United Kingdom-Cardiff: Marketing services
Prior information notice
This notice is for prior information only
Section I: Contracting authority
Main address: http://wales.gov.uk/?skip=1&lang=en
Address of the buyer profile: http://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0007
Section II: Object
Communication and Marketing Framework
A framework for delivering Welsh Government's communication and marketing requirements. The framework will be open for use by other public bodies. The proposed Lotting Structure is as follows and we envisage between 5 and 8 suppliers being awarded to each Lot apart from Lot 7 where we envisage 1 supplier being appointed:
— Lot 1: Creative design and branding.
— Lot 2: Digital marketing services.
— Lot 3: Filming, editing and animation services.
— Lot 4: Bespoke stand design and build.
— Lot 5: Event/conference management.
— Lot 6: Evaluation/research.
— Lot 7: Publicity materials — Storage/shipping.
— Lot 8: Event Audio Visual (AV).
— Lot 9: Portable publicity equipment and signage.
Over the maximum 4 year period of the framework, the anticipated spend is between 11 000 000 GBP and 18 000 000 GBP which is based on previous usage. The value of 25 000 000 GBP is the maximum anticipated spend on the framework. Please note however that, as this is a framework, the range of values provided are only estimates and cannot be guaranteed.
Creative Design and Branding
Production of materials which meet clearly defined marketing plans and communication objectives, capturing and delivering the required messages and working as part of integrated communications across media.
Includes the following:
— delivering various aspects of brand strategy development,
— design of marketing campaigns,
— design of exhibition and display materials, brochures, leaflets, direct marketing and promotional items, packaging, advertisements.
Designs will need to be bilingual and/or multilingual, taking into account different cultures, use of colour and localised design issues. All materials are required to meet Welsh Government brand and accessibility standards.
The purchase of advertising space would not be required under this lot as existing contracts cover this requirement.
The purchase of print is not required under this lot as existing contracts cover this requirement.
We envisage awarding between 5 and 8 suppliers to this Lot.
The anticipated approximate spend for Lot 1 is 250 000 GBP to 400 000 GBP.
Digital Marketing Services
— Digital strategy development,
— Develop and deliver digital marketing activity across paid and earned digital channels,
— All aspects of web design and build, to include information architecture, usability and customer-centric design, technical development and API integration across B2C and B2B sites. Specific CMS experience will be required including, but not limited to, the following platforms; Sitecore, Drupal, WordPress, and Alterian.
Expertise is required across all aspects of digital creative, including the development of “on brand” display advertising, email design, eBooks, interactive and multimedia materials as well as presentation creative. Suppliers are sought with expertise in all aspects of mobile application development, to include development of native and hybrid applications – across all major platforms.
The anticipated approximate spend for Lot 2 is 1 700 000 GBP to 2 300 000 GBP.
Filming, Editing and Animation Services
Develop scripts / use existing scripts and producing highly polished outputs for broadcast, DVD / Video production, or web based clips. Services required will include taking static communication briefs and developing a script / storyboard to bring the concept to life.
Suppliers will need to be able to provide a full range service, providing cameramen, lighting, directors, editors and producers etc. filming in a number of formats HD etc. and have access to fully furnished editing suits with the relevant software utilised within the industry to deliver a variety of outputs. The ability to take existing footage formats such as DVD or HD tape and convert to different formats, such as Windows Media Files, QuickTime, MPEG. 3D animation is needed for a number of uses including customer presentations as well as in video productions. Consideration is required for transferring high resolution images from the animation for use within printed presentations and display material.
The purchase of airtime would not be required under this lot as existing contracts cover this requirement.
The anticipated approximate spend for Lot 3 is 550 000 GBP to 1 000 000 GBP.
Bespoke Stand Design and Build
Design, construct and supply all the various elements in the supply of both large bespoke standalone exhibition spaces, or smaller modular structures for either internal or external exhibitions, in the UK and overseas.
Suppliers will need to provide a full range of additional requirements including but not limited to marquees, flooring, kitchen units, utilities, AV, toilets etc. and be able to undertake transportation and full installation to meet both the client’s and the venue’s requirements and rules and regulations such as Health and Safety etc.
The anticipated approximate spend for Lot 4 is 2 700 000 GBP to 3 500 000 GBP.
Event / Conference Management
Suppliers are sought who understand the aims and objectives of events, project manage, provide on-site support and liaison with all parties involved. This could involve managing multiple contractors and in some instances multiple parties to ensure that planning and delivery remains on time and within budget.
Activity required may include venue sourcing, hotel bookings, delegate packs, name badges, AV, speaker sourcing and management, travel arrangement planning & management, facilitation, press and PR – both for within the UK and overseas.
The anticipated approximate spend for Lot 5 is 1 400 000 GBP to 2 500 000 GBP.
Evaluation / Research
Suppliers are sought who have experience in undertaking evaluation research via several mediums, face-to-face, interviews at events/exhibitions, follow up phone calls, interviews via the phone or via survey etc. Reports will be required on the effectiveness of shows/campaigns, materials distributed, feedback, PR and messages.
Suppliers will need to be experienced in questionnaire development, analysing the completed data and providing bilingual reports. Experience and knowledge of governmental surveys and reports, data protection and handling secure information is vital.
