Scottish Government to implement cluster structure
The Scottish Government has reviewed its internal processes as to how its Invitations to Tender (ITT) will be conducted in future having received feedback from its marketing framework rosters.
As a result, the ITT’s will now be ‘clustered strategically’ with an outline of each campaign topic and purpose being detailed within the ITT. Roster agencies will then be appointed by discipline and by cluster.
The new system will mean that agencies will have fewer tenders to bid for which will lessen their workload. They will however be given further capacity for resource planning which the Government hopes will allow agencies more scope for a future ‘strategic, holistic approach’ to the tender and allow them the opportunity to demonstrate specialist skills and understanding.
The Government will look for the system to achieve better cost efficiencies of public spend and see better strategic links built by agencies across campaigns within policy areas.
As a result, each ITT will require that a written, strategic response is submitted including current headings and financial information alongside planning and insight.
The evaluation panel will then use the proposal and the agency’s presentation to assess strategy, creativity, efficiency and the competency of each agency in interpreting their brief.
Technical and financial percentage scoring and weighting will be shown on each ITT and key criteria for each specified. Within the financial section the evaluation panel will also assess the rates proposed by each agency to assess overall value for money.
The winning agency will take on the cluster which will in most cases comprise of no more than five topics for the cluster to be manageable.
The Government also plans to review the tendering process as the system progresses and will look for feedback from each cluster.
It has been confirmed that all tenders already awarded will be honoured, while roster agencies which do not win clusters but whose current campaign work fits with a cluster will also be expected to work alongside the appointed cluster agency.
The first cluster for which ITT’s are to be submitted is for the HISMS Risk Behaviours Marketing communications brief which comprise Smoking Cessation and Legislation change, Alcohol Behaviour Change, Minimum Pricing, Parents activity, Alcohol Awareness Week and Sexual Health (includes LLRC.)
Submissions, including creative are to be submitted by the third week in January and will require presentations by end of January.
The second cluster submissions will be issued in February for Greener/Climate Change and will include marketing communications, PR and Digital ITTs.
The specific topics for this cluster are to be advised, and timings for written submissions followed by shortlist for creative presentations will be confirmed shortly.
Gillian Govan, chief marketing officer for The Scottish Government, explained: "In January this year the Scottish Government re-let the Marketing Services Framework contract. This introduced a system of inviting appointed agencies to tender per campaign for SG work. In response to feedback from agencies and a review of internal processes, the Scottish Government has now updated the way these ITT’s will be conducted. Work will now be grouped strategically and so ITT’s will be issued by clustering campaigns together in line with policy objectives. An agency will be awarded by discipline to each cluster.
“There are many benefits to this system. In brief, for the agencies, it will allow for better resource planning around tendering for work. With campaigns being grouped into strategic hubs, an agency can approach the brief holistically and cover the topic in more depth. From the SG’s perspective clustering will deliver better value for the public purse and create efficient centres of excellence grouped by portfolio requirements within Scotland’s agencies”.
An industry insider praised the move, saying: "From a strategy perspective, it makes good sense. It will also streamline procurement. The down-side for the agencies however, is that most of them will be left empty-handed. But at least they will be put out of their misery quicker than before."