Invitation of Expression of Interest (EOI)

Invitation of Expression of Interest (EOI) From Individual Organisations or Consortiums who Specialise in Software Development or Geodata for Providing Automation of Outdoor Advertising Trading To Outdoor Media Association (OMA)

01 CONTENTS 02 Invitation to Expression of Interest (EOI) 2 2.1 Invitation 2 03 Brief Overview of Australian OOH & Project Outline 3 3.1 Overview of Australian Out-of-Home (OOH) 3 3.2 Project Outline 3 3.3 Software Platform Structure 4 04 Scope of Work 5 05 Selection Method 6 5.1 Stage I: Expression of Interest (EOI) 6 5.2 Stage II: Request for Proposal (RfP) 6 06 Instructions to Submit 7 6.1 Authorised Signatory 7 6.2 Submission 7 6.3 Documents to accompany EOI 7 6.4 Amendment to EOI 7 6.5 Rejection of EOI 7 6.6 Disclaimer 7 6.7 Intellectual Property 8 07 Forms 9 7.1 Form I: Expression of Interest 9 7.2 Form II: Details of experience in the areas included in the EOI 11 7.3 Form III: Declaration by Organisation 12 7.4 Form IV: Eligibility Criteria and Supporting Documents 13 OUTDOOR MEDIA ASSOCIATION, 2015 1

02 INVITATION TO EXPRESSION OF INTEREST (EOI) 2.1 Invitation The Outdoor Media Association (OMA) is an incorporated, not for profit industry body with a current membership of 32 full time members. Members are made up of all the major Out-of-Home operators in Australia, including APN Outdoor, Adshel, JCDecaux and ooh! Media. Out-of-Home is the second fastest growing media in Australia behind Online. With both traditional static and new digital formats experiencing growth. OMA Members represent 90% of the OOH industry in Australia and this represented AUD602M in 2014. Globally OOH advertising is worth $36B. Through this EOI, the OMA is interested in short listing qualified proponents (individual companies and consortiums) working in Software Development and/or Geodata Supply for inclusion in an industry wide software platform. Initially, this platform will enable automation of the selling and buying of all OOH formats (static and digital). The selected proponent(s) shall also be responsible for the complete turnkey operation of the software to ensure a minimum of 99.5% uptime availability of all the applications under this project. The OMA invites Expression of Interest (EOI) from national and international proponents legally constituted in their country of origin with experience in successfully executing similar projects. The EOI shall be submitted along with the necessary supporting documents and a non refundable processing fee of AUD500 as per the date and time given in the document. This EOI document indicates the scope of work, qualifying requirements, forms and procedure for submission of proposal for interested proponents. The short listed proponent(s) shall be provided with a Request for Proposal (RfP) with detailed technical specifications from the OMA for the objectives set forth in this EOI document. Please note the OMA requires indicative costs for the project based on the information provided by the proponent(s) to be submitted as part of the EOI. The OMA reserves the right to accept or reject any or all the offers at any stage of the process without assigning any reasons thereof and no claim/dispute on this aspect shall be entertained. OUTDOOR MEDIA ASSOCIATION, 2015 2

