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Marketing services

Published 02/12/2019

Milton Keynes

Country UK

Status Contract notice

CType Services

Tender Details
Reference2019/S 232-569479
Award CriteriaThe most economic tender
ProcurementRestricted procedure
Main ActivitiesEducation
Common Procurement VocabularyMarketing services
Date Published2nd Dec 2019

Milton Keynes

Country UK

Status Contract notice

CType Services

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Official name: The Open University
Postal address: Walton Hall
Town: Milton Keynes
NUTS code: UKJ12
Postal code: MK7 6BP
Country: United Kingdom
Contact person: Procurement Manager
E-mail: finance-tenders@open.ac.uk

Internet address(es):

Main address: www.open.ac.uk

Address of the buyer profile: https://in-tendhost.co.uk/openuniversity/

I.2)Information about joint procurement
I.3)Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/openuniversity/
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://in-tendhost.co.uk/openuniversity/
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity
Education

Section II: Object

II.1)Scope of the procurement
II.1.1)Title:

Creative Production and Prospectus Services/PRO/OJEU/2019

II.1.2)Main CPV code
79342000
II.1.3)Type of contract
Services
II.1.4)Short description:

Lot 1: we require a single agency to provide creative production;

Lot 2: we require 2 agencies to provide creative production for the University’s core prospectuses.

II.1.5)Estimated total value
Value excluding VAT: 679 000.00 GBP
II.1.6)Information about lots
This contract is divided into lots: yes
Tenders may be submitted for all lots
II.2)Description
II.2.1)Title:

Creative Production

Lot No: 1
II.2.2)Additional CPV code(s)
79342000
II.2.3)Place of performance
NUTS code: UKJ12
II.2.4)Description of the procurement:

We are seeking a supplier who can adapt, resize and produce creative from scratch for both online and offline media channels (channels referenced below).

Our lead creative agency, Havas Helia, will produce master artwork for our core campaigns and the role of the creative production supplier will be to adapt that artwork to different formats to meet media supplier specifications. The supplier will be required to liaise with the lead creative agency and OU over approvals – via email, phone and/or web-based tools. We do have approval processes in place for various channels but are always looking for ways to streamline.

The supplier may need to liaise with our media agency, Havas, regarding media bookings. The client and/or media agency will ensure that approved media schedules are delivered (email/web-based tool) to the supplier along with technical specs and delivery deadlines, enabling accurate creative production quotes to be provided.

We have developed a robust set of brand guidelines which are issued to all suppliers and are used throughout the University. The supplier will be expected to ensure that all creative adheres to our brand guidelines before delivering to media owners.

In addition, the supplier should have the capability to build new creative from scratch, following the current creative style and adhering to brand guidelines. These ad-hoc creative projects are sometimes accompanied by tight deadlines – e.g. a couple of days for a digital ad, 1-2 weeks for design and print of a leaflet.

The supplier will provide marketing services as required and agreed with the client, which may include international markets.

Requirements

In scope:

The requirement includes, but is not limited to, the following activities for UK and international markets:

— adapt and/or resize artwork in the following channels:

—— video (TV, VOD, social, cinema);

—— press;

—— outdoor;

—— digital (display, paid search, native, VOD, DOOH, social);

—— email;

—— direct mail;

—— inserts/leaflets;

—— mobile;

—— point of sale;

—— pull-up banners.

— print procurement/production where required,

— email build and broadcast if required,

— designing artwork for the above listed channels where required,

— designing artwork for ad-hoc projects, eg. OU Annual Report,

— copywriting capability.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 400 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

2 x 12 month extensions.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 4
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information
II.2)Description
II.2.1)Title:

Creative Provision for Prospectuses

Lot No: 2
II.2.2)Additional CPV code(s)
79342000
II.2.3)Place of performance
NUTS code: UKJ12
II.2.4)Description of the procurement:

The Open University produces 17 core prospectuses to fulfil our enquirers needs annually. These consist of 4 high level publications and 13 subject area brochures (details in specification). We split the production of the prospectuses across a number of teams:

— lead prospectus creative agency — Work on the production of artwork and templates for the entire suite. Currently they are responsible for the production of 7 of the core prospectuses,

— production agency – Work with the lead prospectus creative agency to ensure that the prospectus design templates are implemented to ensure consistency across the entire suite. Currently they are responsible for the production of 6 of the University’s core prospectuses,

— internal designers – the Open University has its own design resource within the learner and discovery services (LDS) unit on the production of 4 of the University’s core prospectuses.

