Establishment of a single party framework agreement for Public Relations Services in Republic of Ireland (ROI) and Northern Ireland (NI)

Food Safety Promotion Board

Safefood is a North-South body, responsible for the promotion of food safety and healthy eating on the island of Ireland. It was established in 1999 under the terms of the British-Irish Agreement Act 1999 and the North-South Co-operation (Implementation Bodies) Northern Ireland Order 1999.
Safefood proposes to engage in a competitive process for the establishment of 2 single party framework agreements as follows:
1. Framework Agreement for the provision of Public Relations Services for the Republic of Ireland (ROI)
2. Framework agreement for the provision of Public Relations Services for Northern Ireland (NI).
Interested parties may apply for 1 or both lots.

Deadline

The time limit for receipt of tenders was 2015-10-12. The procurement was published on 2015-09-10.

Who? What? Where?
Procurement history
Date Document
2015-09-10 Contract notice
Contract notice (2015-09-10)
Object
Scope of the procurement
Title: Public relations services
Quantity or scope:
The duration of the framework agreements will be for 4 years. For the avoidance of doubt, the period for delivery of any subsequent contracts entered into may extend beyond the date of expiry of the framework.At a minimum, the successful service provider will be required to deliver integrated communications planning and issue management, offer strategic advice on stakeholder relations and media relations and provide ongoing support in the field of public relations.60 000400 000
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Notice metadata
Original language: English 🗣️
Document type: Contract notice
Nature of contract: Services
Regulation: European Union, with participation of GPA countries
Common procurement vocabulary (CPV)
Code: Public relations services 📦

Procedure
Procedure type: Restricted procedure
Type of bid: Submission for one or more lots
Award criteria
The most economic tender

Contracting authority
Identity
Country: Ireland 🇮🇪
Awarding authority type: Body governed by public law
Awarding authority name: Food Safety Promotion Board
Postal address: 7 Eastgate Avenue, Little Island
Postal town: Cork
Contact
Internet address: http://www.safefood.eu 🌏
E-mail: info@achilles.ie 📧

