NDWEDWE LOCAL MUNICIPALITY
COMPREHENSIVE MUNICIPAL COMMUNICATION STRATEGY FOR 36 MONTHS
PROPOSAL NUMBER: NDWP 33/17/18
Enquiries : Office hours only
SCM : Mati Nkabinde
Tel. : 032 532 5021
E-mail :
Technical : Mbuyiseni Ntuli
Tel. : 032 532 5002 / 063 655 4967
E-mail :
Name of Bidder: ______Amount Offered: ______
Municipal Database Reg No: ______
Central Supplier Database No: ______
TENDER CLOSE ON: FRIDAY ,24TH OF NOVEMBER 2017 @ 12:00 NOON
NDWEDWE LOCAL MUNICIPALITY
RE-ADVERTISEMENT
COMPREHENSIVE MUNICIPAL COMMUNICATION STRATEGY FOR 36 MONTHS
PROPOSAL NO: NDWP 33/17/18
Ndwedwe Local Municipality hereby invites proposals from eligible and experienced service provider to prepare a comprehensive municipal communication strategy for Ndwedwe Local Municipality for a period of three (3) years. The municipality is located about 30 km north of Verulam within the jurisdiction of ILembe District Municipality in the KwaZulu Natal Province.
THERE IS NO COMPULSORY CLARIFICATION MEETING. Bidders are requested to download Bid documents on www.etenders.gov.za .
Proposals are to be completed in accordance with the conditions attached to the Terms of reference document and must be sealed in an envelope and marked: “ COMPHREHENSIVE MUNICIPAL COMMUNICATION STRATEGY FOR 36 MONTHS, REF NO: NDWP 33/16/17’’ and must be deposited in the box situated at the reception area of Ndwedwe Municipal offices, Lot 47- 48, road P100, Ndwedwe, not later than 12H00, on FRIDAY the 24th of November 2017 and address of the bidder must be clearly written on the sealed envelope containing in the bid.
Late proposals received by way of post, facsimile or email will under no circumstances be considered.
The Ndwedwe Municipality subscribes to the Preferential Procurement Framework Act, Act 5 of 2000, new 80/20 preference points system will apply in terms of the Preferential Procurement Regulation 2017 (B-BBEE Status Level of Contribution) - an original or certified copy of the certificate is required).
Bids shall be valid for a period of 120 days. The Ndwedwe Local Municipality does not bind itself to accepting the lowest, or any bid, either wholly or in part or give any reason for such action, BIDDERS MUST BE REGISTERED ON CENTRAL SUPPLIER DATABASE (CSD).
Enquiries regarding this notice may be directed as follows:
Technical Enquiries : Dr M Ntuli on Tel: 032532 5002
SCM Enquiries : Ms M Nkabinde on Tel: 032532 5021
Fax : 032532 5032
1. Purpose
The primary purpose of the project is to appoint a service provider who will develop, implement and review a three-year comprehensive communication strategy for Ndwedwe Local Municipality.
2. Background
Ndwedwe Local Municipality forms part of the family of Ilembe District Municipality including KwaDukuza, Mandeni and Maphumulo. It is a developing rural local municipality with a total population of 140,000 people, most of whom are youth and women. It has a total of 19 wards and 37 councillors.
3. Scope of Work
The service provider shall be responsible for the following key activities namely:
3.1 Develop a comprehensive and well-integrated communication strategy for the municipality including:
3.1.1 organizing 06 media conferences during the entire project period;
3.1.2 organizing radio interviews in both the mainstream (36) and community radio stations (60) during the entire project period;
3.1.3 organizing and facilitating 06 media conferences during the entire project period;
3.1.4 coordinating the publication of municipal newsletter (12) for the entire project period;
3.1.5 conducting consistent and continuous media monitoring reports and media alerts during the entire project period;
3.2 Develop a clear communication plan;
3.3 Coordinate and manage total corporate branding for the municipality (and all other centres associated with the municipality, especially the Thusong Centres (02) and Sizakala centres (09) including:
3.3.1 Design and printing of municipal logos;
3.3.2 design and production municipal banners and sign-posts;
3.3.3 design and printing of municipal diaries, calendars;
3.3.4 design and printing of national symbols for the municipality, including municipal flags and coat of arms;
3.4 Ensure alignment with the communication strategy of the district and province and all other legislative or policy frameworks regulation communication within the public sector;
3.5 Facilitate skills transfer to the municipal officials responsible for communications and media relations;
3.6 Manage, coordinate and facilitate media advertisement space buying by the municipality through:
3.6.1 assisting with drafting and editing of adverts due to media (print);
3.6.2 procuring advertisement space from various media (print) houses;
3.6.3 procure advertisement space for various communication messages (as and when maybe required)
