Section one: Contracting authority
one.1) Name and addresses
VisitBritain/VisitEngland
3 Grosvenor Gardens
London
SW1W 0BD
Contact
Procurement Team
Country
United Kingdom
Region code
UKI3 - Inner London – West
Internet address(es)
Main address
Buyer's address
https://visitbritain.force.com/s/Welcome
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://visitbritain.force.com/s/Welcome
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://visitbritain.force.com/s/Welcome
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Other activity
Tourism
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
BTA1945 Global PR Evaluation Services
Reference number
BTA1945
two.1.2) Main CPV code
- 79416000 - Public relations services
two.1.3) Type of contract
Services
two.1.4) Short description
VisitBritain/VisitEngland is seeking to procure a Global PR evaluation supplier that will be able to:
1. Analyse approximately 5,000 pieces of global generated coverage in print, broadcast (radio and television), online and blog/vlog format generated across 21 markets in local languages (could include multiple local languages in some markets, ie. India) by human readers;
2. Evaluate and report quarterly on consumer and corporate coverage performance against a range of set metrics; bringing together both quantitative data to create qualitative insights;
3. Receive coverage from individual media monitoring services being used by 21 VisitBritain/VisitEngland´s markets and process in your system in a GDPR compliant way;
4. Provide global access to an online portal where results by market, results by grouping (globally and sub groups of markets) are visible in the system;
5. Provide access to an online analysis portal/dashboard per market and its ‘back end,’ where coverage can be tagged or categorised according to project or campaign;
6. Allow UK users to downland submitted clips for evaluation from system for coverage highlight reports;
7. Issue 23 licenses.
Reporting Services Required
1. Weekly summary of coverage received for evaluation – sent to all global teams.
2. Ability to report on a particular market, campaign, and/or region.
3. Full year-end report with all agreed key metrics outlined in a clear and easy to understand format for internal and external stakeholders. The report should also include global results and performance as well as individual market performance, inclusive of any learnings or insights.
4. Monthly summary of global top line figures monthly (OTS)
5. Quarterly summary of results (based on KPIs below) by market, and global, with breakdown of top line figures split by UK region (Scotland/Wales/N.Ireland/England/London)
6. Half Year executive summary reports
7. Ability to report on PR set KPIs which are reviewed annually.
Training Services Required
1. Provision of a clear training plan and supporting documentation upon launch and subsequent training for new users of the system.
2. Dedicated account manager.
3. Team provided to VB/VE to assist with any technical needs or problem solving queries, available throughout the week.
two.1.5) Estimated total value
Value excluding VAT: £186,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UK - United Kingdom
two.2.4) Description of the procurement
VisitBritain/VisitEngland is seeking to procure a Global PR evaluation supplier that will be able to:
1. Analyse approximately 5,000 pieces of global generated coverage in print, broadcast (radio and television), online and blog/vlog format generated across 21 markets in local languages (could include multiple local languages in some markets, ie. India) by human readers;
2. Evaluate and report quarterly on consumer and corporate coverage performance against a range of set metrics; bringing together both quantitative data to create qualitative insights;
3. Receive coverage from individual media monitoring services being used by 21 VisitBritain/VisitEngland´s markets and process in your system in a GDPR compliant way;
4. Provide global access to an online portal where results by market, results by grouping (globally and sub groups of markets) are visible in the system;
5. Provide access to an online analysis portal/dashboard per market and its ‘back end,’ where coverage can be tagged or categorised according to project or campaign;
6. Allow UK users to downland submitted clips for evaluation from system for coverage highlight reports;
7. Issue 23 licenses.
Reporting Services Required
1. Weekly summary of coverage received for evaluation – sent to all global teams.
2. Ability to report on a particular market, campaign, and/or region.
3. Full year-end report with all agreed key metrics outlined in a clear and easy to understand format for internal and external stakeholders. The report should also include global results and performance as well as individual market performance, inclusive of any learnings or insights.
4. Monthly summary of global top line figures monthly (OTS)
5. Quarterly summary of results (based on KPIs below) by market, and global, with breakdown of top line figures split by UK region (Scotland/Wales/N.Ireland/England/London)
6. Half Year executive summary reports
7. Ability to report on PR set KPIs which are reviewed annually.
Training Services Required
1. Provision of a clear training plan and supporting documentation upon launch and subsequent training for new users of the system.
2. Dedicated account manager.
3. Team provided to VB/VE to assist with any technical needs or problem solving queries, available throughout the week.
Interested suppliers can access the procurement documentation for this opportunity free of charge via the Atamis eprocurement system: https://visitbritain.force.com/s/Welcome
If you have recently registered on the Atamis eProcurement portal for another VisitBritain requirement, you can use the same account. If not, you will first need to register your organisation on the portal.
To register, you will need to:
1. Go to the URL: https://visitbritain.force.com/s/Welcome
2. Select ‘Click here to register!'
3. Read and agree to the portal user agreement
4. Complete the registration form, providing information including:
— The full legal name of your organisation,
— Your company registration number,
— Your DUNS number-a unique nine-digit number provided to organisations free of charge by Dun & Bradstreet.
— Whether your organisation is a Small –Medium Sized Enterprise (SME)
— User and contact details.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £186,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
Initial one year contract with the option to extend for up to an additional two times one year periods.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
19 February 2024
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until: 19 May 2024
four.2.7) Conditions for opening of tenders
Date
19 February 2024
Local time
12:00pm
Place
Tenders will be opened electronically by the Procurement team via the Atamis e-Sourcing Platform once the closing time has passed
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
six.3) Additional information
Budget based upon an estimated ceiling figure of £186,000 (£62,000 per annum) over one year with an optional two x 12 (twelve) month extensions.
six.4) Procedures for review
six.4.1) Review body
VisitBritain/VisitEngland
3 Grosvenor Gardens
London
SW1W 0BD
Country
United Kingdom
Internet address
six.4.2) Body responsible for mediation procedures
Royal Court of Justice, The Strand
The High Court, Royal Court of Justice, The Strand, London, WC2A 2LL
London
WC2A 2LL
generaloffice@administrativecourtoffice.justice.gov.uk
Country
United Kingdom
Internet address
six.4.4) Service from which information about the review procedure may be obtained
VisitBritain/VisitEngland
3 Grosvenor Gardens
London
SW1W 0BD
Country
United Kingdom