/ International Marketing Council
Tender : 09/2010-11
Media Monitoring and Analysis Tender

INVITATION TO SUBMIT INFORMATION

FOR THE SELECTION AND APPOINTMENT OF A

MEDIA MONITORING AND ANALYSISCOMPANY

Tender Number 09/2010-11

CLOSING DATE 01APRIL 2011 AT 10H00

The International Marketing Council of South Africais inviting suitably qualified and experienced companies to bid for the provision of media monitoting and analysis service across three media platforms - domestic , international and social . Respondents are requested to treat all information, including thistender document, received from the IMC as confidential and must not discuss or divulge this information to any thirdparty without the IMC’s direct permission.

Responses to this tender will be in terms of this document. All information requested must be supplied and all annexures completed, whether such information or annexure refers to this stage or future stages of thetender. The information submitted during this stage of the tender will also form part of future stages of the tender and must therefore be complete, correct and true.

Stage 1 of the Tender – The Invitation to Submit Information - comprises of the following parts and shall be referred to as the Request for Information (RFI):

  • Section 1Information on the Tender
  • Section 2Tender Guidelines

–Annexure AShort-listing Questionnaire

(Must be completed by all bidding companieswithin the template provided)

SECTION 1: TENDER INFORMATION

1.BACKGROUND

The IMC is a public-entity which is tasked with the marketing of the Republic of South Africa in order to attract tourism, trade and investment, as well as foster national pride and patriotism. The IMC markets South Africa (SA) through Brand South Africa. The organisation Head Office is located in Houghton. It also has country offices in the United States of America (USA) and the United Kingdom (UK).

In support of the above, the IMC hereby invites suitable communications companies to Tender for the following portfolio:

A media monitoring and analysis service which will be broken down into the following three components:

  1. An international media monitoring, tracking and analysis service to establish the reputation of the nation on key nation building dimensions. The monitoring should address a significant proportion of the globe with particular focus on the following countries; Brazil, Russia,India, China, USA, UK, UAE, Germany, Japan, Zamibia, Zimbabwe, Angola, DRC, Egypt, Nigeria and Kenya.
  2. A domestic media monitoring, track and analysis service to understand the reporting on key issues relevant to the mandate of the IMC
  3. A social media monitoring and analysis service which will aid in understanding the conversations around specific topics relating to South Africa and the effect on the nation’s reputation

1.1Thebidding company will be responsible for the following services and should have strong credentials in this regard:

  • A thorough understanding of reputation management and how the abovementioned mediums drive reputation
  • The ability to collate and analyse data from each of the specified sources on the above mentioned topic
  • Knowledge of nation branding and generally accepted practices including dimensions measured in nation branding
  • The IMC is interested in contracting a reputable, experienced and reliable agency which has previous experience in successfully managingsimilar projects
  • Demonstrates an understanding, support and passion for Brand South Africa by indicating various ways in which the quality of the organisation’s research work can be improved and how the agency would add value to it.
  • The IMC seeks to maintain the impetus already begun with both local and international campaigns; therefore it seeks an understanding and knowledge of work done to date.
  • The IMC is looking for potential suppliers to demonstrate innovation, consistency, strategic ability and follow-through.
  • Demonstration of fast turn-around times backed by physical and human resources to do so.
  • Demonstration of internal quality control and plans on how you will strive for excellence.
  • Demonstration of senior involvement in the work and dedicated resources to the account.

The research project aims to address the following objectives:

