The Department of Energy is seeking marketing and public relations services from a panel of service providers for 24 months. The services include promotional materials, publications, writing, and translations. Service providers must meet minimum criteria regarding qualifications, experience, and presence in South Africa. Proposals will be evaluated based on functionality, with a minimum threshold of 70 points, and should include costs, qualifications, experience, project plans, and methodology. The closing date for proposals is April 16, 2018.
The Department of Energy is seeking marketing and public relations services from a panel of service providers for 24 months. The services include promotional materials, publications, writing, and translations. Service providers must meet minimum criteria regarding qualifications, experience, and presence in South Africa. Proposals will be evaluated based on functionality, with a minimum threshold of 70 points, and should include costs, qualifications, experience, project plans, and methodology. The closing date for proposals is April 16, 2018.
The Department of Energy is seeking marketing and public relations services from a panel of service providers for 24 months. The services include promotional materials, publications, writing, and translations. Service providers must meet minimum criteria regarding qualifications, experience, and presence in South Africa. Proposals will be evaluated based on functionality, with a minimum threshold of 70 points, and should include costs, qualifications, experience, project plans, and methodology. The closing date for proposals is April 16, 2018.
The Department of Energy is seeking marketing and public relations services from a panel of service providers for 24 months. The services include promotional materials, publications, writing, and translations. Service providers must meet minimum criteria regarding qualifications, experience, and presence in South Africa. Proposals will be evaluated based on functionality, with a minimum threshold of 70 points, and should include costs, qualifications, experience, project plans, and methodology. The closing date for proposals is April 16, 2018.
TERMS OF REFERENCE FOR THE APPOINTMENT OF A PANEL OF SERVICE
PROVIDERS FOR MARKETING AND PUBLIC RELATIONS SERVICES FOR THE DEPARTMENT OF ENERGY FOR THE PERIOD OF 24 MONTHS.
1. BACKGROUND
1.1. The Department of Energy requires the panel of service providers to provide marketing services. The Department of Energy has a diverse target audience, ranging from Government, Industry, Business, Public Entities, Labour and the general public, as well as international investors. The information needs for these varied target groups in terms of policies, legislation, strategies, and developing sector issues differ. Thus, due to this diversity of the department’s target audiences, relevant marketing and Public Relations tools and channels must be used in implementing effective communication processes.
1.2. Due to the complexities and diverse nature of these duties, the appointed service providers must comply with the specifications that will be provided as and when the service is required by the Department.
2. SCOPE OF WORK
2.1. The successful service providers with the required expertise will be expected to perform the following non-exhaustive marketing and Public Relations functions:
2.1.1. Provision of promotional and marketing material for the Department: this includes Regional Offices, procurement of corporate gifts and clothing, different kinds of banners, and the production of billboards.
2.1.2. The service providers will be required to produce the artwork, layout and design of the required item(s). Themes for these items will vary per occasion or event. Provision must also be made for the submission of five (5) revisions of artworks to the customer’s satisfaction. Final copies must be submitted for approval before printing. Page 1 of 6 Confidential
2.2. Production of Departmental publications including: books, brochures, newsletters,
and pamphlets. The services to be provided will include: editing, translations, layout and design. Provision must also be made for the submission of five (5) revisions of artworks to the customer’s satisfaction. Final copies must be submitted for approval before printing.
2.3. Provide writing and editorial services to the department, including translation to other official languages.
3. PROJECT OUTPUT
3.1. To provide Marketing and Public Relations services to the Department as and when required.
4. PREQUALIFICATION CRITERIA
The service provider must sub-contract a minimum of 30% of the value of the contract to Exempted Micro Enterprises (EMEs) which are 51% owned by Black Youth.
5. NATIONAL FOOTPRINT The Service Provider must demonstrate their presence or their ability to render services in all Nine Provinces within the Country or indicate their presence per Province.
6. DURATION OF THE PROJECT
The duration of this project is 24 months after the signing of a contract by the successful service provider, subject to general conditions of the contract.
