Description of the contract
Background
Career Choices Dewis Gyrfa Ltd (CCDG) is a wholly owned subsidiary of the Welsh Government trading as Gyrfa Cymru Careers Wales, we are contracted to provide the all age, independent and impartial careers information, advice and guidance service for Wales.
We support the Welsh Government’s strategic objectives as identified in the Programme for Government and related Welsh Government policies, such as the Working Wales and the Youth Engagement and Progression Framework (YEPF). We help people understand the changing jobs market and to acquire new skills to take full advantage of the opportunities open to them. We provide access to high quality information and online resources to enable people to make informed and confident decisions. Our work helps to develop the nation’s skills base and to support the effectiveness of expenditure on education and training, thereby contributing to the economic and social well-being of Wales.
Our vision is for a Wales where individuals are inspired to take control of their careers and our mission is to ensure clients achieve their potential. Our services are delivered via Wales wide Career Centres, school and college based career advisers, digital services, website, webchat and phone line. We also work in shared facilities such as libraries, job centre plus and in prisons. We are currently redeveloping our website careerswales.com which is a major development which will be progressed over the next few years.
In May 2019 we will begin delivering the Welsh Government’s Prosperity for All: Employability Plan. This is a five year contract that will see Careers Wales deliver the Working Wales programme. This is the mechanism for referral to wider Job Support Wales programmes. Careers Wales have been set ambitious targets and will be developing and implementing a comprehensive marketing strategy to help support objectives. The access point for Job Support Wales will be through Working Wales delivered by Careers Wales. Individuals will have an independent needs-based assessment through an advice and guidance process which will generate a referral to Job Support Wales in those cases where Job Support Wales is deemed the most appropriate support.
Tender Brief
Tenders maybe submitted in Welsh or English.
Digital Marketing
The requirement is to recruit a specialist digital marketing agency to undertake all our digital marketing requirements. Contract value over 1 year is between £0-85,000 (inclusive of advertising expenditure).We are looking for the experts in the field who can help deliver on our digital marketing objectives.
Working Wales
Programme Full launch – May 1st, 2019
Digital Marketing activities to commence ASAP after launch
Working Wales/Job Support Wales overview:
The access point for Job Support Wales will be through Working Wales delivered by Careers Wales. Individuals will have an independent needs-based assessment through an advice and guidance process which will generate a referral to Job Support Wales in those cases where Job Support Wales is deemed the most appropriate support.
There are three main access points for the programme – 1: campaign website (to be launched 1st May), 2: phone line (Careers Wales phone number) and 3: via Career Centres. Careers Wales has a target of engaging with 50,000 individuals to ensure 16,000 people progress to Job Support Wales. We envisage that approximately 10,000 will access the service via the website.
We have outlined below our requirements for the delivery of our digital marketing (this mainly focuses on PPC and SEO). We are looking for an organisation that can deliver this and provide ongoing advice on the development our website content and digital marketing.
Digital Marketing requirements specifically for Working Wales (to begin ASAP):
• Search Advertising
o Messaging
o Targeting – Demographic targeting and audience lists
o Display
o Google display
o
• Manage our PPC strategy, including:
o KPIs, goals and reporting
o Persona development
o Marketplace / keyword analysis
o Analytics & Attribution review
o Channel viability audit
• Digital Strategy – determine tactics
• Implementation – manage the whole process
• Ongoing management – bid optimisation; ad copy testing; remarketing;
• Advertising costs will be incurred by the successful tenderer to pay for SEO and PPC services. Pass through costs to Careers Wales at a maximum 3% uplift to cover administration charges.
• Digital Marketing Management costs
Section 1: Pricing 40%
Please provide the cost for provision of all the above services based on a time and materials capped fee payable over the length of the contract. Advertising spend will be an additional cost incurred and will be refunded by Careers Wales.
Section 2: Quality 60%
There is no requirement to add any additional information other than the answers to the section headers below.
1. Relevant experience of working on similar projects – 30%
Please provide an example of where you have worked on similar projects – indicating how you can successfully market our services to the correct client group max 600.
2. Your Personnel – 20%
Details of the experience of the relevant personnel indicating their proficiency in the use of social media platforms and campaigns undertaken, indicate the number of people on the project a monthly basis, days commitment per month based on the capped fee – max 300 words
3. Environment – 5%
Careers Wales Embrace Sustainable Development principles in all aspects of procurement to ensure that environmental, social and economic factors are considered within the framework of value for money’ Please provide details of any environmental certificates that you hold and also a brief description of how you:
• reduce waste to landfill;
• recycle materials;
• reduce water consumption;
• manage business mileage.
Maximum 200 words to cover all the above
4. Ethical Employment 5%
CCDG has adopted the Welsh Government‘s code of practice on ethical procurement in supply chains and in order to ensure high standards of service quality in this contract we expect contractors to take a similar approach in relation to ethical working practices. Please describe how you will commit to fair working practices for workers engaged in the delivery of this contract (including any agency or sub contracted workers) maximum 200 words.
We would like to bring to the attention of our perspective suppliers guidance on the code of ethical supply chains as published by the Welsh Government.
https://gov.wales/topics/improvingservices/bettervfm/code-of-practice/?lang=en
Adopting the code voluntarily is not a requirement of this tender.
Scoring
The contract will be awarded based on the following scoring methodology:
Section A: Price 40%
The lowest price submitted will be awarded a score of 30 for price alone, with tenderers thereafter being allocated a relative score which will be 10 marks less the percentage difference from the lowest price.
For example lowest price is £400 per day the next lowest is £500 per day. The lowest price would score 30 marks the second lowest price would score 30 – (100/400* 30) = 7.5 = score of 22.5.
This score will be combined with the quality score to give an overall score for each tenderer.
Section B: Quality 60%
The following marks are allocated to each section:
• Experience 30%
• Personnel 20%
• Environment 5%
• Ethical employment 5%
The scoring methodology
1. Very Good or Fully Compliant Submission -which meets all requirements and is fully explained in comprehensive detail – between 90 to 100% of the marks available
2. Good or Fully Compliant Submission -which meets all the requirements and is explained in reasonable detail between 70% and 80% of the marks available
3. Satisfactory or Compliant Submission -which meets the essential requirements and is explained in adequate detail 50% to 60% of the marks available
4. Weak or Partially Compliant (Minor issues) Submission where some areas fall short of requirements and is poorly explained 30% to 40% of the marks available
5. Unacceptable or Non Compliant (Major issues) Submission which fails to meet requirements and is not explained10% to 20% of the marks available
The tender will be awarded to the company achieving the highest score out of a maximum 100%.
Timescale
Indicative timescale for the key stages of the tender process. These dates are subject to change:
• Issue of Invitations to Tender – Wednesday 17th April
• Receipt of tenders – Friday 3rd May
• Panel Meeting to be take place Tuesday 7TH May
• Notification of Agreement award –Thursday 9Th May
• Commencement – First Initial Meeting Tuesday 14TH May
Submission Details
The tenders shall be submitted in electronic format to paul.powell@careerswales.com by 2:00pm Friday 3rd May. Tenders received after the due date and time may not be considered.
If you are unable to complete in an electronic format, you may alternatively submit the tender in hard copy format by post to the address below. The tender should be delivered no later than 2:00pm on Friday 3RD May. Tenders received after this date will not be considered.
Paul Powell
53 Charles Street
Cardiff
CF10 2GD
Tendering Terms
CCDG reserves the right to reject or disqualify a Tenderer where:
the tender is submitted late, is completed incorrectly, is incomplete or fails to meet the CCDG's submission requirements.
the Tenderer is guilty of serious misrepresentation in relation to its application and / or the process; and / or
the Tenderer contravenes any of the terms and conditions of this tender; and/or
there is a change in identity (including where applicable the make up of consortia), control, financial standing or other factor impacting on the evaluation process affecting the Tenderer; and/or
where the pricing of a tender is abnormally low
The disqualification of a Tenderer will not prejudice any other civil remedies available to CCDG and will not prejudice any criminal liabilities that such conduct by a Tenderer may attract.
CCDG further reserves the right to:
cancel the tender process at any stage for any reason;
require a Tenderer to clarify their submission in writing or by means of a clarification meeting and / or provide additional information. (Failure to respond adequately may result in the disqualification of a Tenderer);
amend the terms and conditions of the tender process; and/or
award only part of the contract.
CCDG reserves the right to withdraw from the tendering process at any stage or to vary the scope of the Products required and CCDG shall not be liable to any Tenderer as a result of this action. In the event that the tender process is cancelled no part of the tender submitted shall be returned to the Tenderer. It should be noted that. CCDG will not be liable for or pay expenses or losses whatsoever which
may be incurred by any tenderer in the preparation of a submission.
Tenderers acknowledge and agree by their submission that their tender remains open for acceptance by CCDG for six months from the closing date for receipt of tenders.
Communication
All contact must be made through Paul Powell who will facilitate appropriate contact with other relevant persons. Contact should be made by email to paul.powell@careerswales.com.
Tenderers must not in any way canvass or solicit information from any other employee of CCDG or its agents and / or advisers.
Clarification
Should any Tenderer wish to raise any questions or obtain any further information not contained in the tender or not otherwise publicly available all questions / requests must be submitted to Paul Powell before 5pm on 26/04/2017 to the email address paul.powell@careerswales.com
If a question or request for clarification or further information is not made by the date referred to above, CCDG reserves the right not to respond but may, at its own discretion, endeavour to respond to the Tenderer and provide the Tenderer with any additional information to which CCDG has access, but CCDG shall not be obliged to comply with any such request and does not accept any liability or responsibility for failure to provide any such information.
CCDG will endeavour to respond to queries within seven working days and will advise Tenderers if a longer response time is required due to the nature of the query.
Tenderers are encouraged to identify issues on which they would like clarification as early as possible in the tendering process and must raise a clarification if any aspect of this tender is not clear to the Tenderer.
Right to Amend
CCDG reserves the right to issue supplementary documentation at any time during the process in order to clarify any issue or amend any aspect of the tender. All such further documentation issued by CCDG during the tendering process shall be deemed to form part of the tender and shall supersede any part of the tender to the extent indicated. CCDG may exercise the option to extend the tender period and postpone the tender return date, in the event that subsequent documentation is issued or for any other reason.
