iSource Investment Holdings (Pty) Limited Page 33 of 33
RESPONSE SHEET
Appendix A2Marketing and Communications Services
Version 3
Generated on 8/19/2013
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© 1999-2005 iSource Investment Holdings (Pty) Limited / This document was generated by iSSM version 1.9.86
Response Sheet
This response sheet pertains to the complete service delivery scope for BANKSETA's Marketing and Communications Services function at Midrand and must be completed in full by the prospective service provider. For purposes of this response sheet the Marketing and Communications Services function is divided into the following functional areas:
· GOVERNANCE - Governance requirements for the Marketing and Communications services delivered under this agreement
· QUALITY CONTROL - Describes the requirements related to project management and quality control of the service.
· ABOVE THE LINE SERVICE REQUIREMENTS - Descries the requirements to providinh Above the Line Services to BANKSETA.
· BELOW THE LINE SERVICE REQUIREMENTS - Descibes the requirements related to providing Below the Line Services to BANKSETA.
The following figure depicts the layout of the response sheet matrix together with a general explanation of the intent and use of each section of the matrix:
# / Service / Description / Service Requirement / Response / Alternate Response /Task - General description of the task, which together with the other tasks in this section describes the functional area.
A / B / C / D / E / F
Explanation:
· Line 1 (Dark grey) – Header repeated on all pages.
· Line 2 (Light grey) – Task name and task description. Repeated for every task in the functional area.
· Service definition consisting of the following sections:
- A – Unique identification number of the service level requirement and cross-referenced to the service element in the Service Definition which describes the service delivery associated with this service requirement.
- B – Service Element name. Where the Service element contains more than one service definition this field is left blank for the second and subsequent service definitions.
- C – Service Element description. A description of the Service Element including pertinent information on internal and external influences on the rendering of the service. Where the Service element contains more than one service definition this field is left blank for the second and subsequent service definitions.
- D – A detail description of the prospective service provider’s responsibility in the rendering of this service requirement associated with the service element.
- E – The prospective service provider must enter its ability and willingness to render this service element to the specifications and metrics defined in the corresponding Service Definition for this particular service element.
- F – For those service level requirements where the respondent cannot adhere to the specifications and metrics defined in the accompanying Service Definition this field must be used to enter alternate specifications and metrics.
It is important to note that the format and layout of this document is part of the SourceIT™ methodology which is owned by iSource Investment Holdings (Pty) Limited (iSource) and employed by Concise Consulting Services (Pty) Limited and that no part of it may be used or altered without express written consent from iSource.
1. GOVERNANCE
Governance requirements for the Marketing and Communications services delivered under this agreement
# / Area/Service / Description / Service Requirement / Response / Alternate response /Meetings and Governance - Description of the BANKSETA's requirements in terms of meetings with the Service Provider.
GO1.1 / General / General governance and meetings. / Create and distribute the agenda for required meetings with BANKSETA's and the Service Provider's designated staff.
GO1.2 / Attend required meetings with BANKSETA management staff.
GO1.3 / Report any service delivery issues and problems at the scheduled meeting.
GO1.4 / Take minutes accurately recording action points required and distribute to all attendees of the meeting.
GO1.5 / Report back to the BANKSETA on the status of existing design and print requests per project.
GO1.6 / Submit invoices as per BANKSETA requirements inluding the correct order (RFP) number.
2. QUALITY CONTROL
Describes the requirements related to project management and quality control of the service.
# / Area/Service / Description / Service Requirement / Response / Alternate response /Quality Control - Describes the requirements related to project management and quality control of the service.
QU1.1 / Quality Control / Adhere to the BANKSETA's Corporate Identity at all times and maintain the brand identity in a consistent and creative manner. / Manage a traffic process to ensure that multiple requests at the same time get the same attention to detail and priority.
QU1.2 / Manager quality control of all creative and printed work to ensure the consistent application of the BANKSETA's brand on all branded items.
QU1.3 / Correct any delivery where the wrong quantity was delivered.
