TENDER DOCUMENT FOR REQUEST FOR PROPOSAL FOR PR ... · TENDER NO. TENDER DESCRIPTION TENDER BID...

KENYA TOURISM BOARD (KTB)

KENYA RE TOWERS, UPPER HILL, OFF RAGATI ROAD P.O.BOX 30630-00100 GPO,

Tel. +254 020 2711262/2749000 NAIROBI KENYA

TENDER DOCUMENT

FOR

SELECTION OF PUBLIC RELATIONS AND ADVERTISING AGENCY

TENDER NO. KTB/RFP/0017/2015-2016

CLOSING DATE: TUESDAY 22ND MARCH, 2016 AT 12.00 NOON

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TABLE OF CONTENTS

Page INTRODUCTION ………………………………………………………. 3 SECTION I - LETTER OF INVITATION ……………….. 4 SECTION II - INFORMATION TO CONSULTANTS…… 5 SECTION III - TERMS OF REFERENCE………………………. 14 SECTION IV - TECHNICAL PROPOSAL………………………. 15 SECTION V - FINANCIAL PROPOSAL……………………….. 16 SECTION VI - STANDARD CONTRACT FORM……………….. 17

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SECTION I - LETTER OF INVITATION

OPEN NATIONAL TENDER

Kenya Tourism Board (KTB) requests sealed tenders from interested eligible candidates for the provision of the following services: TENDER NO. TENDER DESCRIPTION TENDER BID

BOND CLOSING DATE

KTB/RFP/0017/2015-2016

Tender for Provision of Public Relations & Advertising Agency Services

2% of tender sum

22/03/2016 at 12.00 p.m.

Interested eligible bidders may obtain further information and inspect the tender documents from the Procurement department, Kenya Tourism Board Headquarters, Kenya Re Towers, Upper Hill, Off Ragati Road, during working hours, Monday to Friday between 8.00 a.m. – 1.00 p.m. and 2.00 p.m. - 5.00 p.m. with effect from Wednesday 9th March, 2016. A complete set of the documents may be obtained by interested firms upon payment of a non-refundable fee of Kshs. 1,000.00 payable to our finance office in cash or by banker’s cheque. The document can also be viewed and downloaded from KTB’s website www.magicalkenya.com/tenders and IFMIS website supplier.treasury.go.ke/tenders free of charge. Bidders who download the tender document from the websites must forward their particulars immediately for records and any further tender clarifications and addenda. Completed tenders should be submitted in plain sealed envelopes clearly marked with Tender No. and Tender reference name; shall be addressed to: Ag. CHIEF EXECUTIVE OFFICER KENYA TOURISM BOARD, KENYA RE TOWERS, UPPER HILL, OFF RAGATI ROAD P.O.BOX 30630-00100 GPO, NAIROBI KENYA

and deposited in the tender box located on 7th Floor, Kenya Re Towers, Upper Hill, Off Ragati Road, Nairobi, Kenya to reach us on or before the dates specified above. Tenders will be opened immediately thereafter in the Board Room on the 8th Floor in the presence of tenderers’ or their representatives who choose to attend. Late tenders will not be accepted Ag. CHIEF EXECUTIVE OFFICER

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SECTION II - INFORMATION TO CONSULTANTS

Table of Contents Page 2.1 Introduction………………………………………………….. 6 2.2 Clarification and amendments to the RFP documents……….. 7 2.3 Preparation of proposals……………………………………….. 7 2.4 Financial proposal……………………………………………. 8 2.5 Submission receipt and opening of proposals ………………… 9 2.6 Evaluation of proposals (General)…………………………….. 10 2.7 Evaluation of Technical proposals…………………………….. 10 2.8 Opening and evaluation of Financial proposals………………. 11 2.9 Negotiations…………………………………………………… 12 2.10 Award of Contract……………………………………………… 13 2.11 Confidentiality………………………………………………… 13

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SECTION II - INFORMATION TO CONSULTANTS 2.1 Introduction 2.1.1 KTB will select a firm among those invited to submit proposals or those who

respond to the invitation for proposals in accordance with the method of selection detailed under this section and consistent with the regulations.

2.1.2 The bidders are invited to submit a technical proposal and a financial proposal as

specified in the request for proposal. 2.1.3 The bidders must familiarize themselves with local conditions as regards the

assignment and take them into account in preparing their proposals. To obtain adequate information on the assignment and on the local conditions, bidders are encouraged to liaise with KTB regarding any information that they may require before submitting a proposal.

2.1.4 KTB will provide the inputs and services specified in the special conditions of

contract needed to assist the bidder to carry out the assignment. 2.1.5 The cost of preparing the proposal, participating in the pitch presentation and

negotiating the contract including any visit to KTB’s premises are not reimbursable as a direct cost of the assignment. The KTB is not bound to accept any of the proposals submitted.

2.1.6 KTB’s employees, committee members, board members and their relatives

(spouse and children) are not eligible to participate in the tender. 2.2 Clarification and amendment to the RFP documents 2.2.1 The agency may request a clarification not later than Seven (7) days before the

deadline for the submission of the proposals. Any request for clarification must be sent in writing by post, fax or email to [email protected] KTB will respond by post, fax or email to such requests and will send written copies of the response (including an explanation of the query but without identifying the source of inquiry) to all bidders invited to submit proposals.

2.2.2 At any time before the deadline for submission of the proposals, KTB may for

any reason, either at its own initiative or in response to a clarification requested by an intended bidder amend the RFP. Any amendment shall be issued in writing, fax or email to all invited bidders and will be binding on them. KTB may at its discretion extend the deadline for the submission of the proposals.

2.2.3 Clarification of tenders shall be requested by the tenderer to be received by KTB

not later than 7 days prior to the deadline for submission of tenders.

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2.2.4 KTB shall reply to and clarifications sought by the tenderer within 3 days of receiving the request to enable the tenderer to make timely submission of its tender.

2.3 Preparation of proposals 2.3.1 The bidder’s proposal shall be written in English language. 2.3.2 In preparing the Technical Proposal, the bidders are expected to examine the

documents consisting of the RFP in detail. Material deficiencies in providing the information requested may result in rejection of a proposal.

