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:

2 Contract Details

2.1

Title

Working Wales Roadshow

2.2

Description of the goods or services required

Background

Career Choices Dewis Gyrfa Ltd (CCDG) is a wholly owned subsidiary of the Welsh Government trading as Gyrfa Cymru Careers Wales, we are contracted to provide the all age, independent and impartial careers information, advice and guidance service for Wales.

We support the Welsh Government’s strategic objectives as identified in the Programme for Government and related Welsh Government policies. We help people understand the changing jobs market and to acquire new skills to take full advantage of the opportunities open to them. We provide access to high quality information and online resources to enable people to make informed and confident decisions. Our work helps to develop the nation’s skills base and to support the effectiveness of expenditure on education and training, thereby contributing to the economic and social well-being of Wales.

Our vision is for a Wales where individuals are inspired to take control of their careers and our mission is to ensure customers achieve their potential. Our services are delivered via Wales wide career centres, school based career advisers, digital services, website, webchat and phone line. We also work in shared facilities such as libraries, job centre plus, hwb’s and in prisons.

In May 2019 we began delivering the Welsh Government’s Prosperity for All: Employability Plan. This is a five-year contract that will see Careers Wales deliver the Working Wales programme which is the mechanism for referral to wider support programmes.

Careers Wales has been set ambitious targets and has developed and implemented a comprehensive marketing strategy to help support objectives. This involves events and includes a series of pan Wales roadshows.

The maximum value of the contract for the roadshows is up to £150,000 and will cover a two-year period, with potentially two rounds of roadshows commencing from the date of the first event. The first events are proposed to be September/October 2020 (as this is a non-essential service, this could change as dates would need to be compliant with Welsh Government legislation). For each series of roadshows, a separate statement of works and theme will be agreed and purchase order raised.

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=102398.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Tender brief

Tenders may be submitted in Welsh or English

Part 1:

Working Wales overview:

Careers Wales has a target of engaging with 50,000 individuals in order to ensure 16,000 people progress to Working Wales. There are four main access points for the programme – website www.workingwales.gov.wales, phone line, career centres and outreach activity.

We are tendering to appoint an external events management company to work with the Careers Wales marketing team to deliver a two part series of Wales wide roadshows promoting the Working Wales service. Based on accessibility and the current climate, commencement of the first series of roadshows could be as early as September/October 2020, (as this is a non-essential service, this could be subject to change as dates would be compliant with Welsh Government legislation).

An experimental series of roadshows took place in June 2019 which proved successful so we would want to build on the success of these now that the service is more established.

Part 2:

Working Wales event requirements:

The initial proposition is to run between 12 to 14 pan Wales roadshows per series/year. Careers Wales will provide a ‘wish list’ of potential towns/cities and provide location feedback derived from the 2019 series of roadshows. The successful tenderer will provide advice and options on the best locations and based on this exact locations and dates will be decided by Careers Wales and confirmed with the event management company. It is proposed that the dates will be consecutive to establish a ‘roadshow’ feel and maximise momentum and make more effective use of the promotional vehicle.

Each day of the roadshows will consist of attendance from 10am – 3pm and advertised by means of a branded van (as well as a social campaign and potential newspaper advertising in the related locations - this promotional activity to be undertaken by Careers Wales).

• Roadshows:

Wales wide roadshows visiting appropriate high footfall locations (city centres/retail parks/supermarket car parks) to reach the target audience in their own environment, engage them in the campaign message and encourage interest in the Working Wales programme.

Target – to engage with 250-500 people per event (dependant on footfall numbers)

• Promotional Vehicle:

Stand-out, promotional vehicle (similar as in the image below) to spark interest and curiosity. Expertly brand wrapped with the campaign messages to maximise awareness and reach. This vehicle is to be sourced and wrapped by the event company with artwork provided by Careers Wales.

In smaller locations with potential accessibility issues or in an internal setting, a marquee and/or pop up back drop would be available as an alternative (this will be provided by Careers Wales at no extra cost to the event management company).

• Leafleting:

Satellite leafleting activity to raise awareness of the roadshow’s presence and to encourage target audiences to visit, thereby increasing footfall and engagement.

Target – to engage with 2000 people per event (dependant on footfall numbers). All promotional items and giveaways to be provided by Careers Wales.

Staffing in attendance each day/roadshow (from research we would recommend):

• 1 x event manager (or equivalent)

• 1 x core brand ambassador (or equivalent)

Their role will be to manage the logistics of each day and their staff (or equivalent)

• 2 x local brand ambassadors whose role will be leafleting and brand awareness.

