TENDER FOR THE PROVISION OF COUNCIL ADVERTISING SERVICES (RECRUITMENT, PUBLIC NOTICES AND TENDERS)

Ards and North Down Borough Council Town Hall, The Castle BANGOR Co Down, BT20 4BT

SECTION 1

INSTRUCTIONS AND INFORMATION FOR TENDERERS

1. INVITATION TO TENDER

Tenders are sought by Ards and North Down Borough Council for the Provision of Council Advertising Services (Recruitment, Public Notices and Tenders)

As the value of the contract is above the European threshold for procurement, under the Public Contracts Regulations 2015, the opportunity is published in the Official Journal of the European Union (OJEU).

The Tenderer shall be deemed to have satisfied themself before submitting its tender as to the accuracy and sufficiency of the rates and prices stated in their tender which shall (except in so far as is otherwise provided in the Contract) cover all the Contractor’s obligations under the Contract and the Contractor shall be deemed to have obtained for itself all necessary information as to risks and any other circumstances which might reasonably influence or affect the Contractor’s tender.

2. SUBMISSION OF TENDER VIA ETENDERSNI

Tenders should be returned no later than 12noon on 24 August 2020.

Tenders received after this time will NOT be considered.

The tender submission must be completed as directed and returned via eTendersNI, as per the instructions below.

eTendersNI is the Contracting Authority’s electronic tendering system. Should you have any queries or if you are having any problems registering on the portal, please contact eTendersNI’s dedicated supplier helpdesk by calling 0800 240 4545 or emailing: ni- [email protected]

The tender submission must be completed as directed and returned via eTendersNI. Telephoned, faxed or emailed submissions will not be accepted.

The tender submission can be uploaded at any time before the submission deadline specified within this document. Submissions can be retrieved and re-submitted any time before the submission deadline.

The tender submission must be submitted on the eTendersNI system no later than the tender submission deadline specified above. The option to submit your response will be removed on the system at the moment the submission deadline is passed.

When uploading your response, please be aware of the speed of your internet connection, your system configuration and general web traffic that may impact on the time required to complete the transaction. Uploading and submitting of the response must be completed by the final submission deadline. In order for the tender submission to be completed, the whole tender package must be uploaded before the submission deadline. If the submission deadline passes while the tender submission is in transit, the tender will be rejected by the system.

Instructions for submitting responses are contained within the Manual for EO end users available from the “help” area on the eTendersNI homepage. Short video walkthroughs of preparing and submitting your response are also available from the “supplier walkthrough help guides” area on the eTendersNI homepage.

Please note that in order to upload your response you will need the following software: • Use one of the following web browsers: Internet Explorer (version 7 or higher), Mozilla Firefox (version 3.5 or higher). • Have a valid e-mail address • Java Runtime Environment (version 1.7 or higher). • Click on the following link to verify your Java version: https://www.java.com/verify • Click on the following link to download the latest Java version: http://www.java.com/en/download/manual.jsp • Javascript must be enabled in your browser, Session Cookies enabled, Internet access through HTTP/HTTPS. • Click on the following link to check whether Javascript is enabled: http://enable- javascript.com/

In order to submit your response via eTendersNI you are required to answer the on-line questions within each section of the response forms and upload attachments where appropriate. Upon notification of 100% completion, click ‘Pack and Submit tender’ in the menu at the top of the screen. These responses can be retracted and re-submitted any time before the closing date.

NB: Save your draft tender before you open any other menu or leave the tender preparation tool.

All saved data in your draft tender is stored locally on your PC. No data is transferred to eTendersNI until you click on the “Pack and Submit tender" button, which encrypts and submits your tender. Please note that documents must be formally submitted prior to the closing date and time, in order to be considered for evaluation.

When uploading your submission please ensure that:

• Please note that although the attachment limit for a single document within a tender submission is 50MB, the maximum permitted overall submission size is 99MB.

• Where multiple file attachments are to be uploaded you upload them in batches totalling less than 50MB at a time;

• You save each profile certificate and/or attachment once it is uploaded and check it is correct;

• You have checked that your whole submission has been uploaded correctly, including all form fill documentation and attachments; and

• Once uploaded and saved a final check of the submission is carried out to ensure the document/s uploaded contains ALL the answers and any profile certificates and/or attachments to the correct version number specifically requested.

