Procurement of Communications & Engagement
Support for IMPROVE Planning Project
Tender Ref: T BUS17-021
Invitation Document
Derry City & Strabane District Council
Council Offices
98 Strand Road, Derry
BT48 7NN
Email:
Web: www.derrystrabane.com
Table of Contents
Contents 2
Introduction & Scope of Works 3
Instructions to Tenderers 7
Evaluation / Award Criteria 15
Form of Tender 18
Terms & Conditions 20
Form of Assurance 21
Collusive Tendering Certificate 22
Declaration of Commitment to
Promoting Equality of Opportunity 23
Fair Employment Declaration 24
Prompt Payment Certificate 26
Statement Relating To Good Standing 27
Public Procurement & Tax Compliance 30
Freedom of Information 31
Non Submittal Form 32
Appendix 33
Introduction & Scope of Works
1.0 Introduction
Derry City & Strabane District Council (DCSDC) seeks tenders from suitably qualified organisations/individuals to undertake the design and delivery of communications and engagement support for the IMPROVE planning project. The work procured for this tender is part of the process of co-producing this service with citizens of our region and has been designed to raise awareness and engage with these communities to get their inputs on this service.
The aim of this support programme is:
· to increase awareness and engagement of the IMPROVE project via a dedicated PR campaign – generating media coverage of key issues and project milestones.
· to boost awareness of the IMPROVE project amongst key audiences, particularly under-represented groups and communities.
· to develop relevant support materials for the programme
2.0 Background & Context
2.1 IMPROVE is an EU funded project by the Northern Periphery and Arctic 2014-2020 programme, which aims to facilitate the public in helping Council produce better public services.
2.2 Derry City and Strabane District Council aims to increase the level of innovation in the field of technology-driven public service solutions by making Council services more accessible to a range of different citizens.
2.3 Derry City and Strabane District Council are one of 6 partner regions working on the project (see http://improve.interreg-npa.eu/) and have committed to developing a tool to allow members of the public to give informal feedback on a range of key planning projects being considered as part of the Local Development Plan.
2.4 This tender is only concerned with the Derry City and Strabane District Council portion of the overall project.
2.5 DCSDC are seeking early feedback from the public on significant planning issues that the Local Development Plan will need to consider as part of its preparation and have developed an initial web resource to allow the public to feedback their views on key developments (see http://www.derrystrabane.com/Subsites/Development-Management/Development-Management-%E2%80%98IMPROVE%E2%80%99)
2.6 The project is primarily concerned with encouraging citizens with an interest in the future development of our District over this time period become engaged in the process. Additional consultations will also be conducted with elected members and stakeholder groups.
2.7 It is important to note that this is a pilot project and that comments received as part of the IMPROVE project in relation to any of the planning topics which will inform the LDP will not be treated as formal representations to the LDP. Rather they will be used as initial input to guide the preliminary preparation of the LDP.
2.8 The project also allows citizens to provide early comment on specific planning applications across the District, which because of their scale or location or public significance, it is felt that early public feedback will enhance the planning process. Similarly it is also stressed that any such comments received as part of IMPROVE feedback will not be treated as formal representations to a specific planning application. Rather, they will be used by Development Management (DM) officers as a ‘vox-pop’ of public reaction to the proposal.
3.0 The Client Team
3.1 Derry City and Strabane District Council will be the commissioning authority for the Project.
3.2 DCSDC will nominate a lead Officer, as the primary point of contact throughout the life of this project.
3.3 This officer will work in partnership with the IMPROVE team and officers from both the LDP and DM sections of the Planning Department.
4.0 External Expertise
4.1 Council recognises the need to obtain external expertise to assist with delivering on the project aims and objectives.