All of these to be provided by event management company.

• Careers Wales will provide 1 x team manager plus 2-4 careers advisers/employability coaches to work with the event team. Regular contact pre and during events will take place between the Careers Wales marketing team and the event management team.

Part 3:

Target audiences:

A: Unemployed individual aged 16-65

This could include long term unemployed (NEET’s), graduates, new mothers wanting to return to work, people recently made redundant and so on. There may also be a specific theme for each series of events.

B: Family and influencers

C: Employed individuals who want to upskill

3 Conditions for Participation

3.1

Minimum standards and qualification required

Tendering Terms

CCDG reserves the right to reject or disqualify a Tenderer where:

The tender is submitted late, is completed incorrectly, is incomplete or fails to meet the CCDG's submission requirements.

The Tenderer is guilty of serious misrepresentation in relation to its application and / or the process; and / or

The Tenderer contravenes any of the terms and conditions of this tender; and/or

There is a change in identity (including where applicable the make up of consortia), control, financial standing or other factor impacting on the evaluation process affecting the Tenderer; and/or

Where the pricing of a tender is abnormally low

The disqualification of a Tenderer will not prejudice any other civil remedies available to CCDG and will not prejudice any criminal liabilities that such conduct by a Tenderer may attract.

CCDG further reserves the right to:

Cancel the tender process at any stage for any reason.

Require a Tenderer to clarify their submission in writing or by means of a clarification meeting and / or provide additional information. (Failure to respond adequately may result in the disqualification of a Tenderer).

Amend the terms and conditions of the tender process; and/or award only part of the contract.

CCDG reserves the right to withdraw from the tendering process at any stage or to vary the scope of the products required and CCDG shall not be liable to any tenderer as a result of this action. In the event that the tender process is cancelled no part of the tender submitted shall be returned to the tenderer. It should be noted that CCDG will not be liable for or pay expenses or losses whatsoever which may be incurred by any tenderer in the preparation of a submission.

Tenderers acknowledge and agree by their submission that their tender remains open for acceptance by CCDG for six months from the closing date for receipt of tenders.

Communication

All contact must be made through Sell to Wales who will facilitate appropriate contact with other relevant persons.

Tenderers must not in any way canvass or solicit information from any other employee of CCDG or its agents and / or advisers.

Clarification

Should any Tenderer wish to raise any questions or obtain any further information not contained in the tender or not otherwise publicly available all questions / requests must be submitted to www.sell2wales.com by 01/7/2020.

If a question or request for clarification or further information is not made by the date referred to above, CCDG reserves the right not to respond but may, at its own discretion, endeavour to respond to the Tenderer and provide the Tenderer with any additional information to which CCDG has access, but CCDG shall not be obliged to comply with any such request and does not accept any liability or responsibility for failure to provide any such information.

CCDG will endeavour to respond to queries within seven working days and will advise Tenderers if a longer response time is required due to the nature of the query.

Tenderers are encouraged to identify issues on which they would like clarification as early as possible in the tendering process and must raise a clarification if any aspect of this tender is not clear to the Tenderer.

Right to Amend

CCDG reserves the right to issue supplementary documentation at any time during the process in order to clarify any issue or amend any aspect of the tender. All such further documentation issued by CCDG during the tendering process shall be deemed to form part of the tender and shall supersede any part of the tender to the extent indicated. CCDG may exercise the option to extend the tender period and postpone the tender return date, in the event that subsequent documentation is issued or for any other reason.

Confidentiality

CCDG and its advisors will keep confidential the tenders and any other information supplied by tenderers during the tendering process and will use best endeavours to prevent any disclosures by their officers and employees.

Tenderers must be aware that at key stages in the project CCDG may be obliged to disclose detailed information relating to tenders to relevant monitoring authorities and to make the key project documents available for private inspection by such authorities.

Whilst CCDG will be reasonable as regards the protection of commercially sensitive information, it can only do so in the light of the latest published guidance on this area.

Freedom of Information and Environmental Information Statement

CCDG is subject to The Freedom of Information Act 2000 (“Act”) and The Environmental Information Regulations 2004 (“EIR”).

As part of CCDG’s duties under the Act or EIR, it may be required to disclose information concerning the procurement process or the Contract to anyone who makes a request.