03 BRIEF OVERVIEW OF AUSTRALIAN OOH & PROJECT OUTLINE 3.1.1 Overview of Australian Out-of-Home (OOH) OOH is the second fastest growing media channel in Australia. Since 2010 the OOH industry has grown 26% compared to 8% for the entire media industry. Since 2010 the OOH industry has grown 26% compared to 8% for the media industry as a whole. New technologies are strengthening existing formats and expanding the OOH industry portfolio of formats. All formats are experiencing better than market average growth, with the new digital formats seeing the highest percentage increases. The OOH industry in Australia is made up of a range of formats across a range of environments. The table below details some of the more common formats and environments. 3.1.2 Common Australian OOH Formats CATEGORY Roadside Transport Retail / Lifestyle FORMATS Billboards, Bus/Tram shelters, Bus/Tram exteriors, Phone booths, free standing panels, mobile billboards and Taxis. Rail Platforms & Concourses, Bus Interchange, Bus/Tram interiors, Airport externals (precinct) and Airport internals. Shopping Centres, Malls, Universities, Office Foyers, Pubs & Clubs, Doctors Waiting Rooms. Each format can have a different sales display period or material requirements and this can vary by OMA Member for the same format. The system developed must allow for this. The system must also be flexible enough to allow for one off changes to any format during the selling process, as variation to how a location is normally sold does eventuate based on client needs. Some formats have a fixed location (eg. billboards, bus stops) while others will have an area or series of routes they operate in (eg. taxis, buses and trams). The system developed must help display this in a common way within a mapped display. Within most of these formats there is both static and digital opportunities. With static comprising single face, scrolling or trivision displays, and digital comprising static image, partial video and full video, as we as sound in some locations. 3.2 Project Outline The OMA Board has agreed to develop a software platform that brings automation to the industry in the selling and buying processes of OOH and also in the delivery of the campaign itself. The initial phase(s) of this tool would be the automation of existing practices. Learnings from use of this tool and other media learnings would then be used to influence decisions in to the potential future expansion of the tool to a full trading platform and programmatic buying for relevant formats at a later date. The scope of this EOI is to understand from proponent(s) what they could deliver to the industry to achieve this and with indicative costs. The OMA accepts that there would be no detailed technical specifications that will be supplied in this EOI. The system developed initially by the industry, will cover section A (below) and also be capable of expansion in the future in to the areas outlined in section B. Section A) Initial phase: 1. Amalgamation of the industry. Cover all OMA Advertising Display Members at a minimum Cover all OOH Formats Cover the entire Australian Market 2. Automation of current processes. Micro Plan Booking Purchase Delivery From the brief to billing, the system needs to cover the following stages and all activities within each: Post Analysis Billing Brief suppliers or suppliers able to capture brief. Which Supplier can deliver on the requirements, is inventory available and what is the cost. Final, fully costed plan completed ready for approval by client. Agency able to present campaign to client. Booking of above, adjustment for any change in availability of inventory. Copy approval. Printing and install instructions where necessary of the campaign. Proof of delivery and comparison review of activity delivered versus what was bought. Agency able to present to client. Billing and payment of the activity purchased and delivered. OUTDOOR MEDIA ASSOCIATION, 2015 3

03 BRIEF OVERVIEW OF AUSTRALIAN OOH & PROJECT OUTLINE Section A) continued 3. OOH Companies Sales Proposals. Consistent delivery of core elements of the proposals for each company to enable ease of comparison by agency. Ability to give the sales proposals a corporate look and feel. Ability to add additional proprietary information to the proposal in different formats (eg. PDF, PPT or video) to support the proposal recommendation. 4. Automation in the billing. Feed billing information to OMA Member/Agency Systems (ie. BCC). Electronic contract between seller and buyer. Ability to handle variations to contract. 5. Agencies able to present OOH campaign to clients. Ability to present campaign or campaign options to client as part of either the Booking or Post Analysis stage. Either hard copy or online interactive. 6. Third party data input capability. Ability for the OMA to provide geodata that all or selected users can access. Ability for users to input their own third party data. No limit on the format of the third party data. Connection to MOVE audience data. Section B) Capable of in future: 1. Price against inventory. Placement of costs against inventory according to the sales period sold. 2. Avails. Availability of the inventory in to the future the period in advance to be agreed but as much as 6 months in advance could be required. 3. Transparency. Storage of information for usage to be agreed in to the future. 4. Flexibility to grow system. 5. Automated trading. Evolution of the ATP in to a full trading platform. With programmatic on relevant formats and both a SSP and DSP surrounding the trading platform. 3.3 Software Platform Structure The software platform structure is split in to 4 broad components, as outlined below and displayed in the image below: 1. The ATP A base that contains the user functionality encompassing all elements of the selling and buying process the OMA Display Members cover (at a minimum). Ability to import third party geodata of any format in to the system. 2. Map A mapping interface that enables visual display of data within 1 (including third party geodata), and the ability to interact with this data, eg. filter sites according to a set criteria. 3. Portal Hub through which data from IMS (Members inventory management systems), CMS (Members content management systems), MOVE (audience data) and billing systems can be harmonised and transferred to and from the ATP. Ability to expand the role of the portal in the future based on needs. 4. Geodata that could be used to enhance selling and buying of OOH campaigns within both the ATP and (preferably) within the Map interface. Ability for user to load 3rd part geodata. Proponents may submit an EOI for 1, 2, 3, or all 4 areas of the software platform structure. 2. MAP 4. GEO DATA 1. ATP 4. GEO DATA 3. PORTAL HUB IMS BILLING (BCC) CMS MOVE OUTDOOR MEDIA ASSOCIATION, 2015 4