QU1.4 / Return any delivery that is found to be incorrect or of poor quality on the same day as delivery.
QU1.5 / Replace poor quality or incorrect items at no cost to BANKSETA.
QU1.6 / Follow up on any outstanding requirements or issues affecting the scheduled completion dates.
QU1.7 / Ensure that the suppliers of marketing collateral meet the delivery lead-times agreed to.
3. ABOVE THE LINE SERVICE REQUIREMENTS
Describes the requirements to providing Above the Line Services to BANKSETA.
# / Area/Service / Description / Service Requirement / Response / Alternate response /Project Brief - Describes the requirement whereby BANKSETA will provide a project brief to the Service Provider to obtain a quotation.
AB1.1 / Project Brief / Describes the requirements whereby BANKSETA will provide a project brief to the Service Provider for services and/or products required. / Include as a minimum, the following in the quotation:
AB1.2 / Submit to BANKSETA quotations in response to the project brief.
· Provide resources, including equipment, capacities and operators.
· Provide project plan (deliverables and timelines).
· Provide the required approval dates to meet the deadlines.
· Confirm the applicable service definitions and service level agreements.
AB1.3 / Do not commence with work unless a purchase order (Request for Product) number has been provided by BANKSETA.
Graphic Design - Describes the requirement related to provision of graphic design services.
AB2.1 / Graphic Design / Describes the requirement related to provision of graphic design services. / Conduct the layout and design of the following (but not limited to):
· Print adverts depending on the medium. Advert sizes range from A5, A4 and other newspaper sizes depending on the requirements.
· Posters and web-banners.
· TV Adverts.
AB2.2 / Provide conceptualisation and creative input during the layout and design process.
AB2.3 / Submit first proof and make the necessary changes if required.
AB2.4 / Submit first layout and design and obtain approval from BANKSETA's Marketing and Communications department.
AB2.5 / Provide the final design files (artwork) on CD with the delivery of the printed material.
Media buying and services related to advertising - Describes the media buying and advertising services required.
AB3.1 / Media Buying and Services / Describes the media buying and advertising services required. / Propose a creative corporate advertising plan/campaign integrating the promotions mix accordingly. These will include radio, print and online to promote brand awareness and BANKSETA offering. This proposal will be based on the full understanding of BANKSETA objectives and its communication plans.
AB3.2 / Develop and maintain a media schedule for the year and update schedules on an ongoing basis.
AB3.3 / Develop, design and place advertisements in line with communication objectives.
AB3.4 / Propose media most suitable for each project based on the stakeholders that need to be reached.
AB3.5 / Negotiate the best price for BANKSETA.
AB3.6 / Manage enquiries from media/publication sales team and keep track of all proposals received. Evaluate those and present best offers to BANKSETA during monthly status meetings.
AB3.7 / Provide conceptualisation and creative input during the layout and design process.
AB3.8 / Submit the first proof and make the necessary changes if required.
AB3.9 / Submit final layout and design and obtain approval from BANKSETA's Marketing and Communications department.
Marketing Communication Consulting Services - Describes the requirements for providing as-hoc marketing communication consulting services.
AB4.1 / Provide a marketing consulting service on ad-hoc advertising campaigns / Describes the requirements for providing ad-hoc advertising campaigns. / Provide creative advisory/consulting services to the BANKSETA on the enhancement of exisitng marketing and communication materia.
AB4.2 / Provide a marketing consulting service on ad-hoc projects for example (but not limited to):
· Media Plan/s for special projects.
· Provide management service for focus groups, seminars, small group gatherings, etc.
· Brand positioning exercises.
AB4.3 / Provide quotations for ad-hoc work requested by the BANKSETA.
AB4.4 / Include as a minimum, the following in the quotation/s:
· Provide resources, including equipment, capabilites and operations.
· Provide project plans (deliverables and timelines).
· Provide the required approval dates to meet the deadlines.
· Confirm the applicable service definitions and service level agreements.