• You save your response at regular intervals and verify that you have the correct version of JAVA installed.

• Please ensure that you allow sufficient time to complete your tender submission using the eTendersNI Tender Preparation Tool. Please note that the Tender Preparation Tool requires operations to be performed both on the user’s computer and also the transfer of the submission via the internet onto the eTendersNI site. As such there are a number of variables that may affect the length of time that it takes for your tender submission to be received by the online system.

• Tenderers are reminded that responses must have completed the submission cycle on eTendersNI before the published closing date and time.

Responses may be uploaded at any time before the closing time and date and if you experience difficulties with the system, please contact the eTendersNI Helpdesk. Tender submissions can be retracted and resubmitted any time before the final submission time.

Please do NOT wait until near the closing time on the day that your response is to be submitted.

Please be advised that INCOMPLETE SUBMISSIONS MAY BE REJECTED.

The Contracting Authority cannot accept responsibility for transmission delays. It is the responsibility of the Economic Operator to ensure that its tender response has been submitted in the prescribed manner and in accordance with the specified deadline.

All submissions must be in English and prices in Sterling, exclusive of VAT.

3. CONTRACT PERIOD

The Contract start date is as detailed in the Tender Specification, the Contract will initially be awarded for a period of two years and subject to performance as agreed on contract award, there will be an option to extend for a further 3 x 12 month periods, subject to review and by written agreement of both parties.

4. CLARIFICATION

Before submitting a tender, clarification should be sought on any points of doubt. The deadline for receipt of points for clarification is three working days (12 noon on 19 August 2020) before the tender return date and time. During the tender period, requests for clarification cannot be made by telephone or in person, requests for clarification must be made via the e-tenders NI site.

Responses to requests for clarification will be circulated to all Economic Operators, without identifying the source of any requests.

Where an Economic Operator believes that a clarification is confidential in nature, the request for clarification should clearly identify that the Economic Operator wishes the response to be kept confidential and not circulated to all Economic Operators.

In all circumstances, the Contracting Authority/Managing Agent reserves the right to issue clarification responses to all Economic Operators at any stage when it believes, at its sole discretion, the clarification should be issued to all Economic Operators.

The tenderer will be expected to have satisfied itself that the tender price submitted will cover all expenses and obligations under the Contract, the Specification and the Conditions are acceptable before the tender is submitted. No claims can subsequently be made for omissions.

5. WRITTEN ACCEPTANCE

Acceptance by the Council will only be made by written instruction to the successful Contractor.

6. EXPENSES AND LOSSES

The Council shall not be responsible for, or pay for, any expenses or losses that may be incurred by any tenderer in preparing their tender proposals. It is the responsibility of prospective tenderers to obtain for themselves, at their own expense, any additional information necessary for the preparation of their tenders.

7. LOWEST TENDER

The Council is not bound to accept the lowest or any tender or part thereof.

8. CONFIDENTIALITY

Tenderers should treat the tender documents as private and confidential between the tenderer and the Council. Tenderers should note that the Council shall use the tender documents for the purposes of evaluation and that the tender documents held will be destroyed in line with Council disposal schedules.

9. RIGHT TO ISSUE FURTHER INSTRUCTIONS

During the tendering period, the Council reserves the right to make changes to the Contract Documentation and the tenderer, will without reservation, accept such changes. Should it be necessary for the Council to amend the tender documentation in any way, prior to receipt of tenders, all tenderers who have downloaded documents will be notified simultaneously via the eTenders NI portal.

10. SUSTAINABLE DEVELOPMENT, ENVIRONMENTAL MANAGEMENT AND BIODIVERSITY

The Council is committed to the principles of Sustainable Development, Environmental Management and protection of biodiversity. All tenderers should be aware of the Council’s Sustainability and Environmental Policy and agree to abide within its principles. Tenders must follow and adhere to any Environmental Management procedures concerning the provision of goods and services to the Council. The Council is committed to furthering the conservation of biodiversity and requires tenders to be mindful of this and where appropriate ensure that goods and services do not adversely affect local or global biodiversity.

11. ASSÚMPTIONS

Tenderers must not make assumptions the Council have prior knowledge of their organisation or their service provision. Tenderers will only be evaluated on the information provided in their response.

