TENDER SPECIFICATION DOCUMENT WEST MIDLANDS INTERNATIONAL TRADE LLP. Media for UKTI promotion 14/15 15/16. Tender for the Supply of Media Campaigns

Transcription

1 TENDER SPECIFICATION DOCUMENT WEST MIDLANDS INTERNATIONAL TRADE LLP Media for UKTI promotion 1/15 15/16 Tender for the Supply of Media Campaigns Date: June 2015 West Midlands International Trade LLP Registered Office: 75 Harborne Road Edgbaston Birmingham B15 3DH 1

2 Contents 1 Introduction West Midlands International Trade LLP 3 2 Tender Specification Description of Requirement Working arrangements Strategy 3 2. Objectives Suppliers Requirements 2.6 Period of Contract 2.7 Pricing and Budget 3 Evaluation of tenders Legal, Financial and Technical Requirements 6 5 Instruction to Tenderers 7 6 Conditions of Tender Representations Specification Tenders Excluded 8 6. Collusive Tendering Freedom of Information 9 7 Timetable for Submission 10 Appendix 1: Tender Evaluation Scoring Matrix 11 Appendix 2: Example events pricing exercise 16 2

3 1. Introduction 1.1 West Midlands International Trade LLP (WMIT LLP) UK Trade & Investment (UKTI) is the Government organisation that provides integrated support services for UK companies engaged in overseas trade and foreign businesses focused on the UK as an inward investment location ( In the West Midlands region, UKTI has contracted with West Midlands International Trade LLP (WMIT LLP) which is a wholly-owned subsidiary of West Midlands Chambers of Commerce LLP (WMCC LLP), to deliver International Trade services. WMIT LLP is a joint initiative led by the Chambers of Commerce of Greater Birmingham, Black Country, Coventry & Warwickshire, Herefordshire & Worcestershire, Shropshire and Staffordshire. Teams working on behalf of UKTI are closely linked to UKTI teams in London and to staff in the British Embassies, Consulates and High Commissions throughout the world. 2. Tender Specification 2.1 Description of Requirement WMIT LLP is inviting tenders for opportunities to support UKTI WM s reach in regional and trade publications. The media strategy aims to promote UKTI s services throughout the region, gain greater exposure for UKTI as a Government resource and assist with recruitment for events and workshops. WMIT LLP will require: commitment to including regular editorial pieces in your publication, including case studies and good news stories advertorial options and options to run advertisements advice to align against annual editorial plan guidance to target potential customers in the most effective and visible way Requirements will evolve throughout the year according to budget and programme, however we require best pricing options to include: advertisement (all size options) online advertisement (all size options) print advertorial sponsored links or other online insert, wrap around or other 2.2 Working Arrangements Any successful parties will be required to identify one named account manager through whom all enquiries can be filtered. 2.3 Strategy WMIT LLP is contracted to deliver the trade objectives of UKTI in the region. This relates to UKTI s objective to increase the number of UK based organisations that export their products and services to the world, and the value of all exports, in order to drive economic growth. The requirement for media projects reflects UKTI s need to connect with companies that are not existing clients and convince them of the potential opportunity offered by exporting, in such a way that it motivates them to invest in this avenue. 3

4 2. Objectives To deliver an annual communications plan that has the optimum reach to targeted clients in the region, including select advertorial pieces and advertisements, communicating the benefits of using UKTI services and attending UKTI events. 2.5 Suppliers Requirements The successful applicants will be required to work as contractors to West Midlands International Trade LLP (WMIT LLP). Companies must be available and willing for the following aspects of delivery: demonstrate creativity in fulfilling the content brief situate content in areas which will maximise its impact upon relevant readers present ideas for inclusion in print or online versions of their publication re-evaluate the content strategy in response to the success of campaigns WMIT LLP must be fully consulted on the final content and approval must be granted prior to delivery, this includes: telephone conversations with the marketing team advise requirements well in advance and provide reminders two weeks prior to deadline provide regular updates on progress provide minimum one proofs for UKTI comments before approved version is signed off 2.6 Period of Contract WMIT LLP wishes to identify partners to deliver during the financial year April March Evaluation of Tenders Tenders will be evaluated by three staff from WMIT LLP, who will select the applicant that provides the most suitable and economically advantageous tender. Applicants are asked to submit within their submissions, information that will correspond to the key areas of the evaluation, as follows: Section Weight (A) Score (B) Weighted Score (A x B) Max 95 UNDERSTANDING OF THE TENDER REQUIREMENTS 3 1 A demonstrable understanding of the potential scope of the project and those issues that will be critical to the implementation, development and sustainability of the project. The Tenderer will need to demonstrate that they have the appropriate qualities and resources to successfully deliver the requirement. 2 REQUIREMENT SPECIFIC

