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Services Restricted Procedure Notice



SECTION I: CONTRACTING AUTHORITY

I.1) NAME, ADDRESSES AND CONTACT POINT(S) Official name: Graham Loughran, Postal Address: Basildon District Council, Town: Basildon, Telephone: 01268294492, E-mail: procurement@basildon.gov.uk, Contact Point(s): , For the attention of: Corporate Procurement, Postal Code: SS14 1DL, Country: UNITED KINGDOM, Fax: 01268294668, General address of the contracting authority (URL): www.basildon.gov.uk, Address of the Buyer Profile (URL): graham.loughran@basildon.gov.uk
I.1.1) Further information can be obtained at
I.1.2) Specifications and additional documents (including documents for a Dynamic Purchasing System) can be obtained at
I.1.3) Tenders or requests to participate must be sent to
I.2.1) Type of contracting authority
If 'other' please specify
I.2.2) Main activity or activities
Other
If 'other' please specify Local Authority
I.2.2) The contracting authority is purchasing on behalf of other contracting authorities? No

SECTION II: OBJECT OF THE CONTRACT

II.1) DESCRIPTION
II.1.1) Title attributed to the contract by the contracting authority UK-Basildon: Marketing and Communication Consultancy Services
II.1.2) Service Category 11.
II.1.2.1) Main place of performance Essex, UKEssex
NUTS Code UKH3.
II.1.3) The notice involves A public contract
II.1.4) Information on framework agreement (if appropriate)