AB4.5 / Do not commence with work unless a purchase order (Request for Product) number has been provided by BANKSETA.
Creative copywriting, editing and proof reading - Describes the copywriting, editing and proof reading services required.
AB5.1 / Creative copywriting, editing and proof reading. / Describes the copywriting, editing and proof reading services required. / Develop copy for different advertising messages where required. These will range for copy development for print, radio live-reads and TV commercials.
AB5.2 / Produce audience specific messages/content which is fit for the purpose of the advertising objective.
AB5.3 / Edit and proof read all BANKSETA radio live reads.
AB5.4 / Provide a translation service if required.
4. BELOW THE LINE SERVICE REQUIREMENTS
Descibes the requirements related to providing Below the Line Services to BANKSETA.
# / Area/Service / Description / Service Requirement / Response / Alternate response /Project Brief - Describes the requirement whereby BANKSETA will provide a project brief to the Service Provider for obtaining a quotation.
BE1.1 / Project Brief / Describes the requirements whereby BANKSETA will provide a project brief to the Service Provider for obtaining a quotation. / Submit to BANKSETA quotations in response to the project brief within the agreed turn-around times.
BE1.2 / Include, as a minimum, the following in the quotation:
· Provide resources, including equipment, capacities and operators.
· Provide a project plan (deliverables and timelines).
· Provide the required approval dates to meet the deadlines.
· Confirm the applicable service definitions and service level agreements.
BE1.3 / Do not commence with work unless a purchase order (Request for Product) number has been provided by BANKSETA.
Graphic Design - Describes the requirement related to the provision of graphic design services.
BE2.1 / Graphic Design / Describes the requirement related to the provision of graphic design services. / Conduct the layout and design of the following (but not limited to):
· Annual Reports
· Application forms
· Banners and related signage
· Brochures
· Business Cards
· Candidate Profiles
· CD Lables
· Certificates (accreditation and other)
· Complimentary Slips
· Corporate Magazines
· Cover pack pages
· Diaries
· Desk Calendar Pad
· Evaluation Cards
· Folders
· Letterheads
· Manuals
· Marketing Scrolls
· Name tag badges
· Name tag stickers
· Notebooks
· Newsletters (both print and electronic formats)
· Pamphlets
· Plaques
· Posters
· Invitations
· Stationery
· Signage
· Writing pads
· Learner z-cards
· Promotional Items
· OFT Templates
· Creative design of the BANKSETA social media pages - Facebook and Twitter
BE2.2 / Provide conceptualisation and creative input during the layout and design process.
BE2.3 / Submit proof and make the necessary changes if necessary.
BE2.4 / Submit final layout and design and obtain approval from the BANKSETA's Marketing and Communications department.
BE2.5 / Provide the final design files (artwork) on CD with the delivery of the printed material.
BE2.6 / Provide the design of the BANKSETA social media interfaces.
BE2.7 / Provide conceptualisation and creative input during the layout and design process.
Printing, binding and delivery - Describes the requirements related to printing and delivery.
BE3.1 / Printing requirements / Describes the printing services required. / Reprint of business cards,letterheads, envelopes, complimentary slips, lables, file dividers etc, based on the existing BANKSETA designs.
BE3.2 / Manage the printing of all BANKSETA related stationery and marketing collateral requirements.
BE3.3 / Adhere to general printing requirements:
· Black and white, full colour, two colours
· Paper shall be specified per order and could include but is not limited to glossy, matt, textured paper, flimsy paper, etc.
BE3.4 / Print brochures according to the following requirements:
· Approximately 8 pages per brochure.
· Minimum print run per order shall not be less than 100 copies.
BE3.5 / Print corporate magazines (if required) accroding to the following requirements:
· Number of pages per corporate magazine will be approximately 36. This number is indicative and is subject to change.
· Minimum print shall not be less than 500 copies.
BE3.6 / Print pamphlets according to the following requirements:
· Minimum print run per order shall not be less than 100 copies.