Reference
Dates
Date dispatched: 2015-09-10 📅
Submission deadline: 2015-10-12 📅
Publication date: 2015-09-15 📅
Identifiers
Notice number: 2015/S 178-323658
OJ-S issue: 178
Additional information
VI.3) Additional Information 1) Interested parties must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties 2) This is the sole call for competition for this service. 3) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers. 4) Contract award will be subject to the approval of the competent authorities. 5) It will be a condition of award that candidates and all sub-contractors produce a valid Tax Clearance Certificate from the Irish Revenue Commissioners as part of their application for participation in the competition. 6) In the case of a single party framework agreement contracts for each Lot may be awarded directly on foot of the original tenders of by consultation with the framework member and invitation to provide supplementary tender with the constraints laid down in the tender. Safefood will use this framework agreement for each Lot as and when requirements within it's scope arise. However, there is no obligation upon safefood to make use of this framework agreement. Notwithstanding this fact, the framework agreement may be terminated in accordance with the framework terms and conditions, a draft version which will be appended to the tender document. 7) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time. 8) Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words “or equivalent“ will always be appended. Scope of the framework 9) It is emphasised that a framework constitutes no guarantee to purchase a specific quantity of supplies or services from a particular economic operator. Indeed, safefood reserves the right to operate outside the framework agreement at its discretion, particularly should it become apparent that doing so would offer greater value for money. Notwithstanding the foregoing, the framework agreement approach has been adopted in order to leverage efficiencies and maximise cost savings over the duration of the framework. 10) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information. Therefore, candidates are advised to ensure that they return Fully Completed questionnaires in order to avoid the risk of elimination from the competition.
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Object
Scope of the procurement
Estimated value excluding VAT: 60 000 💰
400 000 💰
Short description:
Safefood is a North-South body, responsible for the promotion of food safety and healthy eating on the island of Ireland. It was established in 1999 under the terms of the British-Irish Agreement Act 1999 and the North-South Co-operation (Implementation Bodies) Northern Ireland Order 1999.
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Safefood proposes to engage in a competitive process for the establishment of 2 single party framework agreements as follows:
1. Framework Agreement for the provision of Public Relations Services for the Republic of Ireland (ROI)
2. Framework agreement for the provision of Public Relations Services for Northern Ireland (NI).
Interested parties may apply for 1 or both lots.
Lot number: 1
Title of the lot: Single party framework agreement for Public Relations in Republic of Ireland (ROI)
Short description:
Safefood proposes to engage in a competitive process in order to establish two single operator framework agreements for its requirements relating to Public Relations services. The Public Relations Services will include integrated communications planning, stakeholder and media relations, ongoing public relations support, media briefing advice, issue management as well as offering strategic communications advice in the field of public…
… relations.The duration of the framework agreements will be for 4 years. For the avoidance of doubt, the period for delivery of any subsequent contracts entered into may extend beyond the date of expiry of the framework.
… relations.
The duration of the framework agreements will be for 4 years. For the avoidance of doubt, the period for delivery of any subsequent contracts entered into may extend beyond the date of expiry of the framework.
Quantity or scope: In developing each individual campaign, the successful tenderer (s) will be expected to work in conjunction with safefood‘s other contracted agencies to include advertising and any other companies as deemed necessary by safefood to provide an integrated approach to developing campaign communications.Safefood has an estimated annual average requirement for approximately 2 to 3 planned and comprehensive food safety/healthy eating promotion public awareness campaigns on the island of Ireland, subject to available resources. The themes for the campaigns are identified and prioritised on the basis of public health, research, emerging health issues and trends and underpinned by best practice in health promotion. Public Relations will form part of the integrated solution to the successful approach to these campaigns.
In developing each individual campaign, the successful tenderer (s) will be expected to work in conjunction with safefood‘s other contracted agencies to include advertising and any other companies as deemed necessary by safefood to provide an integrated approach to developing campaign communications.
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Safefood has an estimated annual average requirement for approximately 2 to 3 planned and comprehensive food safety/healthy eating promotion public awareness campaigns on the island of Ireland, subject to available resources. The themes for the campaigns are identified and prioritised on the basis of public health, research, emerging health issues and trends and underpinned by best practice in health promotion. Public Relations will form part of the integrated solution to the successful approach to these campaigns.
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Estimated value excluding VAT: 30 000 💰
200 000 💰
Duration: 48 months
Lot number: 2
Title of the lot: Single party framework agreement for Public Relations Northern Ireland (NI)
Short description:
Safefood proposes to engage in a competitive process in order to establish 2 single operator framework agreements for its requirements relating to Public Relations services. The Public Relations Services will include integrated communications planning, stakeholder and media relations, ongoing public relations support, media briefing advice, issue management as well as offering strategic communications advice in the field of public…
… relations.The duration of the framework agreements will be for 4 years. For the avoidance of doubt, the period for delivery of any subsequent contracts entered into may extend beyond the date of expiry of the framework.
… relations.
Quantity or scope: In developing each individual campaign, the successful tenderer (s) will be expected to work in conjunction with safefood‘s other contracted agencies to include advertising and any other companies as deemed necessary by safefood to provide and integrated approach to developing campaign communications.Safefood has an estimated annual average requirement for approximately 2 to 3 planned and comprehensive food safety/healthy eating promotion public awareness campaigns on the island of Ireland, subject to available resources. The themes for the campaigns are identified and prioritised on the basis of public health, research, emerging health issues and trends and underpinned by best practice in health promotion. Public Relations will form part of the integrated solution to the successful approach to these campaigns.
In developing each individual campaign, the successful tenderer (s) will be expected to work in conjunction with safefood‘s other contracted agencies to include advertising and any other companies as deemed necessary by safefood to provide and integrated approach to developing campaign communications.
Show more
The duration of the framework agreements will be for 4 years. For the avoidance of doubt, the period for delivery of any subsequent contracts entered into may extend beyond the date of expiry of the framework.
At a minimum, the successful service provider will be required to deliver integrated communications planning and issue management, offer strategic advice on stakeholder relations and media relations and provide ongoing support in the field of public relations.
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Duration: 048 months
Place of performance
Main site or place of performance: Island of Ireland.