  • A comprehensive and in-depth understanding of the factors impacting the nation’s reputation within the media, in order to put in place strategies to combat any negative perceptions or reinforce positive perceptions
  • To determine and monitor the awareness and coverage of South Africa internationally and in core target markets
  • To give a comprehensive view of how South Africa performs on each of the Nation building pillars; namely, exports, investment, people, culture, governance and tourism on each of the specified platforms (media locally and abroad as well as within social media)
  • To guide content development for both domestic and international reputation management agencies by identifying critical areas being reported on by the media as well as within social media
  • To develop insight into how conversations are driven within the landscape, for example, which conversations are being driven by the media on a social media platform, as social media beginning to drive media content at all.
  • To act as an early warning system on reputational risks both within domestic and international media on the social media platform
  • This will be informed through daily clippings from domestic and international media
  • To provide a greater understanding of which mediums namely; print, broadcast, online or social media are driving positive or negative perceptions and specifically around which issues.
  • To determine the level to which conversations amongst the specific audiences (i.e. civil society, global South Africans and the international community) engaging on key issues around South Africa are changing and how the IMC strategy aids in changing these conversations using the digital space specifically social media
  • The research will also aim to measure the successful ceding of the Brand South Africa messaging framework and pillars both domestically and internationally
  • Assessing and monitoring success of specific events such as WEF Davos, COP 17, BRIC Summits, State Visits and International Trade Initiatives (ITI’s).

1.2Expenditure:

The expenditure for this portfolio is approximately R10 millionfor 2 years ten months (1 Jun 2011 – 31 Mar 2014), and is based on the estimated budget for the period. The budget includes all services and hard costs relating to this portfolio. These figures should be used as an indication only and the IMC makes no guarantee of future spend and offers this information only to assist in preparation of a submission.

2.CONTRACT DURATION

The IMC intends to enter into a contractfor a period oftwo years ten monthsduring the project there will be a series of bi-annual company performance reviews. An unsatisfactory performance review may result in the contract being terminated during the term.

3.TENDER PROCESS

The IMC’sTender process consists of the following stages:

3.1.Invitation tosubmit information

3.2.Submission of RFI documents

3.3.Evaluation of RFI submissions

3.4.Selection of Short-ListedCompanies (a maximum of four (4)companies)

3.5.Briefing ofShort-ListedCompanies and distribution of Brief Packs and Commercial Packs

3.6.Submission of Commercial Packs by Short-ListedCompanies

3.7.Pitch Presentations – Evaluation by IMC Evaluation Committee

3.8.Adjudication by IMC Adjudication Committee

3.9.Selection of Successful Company by the IMC Exco/Board

4.PURPOSE

The purpose of this stage of the Tender process is to:

4.1 Allow interested companies an opportunity to submit required information to the IMC;

4.2 Evaluate information submitted by bidding companies and create a short-list of a maximum of four (4) companies;

4.3 Invite Short-Listed Companies to the next stageof the Tender process thatwill commence with a detailed briefing session.

5.IMPORTANT DATES

20 March 2011 / Tender Advert in Media
01 April 2011 / Deadline for submission of RFI documents (10h00)
04 April 2011 / IMC announces Short-Listed Companies
05 April 2011 / Briefing of Short-Listed Companies
07 April 2011 / Deadline for questions relating to the Brief and Commercial Packs
08 April 2011 / Deadline for submission of Commercial Packs
12 April 2011 / Pitch Presentations
14 April 2011 / Adjudication Committee
06 May 2011 / Awarding of the Tender

6.RFISUBMISSION

6.1Response Format

Your RFI submission must consist of one original, one identical paper copy and one electronic copy. The paper copy must clearly be markedCOPY 1. The electronic copy must be clearly marked with the bidding company’s name. In the event that there are discrepancies in information contained in the various documents and/or copies submitted by the bidding company, the bidding company’s submission will be disqualified without further notification.

6.2Lodging of RFI Submissionsand Closing Date

All RFI submissionsmust be delivered by hand in a sealed envelope. The following information must appear on the outside of the sealed envelope:

6.2.1The International Marketing Council, 103 Central Street, Houghton;

6.2.2Name of bidding company;

6.2.3Media Monitoring and Analysis Tender;

6.2.409/2010-11 (RFI number);

6.2.501 April 10h00 (Closing date and time);

6.2.6Attention: Mr Thami Kubheka

The RFI submission must be lodged in the IMC’s Tender Box located in the main reception of the IMC offices at 103 Central Street, Houghton, Johannesburg, on or before - 01April 2011 at 10h00. Bidding companies must ensure that their submissions are registered.

