Transcript Briefing Session- Media Buying

ROAD ACCIDENT FUND
COMPULSORY BRIEFING SESSION
RAF /2013/00044
Date: 13 December 2013
Time: 11:00
AGENDA
Background of the RFB
Purpose of the Bid
Evaluation Criteria
Mandatory Documents
Disqualification of Bids
Submission of Bids
Contact details
Questions and Answers
Background
• RAF/2013/00044: Request For Bid: Appointment of an established Media Buying
Agency to craft Media strategy and media placements in the respective media
platforms, for the Road Accident Fund, for a period of three (3) years.
Advertised on 06 December 2013
Closing on 17 January 2014
PURPOSE OF THE RFB
Background of the project
 The RAF desires to appoint an established Media Buying Agency with a minimum of +3 years
experience to procure media placements in the following media platforms;
• Radio;
• Print Media;
• Television;
• Outdoor;
• Social Media Networks; and
• Online & Digital media
•RAF/2013/00044
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SCOPE OF WORK
To achieve the above the media buying agency must able to deliver on the following :
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Develop a media strategy for RAF;
Provide RAF with a media plan and media flowcharts for RAF’s campaigns;
Outline what the ROI (Return on Investment) is on RAF’s media spend;
Possess expertise in ascertaining future media trends and media directions; and
Share with RAF the latest developments with regards to media platforms and provide informal training thereof.
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SCOPE OF WORK
continues……
 RAF’S COVERAGE ON MEDIA PLATFORMS
 RADIO COVERAGE:
Bidder must secure/buy radio advertising space for RAF on:
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Radio advertising (adverts 30’’, 45’’);
Radio sponsored programmes;
RAF owned programs;
Public service announcements for the RAF (1 minute) and;
Product placements on storylines.
PRINT MEDIA ADVERTISING
Bidder must secure/buy print media space for RAF on:
 Media strips, Banners and Inserts; and
 Normal print adverts (half page, double page and full page)
•RAF/2013/00044
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SCOPE OF WORK continues……
RAF’S COVERAGE ON MEDIA PLATFORMS
 TELEVISION (TV) ADVERTISING
• Bidder must secure/buy TV advertising space for RAF on:
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TV sponsored programs;
RAF owned programs;
Public service announcements and normal adverts (15”/30”/45”);
TV Broadcast elements;
Lower thirds
Squeeze backs
Animated corner logo screen placement; and
Product placement on soapie storylines.
•RAF/2013/00044
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SCOPE OF WORK Continues…
RAF’S COVERAGE ON MEDIA PLATFORMS
 OUTDOOR MEDIA COVERAGE
• Bidder must secure/buy outdoor advertising space for RAF:
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Street poles;
Bill Boards;
LED screen in Commuter Hubs e.g. Park Station;
Digital ad scrolls;
Taxi rank TV’s;
Taxi , bus and bus shelter branding;
Stadium Branding;
Public bathrooms; and
Airport Branding
•RAF/2013/00044
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SCOPE OF WORK Continues….
RAF’S COVERAGE ON MEDIA PLATFORMS
 SOCIAL MEDIA ADVERTISING
 Bidder must secure/buy social media advertising space for RAF on Facebook, LinkedIn and
Twitter.
 ONLINE & DIGITAL ADVERTISING
 Bidder must secure/buy online and digital advertising space for RAF.
•RAF/2013/00044
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SCOPE OF WORK…
ATTRIBUTES OF THE BIDDER
Bidder must have a good track record on:
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Media Research & Analytics;
Media platform selection;
Media rates negotiations and placements; and
Must have quick turn-around time
•RAF/2013/00044
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SCOPE OF WORK…ENDS
 REPORTING
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Bidder must provide RAF with the media strategy;
Bidder must provide RAF with campaigns status on a weekly and monthly basis;
Bidder must provide RAF media flowcharts for every campaign;
Share and present RAF with latest developments on media platforms and media trends on a
quarterly basis; and
 Bidder must provide RAF with investment analysis, which ensures cost savings, whilst getting
maximum value.
RAF/2013/00044
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EVALUATION CRITERIA
 EVALUATION CRITERIA AND METHODOLOGY
 The evaluation criteria will be based on the following requirements:
 Mandatory (Comply or Not Comply) – Bidders who do not meet the mandatory
requirements will be disqualified.
