TERMS OF REFERENCE FOR PROVISION OF SECTOR FOCUSED CONTENT AND
MEDIA RELATIONS SUPPORT TO THE DEDEAT FOR 2013 / 14 FINANCIAL YEAR
TABLE OF CONTENTS
Introduction…………………………………………………………………………………….. 3
Objectives...……………………………………………………………………………………..
4
Scope of Work…………………………………..……………………………………………...
5
Quality Criteria………………………………………...…………………………….…………
6
Pre – Evaluation.………………………………………………………………………………
6
Post – Evaluation.………………………………………………….…….……………………... 7
Performance Monitoring…………………….………………………………………………….. 8
Conditions of Bid……….……………………………….……………………………………….. 8
Validity Period…………...…………………….…………………………………………….……. 10
Contract Period………….……………………………………………………………………….. 11
Submission of Proposal.………………………………………….…………………………... 11
Approval Process……….……………………………………………………………………….12
PROVISION OF SECTOR FOCUSED CONTENT AND MEDIA RELATIONS SUPPORT TO THE
DEDEAT FOR 2013 / 14 FINANCIAL YEAR
1.
INTRODUCTION
The Department of Economic Development, Environmental Affairs and Tourism (DEDEAT) seek
to source services for content generation and media relations support linked to its mandate,
vision and mission.
These services will augment the activities of the department in relation to the mandate through
focusing on the prioritised sectors and programmatic programmes identified in partnership with
other stakeholders.
The ultimate intention is to ensure that the department is playing a
leadership role in developing an enabling environment to facilitate economic growth and
development, sound environmental management and promoting the tourism aspects with the
ultimate intention of promoting and marketing the growth prospects of the province.
In this regard, the role of the department varies from planning, designing and developing
programmes and as such it is critical to clearly articulate its vision, mission and strategic
objectives implemented in partnership with the Public Entities under its auspices. The content
that will be packaged for marketing and communication purposes will be focusing on the
prioritised initiatives and sectors outlined in the Provincial Industrial Development Strategy
(PIDS) developed in 2010 and with the subsequent Provincial Industrial Development Strategy
Action Plan developed in 2012:
SECTOR
Agro-processing

Capital Goods


Automotive




Green Industries




Tourism

REASON FOR SELECTION
Agriculture and forestry most significant potential for linking into the
poorer regions of the province
Labour absorption of agriculture
Links to the national infrastructure spend and the long term
infrastructure
investment horizon in Africa
National Support programmes
Links to diversification out of auto-sector capabilities
Critical manufacturing sector and basis of Eastern Cape industrial
economy
Strategic basis for diversification into new industrial sectors
Potential in Renewable energy, carbon extraction, environmental
management and carbon trading facility
Green Industries emerging as the most promising emerging sector
Significant linkages to the Eastern Cape auto-sector, rural
development, agriculture and environmental management
Expansion of the services sector
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Petrochemicals
Source
2.
 Emerging growth sector
Provincial Industrial Development Strategy (PIDS) Implementation Plan:
2012:2.
OBJECTIVES
The objectives of this sought services is to provide the following:
 To promote the prioritised sectors and other emerging work for development which
include: Agro – processing, tourism, automotive, green industries, capital goods, petro
chemicals, energy sector, metal cluster and fisheries;
 Promote specific plan and intervention in each sector;
 Promote work facilitated with partners and stakeholders both in the public and private
sectors;
 Mobilisation of resources for realising value for money;
 Promote the work done with other clusters to enhance development work.
3. SCOPE OF WORK
With the call for proposals, the DEDEAT is looking to appoint a competent service provider and
it will have all the key specialist skills needed to assist as a partner in providing media relations
and developing sector focused content with the understanding of the communication systems
and services. The sought service provider for this this contract should provide expertise in a
wide spectrum of activities spanning in the media relations and sector focused work and the
activities will broadly include:
 Identification of priority initiatives championed by the department in each quarter for
publicity;
 Content Generation – research on the current trends and position the province;
 Developing opinion pieces, media releases and editing services to promote the
prioritised work of the department;
 Media monitoring and analysis;
 Conduct one – on – one sessions with programmes / sub programmes with targeted
topics;
 Identify publicity platforms for publishing content based on the trends and relevant
publications or vehicles in the sectors;
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 Develop a schedule with activities to be profiled for the year.
The appointed service provider will be required to have understanding of the following key
competencies and experience in the following areas:

A basic understanding of the Eastern Cape within the South African context;

Knowledge of the role of DEDEAT and its strategic direction;

National and international experience or linkages with entities in the Marketing &
Communication arena;

An understanding of DEDEAT public entities and relevant stakeholders linked to
its mandate

Access to information on and an understanding of viable investment sectors in the
Eastern Cape Province and way of approaching the respective challenges in
creative terms.

4.
Sound creative competencies across all the necessary communication channels /
disciplines.
QUALITY CRITERIA THAT HAS TO BE SATISFIED TO ENSURE SIGN – OFF OF THE
DELIVERABLES
5.

High quality standard of the deliverables delivered;

Compliance with scope and specifications of the project;

Adherence to timeframes and presentation of monthly and quarterly reports;

Portfolio of evidence in all linked to the deliverables of the contract.
BID PROCESS: PRE – QUALIFICATION
The bid process will include a pre-qualification stage where the functionality / quality of bids will
be assessed. All bidders / service providers will provide a list of three (3) references who can be
contacted to provide an assessment of the Service Provider’s ability and / or performance on
similar previous assignments. References cited must have knowledge of the Service Provider’s
work in all the elements for meaningful comparisons to be made. Shortlisted bidders / service
providers may be expected to make a presentation where they will demonstrate previous
work.
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The elements that will be considered for determining quality/functionality are:
QUALITY / FUNCTIONALITY
Bidder’s understanding of the brief
The methodology and approach to be used
The qualifications and experience of key personnel
Experience in managing similar projects/events
Availability of resources and skills to deliver the contract
WEIGHT/60
15
15
05
10
15
Bidders will be evaluated on a 5 point scale where 1= Weak; 2= Average; 3= Good; 4= Very
good; and 5= Excellent. Bidders will be required to obtain at least 70% (210/300) in order to
qualify for the final evaluation stage. A bidder that scores less than 70 points out of 100 in
respect of functionality will be regarded as submitting a non-responsive proposal and will be
disqualified.
6.
BID PROCESS: POST - QUALIFICATION
In terms of the revised Preferential Procurement Regulations 2011, the bidders are required to,
together with bids, submit original and valid B-BBEE Status Level Verification Certificates or
certified copies thereof to substantiate their B-BBEE rating claims.
The following preference point system will apply: 80 Points for price and 20 points for B-BBEE.
B-BBEE Status Level of Contributor
Number of points
(80/20 system)
1
20
2
18
3
16
4
12
5
8
6
6
7
4
8
2
Non-compliant contributor
0
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7.
PERFORMANCE MONITORING
Performance against the deliverables will be closely monitored by DEDEAT. The cost of travel to
such meetings must be included in the budget of the service provider.
8.
MONITORING TOOL
Briefing Sessions
Meetings (PSC)
FREQUENCY
Every two weeks
Monthly
Special Sessions
Ad hoc
EXPECTATION
Oral (telephonic) Feedback
Written Progress Reports and
Presentations
Troubleshooting – presentation of
proposed solutions
CONDITIONS OF THE BID
1) The service provider should provide in so far as possible,
a. A comprehensive budget showing the charge out rate of all the staff to be involved in the
rendering of the services and also all other cost factors such as travelling. Travelling costs
and time spent or incurred between home and office of consultants and DEDEAT offices will
not be for the account of DEDEAT
b. Services rendered outside the scope of this project without the prior approval of the
Programme Manager will not be reimbursed.
c. If the bidders are a joint venture between BEE firm and a non-BEE firm, detail of how the
work will be split between the firms should be clear such that DEDEAT can audit the actual
work allocation during the delivery to enforce the transfer of skills between the firms. The
percentage involvement of each company in the joint venture should also be indicated and
all members of the joint venture should sign the contract and are jointly and severally liable
for the entire assignment. A joint venture agreement must be attached. A disclosure of all
the service providers’ shareholders MUST be attached to the bid.
d. Should a prospective service provider/consortium choose to work in a consortium with
others, DEDEAT will confine its contractual dealings with the primary service
provider/consortium
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e. All Project Team Members / bidders will provide a list of three (3) references who can be
contacted to provide an assessment of the Project Team Members who will be working on
this project as well as Service Provider’s ability and /or performance on similar previous
assignments.
f.
References cited must have knowledge of the Project Team Members /Service Provider’s
work in all the elements for meaningful comparisons to be made. If the references cited are
unable to give meaningful assessments of the Project Team Members /Service Provider’s
previous work then the scores will reflect this.
g. Curriculum Vitae’s of the Project Team members MUST be attached to the proposal
document.
h. Service providers who claim any preference points for HDI are requested to submit certified
copies of shares certificates or a certified list of Board of Directors or Trustees, as may be
applicable.
2) Preference will be given to BEE companies or firms with strong BEE partnerships in order to
address South Africa’s socio-economic disparities in line with BBBEE legislation.
3) Bidders must be prepared to work at rates not exceeding those prescribed by the office of
the Auditor-General or DPSA.
4) DEDEAT reserves the right to invite shortlisted companies to present their bid proposals for
final decision.
5) The tender will be awarded subject to a legally enforceable contract being entered into
between the preferred bidder and DEDEAT, which will impose amongst others, material
terms and conditions of the contract will be applicable to the parties whilst rendering the
intended services and thereafter. The successful bidder may not alter its BEE status during
the bid consideration process and the contract period (when tender is awarded) without the
consent of DEDEAT.
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6) DEDEAT is not bound to select any of the firms submitting proposals. DEDEAT reserves the
right not to award the contract to the lowest bidding price as well as to renegotiate the bid of
the preferred applicant.
7) DEDEAT will not be held responsible for any costs incurred by the bidder in the preparation
and submission of the bid.
8) The service provider must be cleared by the National Treasury as per section 28 of the
Prevention and combating of corrupt activities act, (act 12 of 2004) and the department will
implement the law, especially section 28(3)(iii).
9) Bidders must comply with all procurement conditions of the department, including the
provision of valid tax clearance certificates;
10) Preferential Procurement Policy Framework Act (PPPFA) principles shall apply; submissions
will be evaluated according to the provisions of that Act;
11) The service provider will undergo vetting by the State Security Agency and may be
disqualified or discharged if appointed, if it does not meet the security level required.
12) Report any known or suspected corruption involving the state to 0800 701 701 as is also required in
terms of section 34 of the Prevention and combating of corrupt activities act, (act 12 of 2004).
9. VALIDITY PERIOD
Proposals are expected to remain valid for 90 days from submission.
10.
CONTRACT PERIOD
The contract with be applicable for a period of 06 months and the final report must be submitted
by the 15h April 2014.
11.
SUBMISSION OF PROPOSAL
As an entity registered on the DEDEAT Supplier Database, you are requested to submit a
costed proposal for delivering the specified services on behalf of DEDEAT. Two copies of the
completed proposal shall be placed in a sealed envelope clearly marked: “PROVISION OF
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SECTOR FOCUSED CONTENT AND MEDIA RELATIONS SUPPORT TO THE DEDEAT” and
deposited in the Tender Box on the 2nd floor of the DEDEAT offices situated at Beacon Hill,
Hockley Close, King Williams Town. The closing date and time for the receipt of completed
proposals is as advertised in the call for proposals. Late proposals will not be considered.
Telegraphic, telexed, facsimiled or e-mailed submissions will not be accepted.
For technical information contact:
Mr S. Makaula
Communications Manager
Tel: 043 605 7117 or 072 751 5001
Email: sixolile.makaula@deaet.ecape.gov.za
For bid enquiries contact:
Ms Y. Masola
Admin officer: SCM
Supply Chain Management
Tel: 043 605 7131 or 083 383 3625
e-mail:Yolisa.masola@deaet.ecape.gov.za
DEDEAT reserves the right not to accept the lowest proposal in part or in whole or any proposal
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