The tender box will be accessible from 09h00 – 16h00, Mondays - Fridays.

Please Note:

Incomplete RFI submissions will be rejected and the IMC will not accept late proposals. All RFI submissions delivered to the IMC will become the property of the IMC and will not be returned to the bidding company.

7.SECURITY AND INTEGRITY CLEARANCE

All information documents, records and books provided by the IMC to any bidding company, in connection with this Tender or otherwise, are confidential. These may not be disclosed by any bidding company to any third party, except with the express consent of the IMC, which must be granted in writing prior to such disclosure. The IMC reserves the right to disclose any information provided by any bidding company to any of its employees.

8.INFORMATION REQUIRED

The bidding company’s RFI submission must include the following minimum information to be considered valid and acceptable to the IMC:

8.1Company Declarations

A covering letter on the bidding company's official letterhead, confirming the following:

8.1.1That no conflict of interest exists (see point 26.);

8.1.2That the bidding company acceptsthe guidelines, terms and condition of this Tender;

8.1.3That the bidding company validates that the RFI submission is correct.

8.2Short-listing Questionnaire

The questionnaire contained in Annexure A of this tender document must be completed by each bidding company.

8.3RFI Documents

In addition to the above,bidding companies must complete and submit the following:

8.3.1Annexure A: Short-listing Questionnaire

8.3.2Valid tax clearance certificate (must be valid until at least 31 May 2011)

8.3.3Valid BBBEE rating certificateand Analysis Report from an accredited rating agency (must be valid until at least 31May 2011)

8.3.4Two latest sets of annual financial statements (audited in the event of a company)

8.3.5Documents required for company associations/JV’s (see point 12)

9.EVALUATION CRITERIA

The Tender comprises a 3-stage evaluation process:

Phase I: RFI Compliance

Phase II:Short-listing

Phase III:Pitch Evaluation and Adjudication

Only bidding companies that comply with Phase I (RFI Compliance) will be considered for Phase II (short-listing) and only the top four (4)bidding companies in Phase II will be short-listed to progress to Phase III.

The following evaluation criteria will be applied in this Tender:

9.1Phase 1: RFI Compliance

The following documents must be submitted:

9.1.1Annexure A: Short-listing Questionnaire

9.1.2Valid tax clearance certificate (must be valid until at least 31May 2011)

9.1.3Valid BBBEE rating certificate and analysis report (must be valid until at least 31May 2011)

9.1.4Two latest sets of annual financial statements (audited in the event of a company)

9.1.5Documents required for company associations/JV’s (see point 12)

9.2Phase II: Short-listing Criteria

RFI submissions will be evaluated and ranked using a weighted scoring system. The assignment of points by the IMC is final and will under no circumstances be open to appeal or protest by the bidding companies. It is the responsibility of each bidding company to understand the scoring system and to factor that system into the organisation and content of its RFI submission.

The following criteria will be applied to evaluate RFI submissions and to select a maximum of four (4) Short-ListedCompanies. Only bidding companies that comply with Phase 1 (Compliance Criteria) will be considered in Phase II. The following criteria will be applied to select the top-performing Short-ListedCompanies:

  1. International Affiliations and network (40%)

Has sound affiliations in order to track media (i.e. online, broadcast and print) within the global context. Specific target countries are but are not restricted to Brazil, Russia, India China, , USA, UK, UAE, Germany, Japan, Zamibia, Zimbabwe, Angola, DRC, Egypt, Nigeria and Kenya. The successful agency should have ability to track the majority of the global markets and not just specific to the abovementioned countries. A holistic view of the nation’s reputation is required.

  1. Relevant previous experience (15%)

Has a proven track record of conducting international research projects. Preference will be given to those who have conducted research amongst the specified markets and within the relevant platforms.

  1. Monitoring capabilities (40%)

The ability to monitor, track and analyse a number of mediums including online, broadcast, print and social media. Preference will be given to the agency which demonstrates the ability to track a broad and relevant range of publications and sources.

