Section one: Contracting entity
one.1) Name and addresses
Phoenix Natural Gas Ltd
197 Airport Road West
Belfast
BT3 9ED
Contact
Chris Losty
christopher.losty@phoenixgroupni.com
Telephone
+44 2890555817
Country
United Kingdom
NUTS code
UKN0 - Northern Ireland
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://e-sourcingni.bravosolutions.co.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://e-sourcingni.bravosolutions.co.uk
Tenders or requests to participate must be submitted to the above-mentioned address
one.6) Main activity
Production, transport and distribution of gas and heat
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Framework Agreement for the Provision of Advertising, Creative Design & Media Buy Services '21
Reference number
Project Ref: 26181
two.1.2) Main CPV code
- 79341100 - Advertising consultancy services
two.1.3) Type of contract
Services
two.1.4) Short description
The proposed Framework Agreement involves the delivery of advertising, creative design and the related purchase of appropriate media on behlaf of Phoenix Natural Gas and associated Companies. The purpose will be to continue to develop the brand of the Phoenix Natural Gas product with particular emphasis (but not exclusivety) towards the domestic, owner occupier consumer in the Northern Ireland marketplace.
two.1.5) Estimated total value
Value excluding VAT: £3,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79340000 - Advertising and marketing services
- 79341000 - Advertising services
- 79341100 - Advertising consultancy services
two.2.3) Place of performance
NUTS codes
- UKN06 - Belfast
two.2.4) Description of the procurement
The combined spend on Advertising, Creative Design and Media purchasing is estimated to be in the region of approximately £400,000 per year. The proposed Contract duration shall initially be for three years with optional extension provision(s) that may, upon invocation by the Utility, extend this period for an additional five years - i.e. the maximum duration of the Framework Agreement being up to eight years. The total potential value of the contract is therefore estimated to be around £3M. Phoenix does not, however, provide any commitment, guarantee nor otherwise warrant that it will purchase any minimum level of services in any year. Phoenix reserves the right to adjust its purchasing requirements based on operational requirements during the term of the contract.
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: £3,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
96
This contract is subject to renewal
No
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 6
Objective criteria for choosing the limited number of candidates:
It would be anticipated that no more than six of the top scoring Applicants from the PQQ stage will be invited to proceed to the next, Invitation to Tender (ITT), stage. However, should the PQQ process result in less than six Applicants scoring much more than the remaining Aplicants then onl;y the higher scoring group will be invited to proceed to the ITT stage - irrespective of the total number involved. i.e. the Utility may invite less that six Applicants to proceed to the ITT stage should the a clear distinction result in perceceived capability & experience.
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
two.2.14) Additional information
Phoenix reserves the right at any time to:
• reject any or all responses and to cancel or withdraw from this procurement at any stage,
• award a contract without prior notice,
• change the basis, the procedures and timescales set out or referred to within the procurement documents,
• require a bidder to clarify any submissions in writing and/or provide additional information.
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.1.4) Objective rules and criteria for participation
List and brief description of rules and criteria
Interested Parties should search for the relevant project at https://e-sourcingni.bravosolutions.co.uk. For those wishing to participate, they
must first complete and submit the relevant pre-qualification questionnaire (PQQ) on, or before, the due date. Phoenix shall draw up a short-list of those entities that are capable of delivering its requirements based upon the completed PQQ received. Those entities that meet the short-listing criteria set out within the PQQ will then be invited to the tender stage which shall involve the completion and submission of, on or before a pre-determined time and date, an Invitation to Tender document. The responses submitted shall be evaluated and a further short-list may be drawn up from which a presentation/ negotiation stage may follow. Ultimately the most economically advantageous tender(s) will (subject to Phoenix’s ability to terminate the tender process at any time at its discretion) be awarded the contract(s).
three.1.6) Deposits and guarantees required
Phoenix reserves the right to require bonds, deposits, guarantees or other forms of undertaking or security to ensure proper contractual performance.
three.1.7) Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them
As stated in the tender documentation.
three.1.8) Legal form to be taken by the group of economic operators to whom the contract is to be awarded
Subject to the status and involvement of the parties, Phoenix may require the parties to commit to joint and several liability in respect of the contract. Alternatively, Phoenix may require the lead operator to take total responsibility or a consortium to form a legal entity before entering into any contract.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
As stated in the tender documentation.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Negotiated procedure with prior call for competition
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 a single operator
In the case of framework agreements, provide justification for any duration exceeding 8 years:
The maximum anticipated duration shall not exceeed 8 years.
four.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue
Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated
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
23 April 2021
Local time
1:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
30 April 2021
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: 6 (from the date stated for receipt of tender)
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.3) Additional information
This contract is being procured competitively in accordance with the Utilities Contracts Regulations 2016 (as amended). The procedure to be followed for this procurement is the negotiated procedure. The costs of responding to this notice and participation in the process will be borne by each participating entity. All discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of both parties.
six.4) Procedures for review
six.4.1) Review body
High Court of Justice in Northern Ireland
Royal Courts of Justice, Chichester Street
Belfast
BT1 3JF
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Phoenix will incorporate a minimum 10 calendar day standstill period at the point information on the award of contract is communicated to all participating entities. The standstill period provides time for unsuccessful participating entities to challenge the award decision before the contract is entered into. The Utilities Contracts Regulations 2016 (as amended) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (Northern Ireland).