04 SCOPE OF WORK Proponents interested in submitting an EOI can respond on 1, 2,3 or all 4 areas detailed in Software Platform structure 3.3. The Proponent(s) would provide new software development in one or more of the areas listed in 3.3. The tasks to be undertaken in delivering this are: Planning and design of the solution for the project. Development, testing, deployment and future maintenance of the application software in association with the OMA/ MOVE teams. Integration in to the base platform ATP (1) if choosing to respond on items Map (2) Portal Hub (3), or Geodata (4). Deployment of qualified and experienced personnel for the above tasks. Training and technical support to OMA/MOVE personnel to be deployed as the industry support team. Development of detailed user manual non the functionality deployed. Ensure knowledge transfer with proper handover of source code and process documentation using object oriented tool and techniques (Unified Modelling Language UML) to the OMA at the end of the contract period. The OMA will be responsible for: Overall project co-ordination and interaction with Members and Agencies. Training and technical support for the Members and Agencies. If submitting under item 4 (geodata) the Proponent would also be responsible for the supply of data. The Proponent(s) chosen will be responsible for maintaining and updating the software it develops, as well as recommending further improvement in information sourcing for other important trading topics/areas not yet covered, to deliver better and more useful software to enrich the selling and buying processes. OUTDOOR MEDIA ASSOCIATION, 2015 5

05 SELECTION METHOD 5.1 Stage I: Expression of Interest (EOI) The OMA invites Expression of Interest (EOI) only from experienced Software Development Proponent(s) with expertise in Software Development, Customisation, Maintenance, Management and User support and/or experienced Geodata Specialists. The primary purposes of this EOI is to understand what is currently in market and/or what could be developed to achieve the project outlined above and at what indicative cost. The industry is looking for innovative solutions that make the process of selling/buying and delivering OOH campaigns; easier to both seller and buyer, more informative and more dynamic. The industry is looking for organisations or consortiums who would be capable of bringing all or part of this project to the market. The OMA will include in the short-list only those Proponent(s) who fulfil the following criteria: 1. The applicant or applicants in the case of a consortium shall be legally registered as an Organisation (i.e. Company, Firm or Society) within their country of origin. 2. The Organisation of the applicant (or Organisations in the case of consortiums) must be registered with appropriate tax and other administrative authorities in their country. 3. The Organisation should have successfully executed a similar project in each of the 4 areas (refer to section 3.3) they submit in another media or relevant industry in the last 3 years. 4. They must have technically qualified and wellexperienced strong in-house human resource team. 5. Each Organisation should furnish an undertaking to the effect that the Organisation has not been nor is it currently insolvent or has other trading restrictions imposed. 6. Include a processing fee of AUD500. This processing fee is to cover the application processing cost and is non-refundable. 7. Documentary Support for all the above, with letter of completion from clients for projects completed in the last 3 years. The OMA shall short list companies, based on this criteria and an evaluation of the Expression of Interest submitted by the Proponent(s). As part of this evaluation the OMA/MOVE personnel could require demonstrations or answers to questions of all or part of the EOI submissions. The evaluation process will look at all areas of submission from the Proponent(s) including company profile, experience in similar projects, responses to this EOI and indicative costs. 5.2 Stage II: Request for Proposal (RfP) Following this the OMA will circulate a detailed RfP among the short listed proponent(s) identified in 5.1. The short listed proponent(s) would then submit a detailed Technical and Financial Proposal as per separate RfP documents. OUTDOOR MEDIA ASSOCIATION, 2015 6

