CCPRF. Request for Proposals. Monitoring Services. November 25, 2009

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1 CCPRF Request fr Prpsals Mnitring Services Nvember 25, 2009

2 Table f Cntents SECTION I INTRODUCTION AND OPPORTUNITY OBJECTIVES OF RFP STATEMENT OF WORK... 1 SECTION II RFP/PROPOSAL INFORMATION AND CONDITIONS PROPOSAL PREPARATION INSTRUCTIONS PROCESS AND TIMETABLE... 4 SECTION III RATED REQUIREMENTS FINANCIAL REQUIREMENTS... 5 Detailed Price Prpsal... 5 Additinal Infrmatin EVALUATION PROCEDURE... 5 Certificatin f Authrity... 7 Certificatin f Ability t Prvide Services Prpsed... 7

3 SECTION I 1.1 INTRODUCTION AND OPPORTUNITY The Canadian Cuncil f Public Relatins Firms represents twenty-tw f the largest and mst recgnized public relatins firms in Canada. A cmplete list f member firms may be fund at All members f the CCPRF regularly use media mnitring services fr internal r client use. Members f the CCPRF have recgnized they receive vastly different media mnitring services and at vastly different csts. All members f the CCPRF wish t benefit frm industry best practices and benefit frm csts that reflect the tremendus vlume f media mnitring services used every day by this grup. The successful bidder f this RFP will secure the pprtunity t wrk with all members f the CCPRF fr a perid f tw years + an ptinal ne year extensin. Based upn the services and csts prpsed, all members f the CCPRF are prepared t mve their current media mnitring services t the winning bidder. 1.2 OBJECTIVES OF RFP The purpse f this Request fr Prpsal (RFP) is t invite prspective vendrs t submit a prpsal t supply media mnitring services in Canada t the public relatins cmpanies wh cmprise the CCPRF. Member firms f the CCPRF are interested in receiving the mst cmprehensive media mnitring cverage available, in a timely manner and at a cst that reflects the large vlume f use by CCPRF members. 1.3 STATEMENT OF WORK CCPRF members are seeking the services f a qualified media mnitring cmpany (r a seamless partnership between cmpanies) that can prvide the fllwing cre services: Mnitring and reprting f natinal, reginal and lcal newspapers; Mnitring and reprting f natinal, reginal, cnsumer and trade magazines and publicatins; Mnitring and reprting f natinal, reginal and lcal radi; Mnitring and reprting f natinal, reginal and lcal televisin; Mnitring and reprting f nline websites, blgs, and scial media applicatins (e.g. Facebk, Twitter, etc.) Media Mnitring Services 1

4 The fllwing are additinal services that CCPRF members wuld like t cnsider: Platfrm that allw fr ease f searching key wrds r ther targeted search criteria; Delivery platfrm f results, including hw results are presented (links, full stries, summaries, etc.) Analysis capabilities including tne, frequency, message pull-thrugh and cmparisns t ther key wrds (e.g. analyzing cverage fr ne client cmpared t cverage received by key cmpetitrs f a client). Ideally the analysis shuld tie int the industry-endrsed MRP system. Clipping scans available in clur and in a frmat that can be edited. Full page scans are preferable t just the article t prvide cntext. Original clippings shuld be accessible, if required. Ptential fr Cnfidential FTP site access fr agency/client SECTION II 2.1 RFP/PROPOSAL INFORMATION AND CONDITIONS 1) The winning bidder s services and csts will be made available t all CCPRF members fr their cnsideratin t change their existing media mnitring services ver t the winning bidder. CCPRF members wh chse t mve their existing media mnitring services t the winning bidder may d s immediately r may d s at the end f their current media mnitring cntract, but in either case this will be dne withut penalty t the CCPRF member. 2) CCPRF members reserve the right t cntinue wrking with their current media mnitring prvider and are nt bligated t mve their media mnitring services t the winning bidder. 3) CCPRF reserves the right t: reject any r all prpsals received in respnse t this RFP; cancel and/r re-issue this RFP at any time; request pricing based upn a standard template in rder t cmpare cmpeting qutes n the same basis; select a shrt-list f bidders and ask fr additinal infrmatin r clarificatin; and verify any r all infrmatin prvided by the bidder as part f this RFP. 4) When submitting yur bid, please ensure als that yu cmplete, sign and return the Certificatins in Appendix A. Failure t sign and return this certificatin will disqualify yur bid. Media Mnitring Services 2

