nor is any element or volume guaranteed:
Host, manage and profile the clients consumer database, periodically cleansing and de- duping this.
Design a series of monthly consumer e- marketing messages (currently up to 6 in number) featuring the clients branding and promoting the destination, its features and its membership businesses to core target sectors identified through the database analysis above.
Solicit member promotional offers to populate the above- marketing messages.
Design and host small scale consumer web sites on behalf of the client mainly to receive consumer feedback and survey responses.
Produce printed and digital support materials for the annual client conference reflective of the general branding but also of a particular theme and including a printed and digital invitation, PowerPoint templates and potentially, short video footage.
Estimated value excluding VAT:
Range: between 1 000 000 and 1 600 000 GBP
II.2.2)Information about options
Options: yes
Description of these options: Initial period of the contract is for 3 years from 1.8.2013 to 31.7.2016 (with 2 x 12 month options to extend, from 1.8.2016 to 31.7.2017 and from 1.8.2017 to 31.7.2018).
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: 60 (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:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
Payments may be made following acceptance by the banking agents of the County Council.
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 by grouping of providers but each provider will be required to become jointly or serverally responsible for the contract before acceptance.
III.1.4)Other particular conditions
The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The requirements for minimum economic, financial and technical capacity will be included in the tender documents. Any tender may be rejected from a company/organisation who interalia.
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations.
(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations.
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct.
(d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can demonstrate.
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority.
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority.
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information.
(h) has been the subject of a conviction for
participation in a criminal organisation, as defined in Article 2(1) of Council Joint Action 98/733/JHA.
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26.5.1997 and Article 3(1) of Council Joint Action 98/742/JHA respectively.
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities.
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering.

Please refer to Regulation no 23 of the Public Procurement Regulations 2006 (SI No 5) for additional rejection criteria (see link) http://www.opsi.gov.uk/si/si2006/20060005.htm

III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
Information and formalities necessary for evaluating if the requirements are met: The applicant must meet the minimum set standards of economic and financial standing to service the term and value of the contract.

Financial checks will be undertaken for economic operators using one or more of the Councils current financial assessors are n2check (www.n2check.com), Dun & Bradstreet (www.dnb.co.uk), Experian (www.experian.co.uk). Economic operators will be assessed according to the level of risk stipulated by the financial assessors used. Any economic operator being given an above average/higher than average risk rating or poorer, by one or more of the assessors used, may be rejected.

Note:
1. It is the responsibility of the economic operator to ensure that the appropriate accounts have been filed and that the credit information held is correct.
2. Should economic operators wish other financial information to be taken into account to support the economic and financial check this should be submitted with the response to the ITT. SCC reserves the right to request further financial information and to take this into account where necessary in addition to the level of risk stipulated by the financial assessors.
3. For sole traders/partnerships where third party financial assessments are not available the assessment will be undertaken using a financial spreadsheet detailing trading account data for the last 3 years.
Minimum level(s) of standards possibly required: The organisation should hold as a minimum the following insurance levels or be able to provide with their response, a written statement advising that should they be awarded the contract they will have the required levels of insurance in place for the commencement of the contract.
Public Liability GBP 5 000 000.
Employers Liability GBP 5 000 000.
Professional Indemnity GBP 2 000 000.
III.2.3)Technical capacity
Information and formalities necessary for evaluating if the requirements are met:
Failure to comply with Regulation 25C.
A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years and:
(i) the dates on which the goods were sold or the services provided
(ii) the consideration received
(iii) the identity of the person to whom the goods were sold or the services were provided
(iv) any certificate issued or counter signed by that person confirming the details of the contract for those goods sold or services provided and
(v) where:
(aa) that person was not a contracting authority and
(bb) ther certificate referred to in subparagraph
(c)(iv) is not available
Any declaration by the economic operator attesting the details of the goods sold or services provided.
The economic operator must submit at least 3 references as detailed within Invitation To Tender Questionnaire.
Failure to comply with Regulation 25D.
A statement of the technicians or technical services available to the candidate to carry out the work under the contract or be involved in the production of goods or the provision of services under the contract, particularly those responsible for quality control whether or not they are independent of the candidate.
Economic operators must complete the section within the Invitation To Tender, technical / service quality capacity.
Regulation 25E.
A statement of the economic operators technical facilities measures for ensuring quality and their study and research facilities.
Economic operators must complete the section within the Invitation To Tender. Quality Issues.
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: no

