United Kingdom-Cardiff: Invitation to Tender for the NHS Wales Beat Flu Campaign

Notice Abstract
We wish to invite creative communications agencies to tender for the delivery of the national NHS Wales flu campaign for 2 years 2019/20 and 2020/21, as well as to refresh the current Beat Flu/Curwch Ffliw brand, to be finalised by 28.2.2019. The appointee is required to effectively deliver this bilingual campaign.

Notice Details
Contract notice
Directive 2014/24/EU - Public Sector Directive

Directive 2014/24/EU

Section I: Contracting Change entity
I.1) Name and addresses
NHS Wales Shared Services Partnership

4-5 Charnwood Court,, Heol Billingsley, Parc Nantgarw


CF15 7QZ


Contact person: Sophie Stacey

Telephone: +44 1443848568

E-mail: sophie.stacey2@wales.nhs.uk


Internet address(es)

Main address: http://www.procurement.wales.nhs.uk

Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0221

I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:


Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be sent electronically to:


I.4) Type of the contracting authority
Body governed by public law

I.5) Main activity

Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Invitation to Tender for the NHS Wales Beat Flu Campaign

Reference number: PHW-OJEU-40383

II.1.2) Main CPV code

II.1.3) Type of contract

II.1.4) Short description
We wish to invite creative communications agencies to tender for the delivery of the national NHS Wales flu campaign for 2 years 2019/20 and 2020/21, as well as to refresh the current Beat Flu/Curwch Ffliw brand, to be finalised by 28.2.2019. The appointee is required to effectively deliver this bilingual campaign.

II.1.5) Estimated total value
Value excluding VAT: 177 000.00 GBP

II.1.6) Information about lots
This contract is divided into lots: No

II.2) Description
II.2.3) Place of performance
NUTS code:


II.2.4) Description of the procurement
Campaign objectives:

The successful agency will be expected to:

— utilise the campaign to increase awareness of flu, and how serious it can be,

— utilise the campaign to increase awareness of the benefits of flu vaccination in targeted clinical and age defined eligible groups,

— deliver a campaign utilising a range of formats and messages that resonate with target groups which are relevant to specific audiences/agreed segments,

— utilise the campaign to target the important mechanisms thought to influence uptake of flu vaccination in the different population segments,

— base communication methods, messages and creative content on behavioural science approaches, behavioural mechanisms, theories and frameworks such as Mindspace or East,

— demonstrate the impact the creative campaign has on an individual’s decision or intention to receive a flu vaccination,

— offer ways to improve the campaign going forward.

The campaign should feel contemporary, innovative, fresh and engaging and be based on behavioural science approaches. It should be bilingual and delivered using the following elements:

— campaign planning and management, including audience analysis,

— PR and media relations,

— social media management and content creation,

— media buying,

— video production, photography and other digital/non-digital resources,

— creative resources,

— event planning and management,

— regular meetings and correspondence with Public Health Wales to discuss and agree all content as required (may be frequent),

— liaising with, and offering expert support to, NHS and non-NHS organisations and key stakeholders as required.

End of season campaign evaluation reporting following the Government Communication Service evaluation framework, as well as the production of a mid-season activity and evaluation-so-far report.

Brand refresh objectives:

The refresh of the Beat Flu/Curwch Ffliw brand should be completed by 28.2.2019 and include:

— development of possible branding options including:

—— one consistent brand used across all assets and for all groups,

— an umbrella brand with a connected but different look and feel for different target groups.

— development of consistent campaign templates which will be compatible with the NHS Wales IT system, including:

—— Beat Flu/Curwch Ffliw websites and social media home pages.

— film and video:

—— start frame,

—— captioning,

—— font.

—— external assets:

——Beat Flu/Curwch Ffliw Reports and briefing materials,

—— infographics,

—— social media posts,

—— digital presentation media (PowerPoint/Prezi),

—— press releases and media statements,

—— Beat Flu/Curwch Ffliw posters, leaflets and other printed collateral.

— develop brand identity guidelines which will make the Beat Flu/Curwch Ffliw suite of outputs easy to identify. This will include guidance on the following design elements:

—— layout,

—— image guidelines,

—— colour palette.


The indicative budget for creative communications is up to a maximum of 85 000 GBP annually, subject to continued board agreement. This is to include all paid-for elements of the campaign as well as agency time. Agencies are expected to outline how they would use the full budget in their application brief.

The indicative budget for the refresh of Beat Flu/Curwch Ffliw is 7 000 GBP non-recurring and to be completed in 2018/19.


The delivery of the campaign element will be awarded as a 2 year contract, subject to a satisfactory annual review of supplier performance against the KPIs. A mid-season report is expected by the end of December each year and a final end of season report by 31 March annually.

All invoices must be submitted annually by 15 March.

II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 24

This contract is subject to renewal: No

II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted: No

II.2.11) Information about options
Options: No

II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: No

Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents

III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents

III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure

IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date: 19/12/2018

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

IV.2.7) Conditions for opening of tenders
Date: 19/12/2018

Local time: 12:00

Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement: No

VI.2) Information about electronic workflows
Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information
Note: the authority is using eTenderwales to carry out this procurement process. To obtain further information record your interest on Sell2Wales at https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=87227

(WA Ref:87227)

The buyer considers that this contract is suitable for consortia.

VI.4) Procedures for review
VI.4.1) Review body
NHS Wales Shared Services Partnership

4-5 Charnwood Court, Heol Billingsley, Parc Nantgarw


CF15 7QZ


Telephone: +44 1443848568

E-mail: sophie.stacey2@wales.nhs.uk

Internet address(es)

URL: http://www.procurement.wales.nhs.uk

VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:

NHS Wales Shared Services Partnership on behalf of Public Health Wales NHS Trust will allow a minimum 10 calendar day standstill period between notifying the award decision and awarding the contract.

Unsuccessful tenderers and applicants are entitled to receive reasons for the decision, including the characteristics and relative advantages of the winning bid and the reasons why the tenderer/applicant was unsuccessful.

Should additional information be required it should be requested of the addressee in section I.1.

Aggrieved parties who have been harmed or are at risk of harm by breach of the procurement rules have the right to take action in the High Court (England and Wales). Any such action is subject to strict time limits in accordance with the Public Contracts (Amendments) Regulations 2015.

VI.5) Date of dispatch of this notice