2.3.3 While preparing the Technical Proposal, the bidder must give particulars attention

to the following:

(a) A good understanding of Kenya Tourism Board

(b) Value-add that the agency will provide in furtherance o f achieving the Board’s mandate (advertising & public Relations). Agencies are expected to present their proposals on integrated marketing communications including brand management, Public Relations, public information and consumer education and awareness campaigns.

(c) Client portfolios. The firms must demonstrate that they have done similar

work for other reputable organizations. The participating agency should submit at least three reference letters from their major clients in the past two years.

(d) Creative excellence in advertising/integrated marketing communications and in developing and carrying out consumer education campaigns.

2.3.4 The Technical Proposal shall be separate from the Financial Proposal and shall

not include any financial information. 2.4 Financial proposal

Bidders are expected to submit a rate card pertaining to agency costs relating to provision of the services highlighted in the scope of work. These are costs payable to the agency for creative and managerial resources required to undertake the aforementioned services. In addition, the rate card should also indicate third party costs associated with the delivery of services (e.g. Media buy/placement of adverts, printing, etc). The quoted amounts must be in Kenya Shillings and inclusive of all costs of discounts, withholding tax and VAT. The guidelines for the rate card are shown in this document.

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2.4.1 The fees shall be expressed in Kenya Shillings. 2.4.2 The Financial Proposal must remain valid for 90 days after the submission date.

During this period the bidder is expected to keep available at his own cost any staff proposed for the assignment. KTB will make best efforts to complete negotiations within this period. If KTB wishes to extend the validity period of the proposals, the consultants who do not agree, have the right not to extend the validity of their proposals.

2.4.3 The financial proposal must comply with the law governing the profession of the

consultant.

2.5 Submission, Receipt and opening of proposals 2.5.1 The technical proposal and the financial proposal (if required) shall be prepared in

indelible ink. It shall contain no interlineations or overwriting, except as necessary to correct errors made by the individual consultants. Any such corrections must be initialed by the bidder.

2.5.2 For each proposal the bidder shall prepare the proposals in the number of copies

indicated in the special conditions of contract. Each Technical Proposal and Financial Proposal shall be marked “ORIGINAL” or “COPY” as appropriate. If there are any discrepancies between the original and the copies of the proposal, the original shall govern.

2.5.3 The original and all copies of the technical proposal shall be placed in a sealed envelope clearly marked “TECHNICAL PROPOSAL”, and the original and all copies of the financial proposal in a sealed envelope duly marked “FINANCIAL PROPOSAL”. Both envelopes shall be placed in an outer envelope and sealed. This outer envelope shall bear KTB’s address and clearly marked “DO NOT OPEN before Tuesday 22nd March, 2016 at 12.00 Noon.

2.5.4 The completed Technical and Financial proposals must be delivered at the

submission address on or before the time and date of the submission of the proposals indicated in the appendix to the instructions to bidders. Any proposals received later than the closing date for submission of proposals shall be rejected and returned to the bidder unopened. For this purpose the inner envelope containing the technical and financial proposals will bear the address of the bidder submitting the proposals.

2.5.5 After the deadline for submission of proposals the outer envelope and the

technical proposals shall be opened immediately by the opening committee. The financial proposals shall be marked with the bidder’s number allocated at the time of opening the outer envelope and the technical proposals but shall remain sealed and in the custody of a responsible officer of KTB up to the time set for opening them.

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2.6 Evaluation of the Proposal (General) 2.6.1 From the time the proposals are opened to the time of the contract award, if any

bidder wishes to contact KTB on any matter relating to his/her proposal, he/ she should do so in writing at the address indicated. Any effort by a bidder to influence KTB’s staff in the evaluation of proposals or awards of contract may result in the rejection of the bidder’s proposal.

2.6.2 The tender will proceed in two stages i.e. both technical and financial. The technical stage will include a pitch presentation on the proposed creative direction for the whole range of services outlined in the section of the scope of work.

2.6.3 The evaluation committee shall have no access to the Financial Proposal, which in

any case will remain sealed, until the technical evaluation is concluded or finalized.

2.7 Evaluation of Technical Proposals 2.7.1 The evaluation committee appointed by KTB to evaluate the proposals shall carry

out the evaluation of technical proposals following the criteria set out in the Terms of Reference (TOR) based on the following points criteria:

EVALUATION CRITERIA

The bids submitted shall be subjected to a four-stage evaluation process as shown below:

a) Preliminary/Mandatory evaluation b) Technical evaluation c) Pitch presentation d) Financial evaluation

a) Preliminary/Mandatory Evaluation

Proposals will be evaluated on the basis of their responsiveness to mandatory requirements as listed here-below:-

NO. ITEM DESCRIPTION YES NO 1. Certificate of incorporation. 2. Valid Tax compliance certificate 3. Up to date professional membership certificate 4. Audited accounts for the last two financ ia l years

(2013 & 2014)

5. Sworn statements (declaration) on agency’s letterhead indicating that the company is solvent and owns the concepts and ideas presented in their proposal

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Failure to submit any of the documents/information listed above will lead to automatic disqualification. b) Technical Evaluation

The evaluation criteria shall be done in two areas, that is Marketing/Advertising and Public Relations. Technical evaluation for firms that qualify at the mandatory evaluation stage shall be done out of 100%. The pass mark will be 80 out of 100. The firms shall be evaluated on a scoring matrix as shown below:-

A. (i) Evaluation criteria for Marketing/Advertising

NO CRITERIA Sub- totals

Max scores

Scores Awarded

1 Agency’s relevant Experience for the Assignment (Corporate)

A General experience and understanding of the assignment by the agency firm. Provide details of three (3) Similar assignments done in the past three years. Provide samples and designs of assignments previously done in Advertising.