12. COMPLIANCE

Tenders must be submitted in accordance with these Instructions to Tenderers. Failure to comply may result in a Tender being rejected by the Council.

13. PERIOD TENDERS ARE TO BE HELD OPEN

Tenders must remain valid for acceptance for a period of three months from the closing date for submission of tenders.

14. QUALIFIED TENDERS

Qualification of tenders may result in rejection thereof.

15. EVALUATION CRITERIA

Tenders for each area will be evaluated using the following criteria and associated weightings.

In order to submit your response via eTendersNI you are required to answer the on-line questions within each section of the response forms and upload attachments where appropriate. Upon notification of 100% completion, click ‘Pack and Submit tender’ in the menu at the top of the screen. These responses can be retracted and re-submitted any time before the closing date. All saved data in your draft tender is stored locally on your PC. No data is transferred to eTendersNI until you click on the “Pack and Submit tender" button, which encrypts and submits your tender.

NB: Save your draft tender before you open any other menu or leave the tender preparation tool.

A two-stage process will be used to evaluate tenders for this project.

STAGE 1 – SELECTION CRITERIA

Selection Criteria Mark

Minimum Standards of Experience Pass/Fail

Economic and Financial Standing Pass/Fail

Tenderers who provide the Council with the relevant information requested will receive a pass mark and move on to Stage Two – Award Criteria. Their submission will then be evaluated against the following criteria.

STAGE 2 – AWARD CRITERIA

Criteria Weighting

Methodology 40%

Cost 60%

Total 100%

Format of Response

Stage 1: Selection Criteria

Minimum Standards of Experience - Pass/Fail

Tenderers must complete Document B – Minimum Standards of Experience.

Tenderers must clearly demonstrate that they meet the minimum standards of experience set out below.

The proposed team of personnel involved in delivering the contract must demonstrate a minimum of three years relevant experience within the last five years of providing a similar integrated advertising service for an organisation involving: • proof reading copy; • producing and proofing artwork in line with corporate brand guidelines; • placing advertisements, including negotiating discounts, on behalf of clients; • providing proof of print.

For the avoidance of doubt, it is experience of the team proposed that will be assessed under this award criterion. Provided all criteria are met by the combined team, you have addressed this criterion.

Within the last five years is deemed five years prior to the closing date of the tender. The relevant experience does not have to be with their current employer but must be within the last five years.

References may be sought from the clients identified in this section to confirm your suitability to undertake the commission.

Note: Failure to provide evidence to demonstrate that the proposed team of personnel can meet the minimum standards of experience as detailed above will result in the elimination of your tender submission.

Only information contained within Document B will be considered when evaluating the minimum standards of experience.

Economic and Financial Standing - (Pass/Fail)

In order to determine your organisation’s current financial standing, tenderers must acknowledge within the eligibility criteria as directed on eTendersNI their ability to meet the requirement detailed below.

Pre-Award

In advance of the 10-day standstill period the tenderer selected will be required to provide evidence that they meet the above criteria. This evidence must be in the form of a letter/reference from your bank which must detail that your account is conducted in a satisfactory manner and that, from a financial perspective only, your organisation could fulfil a contract of the stated value or a set of audited accounts which demonstrates economic and financial standing to the satisfaction of the contracting authority.

If any economic operator is unable to provide this information once asked, they may be excluded from the process and the next placed tenderer for the lot will be approached.

Those tenders which successfully provide the Council with the relevant information requested will receive a pass mark and move on to stage 2 and their submission will then be evaluated against the following criteria.

Stage 2 – Award Criteria

Tenders will be evaluated using the following criteria and associated weightings:

Methodology 40%

Tenderers must complete Document C – Methodology.

Tenderers must provide a detailed Methodology on how they will carry out and deliver the Contract Requirements. This must include, but not be limited to:

• provide a proposed, step-by-step approach to the delivery of work detailing each element of the requirements, including meeting deadlines for both routine and urgent jobs and resource allocation against each key activity • submit details of account management arrangements, specifying the name and contact details of the designated account manager and other staff dedicated to this account. • specify timescales for the delivery of key activities • specify deadlines for the corporate communications team to submit advertisements to you, for all relevant daily and weekly publications • detail how a first draft and associated costs will be provided to the corporate communications team for final approval within four hours of receiving copy from the council

• confirm what monthly management reports will be provided to Council that will detail work completed and cost savings made.

