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Media Monitoring and Evaluation and Related Services Media Monitoring and Evaluation and Related Services RM3708 Direct Award Guidance 1 Contents 1. Direct Award Process 3 2. Which call-off option should I use? 3 3. How to use the Direct Award pack 5 4. Framework Suppliers 7 5. Direct Award Criteria 7 6. ITT selection questionnaire and supplier answers – Lot 1 9 7. ITT selection questionnaire and supplier answers – Lot 2 108 2 Direct Award Process Customers have two options when calling off from RM3708 Media Monitoring Framework Agreement: 1. Further competition (you can find more information on this process here) 2. Direct award When using the direct award call-off option please ensure to follow your organisation’s internal policies and procedures – it is your responsibility to keep an audit of how your decision to use direct award was reached. This decision is down to customer discretion, and so you must be satisfied that you are selecting the best value route. How do I know which call-off option to use? Does your budget equate to less than £20k (excluding VAT) over a 12 month period? No Yes Further Competition only Direct Award or Further Competition Scenarios: 1. Customer has £100k budget over four years. Year 1 spend will be less than £20k. The customer cannot use direct award as they have forward visibility of spend and the average per year is over £20k. 2. Customer has a one-off requirement with a budget of £30k. The customer cannot use direct award as the spend is over £20k 3. Customer has a requirement for two years with a budget of £40k. The customer believes they will spend 2/3 of their budget in the first year. The customer cannot direct award as they will be spending over £20k in a 12-month period. 4. Customer has a one-off requirement with a budget of £20k or less. The customer can use the direct award process. This document provides guidance on using the direct award process. Customers can make a direct award when they are able to demonstrate that a particular service represents the best value without going to further competition. Inappropriate use of direct award is viewed as a serious breach of procurement rules and is likely to result in the contract being declared ineffective and the imposition of severe sanctions under OJEU procurement rules and regulations. 3 Direct award is intended as a call-off option for customers using this agreement with requirements that are low value (under £20,000 per annum excluding VAT). Direct award is not a route for bypassing competition. It still requires you, as the customer, to evaluate bid responses from the framework suppliers to identify if a direct award is possible and whom it should be made to. Direct award eliminates the option for any further reductions in price. The price quoted on rate cards are the prices you will pay. Pricing schedules can be downloaded from CCS eSourcing suite. Prospective customers can register for the CCS eSourcing tool by following this link: http://ccs-forms.cabinetoffice.gov.uk/using- esourcing-suite-0. For further guidance on downloading pricing please click here. 4 How to use this Direct Award Pack This pack contains details of the non-price information (questionnaire responses) received from Suppliers via the ITT for RM3708. The information contained within this document should be used for the purposes of identifying the most suitable supplier to direct award a call-off for your requirement. Before using this direct award pack you may find it useful to read our customer guidance notes – they can be found within the documents tab on the Media Monitoring webpage - http://ccs-agreements.cabinetoffice.gov.uk/contracts/rm3708 To award by direct call-off you should: 1. Firstly determine which Lot is most appropriate for your requirements then identify all suitable suppliers for your requirement (i.e. all suppliers in the Framework Lot under which you wish to contract – set out in section 2 below). Please note you may not select suppliers on the basis of the optional Lot 1 services that they might offer. 2. Notify the suppliers to make them aware that they are being considered for a direct award. Contact details for all suppliers can be found on our website. 3. Create an evaluation plan to outline: 1) The conditions for participation – i.e. that they are suppliers under Framework RM3708 Media Monitoring Lot 1 / Lot 2. 