The Organisation for Southern Cooperation (OSC) is Inviting Competent Digital Media Agencies to Submit Proposals for Full-Service Digital Media Communications Management

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Status: Closed

Request for Proposal: RFP-ETH-23-003 – Digital Media Management Services 

The Organisation for Southern Cooperation (OSC) is inviting competent Digital Media Agencies to Submit  Proposals for full-service digital media communications management of OSC’s official digital media platforms, including the website, to consolidate and enhance OSC’s digital media presence.

Details are in the attached Section D – Terms of Reference.

TENDER DETAILS
The Tender details are as follows:

NO BIDS WILL BE ACCEPTED AFTER THE ABOVE CLOSING TIME AND DATE

INSTRUCTION TO BIDDERS

  • This RFP was launched for the purpose of establishing 3 months contract with a Digital Agency. The contract may be extended for an additional period, upon satisfactory performance, and the ongoing need for such services by the OSC.
  • OSC may choose to cancel the agreement if deemed necessary.
  • The delivery time of the supply shall be within 5 days of signing the contract. OSC may terminate the contract if the supplier fails to deliver items within this period.
  • Proposals based on the TOR are a mandatory requirement for this bid. Any bid without a proposal shall be rejected.
  • The Estimated Project Budget is 50,000 – 80,000 USD


SELECTION AND AWARD CRITERIA

The criteria for awarding contracts resulting from this Tender is based on ‘best value for money’. To all tenders, OSC defines the best value for money as:

The best value for money should not be equated with the lowest initial bid option. It requires an integrated assessment of technical, organisational, and pricing factors considering their relative importance (i.e., reliability,  quality, experiences, reputation, past performance, cost/fee realism, delivery time, reasonableness, need for standardization, and other criteria depending on the item to be procured).

For all bids deemed technically compliant as per the Technical Weighting Criteria below also mentioned in the Terms 
of reference, OSC will give a weighted combined technical and financial score. The weighted score will determine the contract award.

Please note that bids shall respond to all criteria or their bid may be disqualified.

A. Administrative Evaluation

A bid shall pass the administrative evaluation stage before being considered for technical and financial evaluation.  Bids that are deemed administratively non-compliant may be rejected. Documents listed below shall be submitted with your bid.

B. Technical Evaluation

To be technically acceptable, the bid shall meet or exceed the stipulated requirements and specifications in the  RFP. A Bid is deemed to meet the criteria if it confirms that it meets the conditions, procedures, and specifications in the RFP without substantially departing from or attaching restrictions to them. If a Bid does not technically comply with the RFP, it will be rejected.

  • Step 1 – Based on the Proposal submitted, the company will be evaluated based on their expertise and capability. Only agencies that meet the requirement will be invited for Step 2 
  • Step 2 – A pitch presentation based on the proposed Campaign strategy.


Financial Evaluation

All bids that pass the Technical Evaluation will proceed to the Financial Evaluation. Bids that are deemed technically non-compliant will not be financially evaluated.

TENDER PROCESS

  • The following processes will be applied to this Tender
  • Tender Period
  • Tender Closing
  • Tender Opening
  • Administrative Evaluation
  • Technical Evaluation
  • Financial Evaluation
  • Contract Award
  • Notification of Contract Award


SUBMISSION OF BIDS

Bidders are solely responsible for ensuring that the full bid is received by OSC in accordance with the RFP  requirements, prior to the specified date and time mentioned above. OSC will consider only those portions of the bids received prior to the closing date and time specified. 

The following documents shall be contained with the bid:

  • Technical proposal 
  • Financial proposal 

Bids not submitted on the Bid form, or not received before the indicated time and date as set forth on page 1, or delivered to any other email address, or physical address will be disqualified.

Bids submitted by mail, email, or courier by so are at the Bidder’s risk and OSC takes no responsibility for the receipt of such Bids.

Bidders are solely responsible for ensuring that the full Bid is received by OSC in accordance with the RFP  requirements.

A. Hard Copy:

Hard copy Bids shall be separated into ‘Financial Bid’ and ‘Technical Bid’:

  • The Financial Bid shall only contain the financial bid form, Annex A.2
  • The Technical Bid shall contain all other documents required by the tender as mentioned in section A. Administrative Evaluation but excluding any pricing information.

Each part shall be placed in a sealed envelope, marked as follows:

RFP No.: RFP-ETH-23-003 – Digital Media Management Services
TECHNICAL BID
Bidder Name:

RFP No.: RFP-ETH-23-003 – Digital Media Management Services
FINANCIAL BID
Bidder Name:

Both envelopes shall be placed in an outer sealed envelope, addressed, and delivered to: Attn: Ms Amarachi R.  Nzenwa Procurement Specialist

RFP No.: RFP-ETH-23-003 – Digital Media Management Services
Organisation of Southern Cooperation
Egypt St., Lideta Sub-City, Woreda 04,
House No 1986, 1165 Addis Ababa, Ethiopia

B. Email submission 

Bids can be submitted by email to the following dedicated, controlled, & secure email address: 

[email protected] 

When Bids are emailed, the following conditions shall be complied with:

  • The RFP number shall be inserted in the Subject Heading of the email,
  • Separate emails shall be used for the ‘Financial Bid’ and ‘Technical Bid’, and the Subject Heading of  the email shall indicate which type of the email contains,
    • The financial bid shall only contain the financial bid form, 
    • The technical bid shall contain all other documents required by the tender but excluding all pricing information.
  • Bid documents required shall be included as an attachment to the email in PDF, JPEG, TIF format, or the same type of files provided as a ZIP file. Documents in MS Word or Excel formats, will result in the bid being disqualified. 
  • Email attachments shall not exceed 4MB; otherwise, the bidder shall send his bid in multiple emails.
  • Financial Bids Must be Locked, and a password provided at the request of OSC.

Failure to comply with the above may disqualify the Bid.

OSC is not responsible for the failure of the Internet, network, server, or any other hardware, or software, used by either the Bidder or OSC in the processing of emails. 

OSC is not responsible for the non-receipt of Bids submitted by email as part of the e-tendering process. Bids can be submitted in one of two ways: hardcopy or electronically. If the Bidder submits a Bid in both  Hardcopy and electronically, OSC will choose the version that is the most advantageous to OSC. Bids submitted electronically should be locked, and passwords shared on the request of OSC.

SUBMISSION OF SAMPLES

N/A

COMPLETION OF BID FORM

A. Prices Quoted

Any discount offered shall be included in the Bid price. 

B. Currency

The currency of the Bid shall be in US Dollars. No other currencies are acceptable. 

C. Language

The Bid Form and all correspondence and documents related to this RFP shall be written in English. Printed literature furnished by the Bidder may be written in another language so long as accompanied by a certified translation of its pertinent passages. 

D. Presentation

Bids shall be clearly legible. Prices entered in lead pencil will not be considered. All erasures, amendments, or alterations shall be initiated by the signatory to the Bid. Do not submit blank pages of the Bid Form and/or schedules that are unnecessary for your offer. 

E. Split Awards

OSC reserves the right to split awards.

F. Validity Period

Bids shall be valid for at least the minimum number of days specified (120 days) in the RFP from the date of Bid closure. OSC reserves the right to determine, at its sole discretion, the validity period in respect of Bids which do  not specify any such maximum or minimum limitation

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