Kirklees Metropolitan Council : KMCCM-003 - Provision of Media Buying and Support

UK-Huddersfield: Advertising services.

Section I: Contracting Authority
   I.1)Name, Addresses and Contact Point(s):
      The Council of the Borough of Kirklees
      Communities, Transformation and Change - Communications and Marketing, Civic Centre I, High Street, Huddersfield, HD1 2NF, United Kingdom
      Tel. +44 1484221000, Email: max.ahmed@kirklees.gov.uk, URL: www.kirklees.gov.uk, URL: www.yortender.co.uk
      Contact: NUTS Code: UKE43 - Calderdale, Kirklees and Wakefield, Attn: Max Ahmed
      Electronic Access URL: www.yortender.co.uk
      Electronic Submission URL: www.yortender.co.uk

      Further information can be obtained at: As Above       
      Specifications and additional documents: As Above       
      Tenders or requests to participate must be sent to: ANNEX A.III
            
   
   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: SERVICES
   II.1)Description
      II.1.1)Title attributed to the contract by the contracting authority: KMCCM-003 - Provision of Media Buying and Support
      II.1.2)Type of contract and location of works, place of delivery or of performance: SERVICES         
         Service Category: 13

         Region Codes: UKE43 - Calderdale, Kirklees and Wakefield         
      II.1.3) Information about a public contract, a framework or a dynamic purchasing system: The notice involves the setting up of a framework agreement                                                        

      II.1.4)Information on framework agreement:      
            Framework agreement with several operators
            maximum number of participants to the framework agreement envisaged: 6
         Duration of the framework agreement:
            Duration in year(s): 4             
         Estimated total value of purchases for the entire duration of the framework agreement:
                                    
            Range between: 400,000 and 650,000
            Currency: GBP
                  
      II.1.5)Short description of the contract or purchase:
      Advertising services. Advertising campaign services. This framework is for the provision of media buying (Campaigns and Advertising) across a range of channels including but not exclusive to billboards, ad-shells, and buses, as well as digital channels such as YouTube (or equivalent), online and digital displays. Operators must have the ability to plan, implement and deliver media schedules to client brief that utilises the best mix of channels to reach different target audience groups based on insight. The approach must offer both best value and ensure that the Contracting Authority's marketing objectives and targets are being met or exceeded. The duration of the framework agreement is for an initial period of two (2) years, with an option to extend for two (2) years. The Framework Agreement is anticipated to commence on 7 September 2015 and will expire on 6 September 2017, with a possible extension from 7 September 2017 to 6 September 2019.
         
      II.1.6)Common Procurement Vocabulary:
         79341000 - Advertising services.
         
         79341400 - Advertising campaign services.
         

      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:
      This Framework Agreement is for the provision of media buying (campaigns and advertising) across a range of channels including but not exclusive to billboards, ad-shells, and buses, as well as digital channels such as YouTube, online and digital displays. The Framework Agreement will be for an initial period of two (2) years with an option to extend for up to a further two (2) years. The total value of the Framework Agreement is estimated to be between four hundred thousand Pounds Sterling (£400,000) and six hundred and fifty thousand Pounds Sterling (£650,000). The upper value will be dependent on whether any "Fostering and Adoption" campaigns are called off from the Framework Agreement. Each campaign and all elements of it are integrated (i.e. the Contracting Authority will expect Service Providers to buy space in a number of integrated channels such as ad-shells, billboards, poster sites). It is anticipated that the value of the vast majority of campaigns commissioned under this Framework Agreement will not normally exceed fifteen thousand Pounds Sterling (£15,000) in value, with the only notable exception being any Fostering and Adoption campaigns.                  
         Estimated value excluding VAT:
         Range between: 400,000 and 650,000
         Currency: GBP
               
      
      II.2.2)Options: Not Provided         
         II.2.3)Information about renewals:
            This contract is subject to renewal: Not Provided         
   II.3)Duration Of The Contract Or Time-Limit For Completion      
         Duration in months: 48 (from the award of the contract)

   Information About Lots
               
Section III: Legal, Economic, Financial And Technical Information
   III.1)Conditions relating to the contract
      III.1.1)Deposits and guarantees required:
      The Contracting Authority reserves the right to require parent or ultimate holding company guarantees and/or performance bond on its standard terms.
      
      III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
      Payments are to be made in accordance with Clause 4.1 of the Call Off Conditions attached to the proposed form of Framework Agreement contained within the Tender Documents published at the same time as this notice, including payments within 30 days of receipt of a valid invoice.
      