If the Tenderer considers that any of the information provided in their tender is commercially sensitive (meaning it could reasonably cause prejudice to the Tenderer if disclosed to a third party) then it should be clearly marked as "Not for disclosure to third parties” together with valid reasons in support of the information as being exempt from disclosure under the Act and the EIR.

CCDG will endeavour to consult with the Tenderer and have regard to comments and any objections before it releases any information to a third party under the Act or the EIR. However CCDG shall be entitled to determine in its absolute discretion whether any information is exempt from the Act and/or the EIR, or is to be disclosed in response to a request of information. CCDG must make its decision on disclosure in accordance with the provisions of the Act or the EIR and can only withhold information if it is covered by an exemption from disclosure under the Act or the EIR.

Canvassing and non-collusion

Except as specifically authorised by CCDG, Tenderers shall not approach any other Tenderer or member of CCDG’s staff with a view to seeking information in respect of any part of their submission or proposals or attempting to support or enhance their prospects of their tender being selected.

Publicity

No publicity regarding the project or the award of the contract will be permitted unless and until CCDG have given express written consent to the relevant communication. In particular, no statements should be made to the press or other similar organisations regarding the nature of any tender, its contents or any proposals relating thereto without prior written consent.

Costs

All Tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of their tender and the tendering process. Under no circumstances will CCDG, or any of its advisers, be liable for any costs or expenses borne by the Tenderer or any of its consortium members, subcontractors or advisers in this process or for any economic loss or other loss of profit incurred by any Tenderer in relation to the project.

Welsh Language

CCDG is committed to promoting and facilitating the use of the Welsh language, and to not treat the Welsh language less favorably than English in line with the Welsh Language (Wales) Measure 2011. The successful Bidder should be aware of the provisions of the Measure and ensure that in implementing the contract the Welsh language is promoted and facilitated and not treated less favorably than English.

Compliance with Legislation

Tenderers are deemed to understand fully the processes that CCDG is required to follow under relevant European and UK legislation, particularly in relation to The Public Contracts Regulations 2006 (as amended).

Compliance with all relevant legislation is required both in the contract award procedure and during the term of any resultant contract

Jurisdiction and governing laws

All aspects of the tendering process shall be governed by and construed in accordance with the laws of England and Wales as applied in Wales and each Tenderer submits to the jurisdiction of the English and Welsh courts.

MODERN SLAVERY ACT 2015.

CCDG has obligations to meet in order to comply with this legation. Any supplier with a turnover in excess of £36m per annum should submit a copy of your organisation’s policy in relation to The Modern Slavery Act 2015 if you fall within the legal reporting requirements.

CCDG has adopted the Welsh Government ‘s code of practice on ethical procurement in supply chains. We would like to bring to the attention of our perspective suppliers guidance on the code of ethical supply chains as published by the Welsh Government.

https://gov.wales/topics/improvingservices/bettervfm/code-of-practice/?lang=en

Adopting the code voluntarily is not a requirement of this tender.

Disclaimer

None of CCDG, its advisors, or directors, officers, members, partners, employees, other staff, agents or advisers of any such person:

Makes any representation or warranty (express or implied) as to the accuracy, reasonableness or completeness of the information in the tender. Any persons considering making a decision to enter into contractual relationships with CCDG following receipt of the tender should make their own investigations and their own independent assessment of CCDG and its requirement for the Products and should seek their own professional financial and legal advice; or

Accepts any responsibility for the information in the tender or for its fairness, accuracy or completeness, nor shall any of them be liable for any loss or damage (other than in respect of fraudulent misrepresentation) arising as a result of reliance on such information or any subsequent communication. Only the express terms of any written contract relating to the subject matter of this tender as and when it is executed shall have any contractual effect in connection with the matters to which it relates. Any such contract will be governed by English and Welsh law.

Nothing in the tender or other contract documents is or should be relied upon as a promise or representation as to CCDG's ultimate decisions in relation to this project.

No oral acceptance by CCDG of any offer or outline submissions within an offer shall be valid or binding on CCDG.

In order to further ensure a fair and competitive process, CCDG requires that all actual or potential conflicts of interest are disclosed, identified and resolved to CCDG ’s satisfaction prior to the submission of Tenders or immediately notified to CCDG in the event that any actual or potential conflict of interest comes to the Tenderer’s attention following the submission of a Tender. In such circumstances CCDG may require further information from Tenderers but reserve the right to disqualify a Tenderer from further involvement.