4.2 It is acknowledged that the organisation/Individual should meet the following:
(a) Strong leadership and co-ordination skills and a track record in delivering similar types of projects to agreed target completion dates;
(b) Demonstrate that they have creativity and flair alongside a strong understanding of the project brief;
(c) Demonstrate that they have a current Access NI Certificate (or have one by the date of contract award) and comply with Council’s policy and procedures for protection of children and vulnerable adults;
(d) Demonstrate that they have a strong knowledge and experience of designing and delivering communications and engagement programmes targeting a wide range of citizens and communities;
(e) Demonstrate that they have a strong knowledge and experience of engaging with schools, planning and delivering education programmes;
(f) Experience in creating and delivering PR and Communications Campaigns; &
(g) Experience in creating relevant programme content (e.g. copy, videos, printed materials etc.
5.0 Scope of works
5.1 The anticipated campaign period for this work will be March (or on appointment) until October 2017.
5.2 The successful contractor will be required:
§ to increase awareness and engagement of the IMPROVE project via a dedicated PR campaign – generating media coverage of key issues and project milestones.
§ to boost awareness of the IMPROVE project amongst key audiences, particularly under-represented groups and communities and Children & Young People via a series of engagement sessions. The successful contractor will be expected to manage recruitment of participants for these sessions, develop content and format for each session. It is anticipated that a minimum of 4 workshops are held across the City and District.
§ to develop relevant support materials for the programme including
· 4 project explainer videos
· web / blog content support service for 2017/2018
· editorial calendar for social channels for 2017/18 and
· editable design template for quarterly Planning e-newsletter (to be distributed using Mailchimp and based on DCSDC Corporate Brand Guidelines)
6.0 Services Provided by the Client (DCSDC)
The Client will provide the following information to the successful supplier:
· Provide all relevant information and milestones to the provider
· Establish clear targets and groupings
· Nominate an officer and dedicate time and resources towards this initiative, to support the successful contractor.
7.0 Budget
The budget available for this project is £20,000 + vat to include all fees and
expenses.
Instructions to Tenderers
1. Invitation To Tender
1.1 Derry City & Strabane District Council principally invites detailed and costed proposals for Tender brief defined in Introduction & Scope of Works. Please ensure your submission includes all details as per section 19 of Instructions to Tenderers.
2 Explanation of Documents / queries during the tender period / registration of intent to tender
2.1 It is the responsibility of prospective facility/service providers (hereafter referred to as ‘tenderers’) or parties submitting ‘expressions of interest’ to obtain for themselves at their own expense any additional information necessary for the preparation of their proposals (hereafter referred to as ‘tenders’) or ‘expressions of interest’.
2.2 Tenderers are advised to ensure that they are fully familiar with the nature and extent of the obligations to be accepted by them if their tender is accepted.
2.3 Should any tenderer be in doubt as to the interpretation of any part of the contract documents, Procurement shall endeavour to answer written enquiries. All queries must be submitted in writing to arrive with Procurement not later than 12 noon 15th February 2017 by email to:
Email –
2.4 All copies of written queries received, together with written replies will be sent to all tenderers not later than 5days before the date of return of tenders.
2.5 In order to ensure receipt of written replies, all prospective tenderers are therefore requested to register their intent to tender in writing to Procurement by email as noted in Clause 2.3 above, not later than 12 noon on 15th February 2017, including full contact details and indicating tender will be submitted.
2.6 No representation, explanation, or statement made to a tenderer, or anyone else, by or on behalf of the Council, as to the meaning of any of the tender documents, or otherwise in clarification as aforesaid, shall bind the Council in exercise of its powers and duties under any subsequent Contract(s).
3 Accuracy Of Tender
Tenders must be submitted for the supply of all the services specified in the Form of Tender. Tenders submitted for part of the services only will be rejected. Tenderers must price separately for all items listed in the Form of Tender. The Council may reject any tender that is not priced separately.
4 Information to be provided
Tenderers should provide a brief description of the overall organisation of their company. Tenderers must also include subcontracting information in this section if subcontractors will be engaged. Subcontractors must be named and their roles in the project briefly described.
Tenderers should provide this general background information:
o Company Address
o Contact person (s)
o Year established and company background
o Number of customers currently being serviced
o Comprehensive list of available services
o Provide any additional background information
Tenderers must complete and return all relevant tender/pricing, assurance and declaration forms etc.
