- Scope of the procurement
- LOT 1 – Strategic Support and Delivery
- LOT 2 - Reputation management/crisis management
- LOT 3 – Social Media Support and Strategic Counsel
- LOT 4 – Media Tools and Platform
- LOT 5 – Internal Communications and Platforms
- LOT 6 – Media Training
- LOT 7 – Marketing/PR Agencies – Commercial/regional/sector specific
Section one: Contracting authority
one.1) Name and addresses
University of Warwick
Argent Court, Sir William Lyons Road, The Science Park
Coventry
Contact
Hardeep Khatkar
Telephone
+44 2476124349
Country
United Kingdom
NUTS code
UKG33 - Coventry
Internet address(es)
Main address
Buyer's address
https://in-tendhost.co.uk/universityofwarwick
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/universityofwarwick/aspx/Home
Additional information can be obtained from the above-mentioned address
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
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
PR/Communication Agencies for the University of Warwick
Reference number
HK-01-2023-MIC-PRAGENCIES-NF
two.1.2) Main CPV code
- 79416000 - Public relations services
two.1.3) Type of contract
Services
two.1.4) Short description
The UoW has a requirement to establish a framework agreement with multiple PR Agencies with expertise to support integrated projects, specialist projects, and with the expertise to offer strategic counsel and deliver campaigns across the institution.In order to express interest in this opportunity please go to the University of Warwick In-Tend supplier portal (https://in-tendhost.co.uk/universityofwarwick).The University of Warwick is not a contracting authority for the purposes of the Public Contracts Regulations 2015 (as amended) and its procurement activities are not subject to the Public Contracts Regulations 2015 or the obligations under the European Public Procurement Directives, including the European Remedies Directive. Advertisement of any contract in the Official Journal of the European Union or Contracts Finder is at the sole discretion of the University and is undertaken on a voluntary basis with no implied obligation to comply with the procurement legislation.
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
LOT 1 – Strategic Support and Delivery
Lot No
1
two.2.2) Additional CPV code(s)
- 79416000 - Public relations services
- 79342100 - Direct marketing services
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
- 79413000 - Marketing management consultancy services
- 79416100 - Public relations management services
- 79340000 - Advertising and marketing services
- 79342000 - Marketing services
- 79416200 - Public relations consultancy services
two.2.3) Place of performance
NUTS codes
- UKG33 - Coventry
two.2.4) Description of the procurement
We are looking for agencies with the expertise to support integrated projects, specialist projects and with the expertise to offer strategic counsel and deliver campaigns.• Provide strategic advice, and counsel on raising the profile of the institution through effective communications and messaging, including media relations, internal communications, campaigns and social media.• Providing guidance and insights into industry best practices through in-house agency experts.• Experience in providing strategic advice and delivery for stakeholder engagement communications.• Planning and delivering high-impact campaigns which raise awareness and build support for specific strategic programmes with key audiences.• Ability to deliver high-quality content across channels, in an integrated, audience-focused way in support of specific campaigns.• Providing ad-hoc press office, social media and internal communications support as and when required• Work as an extension of the corporate communications team as and when required.• Write press releases and sell stories to national and specialist media.• Provide briefings and materials ahead of interviews of key announcements.• Help organise and run press events/press conferences.• Run media reputational audits and analysis – driving media insight.In order to express interest in this opportunity please go to the University of Warwick In-Tend supplier portal (https://in-tendhost.co.uk/universityofwarwick).The University of Warwick is not a contracting authority for the purposes of the Public Contracts Regulations 2015 (as amended) and its procurement activities are not subject to the Public Contracts Regulations 2015 or the obligations under the European Public Procurement Directives, including the European Remedies Directive. Advertisement of any contract in the Official Journal of the European Union or Contracts Finder is at the sole discretion of the University and is undertaken on a voluntary basis with no implied obligation to comply with the procurement legislation.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
24 April 2023
End date
24 April 2026
This contract is subject to renewal
Yes
Description of renewals
The contract shall be for an initial period of 3 years with an option to extend for up to a further 2 years.
