CU2392 Lot 3: - Bus Shelter Advertising. Specification of Services ANNEX A TO ITEM 8

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1 ANNEX A TO ITEM 8 CU2392 Lot 3: - Bus Shelter Advertising Specification of Services 1 Introduction: 1.1 Milton Keynes Council proposes to enter into a Contract with experienced Contractors for the sale of advertising space on bus shelters and free-standing advertising units within the borough. It is expected that the sale of advertising space will fund the maintenance of bus shelters, and provide a net revenue stream to the Council. 1.2 Milton Keynes is an innovative, can-do borough in the South East of England, about 49 miles North West of London. Its unique layout and structure has helped support growth making Milton Keynes the most successful new town in the United Kingdom, and possibly the world. Milton Keynes is economically successful, home to many international companies and organisations including Santander, the Open University, British Petroleum, Mercedes Benz, Red Bull Racing, and it attracts major sporting and music events. Milton Keynes is situated approximately half way between London and Birmingham, and nearly 18 million people live within one and a half hours travel time of the borough. 1.3 Milton Keynes is expected to grow rapidly over the next twenty years. It is essential that as the borough grows, so does the transport choice available to residents and visitors alike. Making better use of existing roads infrastructure, improving highway connectivity and providing an attractive public transport network are key. This will allow Milton Keynes to continue to prosper and provide an excellent quality of life for all of its residents and a positive experience for visitors. 1.4 As well as the new town of Milton Keynes the borough also includes a significant rural area to the north-east of the M The specification that follows covers the sale of advertising space on bus shelters and free-standing advertising units, and the maintenance of the advertising media. It excludes the general maintenance of bus shelters which is the subject of a separate contract. 2 Bus Stops and Shelters: 2.1 Within the borough, there are approximately 995 stops. 2.2 Of these 680 have bus shelters that have been provided by the Council, parish councils within the borough, by developers as part of s106 agreement and there are others that have been provided by private landowners (eg the Hospital). CPC, ANNEX A TO ITEM 8 15 SEPTEMBER

2 2.3 The present agreement for the maintenance of 573 bus shelters (including the sale of advertising space) will terminate on 31st March A new Contract for the maintenance of bus shelters is being procured separately and will commence on 1st April 2015 for a term of five years. 2.4 In addition to the 573 shelters maintained under the previous agreement there are 81 shelters outside the agreement which are being maintained by the council, including new shelters expected to be delivered in the current financial year. This number will reduce as shelters that are served by very few journeys or none at all are removed, and replaced by bus stop poles and flags. 2.5 The existing shelters within the borough broadly fall into five categories, of which the first 4 are maintained by the council or its contractor: Type 1. For locations outside the City Centre: New standard design (QBI style) in grey or black. Type 2. For location outside the City Centre: Old previous standard design (green). Type 3: Bespoke shelters for locations within the city centre and other strategic locations. Type 4: Non-standard shelters at various locations across the borough. Type 5: Non-standard shelters at various locations across the borough provided by and maintained by others. 2.6 The Council is seeking to improve the standard of public transport infrastructure across the borough and as a result shelter Types 2 and 4 are being replaced where funds allow with Types 1 and 3. In addition, where shelters are added by a s106 agreement, these will be usually be of Types 1 and 3. 3 Bus shelters and Free Standing Units Advertising sites: 3.1 The present agreement for the maintenance of bus shelters includes the rights to fix the Advertising Media (up to a maximum of two six-sheet advertising panels) to [defined] shelters and to maintain the Advertising Media during the contract term. 3.2 There is a separate agreement for the sale of advertising space on free standing units within Central Milton Keynes. 3.3 The number of advertising sites under the present bus shelter related agreement includes 288 advertising sites on bus shelters (the majority by way of one or two panels, but some bigger shelters have 3, 4 or 8 advertising panels). 3.4 The number of advertising sites under the present agreement for free standing advertising units covers 88 panels at 44 sites. 3.5 Although many of these sites currently have advertising consent it will be up to the successful Contractor to ensure and/or obtain the necessary consents where necessary. The fact that a site currently has advertising consent does not mean that it will necessarily still receive consent. CPC, ANNEX A TO ITEM 8 15 SEPTEMBER

