Section one: Contracting authority
one.1) Name and addresses
UNIVERSITY OF SOUTHAMPTON
HIGHFIELD CAMPUS,UNIVERSITY ROAD
SOUTHAMPTON
SO171BJ
Contact
George-Oliver Poole
Telephone
+44 2380595000
Country
United Kingdom
Region code
UKJ32 - Southampton
UNIVERSITY OF SOUTHAMPTON
RC000668
Internet address(es)
Main address
Buyer's address
https://in-tendhost.co.uk/universityofsouthampton
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/universityofsouthampton
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/universityofsouthampton
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
Advertising Services
Reference number
2022UoS-0438
two.1.2) Main CPV code
- 79341000 - Advertising services
two.1.3) Type of contract
Services
two.1.4) Short description
The purpose of this contract is for an advertising agency to provide the University of Southampton with media buying that will include purchasing media space, and liaising with media partners, reporting on impact of services and media placement, and in-sector insights with the agency striving to give Southampton a competitive edge and providing the best possible outcomes for campaigns whilst providing value for money. Paid Search is managed in house through the university's digital performance analysis team, but we would expect to align our goals and conversion strategy with this team to maximize our market impact.
The Agency shall be capable of providing excellent customer service including strategic and implementation advice and be willing and capable of working in partnership with other agencies and specialists to deliver the media buying aspect of fully integrated campaigns for the University of Southampton.
two.1.5) Estimated total value
Value excluding VAT: £8,400,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79341000 - Advertising services
two.2.3) Place of performance
NUTS codes
- UKJ32 - Southampton
Main site or place of performance
It is anticipated that the majority of work will take place at the suppliers premises. However the contract will require the successful supplier to attend the a University of Southampton campus on a regular basis, to facilitate the delivery of the specification, e.g; contract management meetings and strategic planning meetings.
two.2.4) Description of the procurement
This procurement process is being conducted as a Restricted procedure; consisting of both Selection and Invitation to Tender stages.
Stage 1 - Selection Stage: An overall pass mark of 50 % shall apply to this stage. The intention is to arrive at a shortlist of a maximum of five qualified potential suppliers for formal invitation to tender. The maximum number of qualified potential suppliers will be based on the top five scores achieved. Where more than the maximum number of potential suppliers have achieved a top five score (i.e. a tie), all of those potential suppliers will be invited to the Invitation to Tender stage.
Stage 2 - Invitation to Tender (ITT) stage - A maximum of 5 qualified tenderers will be invited to submit formal tenders at this stage
Contract Term: The University proposes to enter into a Contract for seven years this will be the maximum contract period, including any potential extensions with the Potential Supplier.
This will comprise of an initial contract period of three years with an option to extend by a further two years + two years subject to satisfactory performance and at the discretion of the University.
Contract Value: The estimated value of the initial 3-year contract term is in the region of £850,000-£1,200,000 GBP Per Annum (excluding VAT).
The estimated value of the 4-year extension period is £850,000-£1,200,000 GBP Per Annum excluding VAT).
It is estimated, therefore, that the total value of this contract will be between £5,950,000 and £8,400,000 GBP (excluding VAT).
All figures are inclusive of media spend and supplier fees. Details of current expenditure or potential future uptake are given as a guide based on past purchasing and current planning to assist you in the preparation of your response. They should not be interpreted as an undertaking to purchase any goods or services to any particular value and do not form part of the Contract.
two.2.5) Award criteria
Quality criterion - Name: 1. Key Personnel / Weighting: 10%
Quality criterion - Name: 2. Consultancy, advice and guidance / Weighting: 10%
Quality criterion - Name: 3. Campaign planning and media buying / Weighting: 10%
Quality criterion - Name: 4. Reporting and Benchmarking / Weighting: 10%
Quality criterion - Name: 5. Media Mistakes / Weighting: 10%
Quality criterion - Name: 6.1 Exit Management Plan / Weighting: 0%
Quality criterion - Name: 6.2 Contract Takeover Plan / Weighting: 0%
Quality criterion - Name: 7.1 Presentations mock brief Response / Weighting: 15%
Quality criterion - Name: 7.2 Presentations response to quality requirments / Weighting: 15%
Cost criterion - Name: Management fee (%) / Weighting: 20%
two.2.6) Estimated value
Value excluding VAT: £8,400,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
84
This contract is subject to renewal
Yes
Description of renewals
This contract is subject to renewal at the discretion of the university the end of this contract period.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.14) Additional information
This contract is NOT suitable for splitting into lots. The risk of dividing the requirement into Lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the contract.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
The selection criteria is as stated in the Selection Stage document set.
To support the financial assessment, the University will obtain a Business Risk Report for all Potential Suppliers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.
The University reserves the right to exclude a Tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer's Business Risk Score is: "Moderate Risk"; "High Risk"; "Very High Risk"; or "Not Rated", based on the rating provided by Creditsafe.
Where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the Invitation to Tender document set.
Minimum level(s) of standards possibly required
Potential suppliers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:
Employers Liability: £5 million GBP per occurrence.
Public Liability: £5 million GBP per occurrence.
Professional Indemnity Insurance: £5 million GBP per occurrence.
three.1.3) Technical and professional ability
List and brief description of selection criteria
The selection criteria is as stated in the Selection Stage document set
However, potential suppliers' attention is drawn to the MANDATORY requirements of the selection criteria:
e.g.
- Grounds for mandatory exclusion
- Grounds for discretionary exclusion
- Economic & Financial Standing
- Insurance
- Compliance with equality legislation
- Health & Safety
Additionally, potential suppliers' attention is drawn to the MANDATORY requirements of the award criteria. Full information is provided in the draft Invitation to Tender document set, which is made available at the Selection Stage for information.
e.g.
- Legal requirements - Specification section 20
- Management Information - Specification section 23
- Advertising, competitive activity & registration - Specification Section 24, 25 & 26 Control of Contractors Health & Safety (CC3) Form
The following questions will be evaluated according to the scoring methodology detailed in File 2 of the selection stage documents. Their weightings are also detailed below with a minimum pass mark of 50%.
Section 6.4.1 Digital Advertising 20%
Section 6.4.2 Print and Out of Home (OOH) 10%
Section 6.4.3 International Advertising 15%
Section 6.4.4 TV Advertising 10%
Section 6.4.5 Brand Safety 10%
Section 6.4.6 Media Mistakes 10%
Section 6.4.7 Stand-Out Campaign 20%
Section 6.4.8 Data Protection 5%
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
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
Originally published as:
Date
23 March 2023
Local time
12:00pm
Changed to:
Date
27 March 2023
Local time
12:00pm
See the change notice.
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
12 April 2023
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
Duration in months: 5 (from the date stated for receipt of tender)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: This is likely to be re-procured in 7 years.
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic payment will be used
six.3) Additional information
E-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/ universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).
All documentation in relation to this tender can be downloaded from In-Tend.
Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of Selection Stage and/or Invitation to Tender responses will be conducted via In-Tend.
Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.
If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.
Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'.
Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.
Further instructions for the submission of responses are below:
To submit your return:
1. Log in
2. Click 'Tenders'
3. Locate the relevant project
4. View details
5. Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender')
6. Click on the 'Attach Documents' button and upload your return.
7. Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return.
8. Click the red 'Submit Return' button.
Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.
Publication of Award Details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.
Costs and Expenses: Potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation in this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process.
The University is not liable for any costs in the event of the cancellation of this procurement process.
six.4) Procedures for review
six.4.1) Review body
University of Southampton
University Road
Southampton
SO17 1BJ
Telephone
+44 2380595000
Country
United Kingdom