20 20

B Clients of similar size and complexity. Provide three recommendation letters from three of your major clients

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20

C Ability to develop and execute world class electronic campaigns – examples of TVCs and documentaries shot should be included / attached

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2 Methodology and Approach A Agencies initiatives and comments on the TORs

(OBJECTIVE OF THIS OR WHAT TO LOOK FOR)

5 10

B The agency should demonstrate their ability to achieve tight deadlines and flexibility in meeting KTB’s needs. Examples of campaigns done in the past.

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3 Human Resource Capacity

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A Team Leaders: 1. Client service lead: Should be a competent

and qualified individual possessing knowledge and at least 7 years’ experience in dealing in general management in advertising, public relations and Communication industry, minimum academic/technical qualification of university degree plus relevant experience. Added advantage will be given to the agency where the team leader is a member of staff at director level (please attach CV)

2. Creative team lead: Should be a competent and qualified individual possessing knowledge and at least 7 years’ experience in advertising on the creative side. Added advantage will be given to the agency where the team leader is a member of staff at director level (please attach CV)

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B Other key staff: Individuals that have requisite Qualifications with at least five years’ experience in advertising, public relations and communication industry. The firm may propose experts with skills relevant to assignment.(please attach CV)

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C Overall composition and structure of the team, including allocation of tasks and its adequacy and relevance in meeting the TORs. Teams with individuals that are employees of the agency firm(s) are preferred.

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D. The agency to show proof of latest Technology in place: Hardware, Software, Information banks and tools to execute and manage the contract – Example of software and hardware that will be used by company.

5 5

5 The agency must have a minimum annual turnover

of US $ 500,000 in 2014. 10 10

GRAND TOTAL 100

The firm that scores above the pass mark of 80 out of 100 in the technical evaluation shall be invited for a pitch presentation.

(ii) Pitch presentation for Marketing/Advertising

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The following criteria shall be used to evaluate the pitch presentation. Bidding firms are advised to align their presentations with the Pitch Communication brief presented later in this document.

NO CRITERIA Max

scores Scores Awarded

1. Understanding of the brief 15 2. Level of creativity and innovation as reflected in the presented

concepts 25

3. Effective use (including cost) of integrated marketing communications tools.

20

4. Suitability and applicability of proposed work plan, and Methodology.

10

5. Evidence of use of research tools and studies in advertising, Media planning, Media buying, Media optimization, Evaluation (Qualitative and quantitative), development of creative concepts for both local & international markets.

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6. Alternative proposals and justification for solutions recommended, added value.

5

7. Overall presentation 5 GRAND TOTAL 100

The firm that scores above the pass mark of 80 out of 100 in the pitch evaluation shall proceed to financial evaluation stage.

B. (i) Evaluation criteria for Public Relations

NO CRITERIA Sub- totals

Max scores

Firm’s relevant Experience for the Assignment

A General experience and understanding of the Brief by the firm. Provide details of three (3) Similar assignments.

25 25

B Ability to develop communication strategies for specific projects as required by the client. Provide three (3) recommendation letters from major clients.

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70

C Able to develop publications, press releases, shoot images for media placement. Show past assignments/works

30

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D Personnel: Individuals that have requisite Qualifications with at least five years experience in public relations and communication industry. The firm may propose experts with skills relevant to assignment (please attach CV). Demonstrate strength in Strategic Communications, writing and media relations

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E The firm to show proof of latest Technology in place: Hardware, Software, Information banks and tools to execute and manage the contract

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TOTAL MARKS 100

The firm that scores above the pass mark of 80 out of 100 in the technical evaluation shall be invited for a pitch presentation.

(ii) Pitch presentation for Public Relations The following criteria shall be used to evaluate the pitch presentation. Bidding firms are advised to align their presentations with the Pitch Communication brief presented later in this document.

NO CRITERIA Max

scores 1. Understanding of the brief in line with current PR trends 20

2. Level of creativity and innovation as reflected in the

presented concepts in line with KTB PR focus 15

3. Able to show/demonstrate other work done e.g. magazines

/publications/PR campaigns 20

4. Able to demonstrate on how to source revenue and quality writers

for the publication 20

5. Show knowledge on communication/print journalism. Able to provide photography/videography services when required .

20

6. Alternative proposals and justification for solutions

recommended, added value… 5

GRAND TOTAL 100 The firm that scores above the pass mark of 80 out of 100 in the pitch evaluation shall proceed to financial evaluation stage. d) Financial Evaluation The firm that will score highest at the pitch stage and provides the most cost effective financial proposal will be considered for award of tender. The financial

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evaluation will be done through comparing rates for the items listed. Bidders are advised to provide the rate cards for all the items listed.

2.8 Opening and Evaluation of Financial Proposals 2.8.1 After completion of the evaluation of Technical proposals KTB shall notify the

bidders whose proposal did not meet the minimum technical score or were declared non responsive to the RFP and terms of reference. The notification will indicate that their financial proposals shall not be opened and will be returned to them unopened after the completion of the selection process and contract award. At the same time, KTB shall simultaneously notify the consultants who have secured the minimum technical score that they have passed the technical qualifications and inform them the date and time set by KTB for opening their financial proposal. They will also be invited to attend the opening ceremony if they wish to do so.

2.8.2 The financial proposals shall be opened by KTB in the presence of the bidders

who choose to attend the opening. The name of the bidder, the technical score and the proposed fees shall be read out aloud and recorded. The evaluation committee shall prepare minutes of the opening of the financial proposals.

2.8.3 The formulae for determining the financial score (SF) unless an alternative

formula is indicated in the appendix to the information to tenderers shall be as follows: Sf = 100 x fm/f where Sf is the financial score Fm is the lowest fees quoted and F is the fees of the proposal under consideration. The lowest fees quoted will be allocated the maximum score of 20%

2.8.4 The bidders proposals will be ranked according to their combined technical score

(st) and financial score (sf) using the weights indicated in the appendix to the instructions to consultants. Unless otherwise stated in the appendix to the instructions to consultants the formulae for the combined scores shall be as follows; S = ST xT% + SF x P% Where S, is the total combined scores of technical and financial scores St is the technical score Sf is the financial score T is the weight given to the technical proposal and P is the weight given to the financial proposal

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Note P + T will be equal to 100% The bidder achieving the highest combined technical and financial score will be invited for negotiations.