3.7 Facilitate alignment and synergies between all channels of communication within the municipality.
4. Output
The following outputs must be achieved annually (over the contract period of three years):
4.1 communication strategy;
4.2 communication plan;
4.3 corporate branding management;
4.4 two municipal officials empowered with communication skills;
4.5 06 media conferences facilitated and held during the entire project period;
4.6 36 interviews (slots) facilitated with mainstream radio stations during the entire project period;
4.7 60 interviews (slots) facilitated and held with community radio stations during the entire project period;
4.8 12 municipal newsletters published and distributed during the entire project period;
4.9 03 annual municipal reports co-ordinated and printed during the entire project;
4.10 03 project reports produced during the entire project period, plus one final report for the project.
4.11 Media advertisement management, coordination and facilitation plan for the entire project duration.
5. Required Competencies
A service provider with expertise, skills and formal qualifications in the following fields:
· marketing;
· journalism;
· project management;
· information and technology (IT) skills;
· development economics;
· local government.
6. Reporting
The service provider shall report directly to the office of the Municipal Manager.
7. Timeframes
The duration of this assignment is thirty-six months (03 years).
8. Format of the Consultants Proposal
The proposal should be as follows:
8.1 A detailed background explaining the business and types of work undertaken by the service provider
8.2 It must clearly indicate how the key points under the functionality /technical assessment are being addressed.
8.3 Total cost of the work broken down into fees and other costs
All annexure to these terms of reference that require completion by the bidder must be completed in full and returned with the proposal. Failure to do so may disqualify the bid.
9. Available Information
The following information which could help in the assignment will be provided to the successful bidder upon appointment:
9.1 NDWEDWE LED STRATEGY
9.2 TOURISM STRATEGY
9.3 NDWEDWE IDP
9.4 NDWEDWE COMMUNICATION STRATEGY
10. Criteria for Selection
All proposals will be evaluated according to the following Evaluation System which is in accordance with the Municipality’s Supply Chain Management Policy. The system is based and complies with the Preferential Procurement Framework Act, Act 5 of 2000.
Evaluation Points System (80/20)
This project shall be evaluated on a three-stage approach: Checklist – Returnable, functionality; and price and B-BBEE scoring only, as indicated below.
FUNCTIONALITY / SUB-CRITERIA / POINT ALLOCATIONMETHODOLOGY / How is the service provider proposing to undertake the assignment? / 20
Listed methods that are not relevant to the scope of work for the project / 00
Listed methods relevant to 01 part of the project’s scope of works (communication strategy) / 02
Listed methods relevant to 02 parts of the project’s scope of work (communication strategy and communication plan) / 04
Listed methods relevant to 03 parts of the project’s scope of works (communication strategy; communication plan; corporate image branding management; and intergovernmental communication alignment) / 06
Listed methods relevant to 04 parts of the project’s scope of work (communication strategy; communication plan; corporate image branding management; inter-governmental communication alignment; skills transfer) / 08
Listed methods relevant to 05 parts of the project’s scope of work (communication strategy; communication plan; corporate image branding management; inter-governmental communication alignment; skills transfer) / 10
Listed methods relevant to 07 parts of the project’s scope of works (communication strategy; communication plan; corporate image branding management; inter-governmental communication alignment; skills transfer; intra-municipal alignment) / 12
Listed methods relevant to 07 parts of the project’s scope of works (communication strategy; communication plan; corporate image branding management; inter-governmental communication alignment; skills transfer; intra-municipal alignment; skills transfer/skills development for internal staff members) / 14
Listed methods relevant to more than 07 parts of the project’s scope of works (communication strategy; communication plan; corporate image branding management; inter-governmental communication alignment; skills transfer; intra-municipal alignment; skills transfer/development for internal staff members ) / 20
STAKEHOLDERS MANAGEMENT / Which stakeholders will be critical in delivering this project and what role will each stakeholder be expected to play? / 15
No relevant stakeholders are mentioned, together with their relevant roles and responsibilities. / 00
01 relevant stakeholder is mentioned, together with a relevant role. / 02
02 relevant stakeholders are mentioned, together with their relevant roles and responsibilities. / 04
03 relevant stakeholders are mentioned, together with their relevant roles and responsibilities. / 06
04 relevant stakeholders are mentioned, together with their relevant roles and responsibilities. / 08
05 relevant stakeholders are mentioned, together with their relevant roles and responsibilities. / 10
More than 05 relevant stakeholders are mentioned, together with their relevant roles and responsibilities. / 15
RISK MANAGEMENT / What are the potential risks for this risk and what mitigating strategies will the service provider develop? / 15