3 3.6 Schedule 1 attached lists all bus shelters within the Borough, whether maintained under the previous agreement or not and sets out which bus shelters have the advertising sites. 3.7 Schedule 2 lists the locations of the free standing units. 3.8 Key to the success of this Contract is the maximisation of revenue to the Council and the successful Contractor shall be expected to identify and exploit commercial and technological opportunities to achieve this goal. In return for the exclusive right to place six sheet advertising panels on bus shelters and other highway related property owned by the council within the borough of Milton Keynes the Contractor shall agree to pay the Council a guaranteed fixed net income and a percentage of the net advertising revenue generated from the sale of such advertising. The Contractor shall not place advertising on any bus shelters except in accordance with the terms and conditions of the Contract and the Contract Documents. 3.9 The Council expects the Contractor to provide at least 1000 per static 6-sheet panel per year as Annual Revenue Share from the contract. Thus based on the current number of bus shelter advertising sites (288), and the 88 sites on free standing units, the revenue share to the Council should be a minimum of 380,000 per year In addition to the above, the Council has an expectation that this contract will generate a Guaranteed Fixed Net Income, to be adjusted annually by Consumer Price index (CPI), which shall be paid to the Council on a monthly basis The Council also expects the Contractor to be aware of the technological opportunities around advertising media and to identify those sites where the location of (eg) large screen digital displays might be appropriate The Council also expects that the contractor will be able to provide advertising space at preferential rates for local businesses or charities whose registered address is within the borough of Milton Keynes and to provide free posters for use in out of contract advertising spaces for local charities and council campaigns (eg health related) It is recognised that the range of bus shelter sites across the Borough will require to be arranged to meet specific and expected use requirements. As a broad classification, the Council anticipates that the sites will generally fall into one of three main categories. The general division of these categories is given below. Sites with advertising Sites where there is an existing advertising shelter under the present agreement and which is expected to be retained subject to advertising consent being obtained as necessary. Sites without advertising but where it may be appropriate Sites where the Council may be minded to grant consent for advertisement were it to be applied for. Sites without advertising Sites where the Council would be unlikely to provide consent to advertise. CPC, ANNEX A TO ITEM 8 15 SEPTEMBER

4 All types of shelters may be considered appropriate for the provision of advertising It should be noted that sites where existing or new advertising is proposed would require advertising consent. The Contractor will be solely responsible for obtaining this consent and any associated costs and the Council cannot guarantee this will be given. 4 Bus shelters General Structure and Public Transport Information: 4.1 The advertising panels on bus shelters form part of the structure of the shelter. Maintenance of the main part of the structure falls outside the scope of this Contract and as such the Contractor will allow the Council s chosen third party provider to repair and maintain the main part of the structure. 4.2 Nearly all the bus stops within borough display essential information for the guidance of bus passengers. The installation, maintenance and management of these units falls outside the scope of this Contract and as such the Contractor will allow the Council s chosen third party provider to install these within any or all shelters throughout the contract period. The provision of such information is not advertising that is available for sale within the scope of this contract. 4.3 The Council also operates a Real Time Passenger Information (RTPI) System, which is presently operational in around 70 shelters. The installation, operation, maintenance and management of these units falls outside the scope of this Contract and as such the Contractor will allow the Council s chosen third party provider to install these within any or all shelters throughout the contract period. The provision of such information is not advertising that is available for sale within the scope of this contract. 5 Scope of Contract 5.1 The scope of this contract shall include but not exclusively the following: Maximising the income to the Council in return for the non-exclusive right to fix Advertising Media (up to a maximum of two six-sheet advertising panels) to [defined] shelters and to maintain the Advertising Media during the contract term. A review within the first 12 months to determine the appropriateness or otherwise of any shelter (not just those that have advertising already) or free standing unit site for advertising purposes. A review within the first 12 months to identify those sites where the location of (eg) large screen digital displays, or other forms of new advertising technology might be appropriate. The Contractor shall be responsible for the payment of business rates if required. CPC, ANNEX A TO ITEM 8 15 SEPTEMBER