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
If the Supplier wishes to offer more than one solution to the services requirement, this should be contained within the response to Part 2 –Services Requirement document, with the options clearly marked. All requested information should be detailed clearly for each option offered.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
LOT 2 - Reputation management/crisis management
Lot No
2
two.2.2) Additional CPV code(s)
- 79416000 - Public relations services
- 79342100 - Direct marketing services
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
- 79413000 - Marketing management consultancy services
- 79416100 - Public relations management services
- 79340000 - Advertising and marketing services
- 79342000 - Marketing services
- 79416200 - Public relations consultancy services
two.2.3) Place of performance
NUTS codes
- UKG33 - Coventry
two.2.4) Description of the procurement
The University of Warwick has a requirement for specialist PR agencies with experience in managing crisis issues and reputational risks, including crisis comms planning and best practice.• Providing support on crisis communications issues and incidents as and when needed.• Providing strategic counsel and expertise in managing reputational risks.• Support on planning effectively for such events.• Support in responding to crisis situations through effective media relations, social and internal comms.• Monitoring and analysing during a crisis, providing regular summaries and insights.In order to express interest in this opportunity please go to the University of Warwick In-Tend supplier portal (https://in-tendhost.co.uk/universityofwarwick).The University of Warwick is not a contracting authority for the purposes of the Public Contracts Regulations 2015 (as amended) and its procurement activities are not subject to the Public Contracts Regulations 2015 or the obligations under the European Public Procurement Directives, including the European Remedies Directive. Advertisement of any contract in the Official Journal of the European Union or Contracts Finder is at the sole discretion of the University and is undertaken on a voluntary basis with no implied obligation to comply with the procurement legislation.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
24 April 2023
End date
24 April 2026
This contract is subject to renewal
Yes
Description of renewals
The contract shall be for an initial period of 3 year(s) with an option to extend for up to a further 2 years.
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
If the Supplier wishes to offer more than one solution to the services requirement, this should be contained within the response to Part 2 –Services Requirement document, with the options clearly marked. All requested information should be detailed clearly for each option offered.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
LOT 3 – Social Media Support and Strategic Counsel
Lot No
3
two.2.2) Additional CPV code(s)
- 79416000 - Public relations services
- 79342100 - Direct marketing services
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
- 79413000 - Marketing management consultancy services
- 79416100 - Public relations management services
- 79340000 - Advertising and marketing services
- 79342000 - Marketing services
- 79416200 - Public relations consultancy services
two.2.3) Place of performance
NUTS codes
- UKG33 - Coventry
two.2.4) Description of the procurement
The University of Warwick has a requirement for an agency/ies to provide the following:• Strategic support, guidance and advice on strengthening our approach and content.• Planning and delivering digital content and collateral as and when required.• Planning, shooting and editing – video and images for our channels with expert knowledge of what will work most effectively, and on which channels.• Planning and delivering content creation – design, photography, video, copy.• Expert knowledge of influencers, their value and how to work effectively with them.• Programme support – planning and delivering social media-focused programs.• Data analysis (content performance, channel performance, audience perception, themes and keywords)• Monitoring and reporting effectively across social channels.• Expertise and knowledge of podcasts, from design to delivery.• Training and support to upskill the team on social media.In order to express interest in this opportunity please go to the University of Warwick In-Tend supplier portal (https://in-tendhost.co.uk/universityofwarwick).The University of Warwick is not a contracting authority for the purposes of the Public Contracts Regulations 2015 (as amended) and its procurement activities are not subject to the Public Contracts Regulations 2015 or the obligations under the European Public Procurement Directives, including the European Remedies Directive. Advertisement of any contract in the Official Journal of the European Union or Contracts Finder is at the sole discretion of the University and is undertaken on a voluntary basis with no implied obligation to comply with the procurement legislation.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
26 April 2023
End date
26 April 2026
This contract is subject to renewal
Yes
Description of renewals
The contract shall be for an initial period of 3 years with an option to extend for up to a further 2 years.
