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Denmark-Copenhagen: Business services: law, marketing, consulting, recruitment, printing and security
Contract award notice
Results of the procurement procedure
Section I: Contracting authority
Section II: Object
The provision of communication and layouts services and the organisation and production of teaching materials;
The Ministry of Foreign Affairs wishes to conclude a framework agreement on communication and layouts and the organisation and production of educational materials for the Ministry of Foreign Affairs.
The framework agreement covers, inter alia, strategic internal and external communication as well as campaign and communication activities. Analysis of target groups and evaluation of communication with a view to enabling the Ministry of Foreign Affairs to make its communication efforts more efficient, including better targeting of communication and resources. Magazine production, including magazine layout, distribution, subscription management and advertising sales. Ad hoc design, set-up, graphics, video and podcast production services. Production and production of Danida’s teaching materials linked to the children’s U-national calendar.
The framework agreement will be tendered in 6 lots. For each partial agreement, 3 suppliers will be contracted under the cascade model. Each lot is concluded for a period of 4 years, with the expected entry into force on 6 March 2020.
Lot 1: Strategic internal and external communication, including campaign and marketing activities;
Um is a large organisation carrying out tasks in a wide range of areas of work. The strategic advice covers communication to all (Danish and foreign) target groups, as well as both internal and external communication, and to all communication platforms, with a primary focus on digital solutions. The communication tasks under the current partial agreement will therefore vary and include communication at different levels and in different contexts.
Um would like the supplier at this partial agreement to act as a strategic communication adviser with the digital platforms at the core. The aim is for UM’s communication to be more accurate and effective, as well as for target groups in Denmark as well as abroad. The lot agreement covers the following types of tasks:
1) Advice on strategic external communication, including public diplomacy and branding strategies.
(2) advising and developing action plans and campaigns in specific fields of action, as well as their organisation and implementation.
(3) Digital marketing advice and the development of selected major commercialisation measures.
(4) advice on strategic internal communication and management communication and implementation of actions in these areas.
(5) Advice and implementation of employers’ branding and employee advocacy activities.
(6) Actual and graphical work — Content research and production related to the above mentioned communication activities included under this Lot.
Lot 2: Analysis of target groups
The tasks under this sub-agreement include analysis of target groups. It wishes to be able to carry out analyses of target groups in order to be able, through knowledge of its target groups, to focus and reproduce its communication activities accurately, thus maximising the impact of communication, as well as knowledge of target groups as a basis for strategic choices and resource priorities. The um is itself responsible for carrying out certain communication activities, while others are carried out with the assistance of external contractors.
The partial agreement includes the following:
(1) Organisation and conduct of beneficiary analyses, including preparation of analysis and reporting design, collection of data and preparation of analysis report.
In general, the performance of the tasks requires that the supplier’s contribution be of high professional quality and operate in a context of political awareness and public awareness. The supplier must therefore, in both planning and substance, demonstrate political understanding and understanding of the decision-making and working procedures of a ministry. The supplier shall cooperate, as appropriate, with other UM suppliers in the field of communications. A detailed description of the scope within which the supplier must be able to perform tasks is given below and an example of a type of task is given.
Lot 3: Magazine production 360 degrees
This lot concerns Magasinet 360 o — Version in the Development of magazine layout and graphics on print and digital, distribution, advertising and subscription management.
Magazine 360o is Denmark’s global magazine, which covers the developing world, demonstrates Denmark’s commitment to the world and inspires the reader to make a difference. All stories are produced by journalists and photographers and build on the United Nations Sustainable Development Goals (SDGs) on topics such as politics and rights, climate, security and migration, business, tech and innovation and ideas, arts and culture. Magazine 360o printed 5 times a year in 28 500 copies and read by a minimum of 100 000. The size of the magazine is 68 pages, including the cover. The format shall be 19 x 26 cm. The language is Danish. The magazine is also published digitally on its own website from autumn 2019 and on its own social media platforms. Please refer to the magazine website: www.magasinet360.dk
The magazine is financed and published by the MFA, but has an arm’s length and does not necessarily express the Ministry’s views. The magazine has been published since 1974 in various formats, formerly under the name Development.
