SACAP Public Relations Agency

  1. BACKGROUND
  2. The South African Council for the Architectural Profession (SACAP) is a regulatory body established in terms of the Architectural Profession Act 44 of 2000 (the Act). It is in the main responsible for regulating the architectural profession in South Africa as well as protecting public interests.
  3. SACAP’s Communication and Stakeholder Relations (CSR) Unit seeks the services of an experienced and reputable Public Relations and Events Management Company that will implement SACAP events and Public Relations.
  4. The strategic objective of the CSR Unit is to project a positive image of the organization by profiling its programmes and projects to the Built Environment sector and the public. Some of the key campaigns/events of SACAP include, but are not limited to: national roadshows, special events, seminars and workshops.
  1. DELIVERABLES
  2. Develop and implement a Communication Strategy, with the support and approval of the CSR Unit;
  3. Develop and manage content on behalf of the CSR Unit;
  4. Devise and implement a media relations and liaison strategy, with the support and approval of the CSR Unit;
  5. Develop and protect the reputational value of SACAP;
  6. Conceptualise and render comprehensive events management services for SACAP including national roadshows, special events, seminars and workshops;
  7. Implement and manage events inclusive of logistics, catering, event compliance/certification of structures, interpreters (foreign and sign), facilitators, programme directors, etc;
  8. Develop comprehensive event operational plans, make presentations on behalf of SACAP to the relevant compliance authorities;
  9. Render video, photography, digitizing and archiving services for all events of SACAP as advised;
  10. Develop and implement a distribution strategy to ensure that communication products reach the various target audiences; and
  11. Source and manage sponsorships and donations for CSR Unit activities.
  12. Profiling of SACAP in the media.
  13. Issuing of Media/Press Releases and Statements
  14. DURATION OF THE CONTRACT
  15. The duration of the contract will be determined between SACAP and the successful service provider. A Service Level Agreement will be signed between the successful bidder and SACAP.
  1. TIME FRAMES AND DOCUMENTATION
  2. Before the proposals are sent to SACAP, prospective bidders must note that a compulsory briefing session will be convened on Tuesday, 10 March 2015 at 10:00 at SACAP’s Offices in Bruma.
  3. Although SACAP will, within its capabilities endeavour to assist the appointed standing of the bidders to access any information it may require in fulfilling the required outcomes of the required services, a successful service provider must submit the following documents and meet the specified requirements:

4.2.1Valid Tax Clearance Certificate;

4.2.2BBBEE Certificate demonstrating a BBBEE level 3 contribution;

4.2.3A copy of a company profile with references;

4.2.4A proposal on how the proposed relationship is envisaged over a period of three (3) years;

4.2.5Pricing schedule of all proposed items.

  1. REQUIREMENTS
  2. Service providers who wish to bid must have the following competencies:
  3. Project Management;
  4. Public Relations and Events Management;
  5. Writing skills and editing skills (particularly for the media and speeches);
  6. Conceptualisation of events;
  7. Media Liaison and Relations
  8. Service providers who wish to bid must have the following proven track record:
  9. Management of corporate events and media briefings for not less than three (3) years
  10. Skills and capacity to deliver events;
  11. Content development, production and delivery of communication material;
  12. Media Liaison and Relations;
  13. Knowledge and work in the Built Environment.
  1. TRACK RECORD AND PORTFOLIO OF EVIDENCE
  2. Submit track record and portfolio of evidence including team profiles and reference letters.
  1. EVALUATION CRITERIA
  2. Only bids from service providers who attend the compulsory briefing session will be considered;
  3. All bidders will be evaluated on functionality and empowerment. Price will not be a major determining factor as the ability to source and manage sponsorship will also be considered;
  4. Bidders will be short listed for presentations to SACAP;
  5. After the presentation process, the preferred bidder will be engaged by SACAP to negotiate price;
  6. The scoring is based on 80/20;
  7. A letter of appointment will then be issued to the successful bidder.
  1. EVALUATION PROCEDURE
  2. The bidders will be evaluated in accordance with the criteria approved by SACAP, and which emphasises a balance between functionality (80) and empowerment (20);
  3. Pricing schedules for all proposed items should be included as it will be necessary for negotiation where the bidder goes beyond the shortlisting and presentation stage.
  4. A service provider who fails to obtain 50% on functionality and 100% on empowerment will be immediately disqualified.

Proven experience included in your narrative on PR and Events Management / 30
Previous experience in similar work or projects (Team Expertise and Profiles) / 30
Understanding of the Built Environment sector and the construction industry especially stakeholders and target audiences / 20
Compliance with BBBEE requirements / 20
Total / 100

8.4Bidders who did not submit a pricing schedule on their proposed items will not be invited for a presentation even if they received 50% or more points on functionality and 100% on empowerment.

  1. REPORTING LINES

9.1 The successful service provider shall report to the SACAP CSR Senior Manager, who will brief and seek final approvals from the CSR Committee and the Registrar. The CSR Senior Manager shall approve all reports and guidelines developed by the service provider in response to the assignment.

  1. CLOSING DATE AND LOGISTICS
  2. All proposals shall have one (1) original copy and four (4) copies;
  3. The proposals should include SACAP’s tender form which will be available only on the briefing day.
  4. All proposals, detailing the approach and cost structure, are to be hand delivered to SACAP and submitted in the Bid box not later than: Tuesday, 31 March 2015 at 10:00 am.
  5. No late submission will be accepted.
  6. Any inquiries regarding procedures may be directed to Mr Pappie Maja/Ms Jacquie Cullis on 011479 5000.

SACAP Public Relations Agency Specification1