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 number of operators: 5
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 no
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:
PC453.
IV.3.2)Previous publication(s) concerning the same contract
no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
Time limit for receipt of requests for documents or for accessing documents: 18.3.2013 - 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate
15.3.2013 - 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
English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders
Date: 15.3.2013 - 12:00
Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Limited to members of County Council staff.

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: yes
Estimated timing for further notices to be published: 36 months if option to extend is not utilised or 60 months if both options to extend are exercised.
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): Destination Staffordshire is a partnership (a Destination Management Partnership or Organisation (DMP or DMO) of public and private sector organisations engaged with the tourism industry, formed 7 years ago with the purpose of developing the size and value of the tourism industry in Staffordshire.
The Partnerships area of concern and activity is the promotion and coordination of the Staffordshire visitor economy for the benefit of its private sector members, i.e. businesses operating in the various parts of the tourism industry in Staffordshire, e.g. accommodation providers, attractions, food and drink providers, and for the benefit of the prosperity of Staffordshire and its residents as a whole.
The local authority partners are: Cannock Chase District Council, Lichfield District Council, Newcastle-under-Lyme Borough Council, Staffordshire Moorlands District Council, Stafford District Council, Tamworth Borough Council, South Staffordshire District Council, Stoke-on-Trent City Council and Staffordshire County Council.
Destination Staffordshire works through a Board formed of private sector businesses and the partner local authorities and devolves the workload down to a series of sub-groups, again formed of private and public sector partners and each allocated a particular area of activity within which they are charged to devise strategy and encourage engagement to secure the widest possible implementation.
VI.3)Additional information
This is an electronic tender. All requests for information to be sent through the electronic tendering portal and messaging facility on the Proactis electronic tendering system. How to register:

1. Instructions at http://www.staffordshire.gov.uk/business/procurement/etendering/

2. Follow the link to Proactis E-Tendering (http://www.staffordshire.alito.co.uk). On the main page click SUPPLIERS then (new user) REGISTER links.

3. Complete the self-registration questions and click the Register button.
4. You will receive a confirmation e-mail with an authentication link (this email may find its way to your trash/junk email account, so please check).
5. Confirm the authentication and then login into Proactis SUPPLIERS-side.
6. Search the bulletin board for the tender(s) using keywords, search criteria etc.
7. Once found, click on the (blue) contract title to register interest against an active tender.
8. Click the REGISTER button and then CONTINUE.
9. The tender will now be in the MY TENDERS profile area on the main menu.
10. Find the READ ME FIRST document and continue with managing the tender. If you require urgent assistance regarding the initial usage of the eTendering package please contact the Contracting Authority point-of-contact in Section I.1 of this notice.

On failure to reach this contact, please immediately email the nature of the difficulty to

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

As 1.1

VI.4.2)Lodging of appeals
Precise information on deadline(s) for lodging appeals: The Contracting Authority will incorporate a minimum10 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 he contract/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 contract/framework agreement. If an
appeal regarding the award of a contract/framework agreement has not been successfully resolved, the Public Contracts (Amendment) Regulations 2009 provide for aggrieved parties who have be un harmed or are at risk of a breach of the rules to take action in
the High Court (England, Wales and Northern
Ireland). Any such action must be brought promptly
(generally within 3 months). 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 a 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 upon the circumstances) or otherwise 6 months.
VI.4.3)Service from which information about the lodging of appeals may be obtained

As 1.1

VI.5)Date of dispatch of this notice:
13.2.2013