KE-Nairobi: service contract to formulate and implement an integrated marketing campaign for tourism to Kenya

Country:

Kenya

City/Locality:

NAIROMPI

Notice/Contract Number:

eu:241978-2008

Publication Date:

Sept 20, 2008

Deadline:

Oct 21, 2008

Buyer:

KENYA TOURIST BOARD

Original Language:

English

Address:

KENYA TOURIST BOARD
NAIROBI
Kenya

79340000 - Advertising and marketing services

Notice Type: 0708
-
Contract notice
Regulation of Procurement: External aid and European Development Fund
EU Official Journal Publication: 183/2008
, #
241978-2008
Contract Nature: Service contract
Procedure Type: Restricted procedure
Type of Bid Required: Not defined
Awarding Criteria: Not defined

Summary:
Location — Belgium, China, France, Germany, India, Italy, Kenya, the
Netherlands, South Africa, the United Kingdom and the United States
Service procurement notice
1. Publication reference: EuropeAid/127429/D/SER/KE
2. Procedure: International restricted tender.
3. Programme: Stabex 1992/93 FMO.
4. Financing: This procurement notice is issued under a suspensive
clause.
The implementation protocol under Stabex 1992/93 FMO under which this
contract will be financed, is pending approval.
5. Contracting authority: The Ministry of Tourism/Kenya Tourist Board.
Contract specification
6. Nature of contract: Fee +.
7. Contract description: The Kenya Tourist Board (KTB) has received a
grant from the European Commission to carry out an advertising campaign
aimed at marketing Kenya as a safe tourist destination and at increasing
tourism and foreign exchange earnings in selected markets.
In this regard, the KTB will competitively procure the services of an
advertising agency or consortium of agencies of international repute
represented in each of the target markets to develop a core campaign which
will form the basis of an advertising 'kit' to be used by the agencies as
the building blocks for an advertising campaign in their respective
markets.
An indicative media spend budget, broken down by market will form part of
the tender dossier issued to the successful shortlisted contractors.
The supervision and validation of the contract's activities and results
will be carried out by the contracting authority (KTB) with the support of
an independently recruited consultant.
8. Number and titles of lots: Not applicable.
9. Maximum budget: EUR 2 600 000. This is the total amount available of
which it is estimated that 15 % +/– should be devoted to consultant's fees
and including all development and production costs. The balance is
expected to cover media costs and an indicative market breakdown will be
provided in the tender dossier to shortlisted agencies.
10. Scope for additional services: Not foreseen.
Conditions of participation
11. Eligibility: Participation in tendering is open on equal terms to
natural and legal persons (participating either individually or in a
grouping (consortium) of tenderers) from ACP States and Member States of
the European Union contributing to the European Development Fund and
international organisations as authorised by the instrument applicable to
the programme under which the contract is financed (see also item 30
below).
12. Candidature: All eligible natural and legal persons (as per item 11
above) or groupings of such persons (consortia) may apply.
A consortium may be a permanent, legally-established grouping or a
grouping which has been constituted informally for a specific tender
procedure. All members of a consortium (i.e., the leader and all other
members) are jointly and severally liable to the contracting authority.
The participation of an ineligible natural or legal person (as per item
11) will result in the automatic exclusion of that person. In particular,
if that ineligible person belongs to a consortium, the whole consortium
will be excluded.
13. Number of applications: No more than 1 application can be submitted
by a natural or legal person whatever the form of participation (as an
individual legal entity or as leader or member of a consortium submitting
an application). In the event that a natural or legal person submits more
than 1 application, all applications in which that person has participated
will be excluded.
14. Shortlist alliances prohibited: Any tenders received from tenderers
comprising firms other than those mentioned in the shortlisted application
forms will be excluded from this restricted tender procedure. Shortlisted
candidates may not form alliances or subcontract to each other for the
contract in question.
15. Grounds for exclusion: As part of the application form, candidates
must submit a signed declaration, included in the standard application
form, to the effect that they are not in any of the exclusion situations
listed in Section 2.3.3 of the Practical Guide to contract procedures for
EC external actions.
16. Subcontracting: Subcontracting will be allowed with the approval of
the contracting authority.
17. Number of candidates to be shortlisted: On the basis of the
applications received, at least 4 and at most 8 candidates will be invited
to submit detailed tenders for this contract.
Provisional timetable
18. Provisional date of invitation to tender: October 2008.
19. Provisional commencement date of the contract: January 2009.
20. Initial period of execution and possible extension of the contract:
18 months from date of commencement.
Selection and award criteria
21. Selection criteria: The following selection criteria will be applied
to candidates. In the case of applications submitted by a consortium,
these selection criteria will be applied to the consortium as a whole:
1) Economic and financial capacity of candidate (based on item 3 of the
application form):
the average annual turnover of the candidate must exceed the annualised