The supplier shall be able to provide the following services to the MFA, possibly together with one or more subcontractors:
— Layout of the paper magazine in a print and digital publishing station including licence (current Woodwing)
Ad hoc graphics (illustrations, infographics and animations) for website and social media platforms
— Distribution of approximately 20 000 copies of 68 pages of 115 grams
— Subscriber Management
Editorial organisation of magazines and printing is not part of this call for tenders.
Lot 4: Ad hoc content services in the form of text, pictures and graphic designs
This partial agreement concerns ad hoc content services in the form of both printed and digital products and covers the following areas:
(1) Layout and printing of publications
(2) Grafting tasks for digital communication
(3) Miscellaneous printed matter and individual graphic tasks
(4) Update and maintenance of the Ministry of Foreign Affairs design manual
(5) image processing and image research;
(6) Delete textual processing and correctness
(7) Project management and production management, including cooperation with printing works, which the Ministry of Foreign Affairs is obliged to use according to the State’s procurement contract.
Um typically publishes in Danish and/or English. Danish and English are equivalent in this context. Publication in languages other than Danish and English may occur in relatively few cases. Any material produced or obtained by the supplier in the performance of the contract shall be made available to the UM in editable format (Word format, 3D, model files) and in such a way that the UM can use the material or have it further processed by a third party without the assistance of the supplier being necessary. All material for digital media, including PDFs, shall comply at all times with the accessibility requirements applicable to the MFA.
Lot 5: Ad hoc video and podcast content services
This partial agreement covers the following areas:
(1) video production, including subtitling suitable for digital media channels;
2) Sound production (e.g. for podcasts).
For all the mission ambiguities:
Services provided by the supplier shall comply with the guidelines set out in the UM design manual, unless the UM has specified otherwise in the order.
Any material produced or obtained by the supplier in the performance of the contract shall be made available to the UM in editable format (Word format, 3D, model files) and in such a way that the UM can use the material or have it further processed by a third party without the assistance of the supplier being necessary. All digital media material must meet the accessibility requirements of the MFA at all times.
Lot 6: Danida’s teaching materials published in connection with the Children’s U calendar
This partial agreement covers the organisation, production, operation and further development of Danida’s teaching material published in connection with the BUK for use in Class 1 to 5 of the primary school, as well as ongoing tasks related to the development and coordination of activities around the BUK. The supplier shall provide the services requested by the UM for the organisation, production and further development of the training material. The partial agreement concerns 4 publications of the teaching material to be published in autumn 2021, 2022, 2023 and 2024 respectively. Each publication has a production period running from June of one year to May of the third year thereafter. The evaluation of the materials carried out after publication is also included in the production time.
The partial agreement covers the following main tasks:
Taking on the role of project leader in the preparation of the training materials — including cooperation with the NGO in charge of the annual project, as well as with relevant departments in the DR, in close coordination with the MFA.
— Contracts with subcontractors such as author (s), photographer (s), educational consultants, etc.
— Organisation and conduct of travel to project country.
Preparation and production of student books, teacher guidance, small videos, assignments and courses, development and operation of educational universe and platform on u-landsskalender.dk and related app. The material shall be prepared in relation to the Common Objectives and the recommendations for the subjects covered by it (see https://www.emu.dk/grundskole).
— Development and implementation of competency building activities for teachers with regard to the use of materials;
— The placing on the market and promotion of the teaching material and collaborating on the marketing of BUK as a whole.
— Collaboration with DR and NGO in the preparation of the cardboard calendar.
— Co-ordination of sales, printing, distribution and logistics of the training materials, including the implementation of mini-tenders on the books under the State procurement contract for printing services and cooperation with the UM distributor.
