Dairy Council Invitation to Tender

Invitation to tender for the appointment of an implementing body for the promotion of agricultural products within the framework of Council Regulation (EC) no 3/2008 and Commission Regulation (EC) No 501/2008.

The Dairy Council for Northern Ireland (DCNI) is responsible for the generic marketing of milk and dairy products. It is an organisation funded by the Northern Ireland dairy industry, both dairy farmers and dairy processors, through a voluntary levy on milk produced and milk processed.

To facilitate the appointment of an Implementing Body (IB), as required by Council Regulations, DCNI invites tenders from suitably qualified and experienced organisations to jointly implement a three year programme to provide information and promote EU dairy products to the Middle East, Russia and SE Asia.

The programme proposed by DCNI is subject to approval by the European Commission, within the framework of Commission Regulation (EC) No 3/2008 and Commission Regulation (EC) No 501/2008.

The programme, which currently has a working theme of "Add value with EU dairy products", will involve the organisation of both outward and inward trade visits to and from each country or region identified, and the production of promotional literature, a short video and a web page to support the activities. The successful organisation will work with the DCNI to jointly implement the programme.

If the programme is approved by the EU Commission, it is likely to run from 1st January 2015 until the end of 2017. The total budget of the 3 year programme, including delivery costs, will be €625,000, and of this the value of measures to be undertaken by the IB is €452,011. This is separate from the IB fee, which must not exceed €58,761.

Further details on the programme and tender documents can be obtained from:

The Dairy Council for Northern Ireland

Shaftesbury House

Edgewater Office Park

Edgewater Road

Belfast

BT3 9JQ

e-mail: mike.johnston@dairycouncil.co.uk

Telephone 028 9077 0113

Closing date for receipt of responses:29 August 2014 at 3.00pm

Summary of actions to be undertaken by the IB

1. 
   Organise two outward trade missions to incorporate a promotional exhibit at each of two international food trade shows. The exhibits will promote EU dairy products and the shows selected will be SIAL CHINA in Shanghai in May 2015 and ProdExpo in Moscow in February 2016. The exhibit will be staffed by a stand manager and five dairy experts, with an additional two stand reception staff hired locally. The successful tenderer will be responsible for
   
   
   
   1. 
      Rental of a 30sq metre trade stand space at each show
   
   
   2. 
      Design and construction of a promotional stand at each show to the specification agreed with the DCNI. The stand may be designed to allow its use it both events if appropriate.
   
   
   3. 
      The stand design incorporating:
      
      
      
      • 
        graphic panels displaying aspects of EU dairy products, and appropriate EU funding logos
      
      
      • 
        a refrigerated sample display and storage unit,
      
      
      • 
        a food preparation area in compliance with food hygiene requirements at each show,
      
      
      • 
        a meeting and discussion area, suitably furnished to facilitate discussions between the stand staff and visitors,
      
      
      • 
        a storage area for overstock promotional materials and personal items,
      
      
      • 
        a video display unit, with facility to play a DVD,
      
      
      • 
        provision of all services to the stand such as sinks/hand washing facilities, electrics, water and waste and refrigeration in compliance with local requirements.
      
      
      
      
   
   
   4. 
      transport of all stand equipment and promotional materials and dairy samples to each trade show.
   
   
   
   

1. 
   Organisation of flights from Belfast to each event venue the stand manager and five dairy experts.


2. 
   Hire of two stand receptionists with both English and local languages appropriate to each show


3. 
   PR coverage of the above activities to include press coverage in local media and trade publications plus appropriate trade publications in the countries involved in each activity.


4. 
   Produce promotional packs promoting the attributes of EU dairy. This will comprise of a high quality folder with A4 information pages printed in the languages appropriate to the selected countries. The print run should be 200 copies in each of three languages including English, Russian and Chinese.


5. 
   Produce a promotional ten minute video promoting the attributes of EU dairy products. This should have voiceovers in three languages including English, Russian and Chinese, and be available on CD in a presentation case.


6. 
   Arrange return flights for staff from 24 dairy importers, as part of Inward missions into Northern Ireland over the 3 years of the programme.

The tender document should:

1. 
   Provide evidence of ability and experience in delivering actions similar to those outlined above


2. 
   Confirm that the tendering organisation will deliver the programme for a fee that must not exceed €58,761


3. 
   Confirm that the actions outlined above can be delivered within the budget of €452,011.


4. 
   Present outline proposals for the design of the exhibition stand, brochure, and web site.

The tendering body must supply information to show that the company is on a sound financial footing and that it has both the necessary infrastructure and staff with the appropriate experience to implement the measures

Financial and economic capacity

Proof of the financial and economic capacity of the implementing body or bodies shall be furnished by the following documents:

a) a brief description of the company's economic activity in relation to the services for which it will be responsible under the proposed programme;

b) balance sheets or extracts from balance sheets, where publication of the balance sheets is required under the company law of the country in which the service provider is established.

Technical capacity and staff skills

The implementing bodies must provide the following information:

a) a description of the professional skills of their staff;

b) the main services provided in the past;

c) knowledge of the situation in the country or countries targeted by the programme in the specific field to which it applies;

d) general knowledge of the products or themes concerned, and experience working with other trade or inter-branch organisations and/or enterprises in the agricultural or agri-food sectors and/or public sector institutions.

Exclusion criteria for implementing bodies

Implementing bodies shall automatically be disqualified by the proposing organisations if one or more of the following applies:

a) they are bankrupt, are being wound up, have ceased or suspended business activities, are in the hands of court administrators, have entered into an arrangement or settlement with creditors (or similar measures), or are the subject of proceedings of this kind;

b) they have been found guilty of an offence;

c) they have outstanding debts for payment of social security contributions, taxes and dues.

Audit

The competent national authority and the Commission may at any time have technical and accounts checks conducted to monitor progress in and implementation of the measures concerned. Persons instructed by the competent national authority, the Commission and the Court of Auditors shall also have access to the books and any other documents relating to payments made under the contract, from the time the contract is signed and for up to five years following the date on which the balance is paid.

Selection Criteria

The tenders will be judged on the following criteria:

1. 
   Experience


2. 
   In delivering actions similar to those outlined above


3. 
   Staff


4. 
   Creative proposals

Closing date for receipt of responses:29 August 2014 at 3.00pm