5 The Contractor shall be responsible for the payment of all electrical costs associated with the advertising media. Replacement of life expired advertising media. Undertaking safety checks on the advertising media. The Contractor shall be responsible for complying with the provisions of the New Roads & Streetworks Act 1991 if necessary at any stage during the contract period. Each advertising unit shall be clearly labelled with: a shelter or free-standing unit location name using appropriate information from the National Public Transport Access Nodes (NaPTAN) database, of a minimum pt size of 40 and an incident response phone number/ address/website. It shall include the name of the company responding, and an advertising unit reference number. These labels will be maintained over the term of the Contract and put in place at all locations within the first six months of the contract starting. The content of this labelling shall be agreed with the council. Provision of a Freephone hotline available for members of the public to report any incidents of vandalism/damage, 5.2 The scope of this Contract does NOT include the following: The maintenance of the general structure of the bus shelter. The installation/replacement of bus shelters unless the contractor can demonstrate a compelling reason for doing so. 5.3 The contractor will be expected to allow: The selected maintenance contractor to maintain/repair the general structure of the shelters. The Council or a third party to install/repair display cases used for public transport information. The Council or a third party to install/repair Real Time Information (RTPI) display screens and aerials on shelters as required. Authorised Council officers, contractors or bus company staff to attach bus stop flag brackets or no waiting/clearway plates these to the shelter as required. The Council or a third party to maintain/install/repair electrical equipment within the shelter. CPC, ANNEX A TO ITEM 8 15 SEPTEMBER

6 6 Advertising 6.1 All adverts should be legal, decent, honest and truthful and comply with the Advertising Standards Agency CAP Code, or other relevant code as may be applicable during the period of the agreement. 6.2 Only adverts which the Council considers as suitable for public display shall be acceptable in the shelters. In the event of any complaint the Contractor will be advised and the matter urgently reviewed, together with representatives from the Council. 6.3 Advertising for the following products or services is not acceptable under any circumstances: Tobacco and all smoking related products as defined in the CAP Code (section 21); Payday loan companies and their products. Advertising by political parties. 6.4 In the event that the Council deems an advert to be unacceptable, the offending advert shall be removed from all sites within the borough within a period of 12 hours where it has been similarly displayed, whether or not any further complaint has been received. Any adverts not so removed will be removed by the Council and all costs incurred will be forwarded to the Contractor for immediate reimbursement. 6.5 The Council reserves the rights to implement: additional advertising of a similar type (for example, 6-sheet) in the shelters. other advertising within a defined distance from a shelter. 7 Maintenance of Advertising Media 7.1 The Contractor shall undertake an inspection and carry out a light clean of each advertising unit (on shelters or free standing units) every ten working days. The operations shall include sweeping and washing as necessary the area in and around the footprint of the unit, ensuring it is units are working correctly and removing any extraneous items. The Contractor shall also record all notifications of damage, graffiti and fly posters, including the times of notifications received. Wherever possible maintenance vehicles should not obstruct bus stops or park on bus stop clearways. 7.2 A deep clean of each unit shall be carried out as a minimum six monthly. For those in the City Centre or under trees or at the key locations indicated in Schedule 1 this shall be undertaken three monthly. 7.3 The Contractor shall dispose of all rubbish on completion of the cleaning works. 7.4 The Contractor shall be responsible for painting and refurbishing the units as necessary to ensure aesthetic standards are maintained. CPC, ANNEX A TO ITEM 8 15 SEPTEMBER

7 7.5 Emergency repair. * If damage to a unit is notified to the Contractor between and including 0500 hours and 1500 hours, the Contractor must arrange to make safe within three hours of notification of such damage. If notified between 1500 hours and midnight, the Contractor must arrange to make safe by 0800 hours the following day. If notified between midnight and 0500 hours, the Contractor must arrange to make safe by 0800 hours the same day. The area around the damaged shelter must be left in a clean and safe condition. The Contractor shall make good all such damage with a permanent repair within a reasonable time and in any case no later than five Working Days. 7.6 Emergency repair. * Where damage to any powered unit or power supply within the shelter is notified to the Contractor between and including 0600 hours and 1600 hours, the Contractor must treat this as an emergency and arrange to make safe within two hours of notification of such damage. If notified between 1600 hours and midnight, the Contractor must arrange to make safe by 0800 hours the following day. If notified between midnight and 0600 hours, the Contractor must arrange to make safe by 0800 hours the same day. The Contractor shall arrange to isolate the source of any danger as soon as reasonably possible. The Contractor shall make good all such damage with a permanent repair within a reasonable time and in any case no later than five Working Days. 7.7 If a shelter installed with an RTPI display sustains damage such that the RTPI display is made, or needs to be made, inoperative then the Contractor shall notify the Council immediately upon becoming aware of the situation. 7.8 The Contractor shall notify the Council of any proposed maintenance activity that may require interruption to the operation of an RTPI display. In this case, notification shall be provided by the Contractor no later than midday on the previous working day to the proposed activity. Any temporary removal of the display shall be carried out at the Contractor s expense and in accordance with the Method Statement supplied by the Council s RTPI supplier. 7.9 Upon Award of Contract, the Council will identify a suitable point of contact for the Contractor to notify any interruption to operation of an RTPI display as described above The Contractor shall undertake any general (that is, non-emergency) repairs to the unit within 5 Working Days Non obscene and non-offensive graffiti to be removed within 1 Working Day of notification to the Contractor Fly posters are to be removed within 1 Working Day of notification to the Contractor The Contractor shall arrange to make good and fully reinstate any damage committed to the highway as a result of any incident involving and advertising unit to the satisfaction of the Highway Authority The removal of any damaged advertising unit together with all damaged or unsupportable peripheral equipment shall be to a location to be specified and agreed with the Council. CPC, ANNEX A TO ITEM 8 15 SEPTEMBER

8 7.15 If a witness statement is available vandalism is to be reported as criminal damage to Thames Valley Police Ensure that spare materials are available to ensure response times can be met * For avoidance of doubt emergency repair response includes weekends and public holidays and is defined as any incident or report of damage that may injure a member of the public and obscene or offensive graffiti. Notification to the Contractor s personnel shall be deemed notification to the Contractor. 8 Entry and Exit Protocol: 8.1 The Contractor shall be responsible for the cleaning, maintenance and repair of all advertising media as listed in Annexes and 2. 9 Financial Arrangements: 9.1 Please refer to the Pricing Schedule. 10 Key Performance Indicators and monthly reporting: 10.1 The Contractor is required to provide a good standard of performance and associated performance monitoring, and is expected to demonstrate a culture of continuous improvement. Detailed performance monitoring requirements will be specified by the Council and may be varied during the term of the service provision For the purposes of such performance monitoring, basic performance activities as listed in the table below shall be met As with all aspects of contract management, the performance monitoring system must be simple, objective, transparent and auditable. It must be directly linked to the performance management framework in a clear and unambiguous way, and is therefore set against the output indicators as set out in this Specification. The identification of these outputs is essential for successful service delivery management, and demonstrates the Council s and the Contractor s understanding of the service requirements within the Agreement The performance monitoring system ensures that improved performance is encouraged and rewarded where relevant and becomes the scoring framework for the risk and reward scheme as detailed in the table Note: in respect of all three performance activities, the respective payments profiles shall be aggregated and applied to only the next monthly Guaranteed Fixed Net Income payment following the reporting of the Key Performance Indicators. From the example of application given below, the payment payable for the relevant month would be 8 per cent applied to one twelfth of the Guaranteed Fixed Net Income. CPC, ANNEX A TO ITEM 8 15 SEPTEMBER

9 10.6 The following tables contains the Key Performance Indicators reportable on a monthly basis to the Council. The indicators reported shall refer to the last calendar month prior to the report. Sale of advertising space and maintenance of the advertising media Indicator (1) Percentage of advertising units cleaned every ten days: (2) Percentage of advertising units deep cleaned every three/six months (3) Percentage of advertising unit days with unsold space (1 advertising unit available for 1 year = 365 advertising unit days) 370 advertising units available for 1 year = 135,050 advertising unit days Standard Target met/not Payment profile Target met 90% Met No change Not met +3% 90% Met No change Not met +3% >5% Met No change Not met +3% Example of application of the above payment profile: Indicator Standard Target met/not Payment profile Target met (1) Percentage of 90% Met No change advertising units cleaned every ten days: (2) Percentage of 90% Not met +3% advertising units deep cleaned every three/six months (3) Percentage of >5% Met No change advertising unit days with unsold space Payment profile to be applied to the +3% next payment following the reporting of the KPIs: CPC, ANNEX A TO ITEM 8 15 SEPTEMBER