06 INSTRUCTIONS TO SUBMIT 6.1 Authorised Signatory The Applicant for the EOI is defined as the person who signs the attached EOI forms. The applicant should be the duly Authorised Representative, for which a certificate of authority should be submitted. All certificates and documents (including any clarifications sought and any subsequent correspondence) received hereby, shall, as far as possible, be furnished and signed by the Authorised Representative. Every sheet and all forms complete in all respects shall be signed by the person/persons duly authorised to sign on behalf of the applicants with the affixing of the applicant s rubber stamp. 6.2 Submission The Expression of Interest along with the processing fee should be addressed to or emailed to: Kylie Green Innovation & Training Manager Suite 504, 80 William Street East Sydney NSW Australia 2011 Email: kylie.green@oma.org.au And submitted on or before Monday, 3 August 2015 by 3pm AEST (Australian Eastern Standard Time). The OMA reserves the right to reject any or all the EOIs without assigning any reasons. 6.3 Documents to accompany EOI The applications shall be complete with the following documents: Processing Fee of AUD500 payable to Outdoor Media Association. (A bank transfer can be organised upon request.) Expression of Interest in Form I refer 7.1 for details. Details of experience Form II refer 7.2 for details. Affidavit or Self declaration in Form III refer 7.3 for details. Eligibility criteria in Form IV refer 7.4 for details. Introduction letter outlining why the Proponent(s) should be short-listed for the RfP (2 page maximum). Any other information the Proponent(s) likes to provide to support the above. Including links to any demonstrations or downloads that form part of the submission. 6.4 Amendment to EOI At any time prior to the last date for receipt of proposals, The OMA, may for any reason, whether at its own initiative or in response to a clarification requested by a prospective applicant, modify the EOI document by an amendment. In order to provide prospective applicants reasonable time in which to take the amendment into account in preparing their proposals, the OMA may, at its discretion, extend the last date for the receipt of proposals and/or make other changes in the requirements set out in the EOI. Proponent(s) are required to visit the ATP EOI section of the OMA website http://oma.org.au/media2/atp-eoi for any changes or amendments in the EOI before submitting the Expression of Interest. 6.5 Rejection of EOI The application is liable to be rejected if it is: Not in the prescribed format and not containing all required details. Received after the expiry of due date and time. Received without the processing fee. Missing any supporting document(s). 6.6 Disclaimer The OMA shall not be responsible for any late receipt of applications for any reasons whatsoever. The OMA reserves the right: 1. To reject any/all applications without assigning any reasons thereof. 2. To relax or waive any of the conditions stipulated in this document as deemed necessary in the best interest of the OMA without assigning any reasons thereof. 3. To include any other item in the Scope of Work at any time after consultation with applicants or otherwise. OUTDOOR MEDIA ASSOCIATION, 2015 7

06 INSTRUCTIONS TO SUBMIT 6.7 Intellectual Property While a final agreement would need to be agreed between parties it would be the OMA s stance that: 6.7.1 Title and all Intellectual Property Rights a) The title to and all Intellectual Property Rights in OMA and OMA Member Material remains the property of the OMA or its Member respectively at all times. b) The title to and all Intellectual Property Rights in the Proponent(s) original IP remain the property of the Proponent(s) at all times. 6.7.2 New Intellectual Property Any Intellectual Property Rights in any work or other subject matter, or invention, first created or developed by any Personnel of the Proponent(s)or of any related body corporate as a result of or in the course of performance of the Agreement ( New IP ), other than changes to Proponent(s) IP, shall be owned by and assigned to OMA upon its creation. 6.7.3 Commercialisation of Intellectual Property If either party proposes to commercialise or exploit any of the Intellectual Property Rights of the other outside of the Australian Out-of-Home market then the parties must consult and reach a separate agreement. 6.7.4 Rights and Obligations Rights and obligations of parties under this clause shall survive expiration or earlier termination of this Agreement. OUTDOOR MEDIA ASSOCIATION, 2015 8

07 FORMS 7.1 Form I Expression of Interest The information on the following page should be submitted on company letterhead, addressed to Kylie Green and duly signed. If a consortium is submitting then please provide details for each company as per form overleaf and indicate who is the lead contact for the consortium. OUTDOOR MEDIA ASSOCIATION, 2015 9