2.9 Negotiations

2.9.1 Negotiations will be held at the same address indicated in the appendix to the

information to consultants. The purpose of the negotiations is for KTB and the bidder to reach agreements on all points regarding the assignment and sign a contract.

2.9.2 The negotiations will include a discussion on the technical proposals, the

proposed methodology and work plan, staff and any suggestions made by the individual consultant to improve the Terms of reference. The agreed work plan and Terms of reference will be incorporated in the description of the service or assignment and form part of the contract.

2.9.3 The negotiations will be concluded with a review of the draft contract. If

negotiations fail, KTB will invite the bidder whose proposal achieved the second highest score to negotiate a contract.

2.10 Award of Contract 2.10.1 The contract will be awarded after negotiations. After negotiations are completed

KTB will promptly notify the other bidder that they were unsuccessful and return the financial proposals of the bidders who did not pass technical evaluation.

2.10.2 The selected bidder is expected to commence the assignment on the date indicated

in the appendix to the information to bidders or any other date agreed with KTB. 2.11 Confidentiality 2.11.1 Information relating to evaluation of proposals and recommendations of contract

award shall not be disclosed to the bidders who submitted the proposal or to other persons not officially concerned with the process, until the winning bidder has been notified that he/she has been awarded the contract.

3.0 Performance Bond

The selected firm shall within fourteen (14) days after issuance of the letter of notification shall furnish the Kenya Tourism Board with a Performance Bond that will remain valid for Thirty (30) days beyond the duration of this Agreement or any termination thereof and whose value shall be equivalent to Kenya Shillings 500,000.00

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The proceeds of the Performance Bond shall be payable to Kenya Tourism Board as compensation for any delay or damage resulting from failure by the firm to fulfill its obligations hereunder. The Performance Bond shall be in the form of an On- Demand-Bank-Guarantee issued by a reputable Bank carrying on business within Kenya and acceptable to the Board. The Performance Bond will be discharged by Kenya Tourism Board and returned to the firm not later than Ninety (90) days following the expiry of this Agreement or earlier termination.

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SECTION III - TERMS OF REFERENCE FOR SELECTION OF PUBLIC

RELATIONS AND ADVERTISING AGENCY A. MARKETING/ADVERTISING CONSULTANCY

SCOPE OF WORK FOR MARKETING/ADVERTISING

ACTIVITY DESCRIPTION

Brand/Product Strategy Development

Facilitate the process of the development of brand strategies - in line with the KTB corporate strategic plan 2012 – 2018 and around the Vision 2030.

Strategic Brand Management Enhancement of the stakeholder engagement process.

Identification and capitalization of strategic partnerships; within and beyond the tourism/travel sector.

Creative Marketing Concept Development

Covering Corporate, marketing and brand (product) for the domestic and international market.

Review of Brand Manual Periodic review of the brand standards manual that dictated the use and application of the brand (including brand colours, applications at different settings, tones, Typographical elements, reproduction guidelines for printers etc.)

Media Strategy including: Media Planning and Buying

Domestic and International (where required) placement

Electronic Media: (TV, Radio, Cinema, Others) Print Media: (Publications such as Newspapers, Magazines, journals)

Involving the strategy based on the brief for placement of said media for the following areas:

a. Corporate b. Thematic c. Brand/Product d. Customer Promotion

Out Door Campaign Design/Placement (Billboards/Wall branding/Ambient) Below-The-Line Customer focused for all Brands

/products/POS/Branding/Flyers/Brochures/Display units and Collateral

Account Management Continuous interaction with the Client and facilitation of work from client brief to creative implementation.

Updates to management and the marketing team through status meetings.

Corporate Internal (Newsletter/annual reports/Calendars/e-shots) Corporate Stationary design

Planning of Experimental/ initial Marketing (Events Planning, Consumer/Trade Promotions)

Local road shows, etc. Launches, Sponsorships etc. Local Exhibitions, Conferences, Activations, etc.

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B. PUBLIC RELATIONS CONSULTANCY

Objective The agency is expected to employ an integrated strategic communication approach towards championing travel among domestic travellers as well as internationally with a view of increasing the contribution of tourism to Kenya’s economy while managing the tourism brand image locally and abroad. The overall Public Relations expertise extended to KTB must demonstrate support to the three communication pillars: Social, Performance and Perception. Objectives

• Restore destination confidence • Re-engage media through themed exposure to the destination and consistent info • Enhance stakeholder or ensure effective lobbying and advocacy with critical

stakeholders • Create a conducive environment for marketing to take off in markets where

Kenya was on ‘stop sale’ • Review, engage and manage KTB’s Crisis Communication plan • Maximize on leveraging on partnerships/events

Key PR Strategies

• Media management and engagement • Destination PR • Stakeholder engagement • Marketing Communication support • Leverage on events /conferences /International events place Kenya on the global

map e.g. Marathons, conferences, celebrity visits • Targeted Corporate Social Responsibilities/sponsorships/partnerships e.g. Kenya

Open • Crisis management

SCOPE OF WORK FOR PUBLIC RELATIONS

ACTIVITY DESCRIPTION

Gathering, generating and disseminating information related to the travel industry news and stories

Gather and package industry news and stories for dissemination to source markets through: Weekly destination narratives The KTB e- Bulletin

/online blog to stakeholders shared once every 2 weeks.

Media intelligence: Proactively provide guide on adverse media coverage and futuristic outlook based on current industry and reporting trends.

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Generate opinion pieces periodically Preparing editorial material Prepare editorial material e.g. forewords for key

platforms that KTB participates in e.g. KAHC guide, Go Places.

Prepare material for local editorial/advertorial coverage for both print and electronic (locally and internationally).

Show ability to generate industry related content for

use on print and electronic media at least once a month.

Press releases/briefs/statements Generate timely periodic and special press releases/statements for dissemination to source markets and to the local media proactively and as guided by KTB HQ Public Relations.

Prepare media packs and fact sheets for use by KTB in key media events (local and international)

Media monitoring/tracking Monitor and track 1. KTB mentions, 2. Stories that affect the travel trade 3. Tourism related coverage in print, social

media and electronic media.

Capture any international reporting that affects the tourism sector.

Provide daily briefs on media coverage, both corporate and industry not later than 8. 30 a.m. daily.

Crisis Management Review the Crisis Communication Manual and support its implementation plan and execute as necessary.

Action briefs as per guidelines from the Crisis Communication (KTB and National Crisis) teams.

Disseminate on time updates during times of crisis

Destination fact sheet and /media pack Constantly update the destination/ Media fact sheet for use in KTB activities in the source markets

Strategic Communication Give strategic direction in the various key areas in Public Relations, advising the board through the Managing Director on insights that will lead to effective Public Relations at destination and Corporate level

Give leads to risks on the brand/destination image

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Communication Objectives

To differentiate the products that the destination offers from competing destinations; offering Kenya a competitive advantage by the financial year ending 2015 / 2016

OBJECTIVES The objective of this tender is to appoint an advertising agency that can provide Kenya Tourism Board with the following:

Develop a relevant and comprehensive advertising/public relation strategy incorporating media and publicity strategy

Educate and update the target market and stakeholders about Kenya Tourism Board services offerings

Raise the awareness of Kenya Tourism Board, its activities, products and Services, through print and electronic media (coverage and advertising)

Build and maintain the Board’s reputation through proper media channels and relationship management.

Provide a strategic analysis of the current Kenya Tourism Boards’ public relation activity

Develop a comprehensive media policy that must be properly implemented

Alignment of the Board’s advertising and public relation & strategic implementation at head office

Conduct a communication analysis of KTB

Design a communication strategy for implementation from April 2016 to June 2018

Raise the public profile of KTB nationally with identified audiences

Ensure effective lobbying and advocacy with Critical stakeholders

THE KENYA TOURISM BOARD EXPECTATIONS KTB is planning to take on board an Advertising & Public Relations agency to manage KTB’s corporate communication needs which include issues and crisis management,

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reputation management, consumer and stakeholder education and awareness, corporate advertising, internal communication etc. Scope of work and expected output: The Agency will provide the full advertising and PR services from strategic brand

development, advertising concept development right to the implementation and monitoring of the performance of the campaign and reporting on their effectiveness.

Deliverables: The Agency will be required to present a report setting out;

A gap analysis of the communication needs of the Board’s overall communication needs of the activities to be undertaken by the implementing partners

Goals & SMART targets of the proposed communication strategy

A detailed analysis identifying the settings, channels and media for reaching the critical publics for the communication strategy

A FINAL Report setting out:

Detailed dissemination strategy with recommended outlets and media for reaching the public’s and audiences identified

Proposal, in outline, of the types of education and informational material suggested for use as part of the communication strategy

An implementation plan, including a detailed resource list and estimated Budget

A Gantt chart timetabling the roll-out strategy

A draft evaluation instrument for measuring the achievement of the goals and targets of the strategy

Commencement date & Period of performance

The intended commencement date is 1 April, 2016 and the period of performance of the contract will be a maximum of two years (24 months) from this date subject to a satisfactory annual performance review. REPORTS Reporting requirements

The Agency is expected to submit the following reports:

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Draft PR and communication strategy – within two months after starting the assignment.

Draft design kit and detailed country activity plans – within three months after commencement of the assignment – or if comments from the client are received late – within three weeks after receiving comments from the client;

Quarterly progress reports once the advertising campaign has started, both on the global campaign as well as on the individual country campaigns, detailing the work undertaken, results achieved and a budget comparison against plans.

FACILITATION KTB will: Facilitate access to documents related to previous promotional activities by the

Board to the winning Agency. Provide meeting venue for progress reporting. Facilitate Stakeholders’ meetings at the Board’s offices. Assign a Board Officer who will act as a counterpart staff for the coordination

between the winning bidder and the Board.

PRICE SCHEDULE FORM (GUIDING RATE CARD)

(i) General

1 2 4 6 ITEM DESCRIPTION QUANTITY

& QUALITY DURATION UNIT

PRICE UNIT PRICE OF OTHER INCIDENTAL SERVICES PAYABLE, E.G. TAXES -GIVE DESCRIPTION

Fundraising Conceptualized strategy for fundraising from various sources including the government

Contract period

Sponsorships Conceptualized strategy for revenue generation through sponsorships/partnerships

Contract period

Special Lobbing Conceptualized strategy to positively engage parliamentary committee so as to support KTB’s efforts

Design and production of

In house publication Quarterly

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newsletters

Press releases Compiling press releases for dissemination to the media.

Well written, edited and proof-read releases, as and when required.

contract period

Electronic media event coverage

Covering corporate events and consumer education outreach activities/events for electronic media

Broadcast quality coverage for radio and TV as and when required

contract period

Event concept Conceptualize corporate events and consumer education outreach activities/events

As per client brief; as and when required

contract period

Event management Manage corporate events and consumer education outreach activities/events

As per client brief; as and when required. Cost per person managing per hour.

contract period

Media buy KTB pays as per rate cards of various media houses.

Purchase of space as per client brief.

contract period

Public notices, tenders and other corporate notices

Basic layout and design of tenders and notices. Note that this has very little creative input.

Cost per desk top publishing for each basic advert.

contract period

Public notices and education materials for consumer education campaigns e.g advertorials/strip ads

Creative design and artwork of advertorials and press ads.

Cost per desk top publishing for each advert.

contract period

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High quality voice-over

High quality voice-over per 60 seconds electronic advert/announcement.

Cost per voice-over artiste

contract period

Music rights Music rights per advert. Music rights cost per advert.

contract period

Creative copy writing for electronic media

Creative copy writing Cost per 60 seconds electronic media advert

contract period

Sound effects Sound effects for various electronic media productions; e.g. adverts

Cost sound effects per 60 seconds

contract period

Radio studio editing

Editing of radio production Cost per hour of editing

contract period

(iii) Still Photography Very high quality To take photos for quality Cost per

hour of editing including all necessary props

contract period

Ordinary photography; e.g. for portrait s, passport pictures

Everyday kind of photography for corporate events, etc

Cost per hour

contract period

(v) Creative concepts Conceptualize and direct

productions as per client brief Cost per campaign

contract period

Copy writing Creative copy writing for print advertising

Cost per advert

contract period

Copy writing for TV infomercials

Creative writing infomercials Cost per 1000 words

contract period

(vi) Document Editing, Proof Reading & Translations Script translation (English to Kiswahili)

Long script translation; e.g. for annual report, service charter

Copy per A4 page (12 points, Times Roman font, single spacing)

contract period

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Professional document editing

Long copy script editing Editing per A4 page (12 points, Times Roman)

contract period

Professional proof reading

Long copy proof-reading Proof reading per A4 page (12 points, Times Roman font, single psace)

contract period

(vii) Desk-top Publishing (DTP) & Illustrations Design & layout Design and layout of adverts,

publications, posters, fliers, banners, brochures, invitation cards etc.

Cost per hour

contract period

Hand draw illustration

Illustrations as per client brief up to A2 size

Cost per illustration

contract period

B. ROADSHOWS AND OUTREACH ACTIVITIES Large lorry/low loader

40 ft lorry/low loader to be used for road shows.

Cost per day (24 hours)

contract period

Small van with stage per day

Avail small van for road shows Cost per day (24 hours)

contract period

PA system sound (4,000 watts minimum)

Avail full PA system Cost per day (24 hours)

contract period

Power Generator Avail appropriate generator for road show

Cost per generator per day

contract period

Roadshow supervisor

Supervisor per road show Cost of supervisor per day

contract period

Supervisor night out

Supervisor night out allowance Indicate night out allowance per night

contract period

Road shown DJ Road show DJ Cost per DJ per day

contract period

Road show DJ night out

DJ night out allowance Indicate night out per DJ allowance per night

contract period

25

Roadshow emcee Roadshow emcee Cost per emcee per day

contract period

Emcee night out Emcee night out allowance

Indicate night out per emcee per night allowance

contract period

Roadshow performer (Popular musician, drama group, acrobats etc.)

Performers during roadshows Cost per performer per day

contract period

Performers’night out

Performers’night out allowance Night out per performer per day

contract period

Roadshow bouncers Bouncers during roadshows Cost per bouncer per day

contract period

Bouncers’night out Bouncers’ night out allowance Night out per bouncer per day

contract period

C. MEDIA MONITORING Media monitoring Daily of all main daily and weekly

newspapers; all major radio stations (including vernacular); all major television stations; and deliver daily capture to client each morning.

To bill service monthly

contract period

Detailed monthly analysis of media reports

Agency to supply monthly media performance index vis a vis market peers.

To bill monthly

contract period

Quarterly detailed analysis of media reports.

Agency to supply detailed quarterly analysis of client media performance index vis a vis market peers.

To bill quarterly

contract period

D. RESEARCH/SURVEYS i. Focus Groups Focus group To do focus group (upto 20

people) analysis on various topics as per client brief and make a report to client

Cost per group per survey

contract period

Focus group individuals

Cost per participant Cost per focus group participant

contract period

26

Focus group To do focus group (upto 20 people) conduct pre-test/posttest of campaigns

Cost per focus group per campaign

contract period

Questionnaire Formulate comprehensive questionnaire

Cost per questionnaire per research

contract period

(ii) Research within Nairobi

Research within Nairobi

Include all costs for research per 100 respondents within Nairobi region (radius 50 km)

Cost per 100 respondents research

contract period

Researchers To carry out research within Nairobi

Cost per researcher per day

contract period

Researcher night out

Night out for researcher within Nairobi

Night out per researcher per night

contract period

Research supervisor

To supervise researcher within Nairobi

Cost per supervisor per day

contract period


Night out for researcher within Nairobi

Night out per supervisor per night

contract period

(iii) Research within Mombasa

Research within Mombasa

Include all costs for research per 100 respondents within Mombasa region (radius 50 km)


contract period

Research supervisor To supervise researcher within

Mombasa


contract period


Night out for researcher within Mombasa


contract period

iii. Research within Kisumu and Nakuru Research within Kisumu and Nakuru

Include all costs for research per 100 respondents within Kisumu and Nakuru region (radius 50 km)


contract period

Researcher To carry out research within Kisumu and Nakuru


contract period


Night out for researcher within Kisumu and Nakuru

Night out per researcher

Contract period

27

per night

Research supervisor To supervise researcher within Kisumu and Nakuru


contract period


Night out for researcher within Kisumu and Nakuru


contract period

iv. Research within Other Towns Research within other towns

Include all costs for research per 100 respondents within Other Towns region (radius 50 km)

Cost per per 100 respondents research

contract period

Researcher To carry out research within other towns


contract period


Night out for researcher within other towns

Night out per researcher per night

contract period

Research supervisor night out

To supervise researcher within other towns night out

Cost per supervisor per day supervisor per night

contract period

v. Other Research Outputs Research report Full analysis and compilation of

findings; and recommendations and up to 3 presentations within Nairobi

Cost per 100 respondents report

contract period

Focus group report Compilation, detailed analysis, recommendations and up to 3 presentations within Nairobi.

Cost per up to 4 focus groups report

contract period

E. GIVEAWAYS & PROMOTIONAL ITEMS Production of various promotional giveaway items

Design and/or identification of suitable, high quality items for corporate use

Indicate Board agency will charge over and above quoted price of goods.

contract period

28

Production of Corporate giveaway catalogue

Identification and design of suitable, high quality items for corporate use and below the line giveaways for road shows and outreach activities

1 Catalogue of more than 500 corporate giveaways and 500 below the line giveaways

contract period

F. PRINTING Printing of corporate brochure

Printing of 2000 copies full colour in various paper sizes including A4, A5, 20cm x 20 cm etc

Indicate the cost of colour separation

contract period

Printing of annual report

Printing of 1000 copies of the annual report in full colour in various paper sizes and high quality

CATEGORY ITEMS QTY. UNIT

RATE (Kshs) Incl. VAT

QTY. Yearly (Appx)

Creative Costs General Adverts for, TV, Radio and print media (Excl. 3rd party costs)

1 As per order

Corporate slogan- per Ad 1 As per

order Thematic Adverts (Excl. 3rd costs)

Per theme As per order

Education campaign slogan 1 As per

order Design and layout

costs of giveaways Calendar- A2, 12 Leaf with plus fly sheet 2000

Diaries 1 Invitation Cards standard 1 As per

order Invitation Cards 40X10cm 1 fold

and other sizes 9x5cm 1 As per

brief Corporate Profile brochure 1 As per

brief Flyers 1 18

types As per

29

brief

Event programs 1 As per brief

Certificates 1 4 Newsletter (16 – 20 pages) 1 4 Annual Reports (high quality) 1 1 Survey Questionnaires

1 As per brief

Licensing fliers A4 Folded to DL 1 2 Licensing fliers A4 1 As per

order Licensing fliers 20 X20 cm 1 As per

order Licensing fliers 25 X25 cm 1 As per

order Carry bags A3 1 As per

order Carry bags A4 1 As per

order Environmental friendly Bags A3 1 As per

order Environmental friendly Bags A4 1 As per

order Posters A2 on Satin Paper

1 As per order

Posters A2/A3 Offset printing 1 As per order

Flags Standard Size

1 As per order

Buntings Paper A4 Double sided 1 As per order

Brass Plaques A2, 1

As per order

PVC Stickers Various Sizes 1 As per

order Directional Signs mounted/stand

A1, A2 1 As per order

30

Signage Design 1 As per

order Billboards/ Flexis

1 As per order

Street Banner 1 As per

order Banners

As per order

Tear Drop 1 As per

order Feather

1 As per order

Horizontal 1 As per

order Vertical

1 As per order

Roll Up Banners with stands 1 sided 1 As per

order Stands 1 sided Roll Up Banners with stands 2

sided 1 As per order

Standees 5'x2' 1 As per

order T-Shirts- round neck

(male/female) 1 As per order

Polo-Shirts (male/ female) 1 As per

order Fleece Tops Embroidery

1 As per order

Pens 1 As per

order

Key rings 1 As per order

Paperweights 1 As per

order

Umbrellas 1 As per order

Mugs 1 As per

order

Mouse Pads 1 As per order

31

Wall Clocks 1 As per order

Men/Ladies Shirts 1 As per

order

Table flags 1 As per order

Scarves 1 As per

order

Sun visors 1 As per order

Caps 1 As per

order

Makuti Hats 1 As per order

Ties 1 As per

order

Sashes 1 As per order

Mission and vision Plaques 1 As per

order

Track suits 1 As per order

Letter opener 1 As per

order Mouse pads Miniature flags Flash disks Desk clocks Printing Cost

inclusive of Colour separation

Calendar- A2, 12 pgs plus cover; 2000 5000

Diaries- A4 size, 2 pgs printed + name embossed

2000 2000

Invitation Cards- A5 size standard 100 1000 Invitation Cards 40X10cm 1 fold 100 2000 Xmas cards-A4 folded to A5

standard 100 3000

Business cards per name 9x5cm 170 48,000 Licensing fliers- (of various sizes)

printed both sides 6

12,000

Flyers- D1 size printed both sides 6 12,000 Roll Up Banners with stands 1 1 As per

32

sided order Roll Up Banners with stands 2 sided

1 As per order

Standees 5'X2' 1 As per order

Event programs- A4 printed both sides

150 As per order

Menus- A4 size, 1 fold 150 As per order

Newsletters- A4, 20 pgs self cover 500 As per order

Newsletter (15 pgs- 50 pgs) 500 As per order

Directional Signs Mounted/stand A1, A2, A3, A4

1 of each As per order

Annual Reports- A4, 36, 40, 44, 48, 52 – 60, 60-70 pgs + cover

500 500

Survey Questionnaires- A4, both sides printed

50 As per order

Certificates- A4, 1 side printed on board

10 As per order

Table Flags 200 As per order

Hoisting Flags- Standard size 50 As per order

Paper Weights 50 As per order

Conference A4 Paper folders 200 As per order

Carry Bags A1, A2, A3 500 of each As per order

Environmental friendly Bags 500 of each As per order

A3, A2, A1 Branded A4 Writing Pads 200 As per

order Posters A1, A2 on Satin paper 1 of each As per

order Posters A1/A2 /A3 Offset writing

1 of each 500

Buntings Paper A4 Double sided 100m As per

order Brass Plaques A2, A1 (black, 1 of each As per

33

white and coloured) order Brass Plaques A2, A1 (coloured)

PVC Stickers various sizes 50 As per order

Cost of burning and purchasing CD

Costs of burning CD 1 200 Costs of purchasing CD Production of

branded promotional items

Polo Shirts (male/ female) 1 1000 Heavy weight-

Embroidery/Print/Heat transfer 100 As per

order Light weight-


order Round neck T-shirt (male/female) 100 As per

order Heavy weight-


order Light weight-


order Standard- Embroidery/ Print/ Heat

transfer 100 As per

order Fleece Tops Embroidery 100 As per

order Fleece Tops Embroidery 100 As per

order Tie- Standard Size 500; 1000 As per

order Scarves (standard size) imported 500; 1000 As per

order Umbrellas 1000;