10 10.7 A report detailing the following must be provided to the Council on each anniversary of the commencement date of the Contract: Inventory of advertising sites and free standing units, identifying which sites/unites have been replaced/upgraded/added or deleted since the previous inventory, and identifying the number of unsold days at each site. Total advertising income (where revenue share has been agreed). A list of the local businesses or charities whose registered address is within the borough of Milton Keynes that have been provided with advertising space at preferential rates. A list of the sites where out of contract advertising space has been used for local charities and council campaigns (eg health related) A report detailing the following must be provided to the Council at the monthly meeting: Maintenance work undertaken on the advertising media Contractual issues Key Performance Indicators 10.9 The exact format of these reports is to be agreed with the council In all correspondence and discussion with the Council, when referring to advertising sites the Contractor shall use the bus stop reference codes defined in the National Public Transport Access Nodes (NaPTAN) database for bus shelter sites and such other codes as may be agreed for the free standing units. CPC, ANNEX A TO ITEM 8 15 SEPTEMBER

11 Tender Evaluation Criteria Each Tender will be scored initially by the evaluation team against each of the evaluation Areas in Table 1: Table 1 Area* Evaluation Area Weighting (%) 1 Tender Price (the guaranteed fixed net income to the Council per year (Figure 3 in the price schedule below)) 2 Percentage Revenue Share (Figure 5 in the price schedule below) 3 Discount on advertising rates to be offered to local businesses 4 Functional and Technical Compliance with the Specification 50% 5% 5% 15% Please demonstrate how the submission will maximise the sale of the available advertising space complete a review of the existing and potential sites to maximise income in later years take forward options for the use of new and innovative advertising technologies 5 Relevant Experience/References 5% Please demonstrate experience of selling advertising space, the installation of new sites, and the use of new and innovative technologies. 6 Quality Assurance & Communication 20% Provide details of quality assurance, contract management and customer guarantees for any works. Make reference to appropriate Health and Safety plans, relevant certification and accreditation for undertaking work on the highway/with electricity. Please also detail how work will be communicated at all stages. In respect of evaluation Areas 4, 5 and 6 (non-price elements) a score will be awarded on a system of 0 10 in accordance with the scoring scale in Table 2: CPC, ANNEX A TO ITEM 8 15 SEPTEMBER

12 Table 2 No. of Definition Points 0 Response does not meet requirements and/or is unacceptable 2 Response partially meets requirements but contains material weaknesses, issues or omissions and/or is inconsistent. 4 Response meets requirements to a minimum acceptable standard, however contains some weaknesses, issues or omissions. Lacking detail and/or clarity. 6 Fit for purpose. Good in many respects. No significant weaknesses, issues or omissions. 8 Response meets requirements to a high standard. Robust and detailed in all material respects. Minimal weaknesses, issues or omissions. 10 Response meets requirements to an exceptional standard. Robust and detailed in all material respects. The Council reserves the right not to consider further Tenders which do not achieve the threshold score of 3 out of 10 in respect of any of the individual criteria. The score for each of the evaluation criteria will be multiplied by the weighted factor as follows to give an overall initial score: Actual score / maximum score x weighting from Table 1. Evaluation of the Tender Price payable to the Council: Evaluation Area 1 (Income to the Council) will be evaluated in accordance with Table 3 below using 50% price as an example: Table 3 Income from Proposal ( ) Calculation Points Tender 1 100, Tender 2 75,000 75,000/100,000 x % Tender 3 50,000 50,000/100,000 x % Tender 4 40,000 40,000/100,000 x % Evaluation of the Percentage Revenue Share and Evaluation of the Discount on advertising rates to be offered to local businesses Evaluation Area 2 (Percentage Revenue Share) and Evaluation Area 3 (Discount on advertising rates to be offered to local businesses) will be evaluated in accordance with Table 4 below using 5% weighting as an example: CPC, ANNEX A TO ITEM 8 15 SEPTEMBER

13 Table 4 Discount % Or Revenue Share % Calculation Points Tender Tender /12 x 5% 4.2 Tender /12 x 5% 3.1 Tender 4 6 6/12 x The scores achieved for the income payable and the non-price elements will be added together and the Bidder achieving the highest score will be successful. Note: failure to provide the required information requested may lead to your tender being rejected. CPC, ANNEX A TO ITEM 8 15 SEPTEMBER