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
If the Supplier wishes to offer more than one solution to the services requirement, this should be contained within the response to Part 2 –Services Requirement document, with the options clearly marked. All requested information should be detailed clearly for each option offered.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
LOT 4 – Media Tools and Platform
Lot No
4
two.2.2) Additional CPV code(s)
- 79416000 - Public relations services
- 79342100 - Direct marketing services
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
- 79413000 - Marketing management consultancy services
- 79416100 - Public relations management services
- 79340000 - Advertising and marketing services
- 79342000 - Marketing services
- 79416200 - Public relations consultancy services
two.2.3) Place of performance
NUTS codes
- UKG33 - Coventry
two.2.4) Description of the procurement
The University of Warwick has a requirement for an agency/ies to provide the following:• Daily media monitoring reports of national, international, specialist and local media coverage.• Bespoke reports on performance based on metrics such as favourability, reach, relevance and prominence.• Benchmarking against key competitors through analysing coverage.• Journalist database• Media enquiry logging• Social media monitoring and analysis toolsIn order to express interest in this opportunity please go to the University of Warwick In-Tend supplier portal (https://in-tendhost.co.uk/universityofwarwick).The University of Warwick is not a contracting authority for the purposes of the Public Contracts Regulations 2015 (as amended) and its procurement activities are not subject to the Public Contracts Regulations 2015 or the obligations under the European Public Procurement Directives, including the European Remedies Directive. Advertisement of any contract in the Official Journal of the European Union or Contracts Finder is at the sole discretion of the University and is undertaken on a voluntary basis with no implied obligation to comply with the procurement legislation.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
24 April 2023
End date
24 April 2026
This contract is subject to renewal
Yes
Description of renewals
The contract shall be for an initial period of 3 years with an option to extend for up to a further 2 years.
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
If the Supplier wishes to offer more than one solution to the services requirement, this should be contained within the response to Part 2 –Services Requirement document, with the options clearly marked. All requested information should be detailed clearly for each option offered.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
LOT 5 – Internal Communications and Platforms
Lot No
5
two.2.2) Additional CPV code(s)
- 79416000 - Public relations services
- 79342100 - Direct marketing services
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
- 79413000 - Marketing management consultancy services
- 79416100 - Public relations management services
- 79340000 - Advertising and marketing services
- 79342000 - Marketing services
- 79416200 - Public relations consultancy services
two.2.3) Place of performance
NUTS codes
- UKG33 - Coventry
two.2.4) Description of the procurement
The University of Warwick has a requirement for an agency/ies to provide the following:• Provide strategic support for creating a strong people culture with clear visions and values.• Devise and deliver content (copy, video, events, toolkits) that support our employer brand and builds engagement.• Strategic support and insights to strengthen content, tone and channel mix.• Plan and deliver colleague campaigns – targeted at different internal audiences – on and off-line.• Audience focused content that delivers against the corporate communications strategy.In order to express interest in this opportunity please go to the University of Warwick In-Tend supplier portal (https://in-tendhost.co.uk/universityofwarwick).The University of Warwick is not a contracting authority for the purposes of the Public Contracts Regulations 2015 (as amended) and its procurement activities are not subject to the Public Contracts Regulations 2015 or the obligations under the European Public Procurement Directives, including the European Remedies Directive. Advertisement of any contract in the Official Journal of the European Union or Contracts Finder is at the sole discretion of the University and is undertaken on a voluntary basis with no implied obligation to comply with the procurement legislation.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
24 April 2023
End date
24 April 2026
This contract is subject to renewal
Yes
Description of renewals
The contract shall be for an initial period of 3 years with an option to extend for up to a further 2 years.
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
If the Supplier wishes to offer more than one solution to the services requirement, this should be contained within the response to Part 2 –Services Requirement document, with the options clearly marked. All requested information should be detailed clearly for each option offered.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
LOT 6 – Media Training
Lot No
6
two.2.2) Additional CPV code(s)
- 79416000 - Public relations services
- 79342100 - Direct marketing services
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
- 79413000 - Marketing management consultancy services
- 79416100 - Public relations management services
- 79340000 - Advertising and marketing services
- 79342000 - Marketing services
- 79416200 - Public relations consultancy services
two.2.3) Place of performance
NUTS codes
- UKG33 - Coventry
two.2.4) Description of the procurement
The University of Warwick has a requirement for an agency/ies to provide the following:• Provide high-quality media training to the executive team and senior leaders, building skills, confidence and capability.• Provide media training for academics as part of our talent programme, 2-3 times a year.• Support as and when needed in terms of crisis communications and any quick-fire support which may be required.In order to express interest in this opportunity please go to the University of Warwick In-Tend supplier portal (https://in-tendhost.co.uk/universityofwarwick).The University of Warwick is not a contracting authority for the purposes of the Public Contracts Regulations 2015 (as amended) and its procurement activities are not subject to the Public Contracts Regulations 2015 or the obligations under the European Public Procurement Directives, including the European Remedies Directive. Advertisement of any contract in the Official Journal of the European Union or Contracts Finder is at the sole discretion of the University and is undertaken on a voluntary basis with no implied obligation to comply with the procurement legislation.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
24 April 2023
End date
24 April 2026
This contract is subject to renewal
Yes
Description of renewals
The contract shall be for an initial period of 3 years with an option to extend for up to a further 2 years.