Kylie Green Outdoor Media Association Suite 504, 80 William Street East Sydney NSW Australia 2011 Dear Ms Green The undersigned having read and examined in detail all the EOI documents pertaining to your assignment; do hereby express the interest to do the work as specified in the scope of work. Legal Entity Name Trading as ABN or appropriate business registration number Address of Place of Business Postal Address Contact Person Name Position Title Email Telephone Mobile The areas we are submitting against for consideration are: 1 A base that contains the user functionality encompassing all elements of the selling and buying process the OMA Display Members cover (at a minimum). Ability to import 3rd party Geodata of any format in to the system. 2 A mapping interface that enables visual display of data within the ATP (including 3rd party Geodata), and the ability to interact with this data, eg. filter sites according to a set criteria. Yes No (please select appropriate) Yes No (please select appropriate) 3 A Portal Hub through which data from IMS (Member inventory management systems), CMS (Member content management systems), MOVE (audience data) and billing systems can be transferred to and from the ATP. Yes No (please select appropriate) 4 Geodata that could be used to enhance selling and buying of OOH campaigns within both the ATP and (preferably) within the Map interface. Yes No (please select appropriate) I/ We hereby declare that my/ our EOI is made in good faith and the information contained is true and correct to the best of my/ our knowledge and belief. Yours sincerely, SIGNATURE: WITNESS: NAME: SIGNATURE: TITLE: NAME: SEAL: ADDRESS: DATE: DATE:

07 FORMS 7.2 Form II Details of experience in the areas included in the EOI Customer References related to Projects that the Proponent(s) has been engaged during the last 3 years: Name & Address of The client Date of start of the work Date of Completion Website Address Value of the Project 1 2 3 4 5 6 7 8 9 OUTDOOR MEDIA ASSOCIATION, 2015 11

07 FORMS 7.3 Form III Declaration by Organisation The following declaration needs to be completed. If a consortium is submitting then each organisation within the consortium needs to submit a declaration. Declaration by Organisation On behalf of the Organisation, I/We the undersigned hereby: 1. Business Status Certify to the best of my/our knowledge: a) If the Organisation is an individual, that he or she: (i) is not a bankrupt; or (ii) has not assigned his or her estate for the benefit of creditors. b) If the Organisation is a partnership, no step has been taken to dissolve that partnership. c) If the Organisation is a company: (i) that no application or order has been made for the winding up of the company (whether voluntary or otherwise); (ii) that no resolution has been passed for the winding up of the company; or (iii) that the company is not under: a) an arrangement and/or reconstruction (ie. restructuring a public company); b) an appointed liquidator, provisional liquidator or administrator; c) an appointed receiver or manager (or both); d) official management; or e) any composition or arrangement or assignment with, or for the benefit of, its creditors or a class of them. Lodging electronically, I acknowledge acceptance of the above by placing an X in the following box Name Position / Title OUTDOOR MEDIA ASSOCIATION, 2015 12

07 FORMS 7.4 Form IV Eligibility Criteria and Supporting Documents Eligibility Criteria and supporting documents required for Submission of Expression of Interest. Eligibility Criteria Supporting Document Required Yes/No and Deviation, if any 1 The proponent(s) can be a single entity or legally registered as a Company, Firm or Society within their country The proponent(s) can also be a consortium of companies Company Incorporation Certificate or Registration Certification Supply above for each company within the Consortium responding to the EOI 2 The Organisation must be registered with appropriate tax and other administrative authorities in their country Tax Registration Certificate Repeat for each company within a Consortium 3 The Organisation should have successfully executed a similar project in each of the 4 areas they submit on (section 3.3) in another media or relevant industry in the last 3 years Letter from Customers indicating value of the services provided for the project, work order copies, completion certificates and a completed Form II 4 Technically qualified and well-experienced strong in-house resource team Resumes of key resources available on company or consortium (if applicable) roles 5 The applicant should furnish an undertaking to the effect that the firm has not been nor is it currently insolvent or has other trading restrictions imposed Letter of undertaking as per Form III All companies within a consortium need to submit 6 Processing fee of AUD500. (non-refundable) Applies to each EOI submitted Non-applicable OUTDOOR MEDIA ASSOCIATION, 2015 13