 Technical Functional Requirement (100 points).
 Price and BEE Evaluations (90/10 points).
 Bidders who score less than 45 out 60 points will not be considered for the next
evaluation phase which is the presentation stage.
 Bidders who score less than 70 out of 100 on functional / technical criteria including
presentation, will not be further evaluated on Price and BEE.
•RAF/2013/00044
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MANDATORY EVALUATION CRITERIA
MANDATORY REQUIREMENTS
Mandatory
Comply
Not Comply
Comply
Not Comply
Failure by the Fund and the successful bidder to conclude a contract
within 60 days following the issuing by the Fund of the award letter to the
successful bidder, will result in the bid being deemed to be nonresponsive which will then entitle the Fund to consider other responsive
bids and award the tender to another bidder or bidders.
Mandatory
The bidder must confirm that they have read and understood the terms
and conditions set out in the attached Service Level Agreement
(Annexure… which terms and conditions the bidder accepts, in the event
that the RAF awards contract to the bidder pursuant to this bid. The
bidder must confirm that they have complied with the requirement set
out in the footnote to clause 1.6 of schedule of Annexure G by
submitting with the bid:
A.
A proposed Delivery Schedule ;
B.
A proposed Implementation Schedule;
C.
A proposed Pricing Schedule
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title]
•RFP/2013/00001
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Technical Evaluation Criteria
Functional criteria
Points
PROPOSAL
10
Bidder must provide a proposal on how they have shared with and trained previous clients on the latest
media platforms.
10
TRACK RECORD
Bidders are requested to send the attached reference questionnaire to 3 of their clients where similar
services were rendered and attach the completed reference check questionnaires to the bid response.
Bidders must make sure that the reference questionnaire is signed and the contact details are fully
completed. The contact details must include the contact number and the e-mail address of the referee
as this information will be used by the RAF to verify all references submitted.
Note: The RAF will verify the information provided and if your referee does not confirm the
information provided the reference will not be considered.
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Technical evaluation criteria cont….
Functional criteria
Points
MEDIA BOOKING CONFIRMATIONS
30
The Bidder must provide media bookings/confirmations done over the past three (3) years, for each of the
following platforms: TV, Radio, Print media, Social Networks, Outdoor and Online and Digital media
SKILLS/CAPACITY
10
The bidder must provide CV’s of the project team that will be working in the project. The CV’s must detail
qualifications and relevant years of experience .
Bidder who score less than 45/60 will not be considered for presentation
PRESENTATION
Qualifying Bidders will be required to conduct presentation on:
The in-house process used to craft a media strategy;
The proposed media plan on how to increase awareness for RAF and educate the public with RAF services;
and
Present examples on how they will deliver a higher Return on Investment for RAF’s media spend.
Bidders who score less than 70/100 on functional/technical criteria including presentation,
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presentation
title] evaluated
Page 15on Price and BEE.
will not
be
further
40
Mandatory Documents
Standard Bidding Document (SBD)
Tax Clearance Certificate
Bid Conditions
BEE certificate
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Disqualification of bids
Bidders shall be disqualified if they fail to:
Submit a valid and original tax clearance certificate
Complete questionnaires in full
Submit true and correct information
Comply with mandatory requirements
Comply with prescribed response format
Submission of RFB responses
Original signed bid document and Proposal clearly marked and indexed with all
pages numbered.
One (1) original and two (2) hard copies, submitted in a sealed, clearly marked
(RAF/2013/00044) envelope , to the address provided below.
Submission Address :
 Road Accident Fund
 Eco Glades Reception (Block F)
 420 Witch-hazel Avenue, Centurion, Pretoria
 CLOSING TIME : 11:00 am (PER THE CLOCK AT THE RAF RECEPTION)
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Submission of Bid responses
Bid responses sent by courier must reach the reception at least 36 hours
before the closing date (17 January 2014), to be deposited into the Bid
box.
Submission Register must be signed at the reception by bidder when
submitting bid documents.
Important note:
Please ensure that the attendance register has been signed
Name of company
Contact details
Late response will not be considered
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Contact Details
All queries must be forwarded to [email protected]/[email protected]
Enquiries and clarification will close on the 09 January 2014 @ 12H00.
Q and A pack will be published on RAF website on 10 January 2014.
Thank you
Questions and
Answers