maximum budget of the contract (i.e., the maximum budget stated in the
procurement notice divided by the initial contract duration in years,
where this exceeds 1 year);
(a) presentation of balance sheets, or summaries thereof, for the last 3
closed financial years for the consortium;
(b) a statement of the total annual turnover and the annual turnover
concerning services relating to the present contract as realised over the
last 3 years;
(c) the yearly accumulated turnover of the consortium which must be at
least twice the maximum annual budget of this contract.
2) Professional capacity of candidate (based on items 4 and 5 of the
application form):
(a) there should be at least 30 staff currently working for the applicant
in fields related to this contract;
(b) at least 20 % of all staff working for the candidate this year in
fields related to this contract are permanent;
(c) a declaration indicating the average annual number of staff of the
candidate agency and the number of staff working in the context of the
foreseen activity over the last 3 financial years;
(d) a statement on the professional experience of the management staff and
of the staff responsible for the proposed project, per candidate agency;
(e) the number of years each member company has been in the advertising
business; and
(f) the lead agency should indicate the number of staff assigned to this
project and the agency must be represented by a full service office in
each of the target markets.
3) Technical capacity of candidate (based on items 5 and 6 of the
application form):
(a) the candidate must produce evidence that the agency or consortium has
worked successfully on at least 2 international projects with a budget of
at least that of this contract on international brands or services in the
past 3 years;
(b) a statement giving an overview of the areas of expertise relevant for
this contract (international advertising) and giving an overview of
references for the main projects executed in this area of expertise
including brand or service names over the last 3 years that are relevant
in relation to the present contract, indicating the budget amount, the
number of staff involved in each action, the dates of performance and
their recipient, public or private.
An economic operator may, where appropriate and for a particular contract,
rely on the capacities of other entities, regardless of the legal nature
of the links which it has with them. It must in that case prove to the
contracting authority that it will have at its disposal the resources
necessary for performance of the contract, for example by producing an
undertaking on the part of those entities to place those resources at its
disposal. Such entities, for instance the parent company of the economic
operator, must respect the same rules of eligibility and notably that of
nationality, as the economic operator.
If more than 8 eligible candidates meet the above selection criteria, the
relative strengths and weaknesses of the applications of these candidates
must be re-examined to identify the 8 best applications for the tender
procedure. The only factor which will be taken into consideration during
this re-examination is:
implementation of similar projects in ACP countries in the past 3 years.
22. Award criteria: As specified in the tender dossier annexed to the
letter of invitation to tender which will be sent to shortlisted
candidates.
Application
23. Deadline for receipt of applications: 21.10.2008 (16:00), local time.
Any application received after this deadline will not be considered.
24. Application format and details to be provided: Applications must be
submitted using the standard application form (available from the
following Internet address: http://ec.europa.eu/europeaid/work/procedures/
implementation/services/index_en.htm), whose format and instructions must
be strictly observed.
Any additional documentation (brochure, letter, etc.) sent with an
application will not be taken into consideration.
25. How applications may be submitted: Applications must be submitted in
English exclusively to the contracting authority.
— either by recorded delivery (official postal service) to:
Kenya Tourist Board, PO Box 30630, 00100 Nairobi, Kenya,
— or hand-delivered (including courier services) directly to the
contracting authority in return for a signed and dated receipt to:
Kenya Tourist Board, 7th floor, Kenya-Re Towers, Ragati Road, Nairobi,
Kenya.
The contract title and the publication reference (see item 1 above) must
be clearly marked on the envelope containing the application and must be
mentioned in all subsequent correspondence with the contracting authority.
Applications submitted by any other means will not be considered.
26 Alteration or withdrawal of applications: Candidates may alter or
withdraw their applications by written notification prior to the deadline
for submission of tenders. No application may be altered after this
deadline.
Any such notification of alteration or withdrawal shall be prepared and
submitted in accordance with Clause 25. The outer envelope (and the
relevant inner envelope) must be marked 'Alteration' or 'Withdrawal' as
appropriate.
27. Operational language: All written communications for this tender
procedure and contract must be in English.
28. Additional information: Not applicable.
29. Date of publication of contract forecast: 13.8.2008.
30. Legal basis: ACP–EC Partnership Agreement signed at Cotonou on
23.6.2000 as amended on 25.6.2005.
Decision No 2/2002 of the ACP–EC Council of Ministers published in OJ L
320 of 23.11.2002.

KE-Nairobi: service contract to formulate and implement an integrated marketing campaign for tourism to Kenya

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