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Notice Details

Title: Marketing Services - Full Service Agency provision
Published by: University of South Wales
Publication Date: 31/07/2015
Deadline Date: 28/08/2015
Deadline Time: 12:00
Notice Type: Contract Notice
Has Documents: Yes
Has ESPD: No
Abstract: The University of South Wales is a modern UK university based in Wales with campuses located in Pontypridd, Newport and Cardiff. It attracts over 30,000 students from 120 countries across the World. The University is seeking to appoint up to four full-service agencies with the in-house capability spanning strategic planning, branding, creative design, advert, brochure and literature production (including bi-lingual material, direct mail and prospectuses), print procurement and management, website design, social media creative and integrated media ie video and mobile apps, and media buying.
CPV: 79341000, 79341400, 79341200, 79342000.

CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)


University of South Wales

Procurement , University of South Wales, Finance Dept, Llantwit Road

Pontypridd

CF37 1DL

UK

Sharon K Jenkins / Tina J Struebig

+44 1443482385

procurement@southwales.ac.uk

+44 1443482384



http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0315

www.sell2wales.gov.uk
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I.2)

Type of contracting Authority and Main Activity or Activities

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No

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

Marketing Services - Full Service Agency provision

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

13

II.1.2)

Main site or location of works, place of delivery or performance

University of South Wales



UK

II.1.3)

This notice involves

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II.1.4)

Information on framework agreement (if applicable)

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Number of participants to the framework agreement envisaged

4

Duration of the framework agreement

4

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

19000002500000GBP

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

The University of South Wales is a modern UK university based in Wales with campuses located in Pontypridd, Newport and Cardiff. It attracts over 30,000 students from 120 countries across the World. The University is seeking to appoint up to four full-service agencies with the in-house capability spanning strategic planning, branding, creative design, advert, brochure and literature production (including bi-lingual material, direct mail and prospectuses), print procurement and management, website design, social media creative and integrated media ie video and mobile apps, and media buying.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.uk/Search/Search_Switch.aspx?ID=31469.

II.1.6)

Common Procurement Vocabulary (CPV)

79341000
79341400
79341200
79342000

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

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II.1.8)

Division into lots

No

II.1.9)

Will variants be accepted

No

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

The University of South Wales is a modern UK university based in Wales with campuses located in Pontypridd, Newport and Cardiff. It attracts over 30,000 students from 120 countries across the World. In the most recent Research Assessment Exercise, half our research was rated world-leading or internationally excellent. An impressive 94% of University of South Wales graduates are in employment or further study within 6 months after graduation.

The University of South Wales is unique in combining the broadest range of provision with the widest access to education. It offers a full range of qualifications from PhD study to foundation degrees and short Level 4 courses, as part of its commitment to widening access. The breadth of subjects includes the full range of STEM subjects, from aircraft engineering and mathematics to computing and surveying. The University is also an experienced provider of teacher training.

The University of South Wales is recognised as a powerhouse in applied research that is used to shape key decisions. As a public policy think-tank, the University offers independent advice to government, industry and employers across the UK on health, education, economic growth, social policy, and governance. This enables us to provide a platform for ideas and debate with bodies such as the CBI, the Joseph Rowntree Foundation, and NESTA.

The University has invested GBP160m over the past seven years including a brand-new Students’ Union at Treforest, the Sport Park and on-campus accommodation. Currently, the University is further expanding the ATRiuM building in Cardiff city centre, a GBP14.7m investment offering students more work and performance spaces. More information about the University is available at: www.southwales.ac.uk

UHOVI is the University’s highly successful widening access project offering full and part-time courses across Blaenau Gwent, Caerphilly, Merthyr Tydfil, Rhondda Cynon Taff and Torfaen. UHOVI currently operates under its own brand, and will use this roster for marketing services.

The University and UHOVI are both part of the University of South Wales Group. The Group also includes the Royal Welsh College of Music and Drama, and The College Merthyr Tydfil. From time to time these partner institutions may draw on the services provided under this tender but the University of South Wales is the lead client.

The University is seeking to appoint suitably qualified agencies with the requisite skills to its roster for the provision of marketing services. Those agencies appointed will work with the University’s Marketing Department to help it promote courses and services to prospective students (located in the UK, EU and globally) and other stakeholder groups while raising public awareness of the University generally.

Estimated spend on design, print and media is GBP640k per annum (excluding in-house expenditure on Google adwords and social media advertising).

Contract is for 3 years with option for further 1 year extension.

19000002500000
GBP

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

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 Terms of financing and payment and/or reference to the relevant provisions

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

III.1.4)

Other particular conditions to which the performance of the contract is subject

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers


(1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.

(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.

(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.

(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.

(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.

(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.

(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.

(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established

(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

III.2.2)

Economic and financial capacity


(1) All candidates will be required to provide a reference from their bank.

(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.

(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.

(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.




III.2.3)

Technical capacity


(1) A statement of the candidate's average annual number of staff and managerial staff over the previous 3 years

(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;

(3) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.

(4) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.

(5) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.

(6) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.

(7) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided

(8) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;

(9) An indication of the proportion of the contract which the services provider intends possibly to subcontract.

(10) 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.

(11) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.




III.2.4)

Reserved contracts

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Section IV: Procedure

IV.1)

Type of Procedure


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Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

No

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

510

Objective criteria for choosing the limited number of candidates

Exclusions:

* Any supplier who has previously worked for the University where their performance is deemed to have fallen below the required standard will be excluded.

* If accepted on the roster, suppliers will not be permitted to work for another South Wales university during the period of the contract without first gaining express permission (in writing) from the University of South Wales or alternatively withdrawing from the roster before undertaking such work.

