International Media Planning, Buying & Associated Services
International Media Planning, Buying and Associated Services
(Procedures to Call-Off from the Framework)
SCOTTISH GOVERNMENT FRAMEWORK
AGREEMENT FOR THE PROVISION OF
INTERNATIONAL MEDIA PLANNING, BUYING
AND ASSOCIATED SERVICES - REFERENCE
SP-14-011
CALL-OFF PROCEDURES
Version 1 – September 2015
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International Media Planning, Buying and Associated Services
(Procedures to Call-Off from the Framework)
Contents
Section Description
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What is Media Planning and Buying Services?
What is a Framework Agreement?
Who can access the Framework Agreement?
Is the Framework Agreement suitable for your needs?
Calling off from the Framework Agreement.
Ordering Procedures
Awarding an Order (call–off contract)
Framework Levy
Contact Details of Contractors on Framework Agreement.
Contact Details.
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International Media Planning, Buying and Associated Services
(Procedures to Call-Off from the Framework)
1.
What is Marketing Services?
This Framework Agreement is for the supply of International Media Planning, Buying
and Associated Services and the Contractor will be required to provide the services
listed below:
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2.
Television;
Radio;
Press;
Digital;
Online;
Cinema;
Out of Home
What is a Framework Agreement?
A Framework Agreement is a mechanism that permits purchasers to order goods or
services under the terms and conditions specified within the Framework Agreement.
3.
Who can access the Framework Agreement?
This framework agreement has been let by Scottish Ministers (including Agencies),
Scottish Non-Departmental Public Bodies, offices in the Scottish Administration
which are not ministerial offices, cross- border public authorities within the meaning
of section 88(5) of the Scotland Act 1998, the Scotland Office, the Scottish
Parliamentary Corporate Body, councils constituted under section 2 of the Local
Government etc. (Scotland) Act 1994, the Scottish Fire & Rescue Service, the
Scottish Police Authority, Scottish health boards or special health boards, bodies
registered as social landlords under the Housing (Scotland) Act 2001, Student Loans
Company Limited, the Forestry Commission, the Commissioner of Northern
Lighthouse operating as the Northern Lighthouse Board, Equality and Human Rights
Commission, Business Stream Ltd, the Business Gateway National Unit at the
Convention of Scottish Local Authorities, any public body established by or under the
Scotland Act 1998 or any Act of the Scottish Parliament, any association of or
formed by one or more of the foregoing, bodies financed wholly or mainly by one or
more of the foregoing, bodies subject to management supervision by one or more of
the foregoing and bodies more than half of the board of directors or members of
which, or, in the case of a group of individuals, more than half of those individuals,
being appointed by one or more of the foregoing. In addition to the contracting
authorities listed, the framework agreement will be available to charities entered on
the Scottish Charity Register and voluntary organisations entered on the
Membership Database of the Scottish Council for Voluntary Organisations.
Note: It is the responsibility of any framework public body organisation wishing to
use the framework agreement to satisfy itself that it is eligible to do so. Entitlement
guidance on this can be found in Annex A of Scottish Government Guidance on
Framework Agreements. If there is any doubt, legal advice should be sought.
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International Media Planning, Buying and Associated Services
(Procedures to Call-Off from the Framework)
4.
Is the Framework Agreement suitable for your needs?
The answer is likely to be yes if the requirement is for International Media Planning
and Buying Services. The scope of this Framework covers the following:
The International Framework will cover the provision of Overseas media advertising,
for adverts purchased and placed “in-country”, in support of activities including, but
not restricted to, consumer advertising, social advertising, public information
(including access to services) and revenue generating promotion As a minimum, the
areas to be covered would be North America, Europe, Middle East, Australia, New
Zealand and Asia and any such other territories as identified by the Framework
Public Body.
Note: Buyers should note that a separate Framework for Media Planning and Buying
services covering the booking of adverts to run in Scotland, the UK and Overseas
has also been put in place. This framework does not cover Recruitment or Public
Information Notice Advertising. There is a separate Framework for this service.
5.
Calling off from the International Media Planning, Buying and Associated
Services Framework Agreement
Framework Public Bodies must first agree in writing to operate the Framework
Agreement in accordance with the procedures set out within this document. This
takes the form of the attached Participation Form. This form is required to be
completed by each Framework Public Body and lodged with the Scottish
Government at the address noted on the document.
It governs all future call-offs by them. Please note that a Framework Public Body
will be unable to access the Framework Agreement without this form being
completed.
Following receipt of the completed participation form the Framework Public Body will
be given access to the Entire Agreement document (Specifications/Pricing &
Conditions).
Participation Form International
6.
Ordering Procedures
Framework Public Bodies sourcing their Service requirements through this
framework agreement must award their Service requirements in accordance with the
procedure set out in Framework Schedule 3 of the Entire Agreement Document
(Ordering Procedures).
Framework Public Body Obligations:

The Framework Public Body shall give a Notice sent by electronic email or
fax to the Contractor which states the Service requirements and seeks a
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International Media Planning, Buying and Associated Services
(Procedures to Call-Off from the Framework)
proposal, for the Service requirements in accordance with the Framework
Agreement, Schedule 2, Pricing and Schedule 5 Standard Terms of Supply.

Subject to agreement, the Framework Public Body shall award its Service
requirements by placing an Order with the Contractor in accordance with the
following:
o
states the Service requirements;
o
states the Specification;
o
states the charges payable for the Service requirements in accordance
with the tender submitted by the Contractor; and
o
incorporates the Standard Terms of Supply (Schedule 5).
Framework Contractor Obligations:

The Contractor shall provide a proposal, and send a Notice by electronic
email or fax to the Framework Public Body.

Subject to the Framework Public Body notifying the Contractor that their
response has been accepted, the Call-off Contract, i.e. the Order, shall be
formed on the Commencement Date set out in the Notice.

The format of any such Order may vary between Framework Public Bodies.
An example template Order form , for information only, is detailed below.
Part A should be completed by the Framework Public Body and Part B
completed by the Contractor.
Ordering Procedures Templates

The Framework Public Body shall complete Part A of the Order Form,
appending a Brief, and send it by Notice sent by fax or electronic mail to the
Service Provider.
Order Form - Part A International

The Service Provider shall, complete Part B of the Order Form, appending a
Brief Response, and send it by Notice sent by fax or electronic mail to the
Framework Public Body.
Order Form - Part B International

Subject to the Framework Public Body notifying the Contractor that their
response has been accepted, the Call-off Agreement shall be formed on the
Commencement Date set out in the Order Form.
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International Media Planning, Buying and Associated Services
(Procedures to Call-Off from the Framework)
The tender proposals must:

Allow a tenderer to demonstrate how the Services will be delivered, with
particular emphasis on quality, delivery timescales and customer satisfaction.

Set a time limit for the receipt of the proposal which takes into account factors
such as the complexity of the subject matter of the Order and the time needed
to submit a comprehensive proposal.
A copy of the Framework terms and conditions, including Schedules 1
(Specification), Schedule 2 (Price), Schedule 3 (Ordering Procedures), Schedule 4
(Management Information – roles and responsibilities of Contractors and framework
public bodies) and Schedule 5 (Supply Call off Terms and Conditions) can be
downloaded from our secure SharePoint site.
Framework public bodies are reminded that Schedule 2 (Price) contains
commercially sensitive information which must not be disclosed to any party out with
your organisation without prior approval from Scottish Procurement.
7.
Awarding an Order (call off contract)
A call off contract must be concluded by an award letter. Please note that Public
Bodies do not have to follow the Standstill rules when awarding a call-off contract
under a Framework Agreement. Templates for successful letters can be found
below.
Award Letter International
8.
Framework Levy
Please note that the prices charged by the suppliers for the media ordered, will be
audited on a quarterly basis by the appointed media auditor. The auditor will produce
a report to each Framework Public Body detailing the value of media purchased and
will highlight whether the prices charged by the suppliers are ahead or behind the
price guarantees set under the Framework. Media advice is also included as part of
the audit services. The cost of the media auditor’s service will be covered through a
framework levy. The levy will be set at 0.5% of the value of a Framework Public
Body’s media spend.
9.
Contact Details of the contractor on the Framework Agreement
Carat Scotland
Raeburn House
32 York Place
Edinburgh
EH1 3HU
Mr Stuart Bell
Tel No: 0131 555 2554 or DDI 0131 561 7945
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International Media Planning, Buying and Associated Services
(Procedures to Call-Off from the Framework)
10. Contact Details
For further information on the Framework Agreement please contact:
Alastair Dougall
Scottish Procurement
Senior Portfolio Specialist – Media & Marketing Services
Email: alastair.dougall@scotland.gsi.gov.uk
Tel: 0141 242 5594
Paul Brydon
Scottish Procurement
Portfolio Specialist – Media & Marketing Services
Email: paul.brydon@scotland.gsi.gov.uk
Tel: 0131 244 3718
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