Note: please refer closely to the tender specification when completing your response.

Your response for the above award criteria will be given a score out of 5 using the scoring matrix detailed in the Table below:

Measure Score Excellent response that meets the requirement. Indicates an excellent 5 response with detailed supporting evidence and no weaknesses.

A good response that meets the requirement with good supporting 4 evidence. Demonstrates good understanding of the requirement. The response generally meets the requirement but lacks sufficient detail to 3 warrant a higher mark.

A response with reservations. Lacks convincing detail to demonstrate that 2 the proposed response will meet the requirement.

An unacceptable response with serious reservations. Very limited detail to 1 demonstrate that the proposed response will meet the requirement.

The Tenderer failed to address the question. 0

Important note: The maximum available score is 5 (unweighted) for this award criteria. Any response for this / any award criteria which receives a score of 2 (unweighted) or less will be rejected and the proposal will be eliminated from the competition.

Cost 60%

• In order to determine the Predicted Annual Cost (PAC) for the service, Tenderers must complete Document D – Pricing Schedule.

Tenderers must specify their % rate of discount offered for each publication that will be applied to all Ards and North Down Borough Council advertisements against the publication rate cards. These rates will be fixed for the initial 2-year contract period.

The Predicted Annual Cost (PAC) is based on previous annual spend and is for tender evaluation purposes only. Tenderers must note that the estimated spend figures provided are not based on any anticipated future requirements and that there is no guaranteed level of work under this contract.

The Tender with the lowest cost after the % rates of discount for each publication have been applied will be awarded full marks and all other Tenders will have their score calculated to two decimal places as follows:

Lowest Tenderer Cost / Tenderer’s Cost x 60%

Tie Break Criteria In instances where tenderers achieve the same overall score and there is a tie break situation, the tenderer with the highest % score in cost will be awarded the contract. If the tie cannot be broken according to cost, it will be broken by the tenderer which received the highest marks for the following questions, to be taken in order of priority, until the tie is broken:

Order of Priority

• 1. Methodology

If when applying the tie breaker, a clear result is identified (i.e. the tie breaker score differentiates the tenderers who have the same score for the initial evaluation of bids), the process will be terminated at that step.

16. EXCLUSIVITY

The Contract will not preclude Council from approaching other providers if the services required are not specifically detailed in the contract documentation or are not available within a reasonable timescale as agreed on award of the contract.

17. STANDARD QUESTIONS

During the electronic submission of your tender response there will be online questions relating to this project which are mandatory and are required to be answered. In addition to project specific questions, there are questions relating to the following;

• Form of Tender; • Bribery, Collusion and Canvassing Declaration; • Fair Employment and Treatment (Northern Ireland) Order 1998; • Freedom of Information Statement; • Data Protection; • Conflict of Interest Statement; • Vat Registration; • Terms and Conditions – Services; and • Confirmations.

The successful Economic Operator may be required to complete and sign an original copy of the Form of Tender at the award stage of this competition.

There is a requirement to fully complete all information requested during the electronic submission of your tender. Failure to do so may result in a void tender.

It is important that tenderers take note of Ards and North Down Borough Council’s ‘ANDBC Terms and Conditions – Services’ as found in the Business section of the Council’s website: www.ardsandnorthdown.gov.uk

You will need to indicate that you agree and accept these Terms and Conditions.

18. ASSIGNMENT AND SUBCONTRACTING

As per clause 21 of the Council terms and conditions, which must be agreed to within the qualification envelope on submission of any tender response, the Contractor shall not assign, mortgage, charge or otherwise transfer any rights or obligations under this Contract without the prior written consent of the Council.

The Contractor shall not sub-contract any portion of the Contract without the prior consent of the Council. Sub-contracting any part of the Contract shall not relieve the Contractor of any obligation or duty attributable to it under the Contract.

The Contractor shall provide the Council with a list of all personnel engaged by its subcontractors and any subsequent amendments thereto and shall ensure that all other requirements of the Council are observed and complied with by any sub-contractor.

Where the Council has consented to the placing of sub-contracts, copies of each subcontract shall be sent by the Contractor to the Council immediately it is issued.

