HRP Media Buying Services

Description

CONTRACT OPPORTUNITY – MEDIA BUYING Historic Royal Palaces (HRP) is a registered charity, responsible for the care, conservation, and presentation of HM Tower of London (TOL), Hampton Court Palace (HCP), Kensington Palace, (KP) the Banqueting House at Whitehall (BH), Kew Palace (KEW) and Hillsborough Castle and Gardens, (HCG) the official residence of HM The King in Northern Ireland and residence of the Secretary of State for Northern Ireland. HRP is an independent charity for everyone, receiving no regular government funding and derives its income principally from admissions, retail, licensing, commercial events, sponsorship and support from donors and members.   The palaces in our care are the setting for the stories that shape us all, and we’re bringing them to people in ways that mean more to them. We want everyone to find themselves in the spaces and stories we share. We will be running a Competitive Flexible Procedure tender process with the intention of awarding contracts for the provision of Media Planning and Buying Services. This tender will be run in accordance with the Procurement Act 2023. This procurement will be run as a two-stage tender process: Stage 1 – Expression of Interest and Procurement Specific Questionnaire (PSQ) Stage 2 – Invitation to Tender (ITT) (Shortlisted suppliers only) Requirements: We are seeking expressions of interest from suitably experienced / qualified organisations. The contract will be divided into two lots: Lot 1: Offline Media Lot 2: Digital Media One supplier will be appointed to each lot. Organisations may apply for one or both lots, and HRP reserves the right to appoint one supplier for both lots. Contract Value: Total expenditure is estimated at £2.4m per annum and based on a 3 + 2-year arrangement would represent £12m. Exclusion criteria: Please refer to the PSQ document for information on exclusion criteria. Tender Process: Stage 1 - Expressions of interest and Procurement Specific Questionnaire (PSQ): The tender process will be run through HRP’s e tendering system, Delta e-Sourcing. All expressions of interest and PSQ’s must be received by HRP by 8th April 2025 at midday and must be submitted electronically via Delta e-Sourcing. Stage 2 – Invitation to Tender (ITT): Tender documents will be made available on Delta to those suppliers who are shortlisted at PSQ stage. Please note that HRP reserves the right to refine award criteria during the tender process. Registrations: Suppliers will need to register on Delta E-Sourcing in order to participate in the tender process. Suppliers can register here https://www.delta-esourcing.com/register/ Suppliers must be registered with on the Central Digital Platform Supplier can register here www.gov.uk/find-tender Shortlisting: Suppliers will be shortlisted based on responses to the PSQ. There will be a maximum of 5 suppliers per lot invited to stage two of the tender. Anticipated contract start date: March 2026 Contract period: 3 years with the option of extending for an additional 2 years Contract location: UK with sites in London and Northern Ireland Additional information included: As part of our pre-tender research we conducted a session presenting outline details of the opportunity to potential tenderers that had previously expressed an interest in working with HRP. Details of this session can be found in the attached documents, including a recording of the presentation and the slide deck HRP reserves the right not to award a contract. HRP are at liberty to amend / refine the process and the evaluation criteria (subject to advising everyone via another transparency notice) For more information about this opportunity, please visit the Delta eSourcing portal at: https://www.delta-esourcing.com/tenders/UK-UK-East-Molesey:-Advertising-and-marketing-services./252867J49A To respond to this opportunity, please click here: https://www.delta-esourcing.com/respond/252867J49A Lots: Lot 1: Lot 1 – Offline Media The appointed offline media agency will be responsible for the strategic planning, buying, and delivery of offline media campaigns. This includes, but is not limited to, print, out-of-home, radio, and direct mail channels. The agency must demonstrate expertise in audience insight, media channel selection, and cost-efficient buying, with a proven ability to deliver campaigns that maximise reach, engagement, and return on investment. The agency will be required to work collaboratively, providing regular performance reporting, and aligning campaigns with the organisation's brand values, target audiences, and specific campaign objectives. Technical Proficiency (50-60%) Priorities and areas of assessment will include (but not be limited to): Media campaign strategy and planning Innovation and approach Insightful campaign evaluation Service Quality Research, analysis and media selection skills Budgeting strategy Contract management Reporting Commercial value and buying power Social Value (10-20%) Priorities and areas of assessment will include (but not be limited to): Sustainability Carbon Footprint Value: 6000000 GBP Lot 2: Lot 2 - Digital Media The appointed digital media agency will be responsible for the strategic planning, buying, and delivery of digital marketing campaigns across key online channels, including display, paid social, paid search, video, programmatic and influencer marketing. The agency must demonstrate expertise in audience segmentation, performance marketing, and data-driven optimisation to maximise reach, engagement, and return on investment. Collaboration will be essential, with the agency expected to provide regular campaign performance reporting, actionable insights, and strategic recommendations aligned with the organisation's brand objectives and digital marketing goals. Award Criteria: Technical Proficiency (50-60%) Priorities and areas of assessment will include (but not be limited to): Media campaign strategy and planning Innovation and approach Insightful campaign evaluation Service Quality Research, analysis and media selection skills Budgeting strategy Contract management Reporting Commercial value and buying power Social Value (10-20%) Priorities and areas of assessment will include (but not be limited to): Sustainability Carbon Footprint Value: 6000000 GBP