5 5) Any prpsals which d nt meet the requirements f the RFP will be judged unacceptable. 6) The winning bidder s prpsals will remain pen fr acceptance by CCPRF members fr a perid f ninety (90) days after the clse f this RFP. 7) Prices quted shall be in Canadian funds and be exclusive f GST r PST. Qutes must include any and all charges that may be incurred by CCPRF members. 8) Bidders are advised that the CCPRF reserves the right t cnsider, as part f its evaluatin, any unsatisfactry perfrmance in a previus r current prject perfrmed by the bidder fr any member f the CCPRF. 2.2 PROPOSAL PREPARATION INSTRUCTIONS 1) Prpsals are t be submitted electrnically t: Carl Levine, 2) Prpsals must be submitted by the clsing date and time: December 17 at 15:00 EST Prpsals submitted after this time may nt be accepted by CCPRF fr cnsideratin. 3) Prpsals be prepared in accrdance with the RATED REQUIREMENTS f the RFP, and include all f the infrmatin needed t assess the bidder s ability t cmplete the prject (as described in the STATEMENT OF WORK) in a timely and cst-efficient manner. 4) Prpsals must include (n the title page) the full cmpany name(s) f the bidder, as well as the address, cntact name, telephne, address and bidder s crprate website. 5) Bidders are requested t prvide at least three (3) client references that are relevant t the requirements specified in this RFP. Client references shuld include: Client Name & Cntact Infrmatin Length f Assciatin with Client Prject Name Prject Descriptin (max 2 pages) Prject Budget Prject Timeline Demnstratin f Success Bidders are requested t prvide demnstratins f their wrk fr client references. Media Mnitring Services 3

6 2.3 PROCESS AND TIMETABLE The prcess and timetable fr this cmpetitive prcess will be as fllws: Receipt f RFP: This RFP has been sent t a select list f bidders, wh will receive the RFP directly. CCPRF des nt intend t share the list f bidders. Cnference Call: A cnference call will be held n December 1 at 14:30 EST t prvide bidders with the pprtunity t ask questins and seek clarificatin n the RFP. Ptential bidders shuld send an t t request an invitatin t participate in the cnference call. CCPRF will prvide cnference call crdinates nly t bidders wh have indicated their intentin t submit a bid. CCPRF will make itself available nly at the time and date specified abve. Submissin f Prpsals: Prpsals must be submitted n later than the clsing date, December 17 at 15:00 EST. SECTION III 3.1 RATED REQUIREMENTS Prpsals will be evaluated n the basis f the fllwing rated requirements: Demnstrated understanding f the needs f public relatins firms vis-à-vis internal mnitring requirements fr new business r administrative needs and mnitring, analysis and delivery requirements fr a wide variety f clients with a wide budget parameters; Apprach and Methdlgy Innvative and industry-leading ideas and appraches fr CCPRF members; Supplier Qualificatins (Persnnel and Management Team; Client References/Case Studies); Prven quality f custmer service, quality cntrl and reliable results; Cmmitment t timely billing; Flexible cntract cmmitment terms t allw fr shrter term client prjects and cancellatins; and A discunt price mdel that will be ffered nly t CCPRF members; Price Part A (including, but nt limited t all-inclusive mnthly r annual charges fr services; price per service, etc.) Price Part B a chart demnstrating every cnceivable price, cst r charge that wuld r may be incurred by a CCPRF member; A cmmitment that the price ffered t CCPRF members will ffer a discunt beynd the best available price that any ther custmer receives these r similar services. Media Mnitring Services 4

7 3.2 FINANCIAL REQUIREMENTS Detailed Price Prpsal Bidders shuld prvide detailed pricing, cvering all csts assciated with their prpsal, including ptinal services. Additinal Infrmatin In rder t cmpare the varius pricing regimes f bidders, CCPRF asks that all vendrs include infrmatin fr the fllwing: All-inclusive pricing: Pricing if CCPRF members wished t pay ne flat fee fr ne r mre media mnitring services. Include charges per service and fr all services. Price per click: Charges assciated if the delivery platfrm includes a cst t view r hear a stry r clip. Analysis Charges: Charges assciated with varius analysis metrics / appraches / dashbards. Custmizable Platfrm Charges: Charges assciated with building a search platfrm fr a CCPRF member t search multiple databases at the same time. Rate Increases: Any anticipated price increases ver the next 12 mnths. Other: Break ut any administratin fees, surcharges r terminatin penalties. 3.3 EVALUATION PROCEDURE The evaluatin f each respnse t this RFP will be based n its demnstrated cmpetence, cmpliance, frmat, and rganizatin. The lwest-cst cmpliant bid will nt necessarily be selected, althugh cst efficiencies will play a large factr in additin t the quality f service and available surce material. A successful bidder may be named as a result f this prcess, r a shrt-list f bidders may be requested t prvide mre detail. CCPRF may request an in-persn presentatin t members f the CCPRF by a shrt list f bidders befre any bidder is selected. The ultimate bidder determined by CCPRF t pssess the capacity t prvide the services under this RFP will be invited t meet with CCPRF members wh decide t change their media mnitring services t the winning bidder. CCPRF members will indicate their decisin within 90 days f the clsing date f this RFP. Media Mnitring Services 5

8 Media Mnitring Services 6

9 APPENDIX A: CERTIFICATIONS Certificatin f Authrity We hereby agree t all terms and cnditins f this RFP, and attest that the persn signing this certificatin has the necessary authrity t cmmit t the undertakings prpsed herein. Certificatin f Ability t Prvide Services Prpsed The bidder certifies that, shuld it be authrized t prvide services under any cntract resulting frm this slicitatin, the bidder will be available t cmmence perfrmance f the wrk and at the prices / charges quted within a reasnable time frm cntract award, r within the time specified in the Statement f Wrk, and will remain available t perfrm the wrk in relatin t the fulfillment f this requirement. Authrized Signature: Name (please print): Title: Cntractr Name: Date: Media Mnitring Services 7

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