The anticipated approximate spend for Lot 6 is 300 000 GBP to 500 000 GBP.
Publicity Materials — Storage / Shipping
Storage and transportation of a wide range of exhibition and conference materials across the UK and overseas. Packaging of items in bubble wrap, or shrink-wrap will be required. Racking should be in place to store literature and clothing to ensure that it is kept dry and secure.
Stock control management will be vital and the supplier will be required to manage the corporate publicity exhibition loan scheme, ensuring that items are logged out and in, and be able to pinpoint and report on where items are at all times.
The client may also have a requirement for the storage and transportation of portable exhibition vehicles.
We envisage awarding 1 supplier to this Lot.
The anticipated approximate spend for Lot 7 is 400 000 GBP to 600 000 GBP.
Audio Visual (AV)
Suppliers are sought to provide a full range of audio visual (AV) support, and access to the hire of quality AV equipment such as projectors, speaker system, radio mic’s computers and laptops, electronic voting systems as well as lighting, video capture/ simultaneous broadcasting of presenters and be able to work with both PC and Mac formats.
AV equipment may be required for a number of purposes such as exhibitions, road shows, product launch events, PR, and award ceremonies, internal and external meetings/presentation etc., often at short notice.
Suppliers will need to be able to undertake installation, running and de-rigging of equipment, including advice and full technical support as and when needed, working with venues as appropriate to ensure that all aspects of health and safety are covered.
The anticipated approximate spend for Lot 8 is 500 000 GBP to 700 000 GBP.
Portable Publicity Equipment and Signage
Suppliers are sought to provide various models of standard pop-up stands and various banner systems with their casings, and possible lighting systems etc. Suppliers will need to be able to print/manufacture the graphic panels and be able to undertake repairs to the various systems we order as well as those that we already have in stock (which are standard size, generic items).
Suppliers may be needed to set artwork for panels themselves or to work form supplied artwork which we provide — often at short-notice and sometimes requiring quick delivery. In addition the production of non-standard panels is required for larger exhibition stands and systems in various formats, vinyl, hardboard, flexi-board, stand-alone panels etc. Again artwork may be supplied or need to be set following the customers’ brief.
Provision of various directional signage/informational panels may be required with graphics in various formats (acrylic, wood etc.) External signage and replacement plaques for buildings or industrial parks may also be required.
The anticipated approximate spend for Lot 9 is 180 000 GBP to 300 000 GBP.
Section IV: Procedure
Section VI: Complementary information
We will be holding information events regarding this tender where there will be an opportunity for potential bidders to ask questions. The events will be held at the following locations:
— 22.5.2018 at 9:00 to 11:00 am in Glyndwr University, Mold Road, Wrexham, LL11 2AW,
— 23.5.2018 at 9:00 to 11:00 am in the Wallace Lecture Theatre in the Main Building of Cardiff University, Cardiff, CF10 3AT.
Places are limited to 2 spaces per organisation and will be offered on a first come first served basis. Please book your space by contacting CommunicationContractsMailbox@gov.wales by close of play on 15.5.2018.
In accordance with the requirements of the Welsh Language Standards, we would like to establish your language preference. I would be grateful if you would confirm your language preference for contributing at the meeting:
Welsh / English.
Please can you respond by 15.5.2018. We will not consider responses received after this date.
Please note this framework will be utilised predominantly by the Welsh Government but is also open for use by the following Welsh Bodies:
— Welsh Ministers, their agencies, sponsored and statutory bodies and other contracting authorities funded by them, whether or not they operate independently of Welsh Ministers,
— The Welsh Assembly commission,
— Any company, limited liability partnership or other corporate entity wholly or partly owned by or controlled (directly or indirectly) by Welsh Government,
— UK Government, their agencies, companies and limited liability partnerships or other entities, wholly or partly owned by or controlled by departments of the UK Government and which operate in Wales. Non-ministerial governmental departments which operate devolved offices in Wales,
— Local Authorities in Wales their agencies, companies and limited liability partnerships or other corporate entities wholly or partly owned by or controlled by and any county and county borough, city, community or other council or local authority in Wales,
— Contracting authorities established for the provision of culture, media and sport in Wales,
— NHS Health Boards in Wales, NHS Trusts in Wales, Special Health Authorities in Wales, Community Health Councils in Wales, the NHS Wales Shared Services Partnership and Board of Community Health Councils and any other contracting authorities operating within or on behalf of the NHS in Wales,
— Higher and further education bodies in Wales, including colleges, community colleges and universities, WEA Cymru and Colleges Wales,
— Police and crime commissioners and police forces in England and Wales; national park, and fire and rescue authorities in Wales,
— Wales Council for Voluntary Action and associated bodies,
— Registered social landlords on the Welsh Government maintained register,
— Schools, sixth-form colleges, foundation schools and academies in Wales (but not independent schools),
— HM Inspectorate of Schools in Wales (Estyn),
— One Voice Wales (Town and Community Councils) and town and community councils in Wales,
— Where applicable, the above shall include subsidiaries of the contracting authority at any level.
In the event of merger, abolition or change of any of the contracting authorities listed or referred to above, the successors to those authorities or to their functions will also be able to enter into specific contracts under this Framework.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=80277
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