      III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
      The Contracting Authority reserves the right to require such economic operators to take a particular legal form or to require a single economic operator to take primary liability or to require that each party undertakes joint and several liability. If a tender application is made by a group of separate legal entities, then said application must also be signed by all members of the group and supporting information must be submitted as part of the application clearly defining the roles of all members and providing the information that the Tender Documents ask for, regarding each member. Also, in the case of a group application, tenderers are required to state clearly in a written statement to be signed and submitted with their other tender submissions confirming that the group will: (i) undertake joint and several liability in relation to any agreement to be entered into concerning the Council’s requirements mentioned in this Business Questionnaire; or (ii) include one member that will take primary liability for the group; or (iii) form a Company that is guaranteed without limitation by each member of the group.
      
      III.1.4)Other particular conditions:
         The performance of the contract is subject to particular conditions: Not Provided      
   III.2)Conditions For Participation
      III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers:

      In accordance with Article 57 and 59 to 61 of Directive 2014/24/EU and Regulations 57 and 59 to 61 of the Public Contract Regulations 2015, and as set out in the Business Questionnaire available from the address as set out in Section (I.1) of this notice, the Contracting Authority reserves the right to refuse any Applicant's application and to exclude its tender from the evaluation in any of the circumstances as follows:- (i) in the event the completed Business Questionnaire, supporting information and/or any other tender submissions are incomplete, inaccurate or misleading or otherwise not submitted in accordance with the requirements set out in this Business Questionnaire or any of the other Tender Documents; and/or (ii) for any reason specified in Regulation 57 (Exclusion Grounds) of the Public Contracts Regulations 2015, which requires or permits the Council not to select or to treat any Applicant as an ineligible economic operator; and/or (iii) where the Applicant’s submitted Business Questionnaire achieves an overall score of less than 26 (out of a maximum score of 40) following assessment using the scoring system stated above; and/or (iv) where stated in the criteria mentioned in Sections A to H of this Business Questionnaire published at the same time as this notice; and/or (v) in the case of a group/consortium application (see Section (III.1.3) of this notice above), if any other member(s) of the consortium is/are excluded under (i) to (iv) above. Tenderers must complete Section C of the Business Questionnaire contained within the Tender Documents published at the same time as this notice.      
      III.2.2)Economic and financial capacity
         Economic and financial capacity - means of proof required:         
         (a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
         
         Information and formalities necessary for evaluating if requirements are met:
         Applicants must complete Sections B and D of the Business Questionnaire contained within the Tender Documents.         
         Minimum Level(s) of standards possibly required:
         Responses to B1 - Applicants must provide their most recent completed two (2) years accounts. The Applicants will be vetted on their financial viability for this Framework Agreement. Applicants will pass if they have sufficient finances equivalent to two times (2x) the estimated value of the Framework Agreement. In addition, the Contracting Authority reserves the right to carry out additional financial vetting. If this additional financial vetting leads the Contracting Authority, acting reasonably, to conclude (considering the risk that the relevant answer suggests about the Applicant's ability to properly perform the Framework Agreement) that it would be inappropriate to select the Applicant on this occasion, this may result in exclusion.

Responses to B2: If an Applicant has indicated within their Business Questionnaire responses that their parent or holding company is prepared to guarantee their performance of the Services under the Framework, the information provided in response to B2 must relate to said guarantor, and will be used in the financial assessment of the Applicant for B1.

Responses to B3: Information provided will be used to update the information provided at B1.

Responses to Section D1: If the Applicant does not possess the minimum levels of insurance cover required by the Contracting Authority under this Framework Agreement, then they must confirm that if awarded a place on the Framework Agreement that they will ensure they will meet the minimum insurance requirement, at no extra cost to the Contracting Authority, before the Commencement Date of the Framework Agreement. If the Applicant's insurances do not meet the Contracting Authority's minimum requirements and the Applicant does not provide confirmation that it will meet the said requirements before the Commencement Date of the Framework Agreement, this will result in exclusion.

Responses to Section D2: D2 of the Business Questionnaire will not be scored. However, if the response leads the Contracting Authority, acting reasonably, to conclude (considering the risk that the relevant answer suggests about the Applicant's ability to properly perform the Services to be called off under the Framework Agreement) that it would be inappropriate to select the Applicant on this occasion, this may result in exclusion.
      
