Design and Production Agency open framework

What is the purpose of the procurement?

• The purpose of this procurement is to appoint a roster of agencies to the framework agreement that provide a range of different design and production skills aligned to the broadest possible needs of the business.
• The framework will be in place, in line with the Procurement Act 2023, for a maximum of 8 years. An Open Framework allows the opportunity to re-open the framework and appoint new suppliers, the first time the framework proposes to be reopened is in year 3 and again after year 5. Any amendments to this timeline will be communicated to suppliers in the first instance.
• New entrants will be evaluated on either the same or slightly amended evaluation criteria that was set out in the original tender procedure. Suppliers already on the framework will be re-admitted, unless they wished to re-submit, or apply for other lots. This will be done through another open procedure at each re-opening.
• This tender will be advertised as an open procedure and will estimate spend against the work but will outline that this is based on a call off contract approach, which does not commit NMRN to spending against that estimate with suppliers appointed.
• The estimated value of the contract is based on detailed understanding of marketing design costs over the last three years and projecting that across future years. Additional allocations have also been made to represent wider design and production costs attributed to other teams but not committing to that spend.
• The framework does not commit the NMRN to any spend in the duration of the framework.
• The framework will allow teams to develop a brief and either send out call off contracts or run mini competitions (or a mini tender exercise) with the suppliers in the framework to obtain quotes and award the work.
• NMRN budget holders should prioritise using the framework for future purchasing. Where the framework cannot meet specific needs, a clear justification must be provided. While the majority of day-to-day design work is expected to be delivered through the framework, the tender will specify that NMRN reserves the right to go out to Tender on high value projects i.e. exhibition design and campaign ideation for PHD. These opportunities will however also be offered to the framework where possible.
• The tender appointments is a critical piece of work to ensure the effective implementation of the new NMRN brand, ensuring all agencies within the framework understand and can apply the brand guidelines, ensuring consistency in roll out.
• The tender will be supported by a new design and production commissioning 'hub' with a central set of resources and clear processes for accessing services from the framework.
• By putting this framework into place:

o NMRN will ensure consistent roll out of the new brand and maintain quality

o NMRN will ensure ad hoc procurement of design and production services are contained with an official procurement structure and manage cost control

o NMRN will reduce time spent on tenders improving efficiency

o NMRN will be able to turn around design and production services at a faster pace providing greater agility

o NMRN will be able to operate a consistent approach to environmental sustainability principles across its design and production services

How will suppliers' suitability be assessed?

• The NMRN are anticipating a potentially high level of submissions for this tender opportunity, the NMRN have experienced in the past 12 months two tenders with a high level of submissions for tenders that include lots. From these experiences the following measures have been taken to reduce the workload on the bidders and assessors for this tender;
• For each lot the evaluation criteria will be kept the same across all lots, these are for common criteria questions asking suppliers for the following examples (but not limited to);

o Suppliers must demonstrate their experience in delivering the skills and requirements outlined in the specific Lot. This should be evidenced through five case studies that clearly showcase relevant expertise and outcomes.

o To support this, accompanying visuals will be submitted in PDF format, illustrating completed work, project outputs, or other relevant materials that enhance the case studies - 30%

o Breadth and depth of skills based on supplier laying out business structure - 15%

o Ability to deliver on time and to budget based on up to five testimonials from other clients - 10%

o Able to demonstrate approach to environmentally sustainable working practises based on submission of a sustainability policy or statement which outlines this - 5%

• In lots where there are specialist requirements such as ideation and brand campaigns there will be an additional question(s) where further assessment is needed.
• Weightings given to lots will be proportionate to the requirements, particularly those with additional questions.