5 The Tenderer is requested to provide: Background highlighting strengths, knowledge, and experience relevant to the proposal, Detail relevant to the proposed project, inclusion of editorial calendar, advertisement options etc. Case study or examples similar to the tender for comparison. PRICING 3 The Tenderer is required to provide a clear and detailed breakdown of the pricing structure of the proposal showing all elements of expenditure relating to the contract see appendix 2. EQUAL OPPORTUNITIES, ENVIRONMENTAL & QUALITY MANAGEMENT POLICIES 1 The Tenderer is required to provide details of Health & Safety, Equal Opportunities, Environmental and Quality Management policies relevant to the Scope of Supply tendered for. Care will be taken not to discriminate against small organisations and start-up businesses. If the tenderer has responded with an acceptable statement as to why they have no policies then the tender will be scored appropriately. 5 THIS SECTION WILL ONLY BE USED IF THE TENDERER HAS PRESENTED TO THE EVALUATION TEAM Tenderers may be required to carry out a presentation in front of a panel established by WMIT. Please refer to appendix 1 for a copy of the Tender Evaluation Scoring Matrix.. Legal, Financial and Technical Requirements A checklist of information to be submitted as part of your tender proposal is detailed below; 5

6 Provide details of company size, legal status, management structure, current operating location, level of staff resources assigned to the project and an indication of their project management structure and capability; Provide names, experience and professional qualifications of the key personnel who will be responsible for undertaking the work; Provide experience of previous work relevant to the contract (including client details, approximate scale of work, and dates / confirmation of delivery); Provide the names and contact details of two referees to whom you have provided a similar service in the last two years, along with a summary of the services provided. 5. Instruction to Tenderers Your bid should be sent electronically to j.lovell@uktiwm.co.uk titled Tender Response for delivery of Media Campaigns on Exporting and Government Support 1/15 15/16 by <Company Name> on <Day and Date>. 6

7 Commercial in Confidence INVITATION TO TENDER FOR THE DELIVERY OF (THE SUPPLY OF MEDIA CAMPAIGNS) BID ORIGINATOR BIDDING ORGANISATION Nikola Smith Head of Marketing and Customer Services West Midlands International Trade LLP 75 Harborne Road Edgbaston Birmingham B15 3DH Tenderers should note that in the event that a bid is considered to be fundamentally unacceptable on a key issue, regardless of its other merits, that bid may be rejected. Tenders submitted after the stipulated time and date advised will be rejected and returned to the tenderer. If you require further information regarding the tender process, or the nature of the proposed contract, in the first instance please contact: ENTER CONTACT DETAILS No questions will be answered that provide a competitive advantage to any party tendering. Should questions arise during the tendering period which in our judgement are of material significance, we will inform all tenderers to explain the nature of the question, and our formal reply. All tenderers should then take that reply into consideration when preparing their own bids, and we will evaluate bids on the assumption that they have done so. 6. Conditions of Tender 6.1 Representations A Tenderer may contact officers of WMIT to obtain any further information about the requirements of the contract or the tendering procedures if these are not evident or clear from the documents supplied to the Tenderers. All such requests must be received by no later than 30 April Any queries received after this date may not be provided with a response. 6.2 Specification 7

8 For the avoidance of doubt, the tender specification document shall include all requirements explicit or implied within the invitation to tender. It must be recognised that WMIT LLP reserve the right to withdraw this tender document and all funding contained within it without notice. 6.3 Tenders Excluded No Tender will be considered for acceptance if the tenderer has indulged or attempted to indulge in any corrupt practice or canvassed the tender with an officer of WMIT. If a Tenderer has indulged or attempted to indulge in such practices and the tender is accepted, then grounds shall exist for the termination of the contract and the claiming of damages from the successful Tenderers. It is unlikely that any tender will be accepted which (a) is incomplete or inaccurately or inadequately completed or which purports to impose conditions other than those provided in the contract documents and (b) is delivered out of time or in a manner other than specified in this specification. 6. Collusive Tendering In submitting a tender against this contract, the Tenderer confirms that he has not fixed or adjusted the amount of the tender by or under or in accordance with any agreement or arrangement with any other person. The Tenderer also certified that at no time, before or following the submission of the tender, has the Tenderer carried out any of the following acts: (i) (ii) (iii) communicating to a person other than the person calling for the tenders the amount or approximate amount of the proposed tender, except where such disclosure is required for the purpose of obtaining insurance; entering in to any agreement or arrangement with any person that he shall refrain from tendering or as to the amount of any tender to be submitted; offering or paying or giving or agreeing to give any sum of money or valuable consideration directly or indirectly to any person for doing or having done or causing or having caused to be done in relation to any other tender or proposed tender for the said work or any act or thing of the sort described above. In the context of this clause, the word person includes any persons and anybody or association, corporate or incorporated; and any agreement or arrangement includes any such transaction, formal or informal, and whether legally binding or not. 6.5 Freedom of Information Information in relation to this tender may be made available on demand in accordance with the requirements of the Freedom of Information Act Tenderers should state is any of the information supplied by them is confidential or commercially sensitive or should not be disclosed in response to a request for information under the Act. Tenderers should state why they consider the information to be confidential or commercially sensitive. This will not guarantee that the information will not be disclosed but will be examined in the light of the exemptions provided in the Act. 8

