CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

As in 1.1

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

The Provision of A Social Media Management Software Tool

2.2

Description of the goods or services required

Caerphilly County Borough Council's Communications Team manages each of the Council’s social media channels using a Social Media Management Software tool.

This tool enables the scheduling of social media content across various platforms each week. This form of communication enables the Council to ensure that residents are kept up to date regarding the services that the Council provide. The current tool has been utilised for several years and has provided an adequate service to our users.

Due to strategic changes and an increase in the amount of content being shared across multiple social media platforms, the Council requires a suitable supplier to provide an innovative cloud based Social Media Management Software tool that will improve the service provided by the Council.

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=123354.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

It is the Councils intention to award a three (3) year contract which will commence on the 03 October 2022 to 02 October 2025 with the option to extend for a further period of up to twelve (12) months.

3 Conditions for Participation

3.1

Minimum standards and qualification required

AWARD CRITERIA – SELECTION AND AWARD PROCESS

The Evaluation of the tender process shall be evaluated based on the Most Economically Advantageous Tender in terms of the following award criteria:

Compliance Questions Pass/Fail

Quality 90

Price 10

The evaluation of the tender responses shall be undertaken in two (2) stages based on the following methodology:

First Stage – Compliance Questions

Second Stage – Tender Response

The Quality Criteria for this arrangement will consist of the following quality sub criteria, weightings and allocated scores immediately below.

Tender Response Questions 20%

Technical System Demonstration 70%

Total Quality 90%

Only the top three scoring tender submissions (including ties) will be accepted to go through to the next stage of the evaluation process, the demonstration stage

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

CCBC/PS2314/22/RM

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

PLEASE NOTE REGISTERING AN INTEREST IN THE SELL2WALES NOTICE IS NOT

REGISTERING AN INTEREST IN THIS TENDER YOU MUST FOLLOW THE INSTRUCTIONS BELOW IN ORDER TO SUBMIT A TENDER:

1. Log in to the Proactis Supplier Portal at: https://supplierlive.proactisp2p.com/Account/Login ;

2. Click the ‘Sign Up’ option on the Portal homepage (If already registered go to point 11);

3. Enter your correct Organisation Name, Details and Primary Contact Details;

4. Make a note of the Organisation ID and User Name, then click ‘Register’;

5. You will then receive an email from the system asking you follow a link to activate your account;

6. Enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details;

7. In the Classification section ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice, it is essential that only CPV Codes specific to your organisation are added to your profile;

8. Buyer Selection — At this stage you are required to indicate which Buyer Organisations you would like to register with. Remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities;

9.Terms and Conditions — Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process. Once you have agreed click on the blue arrow to move on to the next stage;

10. Insert a password for the admin user and repeat it. The password Must be between 6 and 50 characters in length. It must contain at least 2 number(s). Once completed select ‘Complete Registration’ and you will enter the Supplier Home page;

11. From the Home Page, go to the ‘Opportunities’ icon, all current opportunities will be listed. Click on the blue arrow under the field ‘Show Me’ of the relevant opportunity then click to register your

interest on the applicable button;

12. Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue arrow;

13. Note the closing date for completion of the relevant project. To find all available documentation drop-down the ‘Request Documents’ option and click to download all documents;

14. You can now either complete your response or ‘Decline’ this opportunity. All queries are to be made via the messaging system on the Proactis portal. We will not accept any questions/queries via telephone/email.

A supplier guide is available via the portal detailing how to use the Proactis Plaza system.

If you require assistance please contact Jemma Ford. 01443 863163; fordj1@caerphilly.gov.uk or the procurement team on 01443 863161.

(WA Ref:123354)

5.2

Additional Documentation

5.3

Publication date of this notice