19. PRICE ADJUSTMENT ON EXTENSION OF THE INITIAL CONTRACT PERIOD

The Contract Price shall apply for the Initial Contract Period. If the Client agrees to extend the Initial Contract Period, the Client shall, in the 6-month period prior to the expiry of the Initial Contract Period, enter into good faith negotiations with the Contractor (for a period of not more than 30 Working Days) to agree a variation in the Contract Price.

If the Parties are unable to agree a variation in the Contract Price, the Contract shall terminate at the end of the Initial Contract Period.

If a variation in the Contract Price is agreed between the Client and the Contractor, the revised Contract Price will take effect from the first day of any period of extension and shall apply during such period of extension.

Any increase in the Contract Price shall not exceed the percentage change in the Office of National Statistics’ Consumer Prices Index (CPI) (or another such index specified in the Pricing Schedule) between the Commencement Date and the date 6 months before the end of the Initial Contract period.

20. PROCUREMENT TIMETABLE

The timetable for procurement is detailed in the table below. Whilst every attempt will be made to adhere to the timetable, delays may occur during the tendering phase. This timetable cannot be guaranteed and is indicative only. If significant variations occur to the timescales indicated, the Council will keep tenderers updated using the eTendersNI messaging system.

Procurement Activity LATEST DATE

Publish Advert 22 July 2020

Publish documentation on eTendersNI 22 July 2020

Closing date for return of Tenders 24 August 2020

Report to Council 30 September 2020

Award Contract October 2020

Contract commence October 2020

21. OTHER INFORMATION

Tenderers should note that where quantities or values are given in this specification, they are estimates only and shall not be binding on the Council. Requirements are subject to changes in demand and the type and expenditure profiles for previous years are given only as a guideline and are not based on any anticipated requirements during the Contract period.

Any contracts awarded as a result of this tender competition will be based on the most economically advantageous offer, which offers Best Value.

SECTION 2

TENDER SPECIFICATION

Background Ards and North Down Borough Council is in the east of Northern Ireland, covering the Ards Peninsula, most of Strangford Lough and the southern shore of Belfast Lough. It comprises an area of 228 square miles, which combines attractive coastline with many pleasant open spaces. The borough has a population of 157,000. This Council’s focus now, is moving beyond transitional change to the transformation of services to deliver the best services to our residents and visitors in this customer orientated environment. The Council provides a range of services to residents, as well as support for businesses and visitors. This new beginning for local government is reflected in the corporate plan for Ards and North Down Borough Council:

Our Purpose Our purpose is to make Ards and North Down the best place to live, work, visit and invest.

Our Vision Our vision is that Ards and North Down will be a place to be proud of which is more prosperous, vibrant, healthy, and sustainable and where people enjoy an excellent quality of life.

Further information about the Council can be found on the Council’s website at http://www.ardsandnorthdown.gov.uk

Range of Services The Council engages in a range of Local Authority activities including but not limited to, Leisure Services, Community Services, Parks and Open Spaces, Tourism, Cultural Facilities, Refuse Collection, Street Cleansing, Environmental Health/Technical, Registration of Deaths, Births and Marriages, Burial Grounds, Public Conveniences, Administration, Employment, Finance, Economic Development, Building Control, Planning (including local Development Planning functions), Local Roads, Public Realm, Rural Development, Urban Regeneration, Community Planning and Local Economic Development.

The Council has identified a need for the following requirement.

Requirement

Ards and North Down Borough Council is obliged by law to notify the public of various activities and procedures. One means by which this is achieved is through placing a public notice in relevant newspapers. The majority of this statutory advertising incorporates notice of public holidays, recruitment exercises, public consultations, grant aid and tenders. It is therefore expected that the Council will place a significant number of advertisements. The Council’s Corporate Communications team (which provides an integrated marketing communications service for Ards and North Down Borough Council, including overseeing Council advertising) wishes to appoint an experienced advertising agency to provide a fully integrated service, to set, manage and place these advertisements on behalf of the Council.

The decision on where advertisements will be placed, is at the discretion of Ards and North Down Borough Council.

The publications used most frequently by Ards and North Down Borough Council include:

• local papers, for example, The County Down Spectator, The Newtownards Chronicle and the Down Recorder. • regional newspapers - the Belfast Telegraph, Irish News and the Newsletter. • advertisements on occasion may be placed within all Ireland newspapers for example, The Irish Times.