2) Evaluation criteria – i.e. the price / quality weighting, scoring criteria and maximum scores per question, and a scoring matrix to explain what constitutes a high / low score. Evaluation Plan Example 1 Evaluation Criteria* Weighting % Quality Criteria 1 20 Quality Criteria 2 20 Quality Criteria 3 20 Price 40 Evaluation Plan Example 2 Evaluation Criteria* Weighting % Quality Criteria 1 20 Quality Criteria 2 20 Quality Criteria 3 20 Quality Criteria 4 20 Price 20 *Evaluation plan examples are for illustration purposes only. Quality / price criteria should be weighted and defined according to your requirement i.e. crisis management / project management / account management etc. 5 Scoring Matrix Example Score Competency The Potential Provider’s response has fully addressed all 4 of the component parts of the Response Guidance above demonstrating their full ability to meet the Requirement. The Potential Provider’s response has only fully addressed 3 of the 4 component parts of the Response Guidance above, demonstrating their partial ability to meet the Requirement. The Potential Provider’s response has only fully addressed 2 of the 4 component parts of the Response Guidance above, demonstrating their partial ability to meet the Requirement. The Potential Provider’s response has only fully addressed 1 of the 4 component parts of the Response Guidance above, demonstrating their partial ability to meet the Requirement. The Potential Provider’s response has NOT fully addressed any of the 4 component parts of the Response Guidance above, demonstrating limited ability to meet the Requirement or no ability to meet the Requirement OR A response has not been provided to this question. 3) Process – for Direct Award you will need to evaluate all supplier bids according to your evaluation criteria and notify all suppliers when a decision has been reached. All suppliers who have been evaluated will need to be informed whether they have been successful or unsuccessful. The plan should be created and approved within your organisation. The evaluation plan cannot be changed once it has been issued, so you must ensure it is acceptable and compliant with Public Procurement Regulations. CCS can review your evaluation plan if required. 4) Evaluate the non-price information data provided within this pack (sections 4 & 5) against each of the award criteria for each supplier, using your evaluation plan and the weighting (totalling 100%) that best reflects your circumstances and requirements. The original scoring criteria has been included in section 4, you may choose to amend the maximum scores available for each question, within the range limits set out in section 3 below. 5) Award to the supplier with the most economically advantageous offer, represented by the highest overall score. 6) If the supplier with the highest overall score cannot fulfil your requirement then you should move on to the next highest scoring supplier until the requirement is met. Please note – Direct Award may not be suitable for some services provided by suppliers through the Media Monitoring Agreement as the costs exceed the Direct Award threshold – mainly where there are fixed monthly fees. 6 Framework Suppliers The suppliers on this framework are: Lot 1 Optional Services Supplier Core Journalist Forward Automated Lot 2 Services Contact Planning Evaluation Database Database & Analysis Press Data Ltd Precise Media Monitoring Ltd Gorkana Group Ltd * PRIME Research Ltd Runtime Collective Ltd LexisNexis Butterworth Meltwater (UK) Ltd * Gorkana Group Ltd.’s Forward Planning Database is only available in conjunction with the Journalist Contact Database Direct Award Criteria The following criteria and weightings shall be applied to the Framework Suppliers' compliant tenders submitted through direct award. Lot Criteria % Weighting range Quality (account management, crisis management, and the proposed approach to the delivery of the required Core 60% - 80% 1 Services). Price 20% - 40% Quality (account management, maintenance and improvement of the tool, set-up and configuration of the Tool, 60% - 80% 2 functionality of the Tool, and Supplier approach to Contracting Body training and Tool optimisation) Price 20% - 40% 7 ITT non-price information The questions asked of suppliers during the Framework tender are set out below. For questions relevant to call-off, Suppliers’ Tender responses are included in this pack, to allow you to evaluate suppliers for direct award. Section D – Optional Services – Lot 1 only – were not evaluated at framework level. The responses to these questions were for information only. Section SECTION B – FRAMEWORK SPECIFIC QUESTIONS – LOT 1 ONLY AQB1 Resource and Account Management AQB2 Human-Driven Evaluation and Analysis AQB3 Press Monitoring AQB4 Social Media Monitoring AQB5 Online Monitoring AQB6 Broadcast Monitoring AQB7 Crisis Management SECTION C – FRAMEWORK SPECIFIC QUESTIONS – LOT 2 ONLY AQC1 Resource and Account Management AQC2 Maintenance and Improvement of the Tool AQC3 Set Up and Configuration AQC4 Functionality AQC5 Contracting Body Training and Tool Optimisation SECTION D – OPTIONAL SERVICES – LOT 1 ONLY AQD1 Optional Services – Journalist Contact Database AQD2 Optional Services
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