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

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IV.2)

Award Criteria

No


No

Yes
Strategic market planning and brand building expertise. An understanding of Higher Education recruitment practices and communication channels for undergraduate, postgraduate and professional study applicants located in the UK, EU and internationally 20
Creative and original design capabilities across a range of outputs (ie, prospectuses, annual reports, exhibition stands, digital web banners, e-communications etc,) appropriate for the undergraduate, postgraduate and professional study student markets, and other stakeholder audiences and additionally to be demonstrated through a no fee pitch brief exercise. The ability to design and produce copy for some outputs in Welsh only or bi-lingual in order to meet the University’s obligations under the Welsh Language Scheme. 20
No fee pitch brief response 20
Transparent pricing for services. Provision of hourly rates for the following: Account management - project and implementation management, Design and artworking for print media and digital media, Copywriting, Website interactive design and build, Social media consultancy and implementation, Strategy consultancy, ie. brand, marketing, campaigns (daily rate), Photography and art direction (daily rate). Additionally, advising of how you would split agency rebate on media buying arrangements. 15
Expertise in producing e-communications including dynamic content which are responsive. Knowledge of the latest trends in social media, experience of content marketing, producing viral social media creative, video and mobile app development, with practical and relevant experience of youth marketing and / or Higher Education student recruitment. 15
Relationship with media owners, fee discount / commission arrangements, extensive campaign media planning and fulfilment, accurate metrics and research to support media recommendation. Local, national and global media buying experience. 15
Account management services to be based within 75 miles of the University’s head office located on the Pontypridd Campus (postcode CF37 1DL). Quality and experience of staff dedicated to servicing Account (if consultants or freelance staff are to form part of the tender pitch, they should be clearly identified as such in the documentation). ISO accreditations and arrangements for quality control including accuracy guarantees offered. Evaluation and review mechanisms and, cost control systems in place. 15
Quality of response to the tender and provision of subsequent documentation (if requested) 5

IV.2.2)

An electronic auction will be used

No

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

Tender 1426

IV.3.2)

Previous publication(s) concerning the same contract

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Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents



 


IV.3.4)

Time-limit for receipt of tenders or requests to participate

 28-08-2015  12:00

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

 07-09-2015

IV.3.6)

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

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IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders





Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published


VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

No



VI.3)

Additional Information

Responding to this Notice:

Initial expressions of interest are invited from suitably qualified providers. We require you to confirm where your office is located as we require account management services to be based within 75 miles of the University’s head office located on the Pontypridd Campus (postcode CF37 1DL),and, in no more than 500 words, explain why your Agency is best suited to supply these services. Additionally, please supply information regarding the Section III.2 - Conditions for Participation. Please send this information in hard copy to the address on this notice in Section I.1.

Short-listed applicants will be invited to tender and at that point will be asked to provide additional information and / or attend the University in response to a specific brief.

Important Note:

Being placed on the roster is not a guarantee that work will be placed with the supplier – only that they will be able to pitch for work against other approved suppliers on the roster.

(WA Ref:31469)

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

As part of the tendering process the University will be looking at ways that even more value may be obtained and would like to seek community benefits from this tender. Examples of the kind of benefits / opportunities that we would like to see are, for example, e.g. lectures, guest speaker slots, scholarships or perhaps student placements or internships.

If selected to tender you will need to submit a plan in a separate sealed envelope of how you would anticipate delivering any benefits through this contract. The community benefits will not be scored or evaluated but will be included as a condition of contract with the successful supplier.

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures


University of South Wales

Finance Dept, Llantwit Road, Treforest,

Pontypridd

CF37 1DL

UK

procurement@southwales.ac.uk

+44 1443482385


Body responsible for mediation procedures










VI.4.2)

Lodging of appeals

VI.4.3)

Service from which information about the lodging of appeals may be obtained










VI.5)

Dispatch date of this Notice

 31-07-2015

Information added to the notice since publication.

Additional information added to the notice since it's publication.
No further information has been uploaded.
Main Contact: procurement@southwales.ac.uk
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
79341400Advertising campaign servicesAdvertising services
79341200Advertising management servicesAdvertising services
79341000Advertising servicesAdvertising and marketing services
79342000Marketing servicesAdvertising and marketing services

Delivery Locations

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

Alert Region Restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

Alert Region Restrictions
There are no alert restrictions for this notice.

Document Family

Hide related notices
JUL096513: Marketing Services - Full Service Agency provision
Publication Date: 31/07/2015
Deadline: 28/08/2015
Notice Type: Contract Notice
Authority name: University of South Wales
NOV111150: Marketing Services - Full Service Agency provision
Publication Date: 16/11/2015
Notice Type: Contract Award Notice
Authority name: University of South Wales

Further Instructions

The Buyer has attached further instructions with this notice. Please read these carefully and take the necessary action(s).

Record your interest in this notice and you will be automatically sent clarifications and deadline date changes etc. Please note that recording your interest does not automatically enter you into the tender process for this notice, you still have to submit your response by the deadline stated. To record an interest in this notice and add it to your interests list please click the Record your interest now button at the top of the page.

The following additional documents have been attached to this notice. To obtain these documents please select the individual file names below.

Alternatively, you can download all current documents (Zip File)

Current Documents

CreatedNameDescriptionSizeDownloads
31/07/2015 Tender - Standard Conditions of Contract Tender - Standard Conditions of Contract document18.25 KB2
31/07/2015 Conditions of Tender Conditions of Tender document16.02 KB0
31/07/2015 Acceptance of Tender Acceptance of Tender document11.69 KB0
31/07/2015 Tender Award Criteria & Scoring Guidance Marketing Services 2015 Tender Award & Criteria Scoring Guidance966.33 KB0

Replaced Documents

There are no previous versions of these documents

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