This list is in no way an exhaustive list; advertisements required in publications outside of this list will be agreed with the successful tenderer if and when required.

The Contract • One advertising agency will be appointed, to provide an integrated advertising service for the setting and placement of all Council advertising (recruitment, public notices and tenders), to an agreed template. The appointed company will be required to: o be responsible for contacting publications as requested by the Council’s corporate communications department officers; o Provide a designated account manager and dedicated staff team who will be the contacts for the daily administration in relation to advertisements. o Communicate and manage booking and copy deadlines to ensure that advertisements are produced, approved, booked and submitted for publication in a timely manner. A first draft of the advertisement must be provided within four hours of receiving copy from the Council; o Place recruitment adverts, public notices and tenders in key regional and local publications on specific dates as and when requested by the council. (Newspapers most frequently used are The County Down Spectator, the Newtownards Chronicle, the Belfast Telegraph, the Irish News and the Newsletter);

o Adhere to Council brand guidelines, using the corporate template and style to present a professional Council image for all advertising; o Offer the Council an attractive rebate on the appointed company’s commission; o Negotiate with publications on the Council’s behalf on a regular basis to secure additional savings, optimal rates and positioning; o Proof read all documents, verifying spelling and grammatical errors and forwarding each draft to the designated council officer for approval prior to insertion in any publication from the Council; o Normally enable the Council to place advertisements, public notices and tenders up to at least one clear working day prior to publication of the Belfast Telegraph, the Newsletter, the Irish News, the County Down Spectator and the Newtownards Chronicle and be able to facilitate (design and place an advertisement) last-minute urgent jobs with a turnaround of as little as one hour when required; o A unique job number must be allocated to each advertisement and individual invoices for each advertisement placed issued which clearly detail the title of insertion, publication(s), insertion date(s), size and cost (including savings made). Voucher copies must be attached to the invoice; o Provide monthly management reports detailing work completed and cost savings made. o Charge the Council for the media placement of its advertisements, public notices and tenders based on current rate card prices. There must be no hidden charges for the services of design, artwork, typesetting, copywriting, advice and guidance or media planning and buying. o There may be an occasional requirement for the design and placement of other forms of advertising

Contract period and Costs

It is anticipated that the contract will be awarded in October 2020. The contract will initially be awarded for a two-year period, with an option to extend for a further 3 x 12-month periods, to be reviewed annually.

The estimated requirements for this work are approximately 30 - 35 advertisements per month across all publications with an estimated annual spend of £100,000. The table below shows the breakdown of estimated annual spend against each publication:

Title Estimated Annual Spend Co. Down Spectator £33,000 Newtownards Chronicle £35,500 Belfast Telegraph £21,000 Down Recorder £500 News Letter £5,000 Irish Times £5,000

Note - These are estimated quantities of requirements and amounts of annual spend are based on previous years contract usage. Council gives no guarantee of future business based on these figures, they are given for information and tender evaluation purposes only.

The rates tendered in the pricing schedule must remain fixed and firm for the initial period of the contract. Any increases in prices will require evidence through use of market information. Rates for other publications will be agreed with the successful tenderer if and when required.

Tenderers must submit rates for all publications listed in the Pricing Schedule. Tenderers must note it is a condition of this contract that rates must be provided for every publication specified in the Pricing Schedule. Failure to do so will result in a non-compliant bid. Council reserves the right to amend the pricing schedule during the tender process if it deems this to be necessary.

Contract Management

The appointed company will be required to: • appoint an account manager/point of contact to oversee the contract and liaise between the Council and media monitoring company to ensure agreed standards are being maintained. • attend an initial briefing meeting once the contract is appointed and any subsequent meeting as requested. • The Council must be able to contact the supplier regarding any query between the hours of 8:30am to 5.00pm Monday to Friday, excluding Statutory Public Holidays. The Council requires a response to an initial enquiry within one working day. The appointed company must also provide ‘Out of Hours’ support, ensuring that a named key appointed person is available outside these normal working hours for emergency contact required at no additional cost to ensure that urgent requests from the Council. for support to be actioned. • Attend quarterly contract review meetings. The exact format of these meetings will be agreed with the successful tenderer following contract award.