No relevant risk is presented together with a relevant mitigating strategy / 00
01 relevant risk is presented together with a relevant mitigating strategy / 02
02 relevant risks are presented together with relevant mitigating strategies / 04
03 relevant risks are presented together with relevant mitigating strategies / 06
04 relevant risks are presented together with relevant mitigating strategies / 08
05 relevant risks are presented together with relevant mitigating strategies / 10
More than 05 relevant risks are presented together with relevant mitigating strategies / 15
PROFESSIONAL TEAM / List the core professional team members and attach the CVs, Certificates and proof registration with an accredited professional body. / 30
No relevant core professional team is presented / 00
01 relevant core professional team presented together with a certified copy of CV, academic certificates and proof of professional registration. / 03
02 relevant core professional team members presented together with certified copies of CVs, academic certificates and proofs of registration. / 06
03 relevant core professional team members presented together with certified copies of CVs, academic certificates and proofs of registration / 09
04 relevant core professional team members presented together with certified copies of CVs, academic certificates and proofs of registration / 12
05 relevant core professional team members presented together with certified copies of CVs, academic certificates and proofs of registration / 15
06 relevant core professional team members presented together with copies of CVs, academic certificates and proofs of professional registration. / 18
07 relevant core professional team members presented together with copies of CVs, academic certificates and proofs of professional registration. / 21
08 relevant core professional team members presented together with copies of CVs, academic certificates and proofs of registration with a relevant professional body. / 24
More than 08 relevant core professional team members presented together with certified copies of CVs, academic certificates and proofs of registration with a relevant professional body. / 30
EXPERIENCE / List at least five relevant projects that the service provider has undertaken before and attach appointment letters and certificates of completion for each relevant project listed (mostly in the communications and marketing fields) / 25
No relevant project presented together with certified copies of appointment letters and completion certificates / 00
01 relevant project presented together with certified copies of appointment letters and completion certificates / 03
02 relevant projects presented together with certified copies of appointment letters and completion certificates / 06
03 relevant projects presented together with certified copies of appointment letters and completion certificates / 09
04 relevant projects presented together with certified copies of appointment letters and completion certificates / 12
05 relevant projects presented together with certified copies of appointment letters and completion certificates / 15
More than 05 relevant project presented together with certified copies of appointment letters and completion certificates / 25
SUB-TOTAL / 105
*A SERVICE PROVIDER MUST OBTAIN A MINIMUM OF 80% TO PROCEED TO THE NEXT STAGE OF PRICE EVALUATION
PRICE / 80
B-BBEE / 20
TOTAL / 100
Scoring on Price
The bidders are required to submit a cost breakdown and relevant stages of the project that they will be using for payment purposes. Points scored on price uses the inverse relationship of the proposed contract price to the lowest price. The lowest priced proposal therefore scores the maximum price points, and the higher priced proposals proportionately lower points.
11. Checklist of Documents to be completed and returned (returnable)
MANDATORY DOCUMENTS
Bidders must ensure that the following documents are completed in full and returned with their proposals. Failure to complete the documents in full and return them may result in the bid being disqualified.
No / Description / Yes / No11.1 / Company registration certificate (CK)
11.2 / Bidder shall provide the Municipality with a compliance clearance, PIN to verify your tax compliance status (SARS)
11.3 / Certified copy of B-BBEE Certificate
11.4 / Certified ID copies for the Directors of the Company
11.5 / Initialed each and every page of the document
11.6 / Consolidated certified copy of B-BBEE Certificate if it is a Joint Venture Company (if applicable)
11.7 / Joint Venture agreement documents (if applicable)
11.8 / Company profile
11.9 / Comprehensive CV of core project members
11.10 / Detailed programme management proposal (draft conceptual document)
11.11 / Bidder owned property – original or certified copy of the bidders latest municipal account statements e.g. rates, electricity, water, refuse etc.
11.12 / Bidder owned property – original or certified copy of a letter from Landlord certifying that all tenant’s payments in respect of all municipal rates and taxes are up to date.
12. Closing Date
Proposals are to be completed in accordance with the conditions attached to the Terms of Reference document and must be sealed in an envelope and marked: RFP: NDWEDWE COMPREHENSIVE COMMUNICATION STRATEGY must be returned to Ndwedwe Municipal offices, Lot 47-48, road P100, Ndwedwe, not later than 12H00, on FRIDAY THE 24TH OF NOVEMBER 2017. The name and address of the bidder must be clearly written on the sealed envelope containing the bid.