6. BRIEFING SESSION
A compulsory information session will be held on 03 April 2018 at 12h00, at the
Department of Energy, 192 Corner Visagie and Paul Kruger Streets, Pretoria.
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7. EVALUATION / CRITERIA
7.1. Project Cost
7.1.1. Service providers will be required to quote as and when required.
7.1.2. Cost must be VAT inclusive and quoted in South African Rand. 7.1.3. Costing should be aligned with the project activities/ project phases.
7.2. Qualification
7.2.1. A minimum of three (3) year tertiary qualification in Communication, Public
Relations, and Marketing. 7.2.2. Copies of certified certificates must be attached to the proposal as proof. Functionality points will be forfeited should proof not be attached.
7.3. Company Experience
7.3.1. Minimum of three (3) years experience in Marketing/Communication/Public
Relations. 7.3.2. Companies are required to provide proof that they have facilitated/performed similar projects, accompanied by correspondence from three (3) references that such project was executed as well as their contactable references. 7.3.3. Failure to submit correspondence from references will invalidate the points allocated in this category.
7.4. Team Leader and Members Experience
7.4.1. Team leader must have minimum of five years (5) and team members three (3) years working experience in Marketing/Communication/Public Relations. 7.4.2. CV’s to be attached on the technical proposal as proof. Bidders will forfeit functionality points should proof not be attached.
7.5. Project Plan / Methodology
Page 3 of 6 Confidential 7.5.1. Service provider should indicate the methodology that will be used to execute the service or project. 7.5.2. Project plan with final outputs and identified timeframes. 7.5.3. Management of the project. 7.5.4. Service provider should indicate how they will transfer skills, to the departmental officials.
8. EVALUATION CRITERIA
8.1. Bidders will be evaluated based on functionality only. The minimum threshold for functionality is 70 out of 100 points be recommended to participate in the panel of service providers. Criteria Weights Company Experience 20 Minimum of three (3) years experience in 15 Marketing/Communication/Public Relations. Companies are required to provide proof that they have facilitated/performed 5 similar projects, accompanied by correspondence from three (3) references that such project was executed as well as their contactable references Qualification of team leader and team members 15 Team leader and team members must have a minimum of 10 three (3) year tertiary qualification in either Communication, Public Relations or Marketing. Copies of certified certificates must be attached to the 5 proposal as proof. Functionality points will be forfeited should proof not be attached. Team Leader and Members Experience 20 Team leader must have minimum of five years (5) working 10 experience in communication, marketing and Public Relations environment. Team members three (3) years working experience in 5 communication and marketing environment. CV’s to be attached on the technical proposal as proof. 5 Bidders will forfeit functionality points should proof not be attached. Project Plan / Methodology 45 Proposed methodology 20 Project plan with final outputs and identified timeframes. 10 Management of the project. 10 Skills transfer 5 Total 100
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For purpose of evaluation functionality, the following values will be applicable:
1= Very Poor Will not be able to fulfill the requirements
2= Poor Will partially fulfill the requirements 3= Average Will be able to fulfill the requirements
4= Good Will be able to fulfill better in terms of the
requirements adequately 5= Excellent Will fulfill the requirements exceptionally
9. TERMS AND CONDITIONS OF A SERVICE PROVIDER
9.1. The Department reserves the right to use the services of Government Communication and Information System GCIS) as and when required/and terminate the service due to non-adherence to specifications, quality and timelines. 9.2. The service provider(s) will be expected to sign a Service Level Agreement (SLA) with the Department prior to commencement of the service.
10. FORMAT AND SUBMISSION OF THE PROPOSAL
10.1. All the official forms (SBD) that are included in the bid document must be completed by bidders. Failure to comply will invalidate a bid. 10.2. Bidders are requested to submit two (2) copies: 1 original plus copy of the proposal and bid documents.
11. CLOSING DATE
Proposals must be submitted on 16 April 2018 at 11H00, 192 Corner Visagie and Paul Kruger Streets, Pretoria, in the bid box marked Department of Energy. No late bids will be accepted. Page 5 of 6 Confidential
12. ENQUIRIES All general enquiries relating to bid documents should be directed to:
