Media Monitoring Services Media Monitoring Request for...
Transcript of Media Monitoring Services Media Monitoring Request for...
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Abt Associates: Request for Tender (RFT)
Media Monitoring Services
Abt Associates is seeking proposals from organisations interested in providing Media Monitoring
Services. A “Tender” must be submitted according to the terms of this document and the attached
parts (together referred to as the “Request for Tender” or “RFT”). The required services (the
“Services”) are described in detail in Part 2 – Scope of Services.
STRUCTURE OF THE RFT
The RFT is organised into two (2) parts and four (4) annexes. Part 1 details the Tender Conditions.
Part 2 specifies the Scope of the Services.
PART 1 – PERIOD OFFER SPECIFIC TENDER CONDITIONS
1. Background
1.1. Investing in Women is an Australian Government initiative that works across Indonesia,
Philippines, Vietnam, and Myanmar to promote women’s economic empowerment.
1.2. The initial phase of the initiative implements four interrelated components:
a) Component 1 (C1): Business Partnerships - Working with business leaders to promote
better gender equality in their workplaces and beyond.
b) Component 2 (C2): Impact Investing: Creating opportunities for innovative finance
mechanisms and gender lens investing by working with impact investors and the broader
ecosystem to develop, test and market new gender lens investments in women’s small
medium enterprises (SMEs).
c) Component 3 (C3): Government Partnerships - Active engagement with the Australian
Government posts and programs to support national policy makers and regulators in
removing key barriers to women’s economic advancement; and working with regional
bodies to advocate for change that promotes women’s economic empowerment.
d) Component 4 (C4): Advocacy Platform - Capitalising on learning, results, networks, and
partnerships created through Investing in Women to build awareness and understanding
of the importance of women’s economic empowerment and practical means to make
progress.
1.3. The first phase of the initiative started in April 2016 and will end in June 2019, with a
potential extension for a second phase. Further information can be found in the website:
www.investinginwomen.asia.
1.4. Australia’s Department of Foreign Affairs and Trade through its Gender Equality Branch in
Canberra has contracted Abt Associates to implement the Investing in Women initiative.
1.5. Abt Associates is a mission-driven, global leader in research, evaluation and implementing
programs in the fields of health, social and environmental policy, and international
development. Known for its rigorous approach to solving complex challenges, Abt Associates
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is regularly ranked as one of the top 20 global research firms and was named one of the 40
international development innovators. The company has offices in the U.S., Australia and the
U.K., and program offices in more than 50 countries. Abt Associates head corporate office is
in Brisbane Australia with a program office in Canberra, Australia. Abt’s representative
country office and Investing in Women Operations Hub is based in Makati City, Philippines.
1.6. Abt Associates is seeking to procure a contractor to provide Media Monitoring Services to
Investing in Women across three countries: Indonesia, Vietnam and the Philippines, as
outlined in Part 2 – Scope of Services.
1.7. It is anticipated that the Media Monitoring Services will be delivered over the period March
to June 2018, with an option to extend to June 2019 subject to performance and Investing in
Women requirements.
2. General Information for Tenderers
2.1. All Tenders must be submitted in English.
2.2. The Tender is open to organisations (an incorporated entity, partnership or institution) based
in the Philippines, Vietnam or Indonesia.
2.3. The tender submission must be complete and Tenderers must use the tender forms provided
in this documentation (Annex A - Schedules)
a) Tender Submission Form as contained in Schedule A.
b) Technical Proposal as contained in Schedule B.
c) Capability Statement and Specified Personnel Proposal as contained in Schedule C.
d) Financial Proposal as contained in Schedule D.
2.4. Tenderers accept that their failure to provide all information may result in their tender being
excluded from further consideration.
2.5. It will be presumed then that, by submitting a Tender, the Tenderer agrees to the Conditions
of Tender, including the draft Subcontract template in Annex 3.
3. Tender Evaluation Process
3.1. Abt Associates reserves the right to undertake an initial short-list of Tenderers in accordance
with the Selection Criteria as set out in Part 1 – Clause 5. Short listed Tenderers will be
notified via email and invited for interview/presentation.
3.2. Short-listed tenders will be assessed by a Technical Evaluation Panel (TEP). The TEP will assess
the tenders based on the information provided and performance at interview. Material
tendered in response to one selection criterion may be used in the evaluation of other
selection criteria.
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3.3. Following the final assessment and calculation of the final aggregate scores in accordance
with Part 1 - Clause 5, the top scored tenderer will be advised as the Preferred Tenderer.
3.4. Unsuccessful tenderers will be notified in writing. However, only shortlisted, unsuccessful,
tenderers will be provided with brief written feedback upon request. The decision of the
evaluation panel is final, and the provision of feedback on the evaluation process is for
purposes of courtesy and quality improvement only. No further correspondence will be
entered into, on the basis of this feedback.
4. Tender Particulars
4.1. For interested tenderers, please register by emailing [email protected]
using the subject line “Media Monitoring Services RFT - Registration” This will allow us to
provide you with any updates prior to the RFT closing end-date. Registration details must
include:
a) Company Name
b) Representative of the Organisation
c) Contact Details (office address, email, phone, and skype)
4.2. Tenders must be submitted electronically via [email protected] before
the tender Closing Time, using the subject line: Media Monitoring Services – Tender. All
submissions must be received in English and in pdf format.
4.3. Tender will close at 5:00 pm (UTC +8) on 12 February 2018.
4.4. It is the responsibility of the Tenderer to ensure that the tender, including all attachments,
has been received, in the above email inbox prior to the tender closing date and time. Any
submissions received after the RFT closing time will be considered a late submission.
Investing in Women may at its absolute discretion, accept or reject a late submission.
4.5. Any enquiries from interested parties must be submitted no later than seven (7) days prior to
the RFT closing time through [email protected], with subject line: Media
Monitoring Services RFT – Query
4.6. Investing in Women reserves the right to issue or publish answers to all registered tenderers.
Notification will be provided to all tenderers via the contact details at the time of registration.
4.7. The Tender validity period is 180 days (unless otherwise negotiated).
5. Selection Criteria
5.1. The tender documents must be specific and presented concisely. Tenderers will be
evaluated on the basis of a technical assessment and a financial assessment in order to
achieve the best value for money outcome. The following selection criteria and weighting
will form the basis of tender evaluation:
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Criteria Percentage
A Company capability and relevant experience
The tenderer must provide proof, that it is a legal entity and have been
in operation for at least eight continuous years. The Tenderer must
also provide information on their relevant experience in providing
media monitoring services of a similar nature to a similar clientele,
scope and geographic reach in South East Asia.
20%
B Media monitoring strategy proposal
The tenderer must provide detailed proposal for a media monitoring
strategy that is aligned with the overall Investing in Women strategy
and the Scope of Services.
35%
C Resources and key personnel
The Tenderer must demonstrate that resources proposed are
appropriate and will allow for efficient and effective delivery of the
Scope of Services.
The Tenderer must demonstrate that nominated key personnel have
relevant background and experience to deliver Scope of Services.
The Tenderer must confirm organisational capacity to fund costs
associated with providing the Services.
[Tenderers should note that prior to contract negotiations with the
preferred tenderer, a due diligence assessment of the preferred
tenderer will be undertaken to determine that capacity exists to
manage and pre-pay such expenses. The preferred tenderer will be
requested to submit Financial Reports as part of this due diligence
assessment. ]
20%
D Value for money
The tenderer’s financial proposal must demonstrate that it strikes a
strong balance between economy, efficiency, ethics, and effectiveness.
The financial proposal should provide a clear fee structure (e.g.
Management Fee, Professional Fee etc) based on reasonable and
competitive rates.
25%
6. Tenderer Costs
6.1. Tenderers are responsible at their own cost for:
a) making all the arrangements and obtaining and considering all information relating to
the RFT preparation; and
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b) the preparation and lodgment of the tender including any cost incurred related to travel
arrangement or any other costs (e.g. communications cost) if the tenderer is shortlisted
and invited to present their proposal to Abt Associates’ office in Makati City, Philippines,
7. Abt Associates Rights
7.1. Abt Associates reserves the right in its absolute discretion at any time to:
a) Terminate this tender, or cease to proceed with this tender, change the structure and
timing of the tender, or vary or extend any detail in this tender at any time;
b) Terminate further participation in the tender process by any applicant for any reason;
c) Seek clarification of non-conforming tenders or request additional information or
clarification, or provide additional information or clarification;
d) Negotiate with any one or more tenderer;
e) Call for new tenders;
f) Accept or reject any Tender, and to cancel the Tender process and reject all Tenders, at
any time prior to the award of Contract, without thereby incurring any liability to the
affected Tenderer(s);
g) Reject any tender received after the closing time;
h) Assess or reject a non-conforming tender. Investing in Women will not enter into any
correspondence or discussion about a decision to assess or reject a non-conforming
tender;
i) Seek clarification of, and negotiate the terms included in, short-listed tenders after the
tender closes. These discussions will be documented and form part of the tender for
evaluation purposes; and
j) Terminate any negotiations being conducted at any time with any tenderers for any
reason.
7.2. Unsuccessful tenderers will have no redress against Investing in Women regardless of any
addition or amendment to any tender submission in these circumstances.
7.3. This Request for Tender does not give rise to a binding contractual relationship between Abt
Associates and the Tenderers.
7.4. Investing in Women will abide by the Australian Commonwealth Procurement Rules (CPR) in
running this application process. Details can be obtained at www.finance.gov.au.
8. Negotiation and Award of Contract
8.1. Upon completion of the evaluation process, Abt Associates will commence negotiations with
the Preferred Tenderer/s. Provided contract negotiations were successful, a contract shall be
offered to the successful tenderer(s) as per Annex 3. The provision of services must then be
completed according to the specifications of the project and within the agreed schedule.
8.2. The period of the contract will initially be for four (4) months (March to June 2018) plus an
option to extend on the basis of good performance and Investing in Women’s further
requirements.
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PART 2 – SCOPE OF SERVICES 1. Background
1.1. Women’s economic empowerment is fundamental to enhancing business competitiveness,
fuelling economic growth and essential to building equitable societies and communities. But
progress has been slow, and is held back by social norms that discriminate against women.
1.2. Investing in Women is developing an advocacy strategy that aims to positively shift attitudes
to women at work and in society by:
a) Regional and global knowledge building on women’s economic empowerment
b) Supporting key influencers to step up as Champions to drive change
c) Engaging urban young women and men on gender equality at work and at home
2. Purpose
2.1. The purpose of the media monitoring is to:
a) Provide an understanding of how women’s economic empowerment and the
approaches and barriers to achieving this, are represented in the media. This will inform
the implementation of Investing in Women’s advocacy activities.
b) Provide Investing in Women with an on-going understanding of the context and
emerging issues relevant to women’s economic empowerment.
c) Track effectiveness of Investing in Women’s advocacy and program activities.
2.2. To achieve this purpose the media monitoring Contractor will collect data on Women’s
Economic Empowerment content within print, broadcast and online media – covering both
traditional and social media – and present the results in Media Analysis Reports and/or other
forms proposed by the Contractor and agreed with Investing in Women team. The results will
provide quantitative and qualitative analysis of volume of conversations by type of media; by
country; by topic; and trends over the course of the contract. The monitoring will cover three
countries where IW is operating: the Philippines, Indonesia and Vietnam and will be ongoing
from March to June 2018.
3. Scope of Services
The Contractor will
3.1. Report to Investing in Women under the direction of the Advocacy and Communications
Director to deliver the services, and will attend coordination meetings as requested.
3.2. Develop a Media Monitoring Strategy and Work Plan based on the proposal submitted
during the Tender Process, indicatively by early March 2018.
3.3. Implement the approved Media Monitoring Strategy and Workplan and ensure that work is
delivered on schedule. The Contractor should advise Investing in Women of any potential
delays and how these will be managed.
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3.4. Identify keywords and phrases around women’s economic empowerment in English and the
dominant national languages in each target country (Bahasa, Filipino and Vietnamese) which
will be used to scan media sources.
3.5. Define the scope of the monitoring in terms of type and range of media sources and regions
within each country. Investing in Women is most interested in media used by these two
target groups: business leaders and young men and women (millennials) in urban Areas.
3.6. Monitor, track and analyse print, broadcast (TV and radio), online media and social media
(Facebook and Twitter) per country and for the South East Asia region in relation to
conversations about key themes of women’s economic empowerment.
3.7. Submit Media Monitoring Reports per country on women’s economic empowerment themes,
on a weekly basis, which would include at the minimum:
a) Compilation of clippings of news articles, media releases and media statements and the
like, from print and online media
b) List of TV or online video coverage
c) Hot topics on social media
3.8. Two (2) Media Analysis Reports per country (in narrative and charts/tables form) which
includes at the minimum:
a) Highlights of key findings and emerging issues
b) Analysis of the extent to which different media (social media, internet, broadcast and
print press) engage in conversation about key themes of women’s economic
empowerment
c) Analysis of which topics and messages are referred to most commonly in the media
d) Analysis of whether the conversation is favourable, unfavourable and neutral
e) Trends over time, highlighting peaks and significant events
f) Details of the leading media and leading commentators on key topics
g) Analysis of the prominence and placement of key topics
h) Details on the origins of stories (whether proactively generated, reactive, or third party
generated)
3.9. Provide Advertising Value Equivalence (A.V.E) for specific events (print, broadcast and online)
as requested by Investing in Women.
3.10. Create an online portal through which Investing in Women can access at any time the Media
Monitoring Reports, online videos and television clips and reports.
3.11. Submit a financial report showing actual spending against original budget.
4. Deliverables and Reports
4.1. All deliverables and reports must be submitted by the agreed deadlines and accepted in
writing by the Investing in Women Advocacy and Communications Director.
References Deliverable Indicative Deadline
3.2 Media Monitoring Strategy and Work Plan
2 March 2018
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3.4 Keywords and phrases around women’s
economic empowerment in English and the
dominant national languages in each target
country (Bahasa, Filipino and Vietnamese)
which will be used to scan media sources
7 March 2018
3.7 Weekly Media Monitoring Reports Submitted every
Monday to cover the
previous week, over the
period 12 March to 23
June 2018.
3.8 Media Analysis Report 1 (in narrative and
charts/tables form)
16 April 2018
3.8 Media Analysis Report 2 (in narrative and
charts/tables form)
11 June 2018
3.9 Advertising Value Equivalence (A.V.E) for
specific events (print, broadcast and online)
as may be requested by Investing in Women.
To be confirmed
3.11 Financial Report
29 June 2018
5. Activity Budget
5.1. A budgetary ceiling is set at A$ 25,000 over March to June 2018 inclusive of relevant taxes.
ANNEXES
1. Schedules
A. Tender Submission Form
B. Technical Proposal
C. Capability Statement and Specified Personnel Proposal
D. Financial Proposal
2. Abt Associates Child Safe Code of Conduct
3. Agreement Template
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ANNEX 1 – SCHEDULES A - D
Schedule A: Tender Submission Form
To Abt Associates,
[insert name], on behalf of [insert company name or delete if tendering as an Individual]
Address: (Insert Company Address)
Phone Number: (Insert Company Phone No).
Email address (Insert Company e-mail address)
(a) Offer to undertake the Scope of Services for Media Monitoring Services as defined in the
Request for Tender (RFT) documentation on the terms described in the RFT and the
particulars set out in the enclosed tender submission including the Financial Proposal.
(b) In consideration of Abt Associates promising to consider our tender, will keep this offer open
for a period of twelve weeks after the close of tenders;
(c) State that we have not prepared our submission with the benefit of information obtained
from current or former employees of Abt Associates or Abt Associates, or DFAT in
circumstances that constitute a breach of confidentiality or fidelity on the part of that
person; or with the benefit of information otherwise improperly obtained;
(d) State that we have not prepared our submission with the benefit of any information
obtained from any other potential tenderer or competitor for the services outlined in this
RFT;
(e) Confirm that we are not aware of any present, or potential Conflict of Interest that exists as
a result of us submitting this tender, or entering into an agreement with Abt Associates for
the provision of these services.
(f) Confirm that we have disclosed below (to the best of our knowledge) any matter that may
materially affect our performance of the contract, including but not limited to: security,
probity or integrity issue, including current or pending investigations or enquiries by any
government, law enforcement, or regulatory body; financial capacity and viability to
perform the services.
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________
(g) Nominate the following person as our representative for executive negotiations:
Representative’s Name: ____________________________
Position Title : ____________________________
DATED this _______ day of ___________, 2018
SIGNED for and on behalf of
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(Insert Company Name)
Signature of Authorised Signatory Name of Authorised Signatory
In the presence of:
Signature of Witness Name of Witness
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Schedule B: Technical Proposal
Detailed Response against Selection Criteria B. Must be no more than 10 pages. The technical
proposal must provide information about the organisation’s approach to providing the services
outlined in this RFT, including how the company will meet Investing in Women needs, the networks
available to Investing in Women, and what their corporate structure and available resources will be.
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Schedule C - Capability Statement and Specified Personnel
The tenderer must submit a Capability Statement of no more than 5 pages
providing response to Selection Criteria A and C, including the tenderer’s past experience in
providing similar services to those required under this RFT.
include names of Specified Personnel and key roles
CVs of Specified Personnel should be attached. Each CV should not exceed a page and should include
2 referees and their contact details.
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Schedule D: Financial Proposal
The financial proposal should address Selection Criteria D and provide a detailed cost estimate,
covering all costs required to execute the event quoted in Australian Dollars.
Financial proposals should clearly spell out the fees structure including any management costs and
reimbursable budget that may be required in implementing the assignment. Fee rates will be fixed for
the duration of the Agreement.
If Investing in Women chooses to exercise its right to extend the Agreement beyond the specified
completion date, then the fee rates will remain the same for the duration of the extension period.
Investing in Women is not bound or required to accept the lowest priced tender or any tender.
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ANNEX 2 - ABT ASSOCIATES CHILD SAFE CODE OF CONDUCT
Overview
Abt Associates’ capacity to ensure the protection of and assistance to the children and community
members with whom we work depends on the ability of all Abt Associates head office employees,
locally engaged employees, advisers, consultants, contractors, sub-contractors, sub-organisations,
partners, volunteers and the like (herein referred to as Abt Associates personnel) to uphold and
promote the highest standards of ethical and professional conduct. All Abt Associates personnel are
personally and collectively responsible for maintaining these standards.
It is recognised that Abt Associates’ work often puts individuals in positions of power in relation to the
children and community partners that we work with. All Abt Associates personnel have an obligation
not to abuse this power.
This Child Safe Code of Conduct is intended to articulate clear boundaries of behavioural expectations
in relation to working with children for the purposes of undertaking program delivery activities. It
serves as a guide for all Abt Associates personnel to make ethical decisions in their professional lives,
and at times in their private lives. For the purposes of this Code of Conduct, a child is any person
under the age of 18 years.
Whilst acknowledging that the local laws and customs may differ from one country to another, this
Child Safe Code of Conduct is based upon our expectations as a professional organisation and as
guided by international legal standards set out in Article 1 of the UN Convention of the Rights of the
Child.
This Child Safe Code of Conduct applies to all Abt Associates personnel. Any breach of this code will
be taken seriously and may result in administrative actions permitted within this agreement or
termination of the agreement in accordance with relevant Abt Associates procedures.
All Abt Associates personnel are responsible for encouraging, advocating and promoting the
dissemination of this Child Safe Code of Conduct. When carrying out duties for the delivery of the
Services, Abt Associates personnel have a role in implementing, monitoring and enforcing the Child
Safe Code of Conduct standards, and encouraging all employees, partners, sub-partners, clients, and
staff to adhere to these standards, and to join Abt Associates in upholding them.
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Commitment
In my capacity as the representative of an Abt Associates Partner Organisation, I acknowledge that I
have read and understand Abt Associates’ Child Protection Policy. I understand and agree that for the
purpose of this Policy, the organisation that I represent, its employees, advisers, consultants,
contractors, sub-contractors, sub-organisations, partners, volunteers and the like involved in the
implementation of the Activity are considered “Abt Associates personnel”, and as such, are bound to
comply with the Policy, and therefore shall:
Treat all children with respect regardless of their race; colour; gender; language; religion;
political or other opinion; national, ethnic or social origin; property; disability; birth or other
status.
Not use language or behaviour towards children that is inappropriate, harassing, abusive,
sexually provocative or suggestive (even as a joke), demeaning or culturally inappropriate.
Irrespective of any local jurisdictional laws, not engage children1 under the age of 18 in any
form of sexual intercourse2 or sexual activity
3 including paying for sexual services or acts.
Not abuse its position to withhold professional assistance, nor give preferential treatment,
gifts or payments of any kind, in order to solicit sexual favours or other forms of advantage.
Avoid being placed in a compromising or vulnerable position such as being alone with
children, and wherever possible ensure that another adult is present when working in the
proximity of children.
Not invite unaccompanied children into private residences, unless the child/children are at
immediate risk of injury or are in physical danger.
Not sleep close to unsupervised children unless absolutely necessary, in which case I must
obtain my supervisor’s permission, and ensure that another adult is present if possible (noting
that this does not apply to an individual’s own children).
Never use any computers, mobile/smart phones, video cameras, digital cameras or social
media to exploit or harass children or to access child exploitation material through any
medium. See also “Use of Children’s Images for Work-Related Purposes” over page.
Not use physical punishment on children.
Not hire children for domestic or other labour which is inappropriate given their age and
developmental stage, which interferes with their time available for education and recreational
activities, or which places them at significant risk of injury.
Comply with all relevant Australian and local legislation, including labour laws in relation to
child labour.
1 Where the child is 16 years or older and the other party is not more than 2 years older; and it can be established
that the child consented to the relationship, an exception can be recorded promptly on personnel files. 2 As defined under the Criminal Code Act 1995
3 As defined under the Criminal Code Act 1995
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Immediately report concerns or allegations of child exploitation, abuse or non-compliance
with Abt Associates’ Child Protection Policy or this Code of Conduct in accordance with Abt
Associates’ Child Protection Policy.
Immediately disclose all charges, convictions and other outcomes of an offence which
occurred before or occurs during the organisation’s association with Abt Associates that relate
to child exploitation and abuse, including those under traditional law, by any of the
organisation’s employees, partners, subcontractors, sub-partners, and staff.
Be aware of behaviour and avoid actions or behaviours that could be perceived by others as
child exploitation or abuse.
These behaviours are not intended to interfere with normal family interactions.
Use of Children’s Images for Work-Related Purposes
When photographing or filming a child or using children’s images for work-related purposes, all of my
organisation’s employees, partners, subcontractors, sub-partners, and staff must:
Take care to ensure local traditions or restrictions for reproducing personal images are
adhered to before photographing or filming a child.
Obtain informed consent from the child and parent or guardian of the child before
photographing or filming a child. As part of this, it must be explained how the photograph or
film will be used.
Ensure photographs, films, videos and DVDs present children in a dignified and respectful
manner and not in a vulnerable or submissive manner. Children should be adequately clothed
and not in poses that could be seen as sexually suggestive.
Ensure images are honest representations of the context and the facts.
Ensure file labels, meta-data or text descriptions do not reveal identifying information about a
child when sending images electronically or publishing images in any form.
Treat with the utmost importance the confidentiality of the children in our programs, and
never provide a child’s personal details to unauthorised person/s.
I understand that the onus is on me as an individual, as well as it is on every other individual referred
to as Abt Associates personnel in this Code of Conduct, to use common sense and avoid actions or
behaviours that could be construed as child exploitation and abuse (of any kind) when implementing
Abt Associates program activities. As the representative of an Abt Associates Partner Organisation, I
also understand and acknowledge that it is my responsibility to undertake everything I reasonably
can to ensure that the principles set out in this Code of Conduct and the underlying Abt Associates
Child Protection Policy are implemented by all of the partner organisation’s employees, advisers,
consultants, contractors, sub-contractors, sub-organisations, partners, volunteers and the like
involved in the implementation of the Activity.
Name:
As representative for:
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Signature:
Date:
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ANNEX 3 – SUBCONTRACT TEMPLATE
For more information: http://www.abtassociates.com.au/media-
monitoring-services-tender/