  1. Project lead experience (5%)

Project leaders experience in running research projects of a similar nature. Number and scale of projects managed previously will be taken into account.

  1. BBBEE

Please note that this is a gatekeeper criteria – companies which do not have a level 4 rating or better will not be considered.

9.3Phase III: Pitch Criteria

Only Short-ListedCompanies (maximum of four (4)) will be invited to pitch for the account. The pitch scorecard and pitch criteria will be shared with Short-ListedCompanies during the Pitch Brief.

10.RFI TERMS AND CONDITIONS

This Tender is subject to the IMC’s Tender Guidelinesthat have been included as Section 2 of this document.

SECTION 2: TENDER GUIDELINES

11.CLARIFICATION REQUIRED BY THE IMC

The IMC may request additional information, clarifications and/or validation of information contained in the RFI submissions. The bidding company should endeavor to respond to the clarification request within two (2) working days.

To assist in the evaluation and comparison of the RFI submissions, the IMC may also seek the attendance of the bidding company at clarification meetings. During the evaluation process, no change in the content of RFIsubmission shall be sought, offered or permitted.

Should there be a difference of interpretation between the bidding company and the IMC, the IMC reserves the right to make a final ruling on such interpretation.

12.ASSOCIATION WITH OTHER COMPANIES

The IMC will not accept any proposals to form associations upon award of the Tender. The association/s must have been in place for at least one year (12 months)at the time of the RFI submission. The bidding company must deliver proof of the fact that the relationship has been in place for this period of time by providing details of the clients serviced by the association/s during the 12 month period.

In the case where a number of bidding companies form a consortium, a principle bidding company must be appointed as the Tendering authority to interface directly with the IMC. The consortium may not make any further modifications to the consortium after the submission of the RFI.

Submissions should clearly outline the nature of the relationship, the % shareholding in the association, the reason for the association and the potential benefits to the IMC. Failure to comply with this requirement will result in a bidding company’s disqualification from the Tender process.

The IMC reserves the right to verify members of the respective association and/or consortium.

13.MODIFICATION OR SUBSTITUTION OF TENDER INFORMATION

Once RFI submissions have been made by the company, the IMC will not accept or allow any substitution and/or modification of the information contained in the RFI submission unless as agreed during negotiations.

14.NOTIFICATION

14.1 Short-ListedCompanies

The IMC shall inform, in writing, the companies that have been short-listed. It is the intention of the IMC to keep the RFI submissions and any other further Tender submissions of these companies open until such time as the IMC has executed an agreement for the required services with one or more of the Short-ListedCompanies.

14.2 Unsuccessful Companies

Upon selection of the Short-ListedCompanies, the IMC will notify each of the other bidding companies and inform them that they have not been short-listed.

Please Note: TheIMC’s decision on the selection of Short-ListedCompanies is final and the IMC will not enter into any further correspondence and/or negotiations with any unsuccessful bidding company.

15.QUERIES

All questions or queries on this RFI must be communicated by e-mail . All questions and queries received will be answered by email.

Please Note: The questions and responses will be sent to all bidding companies. Please bear this in mind when asking questions. The name of the company asking the question will not be mentioned. The deadline for questions relating to the RFI is08 April 2011.

16.COST OF TENDERING

The bidding company shall bear all costs and expenses associated with the preparation and submission of the RFI submission and the IMC shall under no circumstances be responsible or liable for any such costs, regardless of, without limitation to the conduct or outcome of the Tendering, evaluation, and/ or selection process.

17.VALIDITY

The RFI submissions provided to the IMC in terms of this Tender must be valid for a period of 120 days from the date of submission with the exception of the Tax and BBBEE certificates which must be valid until 31May 2011.

18.NEGOTIATIONS

The IMC may seek to enter into negotiations to agree remuneration, scope of work, scope of services and other salient commercial terms with the Short-ListedCompanies

19.COMPLETENESS OF THE SOLUTION

The bidding company must complete all documents in full and submit these with the RFI submission. Failure to comply with these requirements will invalidate the bidding companyand disqualify the RFI submission.