REQUEST FOR QUOTATION YOU ARE HEREBY INVITED TO SUBMIT QUOTATIONS TO THE WATER RESEARCH COMMISSION. 60 Days (COMMENCING FROM RFQ CLOSING DATE)

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1 REQUEST FOR QUOTATION YOU ARE HEREBY INVITED TO SUBMIT QUOTATIONS TO THE WATER RESEARCH COMMISSION. RFQ NUMBER: 1407/15-16 RFQ ISSUE DATE: 31 JULY 2015 CLOSING DATE AND TIME: 14 AUGUST am RFQ VALIDITY PERIOD 60 Days (COMMENCING FROM RFQ CLOSING DATE) DESCRIPTION OF SERVICES REQUEST FOR QUOTATIONS FOR MEDIA MONITORING SERVICES FOR A PERIOD OF THREE (3) YEARS TO WATER RESEARCH COMMISSION. SUBMISSION ADDRESS MARUMATI BUILDING C/O FREDERIKA STREET AND 18TH AVENUE, RIETFONTEIN, PRETORIA OR PRIVATE BAG X03 GEZINA, 0031, SOUTH AFRICA P a g e 1 10

2 ENQUIRIES Name: The SCM Manager Tel: (012) BIDDER NAME:.. COMPANY REGISTRATION NUMBER:.. ADDRESS:..... CONTACT PERSON:.. TEL:.. FAX: Mobile:.. TOTAL RFQ PRICE R...Inclusive of VAT P a g e 2 10

3 TERMS OF REFERENCE (TOR) FOR MEDIA MONITORING SERVICES FOR A PERIOD OF THREE (3) YEARS TO WATER RESEARCH COMMISSION. BACKGROUND The Water Research Commission (WRC) is a national entity established in terms of the Water Research Act (Act No 34 of 1971), to coordinate and fund water research in South Africa. 1. SCOPE OF WORK 1. EDITORIAL MEDIA MONITORING To keep abreast of the market, the WATER RESEARCH COMMISSION should remain aware of any traditional or non-traditional (360) media coverage in South Africa regarding Water Research Commission/WRC Research Levels includes: o Water resource management o Water-linked ecosystems o Water use and waste management o Water utilization in agriculture o Water energy food security nexus o Water sensitive urban design and wastewater o Green village o Water governance o Climate change The service provider must provide 1.1 Tracking of South African print publications as per the suppliers monitoring schedule and as and where nominated to be tracked by WRC for coverage relating to WRC and the nominated brief followed by loading these identified media items to a password protected client portal. This service should include access to the PDFs of the clipped media items. 1.2 Tracking of South African broadcast radio channels and television programmes as per the suppliers monitoring schedule and as and where nominated to be tracked by WRC for coverage relating to WRC and the nominated brief followed by loading the identified interviews, features and profiles in the media to a password protected client portal. This service should include access to the actual audio/video coverage of the clipped items. 1.3 Tracking South African news websites as per the suppliers monitoring schedule for online coverage relating to WRC and the nominated brief followed by loading these identified media items to a password protected client portal. This service should include a click through to the original posts. P a g e 3 10

4 1.4 All tracked information must include: Advertising Value Equivalent of each item processed based on rate card rates without any multipliers. Methodology to be disclosed Circulation figures Readership/Viewership/Listenership Figures LSM 2. EDITORIAL MEDIA REPORTING 2.1 Analysing and reporting of all print; broadcast and online media items tracked during the course of a given month for WRC followed by loading these reports (monthly; quarterly; annually) to a password protected client portal which relates to key reputational issues, coverage, and spokespeople by no later than the 7 th working day of every month. 2.2 All reports must quantify coverage solicited by WRC through media releases, news conferences and interviews, as well as unsolicited coverage. 2.3 Favorability ratings must be given to each item solicited by WRC as well as the AVE values, circulation figures; listenership figures and viewership figures Report should include but not limited to: key voices in the news items, top favourable/unfavourable journalists ranked according to sentiment favourable/unfavourable issues that occurred during the month Media release flagging indicating which media used the NLB generated coverage in-depth look at various issues that pertained to WRC during the month Trend line looking at reputational score; frequency and reach 2.4 Presentation of the monthly media reputation analysis to provide exposure value of WRC as and when required. 3. DELIVERY; ACCESS & FUNCTIONALITY ing daily alerts to a nominated list of WRC recipients as and when new coverage has been loaded onto the password protected portal in order for media items to be accessed quickly. This will be a 24/7 requirement and must be dispatched at 09:00; 12:00 and 15:00 daily. Online access to Editorial content on a password protected client portal to an unlimited user list. Full access to all media items delivered through alerts and the portal delivery (PDFs; Word; Audio and or video files). P a g e 4 10

5 Archiving of WRC coverage and back-up capabilities are of utmost importance. All information to be exportable to excel Accessibility to a year s historic data 4. General 4.1 Dedicated account manager to be assigned to the WRC account to handle all calls; requests etc. 4.2 Play both an operational and a strategic role in managing WRC s corporate image and reputation 4.3 Monthly service review meetings to be setup to ensure expectations and deliverables align. 4.4 Regular status updates to be given on any outstanding requests WRC has made until the close of that request. 4.5 Full CRM report database to be kept of all communications between the supplier and the WRC. 4.6 Providing a direct point of contact to which alerts on expected coverage and media releases can be sent. 2. INFORMATION SESSION None 3. PERIOD / DURATION OF PROJECT / ASSIGNMENT 36 Months 4. Payment: Thirty (30) days from the date of the invoice. 5. PREFERENTIAL PROCUREMENT POINTS ALLOCATION The Preferential Procurement Regulations points to be allocated to this RFQ is: 80/20 6. EVALUATION CRITERIA The RFQ will be evaluated in accordance with the PPPFA 80/20 principle against the following Criteria. P a g e 5 10

