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MARKETING PRINT DESIGN 2009
PRE-QUALIFICATION QUESTIONNAIRE
TO BE RETURNED BY
15 AUGUST 2008
HS/C/3616
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Introduction
1.
Historic Scotland, an executive agency of the Scottish Executive, is seeking
expressions of interest from those with suitable experience who may be interested in
submitting a tender for the provision of services for the Historic Scotland.
2.
Historic Scotland is responsible for advising Scottish Ministers about policy
matters on Scotland’s built heritage, as well as managing some 345 properties in their
care and fulfilling statutory obligations to protect ancient monuments and historic
buildings in the ownership of others.
3.
Historic Scotland's main aims are to:
-
protect Scotland’s built heritage for the benefit of present and future
generations, including in particular the maintenance and conservation of the
Palace of Holyrood House, the Scottish Royal Parks and monuments in the
care of the Scottish Ministers;
-
promote and present Scotland’s built heritage to the public.
Requirement
4.
Historic Scotland marketing and media team produce the consumer marketing
print for the properties in care portfolio. The Historic Scotland properties in care
are 345 sites nationwide across Scotland, led by the top three properties
(Edinburgh Castle, Stirling Castle and Urquhart Castle).
The suite of print that supports this portfolio is as follows:
Suite part
A
A
A
A
B
B
C
C
D
D
Item
Top site/Edinburgh
Top site/Stirling
Top site/Urquhart
Region/Orkney
77 sites guide (paid admission)
Explorer map
345 sites guide(all sites)
Membership handbook
Site specific pieces (posters, etc)
Bedroom folder inserts (for Landmark)
With over 2 million pieces of print being distributed across Scotland and indeed
around the world, it is important that the design impact of these leaflets is strong and
true to brand values.
For the design of the 2009 suite, we are looking initially for expressions of interest
from design agencies in order to be considered for the design element only of the
2009 print suite.
Historic Scotland have a company under contract to deliver some print services and
this company will be the designated print broker for this project. Advice on print
production as relevant to design, however, will be appropriate as required.
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Outline programme of work will be as follows:
Contract commencement
Briefing and design concepts
Finalising design concepts
Development of suite content based on concepts
Final proofing and content checks
Print production
13 October 2008
Early November 2008
Late November 2008
December 2008
January 2009
Commence February 2009
Selection process
5.
The first stage in the selection process is to shortlist those who submit a completed
Pre-Qualification Questionnaire (PQQ). To assist in the process of compiling this
shortlist and deciding who will be invited to tender you must provide the information
that is requested in this PQQ (see Guidance Notes for Completion of the PQQ).
Those on the shortlist would then be invited to tender for the service required.
6.
The criteria for short listing will be based on relevant previous experience,
professional ability, technical capacity, economic and financial standing, and the
supplementary information requested here.
Submission of PQQ
7.
This questionnaire and supporting information must be returned to the person
named below no later than 15 August 2008. PQQ’s received after this date may be
considered but not after the evaluation has been completed.
8.
It is anticipated that the contract would commence on 13 October 2008, with
completion of design and transfer to production of suite by end February 2009.
9.
PQQ’s must be returned to:
KEITH A P DOWNIE
Head of Procurement
Room 3.16
Longmore House
Salisbury Place
EDINBURGH
EH9 1SH
tel: 0131 668 8860
fax: 0131 668 8877
e-mail: hs.procurement@scotland.gsi.gov.uk
10.
Any queries on the service to be provided should be directed to:
REBECCA HAMILTON
Marketing and Media Manager
Room 4.5
Longmore House
Salisbury Place
EDINBURGH
EH9 1SH
tel: 0131 668 8685
e-mail: rebecca.hamilton@scotland.gsi.gov.uk
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Freedom of Information
11.
The Freedom of Information (Scotland) Act 2002 (http://www.scotlandlegislation.hmso.gov.uk/legislation/scotland/acts2002/20020013.htm), which came
into force on 1 January 2005, designates Historic Scotland as a 'Scottish public
authority' and therefore subject to the provisions and obligations in that Act. This
means that from 1 January 2005, any person who makes a valid request for recorded
information held by Historic Scotland will be entitled to receive it, unless all or part of
that information can be withheld as a result of the exemptions in that Act.
12.
As part of our responsibility under the Act, Historic Scotland may be required to
disclose any information held relating to your pre-qualification response to anyone
who makes a request under that Act. Such information may only be withheld if it
meets one or more of the exemptions or conditions in that Act. Information held
cannot simply be classified as “confidential" or "commercial in confidence" to enable it
to be protected from disclosure.
13.
The 'Protect - Contracts’ header in these documents is part of Historic Scotland’s
internal file protective marking system which provides guidance for staff on the
handling and storage of such documents, and is not an indication that the information