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
If the Supplier wishes to offer more than one solution to the services requirement, this should be contained within the response to Part 2 –Services Requirement document, with the options clearly marked. All requested information should be detailed clearly for each option offered.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
LOT 7 – Marketing/PR Agencies – Commercial/regional/sector specific
Lot No
7
two.2.2) Additional CPV code(s)
- 79416000 - Public relations services
- 79342100 - Direct marketing services
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
- 79413000 - Marketing management consultancy services
- 79416100 - Public relations management services
- 79340000 - Advertising and marketing services
- 79342000 - Marketing services
- 79416200 - Public relations consultancy services
two.2.3) Place of performance
NUTS codes
- UKG33 - Coventry
two.2.4) Description of the procurement
The University of Warwick has a requirement for a provider to directly support the commercial, business or consumer-focused teams at Warwick. This includes the Warwick Arts Centre, Warwick Conferences, Warwick Sports & Wellness Hub, the Innovation District, WMG business projects and the Institute for Engagement. In this lot, selected agency/ies will support the promotion of our campus businesses and other teams to build brand and profile, drive interest and engagement and support integrated marketing communications projects and campaigns to regional or specific sector target audiences - B2B and B2C/hospitality/leisure/arts/innovation/West Midlands• Reputation management - Optimise the existing and established reputation of these businesses/business activities in the marketplace, whilst always protecting integrity. • Support the marketing function of the businesses to improve stakeholder perceptions of the organisation that lead to brand, reputation and sales; develop proactive ideas and opportunities to promote products, services and themes of the business relevant to the audience (sustainability for example). • Relationship management - Work with the marketing strategy to improve communication with stakeholders and enhance customer interest, loyalty and advocacy. • Identify relevant PR, partnership, influencer and marketing opportunities within the businesses and the wider marketplace to create relevant content and amplify the brand, products and services• Create engaging stories relevant to the company and its products that are written to entice the target audiences and wider industry. These are then to be circulated to relevant journalists and influencers.• Preparing effective content for online channels in the form of videos, blogs, testimonials, and social media content.• Building thought-leadership content and commentary with an issues-led focus.• Liaise with media, influencers, affiliates, or communities appropriate to the business’ KPIs and Sales and Marketing Strategy.• Establishing industry connections and agreeing on initial arrangements for relevant networking/content-led events topical to products and services. For example: • For Warwick Conferences, hold an in-depth understanding and knowledge of the MICE industry on a national scale and make themselves aware of and to the major trade ambassadors that operate in the marketplace. Creation of lead generation activity. • For Warwick Sport, focus on a proactive sales-driven strategy to drive footfall for the facilities to include integrated campaigns and quick lead-generating PR wins. In order to express interest in this opportunity please go to the University of Warwick In-Tend supplier portal (https://in-tendhost.co.uk/universityofwarwick).The University of Warwick is not a contracting authority for the purposes of the Public Contracts Regulations 2015 (as amended) and its procurement activities are not subject to the Public Contracts Regulations 2015 or the obligations under the European Public Procurement Directives, including the European Remedies Directive. Advertisement of any contract in the Official Journal of the European Union or Contracts Finder is at the sole discretion of the University and is undertaken on a voluntary basis with no implied obligation to comply with the procurement legislation.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
24 April 2023
End date
24 April 2026
This contract is subject to renewal
Yes
Description of renewals
The contract shall be for an initial period of 3 years with an option to extend for up to a further 2 years.
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
If the Supplier wishes to offer more than one solution to the services requirement, this should be contained within the response to Part 2 –Services Requirement document, with the options clearly marked. All requested information should be detailed clearly for each option offered.
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
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.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: 21
In the case of framework agreements, provide justification for any duration exceeding 4 years:
N/A
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
8 March 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
8 March 2023
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
Legal Department
Coventry
Country
United Kingdom