6 Note: Functionality scoring will be on the sliding scale as per the below table: SCORE DESCRIPTION 1 Poor 2 Average 3 Good 4 Very Good 5 Excellent Technical Evaluation Criteria: No Element WEIGHTING 1. Knowledge and Experience providing media monitoring services.(attach relevant Company Profile) 35 (Scoring is in the sliding scale of 1 to 5.) 2 Capability (Average experience of the profile of the team of people who will be involved in the project should be at least 3 years). Two average experience =2 Three average experience =3 Four average experience =4 Five average experience =5 35 (Scoring is in the sliding scale of 1 to 5.) 3 References Two relevant references=2 Three relevant references =3 Four relevant reference =4 Five relevant references =5 20 ( Attach list of contactable references and Letters) 4 Presentation (this will be limited to shortlisted service providers) 10 P a g e 6 10

7 No Element WEIGHTING FUNCTIONALITY NB: Service providers are expected to meet 70% threshold on the above technical requirements in order to proceed to the next level of evaluation. 7. PRICING The RFQ will be evaluated in terms of the Preferential Procurement Regulations (2011). 1. Fixed monthly pricing for a period of three years with zero percent escalations. 2. Play both an operational and a strategic role in managing WRC s corporate image and reputation COST BREAK-DOWN SCHEDULE: EDITORIAL MEDIA MONITORING & REPORTING The following cost break-down schedule should be used by all suppliers to ensure fair comparison between quotes can be done: Cost breakdown Nr. Description of Service Additional notes Exclusive of VAT p/m Inclusive of VAT p/m 1. Editorial print media monitoring 2. Editorial broadcast (TV & Radio) media monitoring 3. Editorial online media monitoring 4. Editorial media analysis/reporting Unlimited downloads; online and access with export functionalities Unlimited downloads; online and access with export functionalities Unlimited downloads; online and access with export functionalities Should be customizable according to WRC specific requirements. 5. Delivery Password protected portal and notifications to unlimited users/recipients. P a g e 7 10

8 Total per month: COST BREAK-DOWN SCHEDULE: SOCIAL MEDIA MONITORING & REPORTING All suppliers need to provide on cost of social media monitoring and reporting: Cost breakdown Nr. Description of Service Additional notes Exclusive of VAT p/m Inclusive of VAT p/m 1. Social media monitoring Unlimited downloads; online and access with export functionalities 2. Social media reporting Should be customizable according to WRC specific requirements. 3. Delivery Password protected portal and notifications to unlimited users/recipients. Total per month: Note: Fees must be quoted in South African Rand. The circumstances that would lead to an adjustment in fees must be stipulated and motivated. The WRC will not be responsible for any costs associated with this quotation. Price(s) quoted must be firm and inclusive of VAT where applicable. 8. STANDARD CONDITIONS OF THE TENDER i. Bidders must complete SBD 4, SBD 6.1, SBD 8 and SBD 9 ; P a g e 8 10

9 ii. Bidders must also submit a valid and original tax clearance certificate; and a valid B-BBEE certificate (original or certified copy) to the WRC offices PRIOR to the closing date, if the WRC is not already in possession of these certificates; iii. WRC Supplier application form must be completed and signed (copy attached) iv. It is the responsibility of prospective bidders to ensure that all bid documents are submitted before the closing time and date of the tender; v. The WRC reserves the right to award or not to award this contract; vi. The WRC ill enter into a formal contract with one successful bidder; vii. The WRC reserves the right to terminate the contract should the performance of the service provider be unsatisfactory; viii. Bids received after closing time and date will be classified as LATE and will NOT be considered; ix. Although adequate thought has been given in the drafting of this document, errors may occur which the WRC will not be responsible for; x. Any change of information provided in the tender document that may affect delivery of the service should be brought to the WRC s attention as soon as possible. Failure to comply with this may result in the contract being terminated; xi. Service providers presenting information intentionally incorrectly or fraudulently will be disqualified; xii. Service providers who have been declared insolvent and wish to do business with the WRC must have been rehabilitated and provide the necessary proof thereof; xiii. The WRC reserves the right to award, cancel or partially award this contract. xiv. The National Treasury General Conditions of Contract will be applicable to this tender (available on the National Treasury website); xv. Bidders must complete and attach all relevant standard bid document; xvi. All prices quoted must be VAT inclusive; xvii. Only those bidders, who have met the minimum functional criteria, as stipulated above, may be invited to present their proposal as required. P a g e 9 10

10 Please note that bidders, who may be invited for presentations, may have their technical scores re-evaluated. xviii. For those bidders who have met the minimum functional criteria, as xix. xx. stipulated above, the WRC has the right to visit the business premises to verify the information provided in the tender documents; please note that bidders who may have their premises inspected, may have their technical scores re-evaluated. Short-listed companies could be invited to present and discuss their proposals. A service level agreement will be entered into between the WRC and the successful respondent. 9. CLOSING DATE AND TIME The closing date for the RFQ is 14 August 2015 at 11h00. Quotations should be deposited in the tender box at the main entrance of WRC offices to reach the WRC before 11h00 on the closing date and time. 10. ENQUIRIES For any technical enquiries and commercial enquiries please contact: the WRC Supply Chain Unit at P a g e 10 10

REQUEST FOR QUOTATION YOU ARE HEREBY INVITED TO SUBMIT QUOTATIONS TO THE WATER RESEARCH COMMISSION. 60 Days (COMMENCING FROM RFQ CLOSING DATE)

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