Confidentiality
CCDG and its advisors will keep confidential the tenders and any other information supplied by Tenderers during the tendering process and will use best endeavours to prevent any disclosures by their officers and employees.
Tenderers must be aware that at key stages in the project CCDG may be obliged to disclose detailed information relating to Tenders to relevant monitoring authorities and to make the key project documents available for private inspection by such authorities.
Whilst CCDG will be reasonable as regards the protection of commercially sensitive information, it can only do so in the light of the latest published guidance on this area.
Freedom of Information and Environmental Information Statement
CCDG is subject to The Freedom of Information Act 2000 (“Act”) and The Environmental Information Regulations 2004 (“EIR”).
As part of CCDG’s duties under the Act or EIR, it may be required to disclose information concerning the procurement process or the Contract to anyone who makes a request.
If the Tenderer considers that any of the information provided in their tender is commercially sensitive (meaning it could reasonably cause prejudice to the Tenderer if disclosed to a third party) then it should be clearly marked as "Not for disclosure to third parties” together with valid reasons in support of the information as being exempt from disclosure under the Act and the EIR.
CCDG will endeavour to consult with the Tenderer and have regard to comments and any objections before it releases any information to a third party under the Act or the EIR. However CCDG shall be entitled to determine in its absolute discretion whether any information is exempt from the Act and/or the EIR, or is to be disclosed in response to a request of information. CCDG must make its decision on disclosure in accordance with the provisions of the Act or the EIR and can only withhold information if it is covered by an exemption from disclosure under the Act or the EIR.
Canvassing and non-collusion
Except as specifically authorised by CCDG, Tenderers shall not approach any other Tenderer or member of CCDG’s staff with a view to seeking information in respect of any part of their submission or proposals or attempting to support or enhance their prospects of their tender being selected.
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Publicity
No publicity regarding the project or the award of the contract will be permitted unless and until CCDG have given express written consent to the relevant communication. In particular, no statements should be made to the press or other similar organisations regarding the nature of any tender, its contents or any proposals relating thereto without prior written consent.
Costs
All Tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of their tender and the tendering process. Under no circumstances will CCDG, or any of its advisers, be liable for any costs or expenses borne by the Tenderer or any of its consortium members, subcontractors or advisers in this process or for any economic loss or other loss of profit incurred by any Tenderer in relation to the project.
Welsh Language
CCDG is committed to promoting and facilitating the use of the Welsh language, and to not treat the Welsh language less favourably than English in line with the Welsh Language (Wales) Measure 2011. The successful Bidder should be aware of the provisions of the Measure and ensure that in implementing the contract the Welsh language is promoted and facilitated and not treated less favourably than English.
Compliance with Legislation
Tenderers are deemed to understand fully the processes that CCDG is required to follow under relevant European and UK legislation, particularly in relation to The Public Contracts Regulations 2006 (as amended).
Compliance with all relevant legislation is required both in the contract award procedure and during the term of any resultant contract
Jurisdiction and governing laws
All aspects of the tendering process shall be governed by and construed in accordance with the laws of England and Wales as applied in Wales and each Tenderer submits to the jurisdiction of the English and Welsh courts.
Disclaimer
None of CCDG, its advisors, or directors, officers, members, partners, employees, other staff, agents or advisers of any such person:
makes any representation or warranty (express or implied) as to the accuracy, reasonableness or completeness of the information in the tender. Any persons considering making a decision to enter into contractual relationships with CCDG following receipt of the tender should make their own investigations and their own independent assessment of CCDG and its requirement for the Products and should seek their own professional financial and legal advice; or
accepts any responsibility for the information in the tender or for its fairness, accuracy or completeness, nor shall any of them be liable for any loss or damage (other than in respect of fraudulent misrepresentation) arising as a result of reliance on such information or any subsequent communication. Only the express terms of any written contract relating to the subject matter of this tender as and when it is executed shall have any contractual effect in connection with the matters to which it relates. Any such contract will be governed by English and Welsh law.
Nothing in the tender or other contract documents is or should be relied upon as a promise or representation as to CCDG's ultimate decisions in relation to this project.
No oral acceptance by CCDG of any offer or outline submissions within an offer shall be valid or binding on CCDG.
In order to further ensure a fair and competitive process, CCDG requires that all actual or potential conflicts of interest are disclosed, identified and resolved to CCDG ’s satisfaction prior to the submission of Tenders or immediately notified to CCDG in the event that any actual or potential conflict of interest comes to the Tenderer’s attention following the submission of a Tender. In such circumstances CCDG may require further information from Tenderers but reserve the right to disqualify a Tenderer from further involvement.
CCDG reserves the right to exclude Tenderers from the procurement process should actual or potential conflicts of interest be found by CCDG to confer an unfair competitive advantage on one or more Tenderers or to otherwise undermine a fair and competitive procurement process and, following consultation with the Tenderer, such actual or potential conflicts are not resolved to the satisfaction of CCDG.
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