Number
OR, if applicable, maximum number of participants to the framework agreement envisaged
II.1.4.1) Duration of the framework agreement (if appropriate)
Period in year(s)
OR month(s)
Justification for a framework agreement the duration of which exceeds four years
II.1.4.2) Estimated total value of purchases for the entire duration of the framework agreement (give figures only)
Estimated value excluding VAT
OR range: between
and
Currency
Frequency and value of the contracts to be awarded (if possible)
II.1.5) Short Description of the contract or purchase(s) Basildon District Council is seeking to appoint marketing/communication consultancy services in a partnership agreement to manage and provide advice to a newly structured Marketing and Communications team and Basildon District Council senior management/members. This consultancy also requires the provision of a full-time Head of Communications for which the successful agency would employ and be responsible for. The successful consultancy will have significant and demonstrable local authority communication experience and be able to show a clear and coherent plan for delivering added value to the current Marketing and Communications function and providing a full time Head of Communications. Business and management consultancy and related services.
II.1.6) Common Procurement Vocabulary (CPV)
Main Object: 79400000.
II.1.7) Contract covered by the Government Procurement Agreement (GPA)?
II.1.8) Division into lots
If yes, tenders should be submitted for
Lot No
II 1.9) Variants will be accepted No
II.2) QUANTITY OR SCOPE OF THE CONTRACT
II.2.1) Total quantity or scope (including all lots and options, if applicable) Basildon District Council has significantly reorganised its Marketing and Communications function over the past 12 months in order to help achieve its strategic improvement aims. The importance of Marketing and Communications within the Council is highlighted by the Head of Communication's direct reporting line to the Chief Executive (all other manager's report to a Head of Service). Also the cabinet member with responsibility for communications is the Leader of the Council. The team currently has an interim partnership agreement with another Council to help it deliver its Marketing and Communications service, including the provision of a Head of Communications. It is now seeking to engage in a long term partnership agreement with a marketing/communication management consultancy service to build on the restructured Marketing and Communications service and provide full time Head of Communications. Scope of the agreement The Marketing and Communication department led by the Head of Communications currently provides the following services in partnership with another local authority under the shared services agenda. We would be looking to continue this level of service under the new agreement: Media relations: Providing a pro-active and reactive service to national, local and trade media Developing and promoting stories that will interest national and local media to promote a positive image of Basildon Council and its strategic aims Promoting the image of the District Developing positive and pro-active relationships with the media Communication and campaign planning Forward planning to identify both positive and negative stories and issues Campaign planning with members and officers develop and implement campaigns focusing on major council work and initiatives Internal communications Providing Council staff with the information they need to be able to work to achieve the Council's strategic objectives Keep staff fully informed on internal and external campaigns Production of a suite of internal communication tools, including staff publications, the intranet, staff TV's and internal breifings Resident information services Using current and new communication channels to offer Basildon District residents, employees, businesses and visitors a full range of information about the Council and its services Production of the District Diary, the council newspaper, which is delivered to all homes in the District, the Council website and various external publications promoting Council services such as Leisure and benefits Promoting the work of the council Copywriting and design services Delivery of the council brand through in-house design team Copywriting expertise to departments for their external publications Producing effective communication materials for a range of audiences Events management for marketing purposes Providing event support to departments on range of community and more focused events, from the annual Basildon Festival and St George's Day, the benefit road shows and leisure events Member support on media and public relations To provide effective, professional and practical advice to members of the council formally and informally Head of Communications The partnership agreement requires the successful agency to employ a full time Head of Communications under contract, and provide consultancy services and advice to the team, other senior officers of the Council outside of the team, and Members. Along with reporting directly to the Chief Executive, the Head of Communications will be expected to provide strategic communications leadership within the team, internally through the organisation and externally. They will also be expected to directly line manage the team of 8 in accordance with the Council's roles and responsibilities expected of a senior service manager This includes: Attendance of Council's Executive Team (ET) meetings Attendance of Council's Strategic Management Team (SMT) and Operational Management Team (OMT) meetings Attendance at the weekly Leader's meeting with other officers and members Weekly one to one meetings with the Leader of the Council and other members as required Leading daily morning team meetings Responsibility for preparing and being in charge of the team's business continuity plan Responsibility for the development of staff through training and the setting and evaluation of individual performance reviews (IPR's) Responsibility for developing and monitoring the team's resources and budgets Representing the team and Council at partnership meetings and as required at internal and external functions/meetings Team structure Basildon District Council has significantly reorganised its Marketing and Communications function over the past 12 months in order to help achieve its strategic improvement aims. This has involved the creation of a new team structure, and the centralisation of other officers with responsibility for communications and marketing into the team. The team structure is as follows: Head of Communications (with line management responsibility for:) Senior Communications Officer (Basildon Renaissance Partnership) - deputises in absence of Head of Communications on media relations and external communications (externally funded) Web and Publications editor - deputises in absence of Head of Communications on internal and external publications and website Internal Communications Officer Communications Officer Marketing and Events Officer Cultural Promotions and Marketing Officer Graphic Designer Graphic Designer (Special Projects) Three officers are also part of the team but not directly line managed by the Head of Communications: Revenues and Benefits publicity and promotions officer Partnership communications co-ordinator (externally funded) Recycling Officer We are seeking expressions of interest from organisations prior to the PQQ stage. Please provide brief examples of projects and initiatives that you have been involved in that demonstrates experience with the local authority sector.
If known, estimated value excluding VAT (give figures only) 261000
OR range: between
and
Currency GBP
II.2.2) Options (if applicable)
If yes, description of these options
If known, provisional timetable for recourse to these options: Period in month(s)
or day(s)
Number of possible renewals (if any):
or Range: between
and
If known, in the case of renewable contracts, estimated time-frame for subsequent contracts: in month(s)
and/or days (from the award of the contract)
II.3) DURATION OF THE CONTRACT OR TIME PERIOD FOR COMPLETION
Either: Period in months 36
And / or days
Or: Starting
And/or ending

SECTION III: LEGAL, ECONOMIC, FINANCIAL AND TECHNICAL INFORMATION

III.1) CONDITIONS RELATING TO THE CONTRACT
III.1.1) Deposits and guarantees required (if applicable)
III.1.2) Main financing conditions and payment arrangements and/or reference to the relevant provisions regulating them
III.1.3) Legal form to be taken by the grouping of economic operators to whom the contract is to be awarded (if applicable)