5 Submission of Tender Documents (and/or Additional Proposals and Expressions of Interest)
5.1 The tender(s) shall be made on the Form of Tender(s) provided, and signed by the Tenderer. All Contract Documents, together with these Instructions and completed Form of Tender(s) should be forwarded, by registered post or delivered by hand and a receipt obtained to:
Tender for “Procurement of Communications & Engagement
Support for IMPROVE Planning Project”
Director of Business and Culture
Derry City & Strabane District Council
98 Strand Road, Derry
BT48 7NN,
so as to arrive not later than 12.00 noon on 8th March 2017
Please provide 4 copies of your tender submission and one copy on USB Stick. These copies will enable your submission to be reviewed by tender panel
No UNAUTHORISED alteration or addition should be made to the Tender Form(s), or to any other of the Contract Documents. IF ANY SUCH ALTERATION OR ADDITION IS MADE OR IF THESE INSTRUCTIONS ARE NOT FULLY COMPLIED WITH THE TENDER MAY BE REJECTED.
5.2 All documents requiring a signature shall be signed.
(a) Where the Tenderer is an individual, by that individual
(b) Where the Tenderer is a partnership by the two duly authorised partners.
(c) Where the Tenderer is a company by two directors or by a director and the secretary of the company, such persons being duly authorised for that purpose.
5.3 Tenders shall be submitted strictly in accordance with the tender documents.
5.4 No alteration to the text of any of the Tender Documents will be permitted, and if any are made, the tender may be rejected. Failure to complete any part of the documents may also incur rejection of the tender.
5.5 Tenderers must ensure that all requested documentation is returned with the completed tender.
5.6 No name or mark, including any franking machine slogan, is to be placed on the envelope to indicate in any way the identity of the sender.
5.7 Tenderers or any representatives thereof will not be permitted to be present when the tenders are opened.
5.8 All prices should be quoted in pounds sterling and shall be exclusive of VAT.
6 The Basis of the Tender
The rates quoted in the form of tender section shall remain fixed for the duration of this contract.
7 Period of Acceptance
The Tenderer is required to hold his tender open for acceptance for a period of 150 days from the closing date for the submission of tenders.
8 Evaluation of Tender
8.1 Evaluation/Award Criteria are outlined in next section.
8.2 Derry City & Strabane District Council is not required to accept any tender and may wish to award the contract as a whole or individual aspects depending on the strength of the successful team. Any award will be made on the basis of the stated evaluation criteria.
9 Contract Documents take Precedence
The information given in these Instructions for Tenderers is given in good faith for the guidance of Tenderers, but if there is any conflict, the Conditions of Contract, Specifications, and the Pricing Documents / Form of Tender shall take precedence over these Instructions.
10 Pre-Selection Interviews / Presentations
Tenderers are put on notice that they may be required to attend the Council Offices, 98 Strand Road, Derry, for procedural and technical presentations and/or interviews during the process of tender evaluation at no charge to Council.
11 Contract Commencement Date
The contract will commence on 10th March 2017
12 Questions
All questions, requests or other communications regarding this tender must be made in writing to
13 Late Submissions
Tenders submitted after the closing date will not be accepted.
14 Expenses and Losses
The Council shall not be responsible for, or pay for, any expenses or losses that may be incurred by any tenderer in preparing their tender proposals.
15 Preparation of Tender
It is the responsibility of prospective tenderers to obtain for themselves, at their own expense, any additional information necessary for the preparation of their tenders.
16 Confidentiality
All information supplied by the Council in connection with this invitation to tender shall be treated as confidential by prospective tenderers, except that such information may be disclosed so far as is necessary for the purpose of obtaining sureties, guarantees and quotations necessary for the preparation and submission of the tender.
17 Ownership of Tender Documents
These documents are, and shall remain, the property of the Council and shall be returned with the tender. If no tender is to be submitted, the documents shall be returned pursuant to the Council’s Invitation to Tender.