will be protected from disclosure in response to a valid request.
14.
Information may also be requested under the Data Protection Act 1998 and the
current and forthcoming Environmental Information Regulations.
Guidance Notes for Completion of the Pre-Qualification Questionnaire (PQQ)
15.
Questionnaire Purpose
The purpose of this PQQ is to identify a number of suitably qualified and
experienced companies who will be invited to submit a tender. Historic Scotland will
use the information that you provide in response to this PQQ to determine which
organisations are most suited, in the opinion of Historic Scotland to submit a proposal
for this requirement.
16.
Questionnaire Layout
The PQQ is split into 6 distinct parts; Part A seeks details of your organisation, Part B
requests details concerning the financial standing of the organisation, Part C relates
to business probity, Part D relates to quality issues, Part E requests reference
details, and Part F should be signed and returned with your response. All information
requested should be provided in the order and format of the Sections. Subject to the
above, those expressing an interest may submit a PQQ using their own text creation
facilities.
17.
Questionnaire Responses
All responses will be treated in confidence by Historic Scotland. Completed PQQ’s
should preferably be submitted in hard copy format via the postal system or
delivered by hand etc. - email may be accepted but Historic Scotland cannot
guarantee the integrity of the information received as there may be transmission
problems/different printer settings and the like.
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Only information provided as a direct response to the PQQ will be evaluated.
Information and detail which forms part of general company literature or
promotional brochures etc. or information contained within a weblink should
not be submitted as this may not be accessible from our network and we
cannot guarantee the correct information being identified and consequently
may not form part of the evaluation process.
Supplementary documentation (e.g. accreditation certificates, C.V.’s) may be attached
to the PQQ where applicants have been directed to do so in the PQQ. Such material
must be clearly marked with the name of the organisation and the question to which it
relates. All questions must be answered.
Please note that we may require clarification of the answers provided or ask for
additional information.
If applying on behalf of a consortium, please list the names and addresses of all
other members of the consortium below. Please note that the PQQ will be
evaluated on the basis of the details supplied in the PQQ and, if shortlisted, an
Invitation to Tender will be issued to the nominated lead organisation only. Any
contract will be entered into with the nominated lead organisation and all
members of the consortium, who will in these circumstances each be required
to execute said contract together with all ancillary documentation, evidencing
their joint and several liability in respect of the obligations and liabilities of the
contract.
It will be for members of the consortium to sort out their respective duties and
liabilities amongst each other. For administrative purposes, any associated
documentation prior to and in regards to contract award will be made to the
nominated lead organisation.
If sub-contractors are proposed to assist in the delivery of the service, please
list the company names and addresses.
NOTE: In respect of an expression of interest which include consortia it is the lead
organisation who completes the entire PQQ and, in addition, arranges for each
named organisation to complete Parts A - F and attach them to the completed PQQ.
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PART A
BACKGROUND INFORMATION
1
Name of Organisation
2
Address for all correspondence
3
Contact Name
4
Position
5
Telephone Number
6
Fax Number
7
E-mail address
8
Web site address
9
If applicable, address of
Registered Office
10 Nature of Organisation
(e.g. Plc, Partnership etc).
11 Brief description of the
operational status of your
company (e.g. sole trader,
limited company, partnership
etc with a description of the
core service you provide).
12 Names of the Directors or
Partners
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13 1 Company Registration Number
5(or alternative EU registration
number).
14 VAT Registration Number
(or alternative EU registration
number).
15 Group
If the Organisation is a Member of a
Group of Companies, please give
the name and address of the
ultimate parent company.
16 y Consortium members names and
addresses (if any)
Please use additional space if
required
17 Sub-Contractors’ names and
addresses (if any)
Please use additional space if
required
18 Identify which part of the supply
each consortium member/subcontractor will deliver (if any):
Please use additional space if
required
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PART B
FINANCIAL STATUS
19 Name of Bank:
(from which a financial reference
may be sought if required).
20 Address:
21 Telephone Number:
22 Suitable contact name:
23 Position:
24 Telephone Number:
(if different)
25 Contact
name
within
your
Organisation
responsible
for
financial matters
26 Provide details of the Annual
Turnover (in £ Sterling) for:
Latest Year
One year previous
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PART C
BUSINESS PROBITY
27
Please confirm whether any of the following criteria applies to your
organisation:

Is the organisation bankrupt or being wound up,
having its affairs administered by the court, or have
you entered into an arrangement with creditors,
suspended business activities or any analogous
situation arising from a similar proceedings under
national laws or regulations?

Is the organisation the subject of proceedings for a
declaration of bankruptcy, for compulsory windingup or administration by the court or for an
arrangement with creditors or of any other similar
proceedings under national laws or regulations?

Has any employee whom you would propose to use
to deliver this service been convicted of an offence
concerning his professional conduct by a judgement
which has the force of res judicata? (a matter
already settled in court)

Has any employee whom you would propose to use
to deliver this service been guilty of grave
professional misconduct?

Has the organisation not fulfilled obligations relating
to the payment of social security contributions in
accordance with the legal provisions of the United
Kingdom or the country in which it is established?

Has the organisation not fulfilled obligations relating
to the payment of taxes in accordance with the legal
provisions of the United Kingdom or the country in
which it is established?

Does your organisation or any of your organisations
directors, partners or anyone of equivalent position
e.g. any other senior managers “who have powers
of representation, decision or control” have any
convictions relating to any of the offences listed
under regulation 23(1) of “the Public Contracts
Regulations 2006” If so please list each conviction
with full details.
NB: Failure to disclose information relevant to this section may result in your
exclusion from this and/or other competitions.
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PART D
QUALITY OF SERVICE
28 Please provide a brief description of the nature of your business,
highlighting core functions and any particular areas of specialism.
29 Provide details of the resources/services relevant to the proposed project
which your company has available i.e. confirm the number of employees
(full, part time and any freelance staff) that you have and the equipment
available for works of this nature.
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30 Attach up to two representative CVs for actual employees of the type
whom you would propose for the management of this contract, having
regard to education, skills and experience. Each CV should be no more
than 2 A4 pages.
31 Provide details of your design approach and process
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PART E
RELEVANT EXPERIENCE
Please complete the following table, providing details of 3 contracts requiring a similar
service to Historic Scotland’s requirement that you have undertaken within the past 3
years.
Note: where the reference contracts involve companies proposed in this expression of
interest as consortium members or sub-contractors, this should be made clear. The
extent of involvement should be detailed. In completing Section E, the proposed subcontractor or consortium member may reference the information supplied by the lead
bidder. Both parties should satisfy themselves that the amount of information given is
sufficient to clarify the roles and contributions of both parties.
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Contract 1
Client
Scope of Contract
Explanation of why you believe this service to be similar to Historic
Scotland’s requirement by giving specific details and samples of design work
completed.
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Contract 2
Client
Scope of Contract
Explanation of why you believe this service to be similar to Historic
Scotland’s requirement by giving specific details and samples of design work
completed.
34
Contract 3
Client
Scope of Contract
Explanation of why you believe this service to be similar to Historic
Scotland’s requirement by giving specific details and samples of design work
completed.
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REFERENCES
Please complete the below table, providing details of clients for whom the applying organisation / consortium has provided a similar
scope of supply to Historic Scotland’s requirement within the past 3 years. This should include the contracts discussed above. If you
wish to provide information on more clients please replicate the format of this section. Historic Scotland may contact or visit some or
all of the previous clients listed below to obtain references and ascertain experience.
35
Organisation
Name
Detailed service provided
Period of
Contract
(Dates)
Approximate
Annual Value
(£)
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Client Contact Officer
and Telephone
Number/e-mail address
Status of
Contract
(ongoing/
previous)
RESTRICTED – COMMERCIAL SEC2
PART F
EXPRESSION OF INTEREST AND APPLICATION
On behalf of the below mentioned organisation, I hereby register interest and apply to be
considered for short listing to receive Invitation to Tender documentation for the Marketing
Print Design 2009 contract for Historic Scotland. I confirm that the answers given on this
PQQ are true, complete, accurate and not misleading.
I also confirm that I have read, understand and accept Historic Scotland’s position in relation
to the Freedom of Information (Scotland) Act 2002.
Signed
Name
Date
Status
Name of organisation
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