Section one: Contracting authority
one.1) Name and addresses
Historic Environment Scotland
Longmore House, Salisbury Place
Edinburgh
EH9 1SH
Contact
Catherine McNair
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
http://historicenvironment.scot
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00164
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
National or federal Agency/Office
one.5) Main activity
Other activity
Heritage, Tourism, Built Environment
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Production and Mailing of Membership Magazine
Reference number
HES/C/4243
two.1.2) Main CPV code
- 79970000 - Publishing services
two.1.3) Type of contract
Services
two.1.4) Short description
The magazine’s main objectives are –
- To support member recruitment and retention
- To inspire members to visit Historic Scotland properties
- To communicate news about the work of Historic Environment Scotland
- To reinforce benefits of membership to existing members, in order to support increased retention rates.
- To promote the organisation’s events, activities and services.
Historic Environment Scotland are looking for a supplier who can –
- Project manage production of the member magazine up to and including the mailing stage.
- Write, commission, and develop editorial copy, interview leads and source content from various HES experts/departments. Visiting properties to create copy, as required.
- Produce a draft content plan for each issue. This will then be discussed and agreed at an Editorial Board meeting, scheduled by HES with representatives from HES and the supplier in attendance.
- Pages designed, edited, and proofed. The organisation’s brand guidelines and editorial style guide will be given to the successful supplier. Where practical in the magazine, consideration should be given to accessibility standards and recognised techniques of aiding legibility.
- Provide full proof-reading service including historical fact checking.
- Provide online proofing solution, similar to Proof HQ currently being used, to centralise comments from in excess of 20 HES staff.
- Produce a schedule for the year ahead, detailing all the key deadlines.
- Liaison with contributors of content. This may need to be rewritten in the magazine style.
- Manage competitions such as an annual photography competition and co-ordinate judging panel.
- Respond to all correspondence received from members related to the content of the magazine.
- Content should be made available for HES to re-purpose into digital content.
- Provide summary management information after delivery, highlighting any service levels not met and remedial action taken.
- Attend regular meetings with HES to discuss progress
- Developing and suggesting new features and design refreshes for the magazine to keep the content diverse and engaging.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79970000 - Publishing services
- 22000000 - Printed matter and related products
- 22213000 - Magazines
two.2.3) Place of performance
NUTS codes
- UKM - Scotland
two.2.4) Description of the procurement
Please see Specification for full requirement details.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
This contract is subject to renewal
Yes
Description of renewals
After the initial 2 years is up, the contract could be extended for up to 4 years, which would be reviewed annually.
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:
- Pass/Fail Information Security Questions
- Single Procurement Document questions 4C.1.2 - Weighting 90%
4C7 - Weighting 10%
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
List and brief description of selection criteria
HES use Scotbis, an independent provider of business credit reports, to assess the financial standing of tenderers. The overall aim of this assessment is to ensure, as far as possible, that any potential Supplier will not have financial difficulties that endanger their ability to perform the Contract. If financial information cannot be gained from that source Historic Environment Scotland will request that you provide full audited accounts for the last full financial year. If Suppliers cannot provide any of the assurances as detailed above, and it is determined by HES that your financial strength is not adequate, then your company may not pass the financial evaluation. If you can provide the assurances as detailed above, HES may explore these options with you before determining whether your company can be taken forward in this procurement exercise. Bank details may also be sought to support the above.
Minimum level(s) of standards possibly required
Employers Liability 1 million GDP
Public Liability 1 million GDP
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
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
Date
22 April 2024
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
2 May 2024
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: If all the contract extensions are used up then this contract would be up for renewal in 2030.
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
Please ensure you read over our terms and conditions. HES cannot sign up to supplier's T&Cs and will not negotiate at point of award or post contract award. If you have any concerns please highlight these in your response.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=761444.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Suppliers are encouraged to think about any community benefits they could introduce during the lifetime of this contract.
(SC Ref:761444)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=761444
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court and Justice of the Peace Court
Edinburgh
Country
United Kingdom