— Organisation and implementation of evaluation of training material — including analysis of digital data.
— Strategic further development of teaching materials and contributions.
Section IV: Procedure
Section V: Award of contract
Section VI: Complementary information
The tender is carried out via the tendering platform Udbuddet.dk, where the ESPD solution is integrated. Candidates who are on a mandatory ground for exclusion, in accordance with Sections 135-136 of the Public Procurement Act, will be excluded from participation and will not be eligible for the tendered lot, unless the applicant provides sufficient evidence that the applicant is reliable, cf. Section 138 of the Public Procurement Act. Similarly, candidates who are in one of the voluntary grounds for exclusion listed in Section 137 (1) ((1)) to (6) of the Public Procurement Act will be excluded from participation and will not be eligible for the tendered lots, unless the applicant provides sufficient evidence that the applicant is reliable, cf. Section 138 of the Public Procurement Act. The full tender dossier for all 6 lots is available on Udbuddet.dk Any questions are also requested via Udbuddet.dk
For each lot, 3 suppliers will be contracted. The award shall be made by direct award according to the cascade model. The suppliers are ranked 1, 2 and 3 on the basis of the tender evaluation. The ranking of suppliers remains the same for the duration of the contract. Where the MFA needs to have a service performed, supplier 1 is requested to perform the service, cf. clause 7 of the Framework Agreement. If supplier 1 refuses to execute the order or fails to perform a supply contract, the MFA goes to supplier No 2 and (if supplier No 2 correspondingly refuses or fails to perform) to supplier No 3. The supplier may — and should — refuse an order if the supplier considers that the time limit set for the execution of the order cannot be met.
If, on the other hand, the supplier has accepted an order and the parties have entered into a supply contract, the supplier may not refrain from delivering, including on the ground that the time limit laid down cannot be met. If the parties have concluded a supply agreement which the supplier does not properly perform at the agreed time, the supplier is not entitled to payment for his services under that supply contract. At the same time, um will be entitled to ask supplier 2 to execute the relevant order.
The award procedure is described in detail in points 7 and 11 of the framework agreement.
The framework agreement is not exclusive and the MFA is therefore entitled to disapply the framework agreement. In particular, the possibility of not using the supplier would be relevant if the UM considers the supplier’s offer to be too high in relation to UMs’ expectations of the size of a given order. In such cases, the MFA is entitled to carry out a benchmarking exercise (obtaining “control bids”) and to award the service to the next supplier of the framework agreement, cf. point 11, or to an external contractor to the extent that this can be done in accordance with the procurement rules. Um wants as wide a competitive space as possible, including SMEs and other small businesses. Candidates are invited to tender with subcontractors or to form part of a consortium in order to be able to perform the tasks under the specific lot.
If the applicant is a consortium or similar group or applies on the basis of the economic or financial capacity of other entities (e.g. supporting company), the members of the consortium/consortium shall be jointly and severally liable for the performance of the framework agreement.
In addition, in the case of applicants relying on the capacities of other entities, the applicant shall provide a statement of support or equivalent documentation demonstrating that the entity concerned is legally bound to the applicant. Where an applicant relies on the economic and financial capacity of other entities, that entity must assume joint and several liability for the undertaking given by the applicant in the specific lot.
Tenderers may tender for one or more of the lots.
The precise time limits for appeals are set out in Section 7 of the Act on the Complaints Board for Public Procurement: A company’s complaint for not having been selected must have been submitted to the Complaints Board for Public Procurement within 20 calendar days from the day following the date of dispatch of a notification to the candidates concerned of who has been selected when the notification is accompanied by a statement of reasons for the decision. Other complaints must be submitted to the Complaints Board for Public Procurement within 6 months of the contracting entity concluding a framework agreement from the day following the day on which the contracting entity informs the candidates and tenderers concerned.