      III.2.3)Technical capacity
         Technical capacity - means of proof required         
         
         Information and formalities necessary for evaluating if requirements are met:
         Tenderers must complete Section E of the Business Questionnaire contained within the Tender Documents published at the same time as this notice.         
         Minimum Level(s) of standards possibly required:
         Responses to Sections E1, E2 and E3 will each be scored as follows: 3 or more relevant examples (matching client requirement) = 5; 2 relevant examples (matching client requirement) = 3; 1 relevant example (matching client requirement) = 1; Poor examples or no relevant examples provided = 0. Responses to Sections E3: In addition, if the Contracting Authority receives no references, or if any information obtained from referees leads the Contracting Authority, acting reasonably, to conclude (considering the risk that the relevant answer suggests about the Applicant’s ability to properly perform the contract) that it would be inappropriate to select the Applicant on this occasion, then the Contracting Authority reserves the right to exclude the Applicant.

Responses to Sections E4: Responses to Section E4 will each be scored as follows: No penalties, damages, terminations, non-renewals or withdrawals = 5; Penalties, damages, terminations, non-renewals or withdrawals applied with satisfactory explanation = 3; Penalties, damages, terminations, non-renewals or withdrawals applied without satisfactory explanation = 1

Responses to Sections E5: Responses to Section E5 are primarily for information only. However, any answer which leads the Council, acting reasonably, to conclude (considering the risk that the relevant answer suggests about the Applicant’s ability to properly perform the contract) that it would be inappropriate to select the Applicant on this occasion, will result in exclusion.

Responses to Sections E6: Responses to Section E6 will each be scored as follows: No, or Yes with adequate explanation = 5; Yes with inadequate or no explanation = 1      
      III.2.4)Information about reserved contracts: Not Provided   
   III.3)Conditions Specific To Service Contracts
      III.3.1)Information about a particular profession:
         Execution of the service is reserved to a particular profession: Not Provided      
      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: Not Provided
Section IV: Procedure
   IV.1)Type Of Procedure
      IV.1.1)Type of procedure: Open
   
   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: KMCCM-003      
      IV.3.2)Previous publication(s) concerning the same contract: No

      IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document:


         Not Provided      
      
      IV.3.4)Time-limit for receipt of tenders or requests to participate
         Date: 10/08/2015
         Time: 13:00      
      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
         Duration in month(s): 6
      
      IV.3.8)Conditions for opening tenders
         Not Provided

Section VI: Complementary Information

   VI.1)This Is A Recurrent Procurement: No
   VI.2)Information about European Union funds:
      The contract is related to a project and/or programme financed by European Union funds: No       
   VI.3)Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender. Positions on the Framework will be awarded on the basis of most economically advantageous tender (60% Quality; 40% Price) in accordance with the criteria set out in Part D (i.e. Tender Evaluation and Award Criteria) of the Information and Instructions to Tenderers Documents published at the same time as this notice. The Tender Documents are available from the address as set out in Section (I.1) of this notice.

The Framework will not be divided into Lots on the grounds that:
(i) Each campaign and all elements of it are integrated (i.e. the Council will expect the Service Provider to buy space in a number of integrated channels such as ad-shells, billboards, poster sites);
(ii) It is the Council's reasonable opinion that for a single campaign it would be logistically quite complicated, costly and resource intensive to utilise multiple lots, undertake multiple assessments and then recompile a single campaign with multiple Service Providers, so that it can be delivered as an integrated strategy;
(iii) It is anticipated that the value of the vast majority of campaigns relevant to the Services called off under this Framework will not exceed fifteen thousand Pounds Sterling (£15,000), the only notable exception known at this time being any campaigns for the Council's Fostering and Adoption Service;
(iv) Almost all these campaigns will be localised to the administrative area of Kirklees, with no intention in any event to go wider than West Yorkshire and Calderdale.

Electronic ordering will be used, electronic invoicing will be accepted, and electronic payment will be used.
To view this notice, please click here:
https://www.delta-esourcing.com/delta/viewNotice.html?noticeId=133448972
GO-2015625-PRO-6719500 TKR-2015625-PRO-6719499
   
   VI.4)Procedures For Appeal
      VI.4.1)Body responsible for appeal procedures:
      Not Provided

      VI.4.2)Lodging of appeals: The Council will incorporate a minimum 10 calendar day standstill period at the point when information on the award of the Framework Agreement is communicated to tenderers. If an appeal regarding the award of the Framework Agreement has not been successfully resolved the Public Contracts Regulations 2015 (SI 2015/102) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).   
   
      VI.4.3)Service from which information about the lodging of appeals may be obtained:
            Not Provided

   VI.5) Date Of Dispatch Of This Notice: 25/06/2015

ANNEX A
   
   III) Addresses and contact points to which tenders/requests to participate must be sent:
      Kirklees Council
      Physical Resources and Procurement, Civic Centre III, Market Street, Huddersfield, HD1 2TG, United Kingdom
      Email: procurement@kirklees.gov.uk
      Contact: procurement@kirklees.gov.uk