Section one: Contracting authority
one.1) Name and addresses
The City of Edinburgh Council
Waverley Court, 4 East Market Street
Edinburgh
EH8 8BG
Contact
Eva Alexander
eva.alexander@edinburgh.gov.uk
Telephone
+44 1314693922
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Forever Edinburgh Creative and Brand Marketing Framework
Reference number
CT1546
two.1.2) Main CPV code
- 79822500 - Graphic design services
two.1.3) Type of contract
Services
two.1.4) Short description
The City of Edinburgh Council require a framework Agreement of Graphic Designers to create promotional assets and aid with campaign and brand rollout and delivery.
two.1.5) Estimated total value
Value excluding VAT: £320,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79822500 - Graphic design services
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
two.2.4) Description of the procurement
Forever Edinburgh is the Destination Marketing organisation for Edinburgh, based within The City of Edinburgh council. Forever Edinburgh is tasked with promoting the City on a national and international stage. Working closely with private tourism businesses, public agencies and the City of Edinburgh Council, they work to ensure that visitors experience the very best of Edinburgh and the city utilises its outstanding tourism assets in a sustainable way.
They:
Promote Edinburgh around the world to build awareness of and demand for the city to prospective inbound leisure visitors;
Provide information and inspiration to visitors and potential visitors so they get the best out of a stay in Edinburgh;
Support industry on the delivery of the Edinburgh 2030 Tourism Strategy;
Engage Edinburgh’s residents and communities in the positive promotion of their city;
Lead our partners in steering city promotional activity;
Support industry partners on the delivery of quality assurance initiatives; and
Provide advice to visitors and industry partners to ensure local tourism businesses strive to exceed visitors’ expectations.
In order to fulfil its remit, Forever Edinburgh is required to produce a large volume and variety of promotional materials.
The City of Edinburgh Council require a Framework Agreement of Graphic Designers to create these promotional assets and aid with campaign and brand rollout and delivery. The Council requires small, nimble designers/creative studios who can deliver quick rollout of variety of smaller design assets across web, social, paid digital advertising and print channels.
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: £320,000
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
It is the intention of the Council that the Framework Agreement resulting from this process will last for a period of two years with two optional 12 month extensions (2 + 1 + 1), undertaken at the sole discretion of the Council.
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Maximum number: 8
Objective criteria for choosing the limited number of candidates:
Candidates will be assessed based on SPD process and example portfolio, as detailed within the Instructions to Tenderers document.
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
Please download the SPD and accompanying information on PCS-T for full details.
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
Bidders must hold or for insurance commit to obtaining the following:
- A minimum general annual turnover of 53,000 GBP and a current ratio of 1.10 for the last two financial years;
- Employer’s Liability Insurance (minimum of 5 Million GBP);
- Public Liability Insurance (minimum of 5 Million GBP);
- Professional Indemnity Insurance (minimum of 5 Million GBP);
- Health and Safety Policy;
- Climate Change Plan; and
- In addition, providers must satisfy the Prompt Payment and Living wage requirements laid out in the SPD.
Further information is included within the SPD and the additional Information section of this notice.
three.1.3) Technical and professional ability
List and brief description of selection criteria
Tenderers will be required to provide example portfolios as relating to the brief and types of work detailed in the Instructions to Tenderers document.
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.1.3) 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: 3
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.2.1) Previous publication concerning this procedure
Notice number: 2024/S 000-039736
four.2.2) Time limit for receipt of tenders or requests to participate
Date
8 April 2025
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
22 April 2025
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: 3 (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: The Council reserves the right to review requirements at the extension intervals stated in the Notice.
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
The Council is inviting interested organisations to apply for this Contract by noting interest and completing the Single Procurement Document (SPD). This instruction document and the SPD is available for immediate download on Public Contracts Scotland Tender (PCS-T).
All SPD questions within the PCS-T online questionnaire must be answered by bidders. A Contract Specific Statement of Requirements which relates to mandatory pass/fail criteria is outlined within Section III of this notice.
Responses which pass the mandatory criteria shall be shortlisted to proceed to tender stage by assessment of the following scored question.
Part IV: Selection criteria – Technical and professional ability – Question 4C.1
Please provide examples of previous artwork, and a brief methodology (no more than 500 words) on the approach taken, as per the following specification, that provides an example of work expected as part of this Framework Agreement;
- Large format outdoor portrait out of home poster (4 Sheet/6 Sheet);
- Static social media image/carousel for paid advertising;
- Full page print advert; and
- Static/GIF format programmatic display advert.
The designs should come from campaigns for tourism, events or hospitality if possible. However, if respondents have no experience from these fields, they should provide previous work undertaken from the sector they have worked with they deem most appropriate, with a small description of how they would see the work demonstrated as translating to destination marketing advertising.
These designs chosen should be image forward and showcase how the Service Provider is able to integrate brand elements seamlessly into a variety of formats with clear messaging and strong, eye-catching Call to Action (CTAs).
Your response is limited to no more than 10 pages, excluding the 500 word limit.
The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 28729. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
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:
The Council requires Tenderers to provide details on their proposed Community Benefit offering at Stage 2 of this Tender process.
(SC Ref:792915)
six.4) Procedures for review
six.4.1) Review body
Sheriff Court
Sheriff Court House, 27 Chambers Street
Edinburgh
EH1 1LB
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
A tenderer that suffers loss as a result of a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or the Court of Session. The City of Edinburgh Council (the Council) will have a minimum standstill period of 10 days before awarding the contract. The communication of the award decision notice will be sent by fax or e-mail to all tenderers with the standstill period commencing on the next day. If proceedings are started in the Sheriff Court or the Court of Session against the Council in respect of the decision to award the contract within the standstill period then the Council is prevented from awarding the contract. Post contract award the Sheriff Court or the Court of Session may (1) award damages provided proceedings are brought within 3 months from the date when the grounds for the bringing of the proceedings first arose (2) be entitled to issue an ineffectiveness order or impose a financial penalty on the Council. A claim for an ineffectiveness order must be made within 30 days of the Contract Award Notice being published in the FTS or within 30 days of the date those who expressed an interest in or otherwise bid for the contract were informed of the conclusion of the contract or in any other case within 6 months from the date on which the contract was entered into.