Requirements

Lead prospectus creative agency.

We require a supplier who can:

1) Be the lead prospectus creative agency on the production of creative concepts, including the production of the prospectus front covers, page templates, heading levels, navigation tools and overall design of the prospectuses ensuring that these adhere to brand guidelines and creative direction;

2) Work closely with the brand agency, Havas, to ensure that any new creative direction is implemented into the prospectus artwork. In this situation the brand agency, Havas, will take the lead on prospectus creative and the production of the templates;

3) Present creative concepts to the content team at the start of the annual production process and supply narrative behind concept decision making process;

4) Once concepts are approved, produce the master artwork templates, stylesheets and heading hierarchy for the prospectuses;

5) Present and supply the master templates to the production agency and LDS design teams as outlined above,

6) Be the main point of contact for other design teams, offering a ‘helpline’ should there be any queries on the mater templates,

7) Create front covers for all prospectuses which can then be supplied to the other design teams,

8) Work with the content team within marketing to create global amend documents to inform other designers of high-level amends across the entire prospectus suite;

9) Ensure that as part of the project management there is quality control of all outputs from the agency;

10) Project and account management of the production of 7 of the University’s prospectuses from word document to fully artworked prospectus within the required timescales.

Production agency

1) Project and account management of the production of 6 of the University’s prospectuses from word document to fully artworked prospectus within the required timescales;

2) Work with the creative lead agency to fully understand the master templates, stylesheets and heading hierarchy that need to be adopted for the prospectus suite;

3) Liaise with the creative lead on any design issues that may arise during the production process.

All agencies

1) Sourcing of imagery for use in the prospectuses which adheres to the brand guidelines;

2) Quality audit of the final prospectuses prior to uploading the artwork for print;

3) Once artwork is approved for print, supply the final approved document in PDF singles and spreads within 2 days of notification. Also supply full high-resolution artwork to the University within a week of final approval to print;

4) On completion of the projects take part in a debrief assessing how the project went and making any suggestions for improvements;

5) Production management of any ad-hoc content projects that arise during the year.

It is anticipated that with regards to the work that is commissioned from external agencies the split of work between the lead prospectus creative agency and the production agency will be 60 %/40 %.

II.2.5)Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value
Value excluding VAT: 279 000.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

2 x 12 month extensions.

II.2.9)Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 4
II.2.10)Information about variants
Variants will be accepted: no
II.2.11)Information about options
Options: no
II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description
IV.1.1)Type of procedure
Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 3
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
IV.1.8)Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 07/01/2020
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 27/01/2020
IV.2.4)Languages in which tenders or requests to participate may be submitted:
English
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
Electronic ordering will be used
VI.3)Additional information:
VI.4)Procedures for review
VI.4.1)Review body
Official name: The Open University
Postal address: Walton Hall
Town: Milton Keynes
Postal code: MK7 6AA
Country: United Kingdom
E-mail: finance-tenders@open.ac.uk

Internet address: http://www.open.ac.uk

VI.4.2)Body responsible for mediation procedures
Official name: The Open University
Postal address: Walton Hall
Town: Milton Keynes
Postal code: MK7 6AA
Country: United Kingdom
E-mail: finance-tenders@open.ac.uk

Internet address: http://www.open.ac.uk

VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice:
29/11/2019
More Tenders »
Tender Details
Reference2019/S 232-569479
Award CriteriaThe most economic tender
ProcurementRestricted procedure
Main ActivitiesEducation
Common Procurement VocabularyMarketing services
Date Published2nd Dec 2019