9 It is important to note that information may be commercially sensitive for a time (e.g. during a tender process) but afterwards it may not be. The timing of any request for information may be extremely important in determining whether or not information is exempt. However, Tenderers should note that no information is likely to be regarded as exempt forever. 7. Timetable for Submission Date Activity 22/06/15 Invitations to tender issued 17/07/15 Tender question deadline 27/07/15 Tender submission deadline 29/07/15 Panel tender review 03/08/15 Decision on appointed supplier and notification to unsuccessful bidders 9

10 Appendix 1 Tender Evaluation Scoring Matrix Company: Assessor: Date: Tender Reference Number: Criteria from Model Tender Document Section 1 UNDERSTANDING OF THE TENDER REQUIREMENTS Comments / Evidence Weight (A) 1-3 Score (B) 0-5 Weighted Score (A x B) Max 95 This section establishes that a supplier has the necessary experience in the tendered field. The Model Tender Document should have requested evidence of previous work relevant to the contract. The evaluator should ascertain whether the responses are relevant to the work tendered for. A demonstrable understanding of the potential scope of the project and those issues that will be critical to the implementation, development and sustainability of the project. The Tender should have provided a detailed synopsis of the requirements of the Tender. Their should be clear evidence of understanding the scope if supply. To score this section 0 Points Unsatisfactory response 1 Point Less than satisfactory response 2 Points Satisfactory response 3 Points Above satisfactory response Points Very good response 5 Points Response exceeded expectations Section 2 REQUIREMENT SPECIFIC This should include a full understanding of the activities to be delivered as detailed in section 2.1 of the tender specification document. To score this section 0 Points Unsatisfactory response 10

11 1 Point Less than satisfactory response 2 Points Satisfactory response 3 Points Above satisfactory response Points Very good response 5 Points Response exceeded expectations Section 3 PRICING The tenderer should provide a clear and detailed breakdown of the pricing structure of the proposal showing all elements of expenditure relating to the contract. Is the price tendered commensurate with the overall level of service being offered (value for money)? To score this section 0 Points Unsatisfactory response 1 Point Less than satisfactory response 2 Points Satisfactory response 3 Points Above satisfactory response Points Very good response 5 Points Response exceeded expectations Section EQUAL OPPORTUNITIES, ENVIRONMENTAL AND QUALITY MANAGEMENT POLICIES 1 Does the Tenderer have satisfactory Equal Opportunities, Environmental and Quality Management policies relevant to the Scope of Supply tendered for. Care must be taken not to discriminate against small organisations and start up businesses. If the Tenderer has responded with an acceptable statement as to why they have no policies then score appropriately. To score this section 0 Points Unsatisfactory response 1 Point Less than satisfactory response 2 Points Satisfactory response 11

12 3 Points Above satisfactory response Points Very good response 5 Points Response exceeded expectations Section 5 PRESENTATION DO NOT SCORE THIS SECTION UNLESS TENDERER HAS PRESENTED TO THE EVALUATION TEAM. Has the Tenderer provided a good overview of their offer detailing all the major points required. A poor presentation may lead to overall doubts about the ability of the Supplier to carry out the project. This section scores 20 points and will take the total Tender score to 115 points. To score this section 0 Points Unsatisfactory response 1 Point Less than satisfactory response 2 Points Satisfactory response 3 Points Above satisfactory response Points Very good response 5 Points Response exceeded expectations Totals Provide details of overall score and total after calculation with Weightings applied. Provide overall summary comments on the Tender Summary Form available on the intranet. TOTAL 12

13 Appendix 2 13