CCDG reserves the right to exclude Tenderers from the procurement process should actual or potential conflicts of interest be found by CCDG to confer an unfair competitive advantage on one or more Tenderers or to otherwise undermine a fair and competitive procurement process and, following consultation with the Tenderer, such actual or potential conflicts are not resolved to the satisfaction of CCDG.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

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

Tender Submission:

Please submit your proposal by answering the following:

Section 1: Pricing - 30%

Please provide the cost for the provision of 1 single roadshow. If appropriate provide costs on any discounted rate applied when undertaking the series of roadshows – potential 12 to 14 in the first round and also the second series which would be 24 – 28 in total. Each event to last one day (attendance will be from 10am-3pm) and to cover the following requirements:

• Appropriate staffing (We would recommended 1 x event manager, 1 x core brand ambassador and 2 x local brand ambassadors for leafleting)

• Fully wrapped promotional vehicle (with Working Wales branding, artwork provided by Careers Wales)

• Management costs for the delivery of the roadshow

• Site costs and permits

Ensure you include in this all preplanning, travel and post event series evaluation as well as office time conferring with the Careers Wales marketing team

Section 2: Quality - 70%

There is no requirement to add any additional information other than the answers to the section headers below.

1. Relevant experience of working on similar projects – 30%

Please provide 3 examples of where you have worked on similar projects – max 200 words per project (10% awarded for each project).

2. Your personnel – 20%

Details of the experience of the relevant personnel, including evidence showing prior experience in this field – max 300 words.

3. Environment – 10%

Careers Wales Embrace Sustainable Development principles in all aspects of procurement to ensure that environmental, social and economic factors are considered within the framework of value for money. Please provide details of any environmental certificates that you hold and also a brief description of how you:

• Reduce waste to landfill;

• Recycle materials;

• Reduce water consumption;

• Manage business mileage.

Maximum 300 words to cover all 4 points.

4. Ethical Employment - 10%

CCDG has adopted the Welsh Government‘s code of practice on ethical procurement in supply chains and in order to ensure high standards of service quality in this contract we expect contractors to take a similar approach in relation to ethical working practices. Please describe how you will commit to fair working practices for workers engaged in the delivery of this contract (including any agency or sub contracted workers) maximum 200 words.

We would like to bring to the attention of our perspective suppliers guidance on the code of ethical supply chains as published by the Welsh Government.

https://gov.wales/topics/improvingservices/bettervfm/code-of-practice/?lang=en

Adopting the code voluntarily is not a requirement of this tender.

Scoring:

The contract will be awarded based on the following scoring methodology:

Section A: Price - 30%

The lowest price submitted will be awarded a score of 30 for price alone, with tenderers thereafter being allocated a relative score which will be 10 marks less the percentage difference from the lowest price.

For example the lowest price is £400 per day the next lowest is £500 per day. The lowest price would score 30 marks the second lowest price would score 30 – (100/400* 30) = 7.5 = score of 22.5.

This score will be combined with the quality score to give an overall score for each tenderer.

Section B: Quality - 70%

The following marks are allocated to each section:

• Experience 30%

• Personnel 20%

• Environment 10%

• Ethical employment 10%

The scoring methodology

1. Very good or fully compliant submission -which meets all requirements and is fully explained in comprehensive detail. Between 90 to 100% of the marks available.

2. Good or fully compliant submission -which meets all the requirements and is explained in reasonable detail. Between 70% and 80% of the marks available.

3. Satisfactory or compliant submission -which meets the essential requirements and is explained in adequate detail. Between 50% and 60% of the marks available.

4. Weak or partially compliant (minor issues) submission where some areas fall short of requirements and is poorly explained. Between 30% and 40% of the marks available.

5. Unacceptable or non-compliant (major issues) submission which fails to meet requirements and is not explained. Between 10% and 20% of the marks available.

The tender will be awarded to the company achieving the highest score out of a maximum 100%.

Section C: Timescales:

Indicative timescale for the key stages of the tender process. These dates are subject to change:

• Issue of invitations to tender – 18/6/2020

• Receipt of tenders – 5pm on 03/7/2020

• Panel meeting to be take place – 10/7/2020

• Notification of agreement award – 15/7/2020

• Commencement – First initial meeting - To be agreed

Submission details:

The tenders shall be submitted in electronic format on www.sell2wales.com by 5pm on 03/7/2020. Tenders received after the due date and time may not be considered.

If you are unable to complete in an electronic format but would like to submit a tender please inform www.sell2wales.com by 26/6/2020.

(WA Ref:102398)

5.2

Additional Documentation

5.3

Publication date of this notice