III.1.4) Other particular conditions to which performance of the contract is subject (if applicable)
If yes, description of particular conditions
III.2) CONDITIONS FOR PARTICIPATION
III.2.1) Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
Any supplier may be disqualified who:

(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up or administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contracting authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organisation, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j) has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met
III.2.2) Economic and financial capacity
(a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking's overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
Information and formalities necessary for evaluating if requirements are met (If applicable)
Minimum level(s) of standards possibly required (if applicable)
III.2.3) Technical capacity
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given: - where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority, - where the recipient was a private purchaser, by the purchaser's certification or, failing this, simply by a declaration by the economic operator;
Information and formalities necessary for evaluating if requirements are met (If applicable)
Minimum level(s) of standards possibly required (if applicable)
III.2.4) Reserved Contracts (if applicable) No

III.3) CONDITIONS SPECIFIC TO SERVICES CONTRACTS
III.3.1) Execution of the service is reserved to a particular profession
If yes, reference of the relevant law, regulation or administrative provision
III.3.2) Legal entities should indicate the names and professional qualifications of the staff responsible for the execution of the service

SECTION IV: PROCEDURE

IV.1) TYPE OF PROCEDURE Restricted procedure.
IV.1.2) Limitations on the number of operators that will be invited to tender or to participate (when applicable)
Envisaged number of operators
Or Envisaged minimum number
and, if appropriate, maximum number
Objective criteria for choosing the limited number of candidates:
IV.2) AWARD CRITERIA
IV.2.1) Award criteria (please tick the relevant box(es)) B) The most economically advantageous tender in terms of: B2) the criteria as stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document.
IV.2.2) An electronic auction will be used
If yes, additional information about electronic auction (if appropriate)
IV.3) ADMINISTRATIVE INFORMATION
IV.3.1 File reference number attributed by the contracting entity (if applicable) Expressions of Interest should be addressed to email address procurement@basildon.gov.uk
IV.3.2) Previous publication concerning the same contract
If yes:
IV.3.2.1) Notice number in OJ:
Of
IV.3.2.2) Other previous publications
Notice number in OJ:
Of
IV.3.3) Conditions for obtaining specifications and additional documents (except for a DPS)
Time-limit for receipt of requests for documents or for accessing documents
Time:
Payable documents
If yes, Price (give figures only):
Currency
Terms and method of payment
IV.3.4) Time limit for receipt of tenders or requests to participate
Date 30/03/2010
Time 12:00
IV.3.5) Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6) Language(s) in which tenders or requests to participate may be drawn up English
Other - third country
IV.3.8) Conditions for opening tenders
IV.3.8.1) Date, time and place
Date
Time
Place (if applicable)
IV.3.8.2) Persons authorised to be present at the opening of tenders (if applicable)
If yes, authorised persons

SECTION VI: COMPLEMENTARY INFORMATION

VI.1) THIS IS A RECURRENT PROCUREMENT (if applicable)
If yes, estimated timing for further notices to be published:
VI.2) CONTRACT(S) RELATED TO A PROJECT AND / OR PROGRAMME FINANCED BY EU FUNDS
If yes, reference to project(s) and / or programme(s)
VI.3) ADDITIONAL INFORMATION (if applicable) GO reference: GO 10022618/01
VI.4) PROCEDURES FOR APPEAL
VI.4.1) Body responsible for appeal procedures
Body responsible for mediation procedures (if applicable)
VI.4.2) Lodging of appeals (please fill heading VI.4.2 OR if need be, heading VI.4.3)
Precise information on deadline(s) for lodging appeals:
VI.4.3) Service from which information about the lodging of appeals may be obtained
VI.5) DATE OF DISPATCH OF THIS NOTICE 26/02/2010


END OF NOTICE

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