Legal, economic, financial and technical information
Conditions for participation
Suitability to pursue the professional activity:
Candidates will be required to confirm that none of the conditions for exclusion contained in the Declaration of Bona Fides apply to their particular case, otherwise they will be excluded.
A copy of the Declaration is included in the qualification questionnaire available to download from the Irish Government Procurement Opportunities Portal www.etenders.gov.ie
Economic and financial standing:
In order to be considered, candidates must complete the qualification questionnaire available to download from the Irish Government Procurement Opportunities Portal www.etenders.gov.ie using RFT ID 99344.
Minimum level(s) of standards:
In order to be considered, candidates must complete the qualification questionnaire available to download from the Irish Government Procurement Opportunities Portal www.etenders.gov.ie using RFT ID 99344
Technical and professional ability:
In order to be considered, candidates must complete the qualification questionnaire available to download from the Irish Government Procurement Opportunities Portal www.etenders.gov.ie using RFT ID 99344
Contract execution
Deposits and guarantees required: N/A.
Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them: To be agreed at the time of establishing the framework agreement.
Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
A grouping, if successful, may be required to contract as a single entity having joint and several liability but subject to the agreement of the contracting parties. If it is proposed to sub-contract the delivery of any portion of the initial contract or any subsequent contract under the framework, it may be a condition of award of contract that both the service provider and any proposed sub-contractor enter simultaneously into a collateral warranty with the contracting authority for the relevant portion of that contract.
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Names and professional qualifications of the staff ✅

Procedure
Duration of the framework agreement in years: 4
Objective criteria for selection:
Responses to the questionnaire will be assessed in accordance with the selection criteria, weightings and minimum rules stated. It is envisaged that at least the top 5 scoring candidates (subject to the number and quality of applications received) that also meet the minimum requirements will be invited to tender in respect of each lot).
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Languages
Language: English 🗣️
Irish 🗣️

Contracting authority
Identity
National registration number: N/a
Contact
Contact point: Edel Quinn
Address of the buyer profile: http://irl.eu-supply.com/ctm/Supplier/CompanyInformation/Index/415 🌏
URL for participation: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=92545&B=ETENDERS_SIMPLE 🌏
URL for documents: http://irl.eu-supply.com/app/rfq/rwlentrance_s.asp?PID=92545&B=ETENDERS_SIMPLE 🌏

Reference
Additional information
VI.3) Additional Information
1) Interested parties must register their interest on the eTenders web site (www.etenders.gov.ie) in order to be included on the mailing list for clarifications. All information relating to attachments, including clarifications and changes, will be published on the Irish Government Procurement Opportunities Portal (www.etenders.gov.ie) only. Registration is free of charge. The contracting authority will not accept responsibility for information relayed (or not relayed) via third parties
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2) This is the sole call for competition for this service.
3) The contracting authority will not be responsible for any costs, charges or expenses incurred by candidates or tenderers.
4) Contract award will be subject to the approval of the competent authorities.
5) It will be a condition of award that candidates and all sub-contractors produce a valid Tax Clearance Certificate from the Irish Revenue Commissioners as part of their application for participation in the competition.
6) In the case of a single party framework agreement contracts for each Lot may be awarded directly on foot of the original tenders of by consultation with the framework member and invitation to provide supplementary tender with the constraints laid down in the tender.
Show more
Safefood will use this framework agreement for each Lot as and when requirements within it's scope arise. However, there is no obligation upon safefood to make use of this framework agreement. Notwithstanding this fact, the framework agreement may be terminated in accordance with the framework terms and conditions, a draft version which will be appended to the tender document.
Show more
7) At its absolute discretion, the contracting authority may elect to terminate this procurement process, the framework agreement or any contract awarded under the framework agreement at any time.
8) Please note in relation to all documents, that where reference is made to a particular standard, make, source, process, trademark, type or patent, that this is not to be regarded as a de facto requirement. In all such cases it should be understood that such indications are to be treated strictly and solely for reference purposes only, to which the words “or equivalent“ will always be appended.
Show more
Scope of the framework
9) It is emphasised that a framework constitutes no guarantee to purchase a specific quantity of supplies or services from a particular economic operator. Indeed, safefood reserves the right to operate outside the framework agreement at its discretion, particularly should it become apparent that doing so would offer greater value for money. Notwithstanding the foregoing, the framework agreement approach has been adopted in order to leverage efficiencies and maximise cost savings over the duration of the framework.
Show more
10) Without prejudice to the principle of equal treatment, the contracting authority is not obliged to engage in a clarification process in respect of questionnaires with missing or incomplete information. Therefore, candidates are advised to ensure that they return Fully Completed questionnaires in order to avoid the risk of elimination from the competition.
Show more

Complementary information
Review body
Name: High Court
Postal address: Four Courts, Inns Quay
Postal town: Dublin
Postal code: 7
Country: Ireland 🇮🇪
E-mail: highcourtcentraloffice@courts.ie 📧
Source: OJS 2015/S 178-323658 (2015-09-10)
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