As per order 2000

Business Card Holders 500 As per

order Key Holders- Standard Size

1000 As per order

Caps- Standard Size 1000 As per

order Wallets ( Male/female) 500

As per order

Computer Bags 200 As per

order Wall Clocks 500

As per order

34

Wrist watches (male/female) 50 As per

order Pens 1000

As per order

Branded Executive pen 500; 1000 As per order

Branded Calculators 1000; 500 As per order

Balloons 1000 As per order

Table Calendars 1500 As per order

Thermo Mugs 500; 1000 As per order

Tea Mugs 500; 1000 As per order

Branded Lanyards (Reflective) 200 1500 Branded Wallet USB Flash Drive 1GB 1000 As per

order 2GB 1000 As per

order Branded Lapel pins 500 As per

order Gold Coated Name Tags 200 As per

order Gold Snapper Frames size A1, A2,

A3, A4 1 of each As per

order Silver Snapper Frames size A1,

A2, A3, A4 1 of each 300

Metal/Glass brochure holders 1 of each 50 Billboards/ Flexis 3x6mts 1

As per order

8x4mts 1 As per order



15300mm x1950mm 1 As per order

35

Branded Tents 1 50 p'ple (20ft x 20ft) 1 2 150 p'ple (40ft x 20ft) 1 2 Banners 5m x 2m 1 As per

order 3ft x 10ft 1 As per

order 4ft x 15ft 1 As per

order 12 x 6mts 1 As per

order Street Banner 7m x 1.5mts 1 sided with eyelets 1 As per

order 7mX1.5mts 2 sided with eyelets 1 As per

order Drop Banners 8 x 2 ft 1 As per

order Feather Banners 2 metres 1 As per

order Horizontal Banners 16 x 2 1 As per

order Vertical Banners 10 x 3 ft 1 As per

order Branded mouse pads 500; 1000 As per

order Sun visors (paper) 1000; 500 As per

order Makuti Hats 200

As per order

Sashes 20 As per

order Mission and vision cards plastics

100 As per order

Track suits 50 As per

order Public Relation

Services Per press Briefing

Per Event Per Press Release

36

For Over 300 guests Between 100- 300 guests Below 100 guests Event Management

per job as follows: Reputation Risk Assessment (Issues Management) and Development of Intervening Communications (Pr) Strategy/Plan

ONE OFF

Development and Execution of a Communication Crisis Plan or Strategy in the Event of a Crisis

ONE OFF

CATEGORY ITEMS QTY. UNIT RATE (Kshs) Incl VAT

QTY. Yearly (Appx)

Third Party Production AGENCY

COMMISSION (As A%)

Third Party Costs 15%

MEDIA COST- PRINT Advertisement Newspaper

Full Page- Black and White

Nation Newspapers Mon/Thur/Sat Tue/Wed/Sat Friday

1 -

Half Page- Black and White

Nation Newspapers Mon/Thur/Sat Tue/Wed/Sat Friday 1 -

Quarter Page - Black and White

Nation Newspapers Mon/Thur/Sat Tue/Wed/Sat Friday 1 -

One Eight Page - Black and White

Mon/Thur/Sat/Tue/Wed/Sat/Friday Nation Newspapers 1

Full Page- Coloured

Nation Newspapers

1 - Mon/Thur/Sat Tue/Wed/Sat Friday Half Page- Nation Newspapers

1 - Coloured Mon/Thur/Sat Tue/Wed/Sat Friday

37

Quarter Page -Coloured

Nation Newspapers Mon/Thur/Sat Tue/Wed/Sat Friday

1 -

One Eight Page - Coloured

Mon/Thur/Sat/Tue/Wed/Sat/Friday 1 -

Standard Newspapers Full Page- Black

and White Standard Newspapers Mon/Wed/Thur Tue/Fri Sat/Sun 1 -


Standard Newspapers Mon/Wed/Thur Tue/Fri Sat/Sun 1

-


Standard Newspapers Mon/Wed/Thur Tue/Fri Sat/Sun

1 -


Standard Newspapers Mon/Wed/Thur/Tue/Fri/Sat/Sun 1

-

Half Page- Coloured

Standard Newspapers Mon/Wed/Thur Tue/Fri Sat/Sun 1 -

Quarter Page - Coloured

Mon/Wed/Thur 1 - Tue/Fri

Sat/Sun One Eight Page -

Coloured Mon/Wed/Thur

1 - Tue/Fri Sat/Sun Kenya Times Full Page- Black

and White Mon/Thur/Sat/Sun

1 - Tue/Wed/Fri Half Page- Black

and White Mon/Thur/Sat/Sun

1 - Tue/Wed/Fri Quarter Page -

Black and White Mon/Thur/Sat/Sun

1 - Tue/Wed/Fri One Eight Page -

Black and White Mon/Thur/Sat/Sun

1 - Tue/Wed/Fri Full Page-

Coloured Kenya Times 1 -

Half Page- Coloured Kenya Times 1 -

Quarter Page - Coloured Kenya Times 1 -

One Eight Page - Coloured Kenya Times 1 -

East African Newspaper

38

Full Page- Black and White

East African 1 -


East African 1 -


East African 1 -


East African 1 -

Full Page- Coloured

East African 1 -

Half Page- Coloured East African 1 -

Quarter Page - Coloured East African 1 -

One Eight Page - Coloured East African 1 -

The People Full Page- Black

and White People 1 -


People 1 -


People 1 -


People 1 -

Full Page- Coloured

People 1 -

Half Page- Coloured

People 1 -

Quarter Page - Coloured

People 1 -


People 1 -

The Nairobi Star Full Page-Coloured Nairobi Star 1 - Half Page-Coloured Nairobi Star 1 - Quarter Page -

Coloured Nairobi Star 1 -


Nairobi Star 1 -

39

CATEGORY ITEMS QTY. UNIT RATE (Kshs) Incl. VAT

QTY. Yearly (Appx)

Business Daily Full Page-Black

and White Business Daily 1 -

Half Page-Black and White

Business Daily 1 -

Quarter Page-Black and White

Business Daily 1 -

One Eight Page-Black and White

Business Daily

Full Page-Coloured Business Daily 1 - Half Page-

Coloured Business Daily 1 -

Quarter Page-Coloured

Business Daily 1 -

One Eight Page-Coloured

Business Daily 1 -

Magazines-Print Advertisement Inside Front Marketing Africa 1 - Run Off Pg 3 Marketing Africa 1 - page 3 Spread Marketing Africa 1 - Run Off Page 3 Marketing Africa 1 - Outside Black

cover Marketing Africa

Full Page-Coloured Finance Magazine 1 - Half Page-

Coloured Finance Magazine 1 -


Finance Magazine 1 -

One Third Page - Coloured

Finance Magazine 1 -

Full Page-Coloured Busines Post 1 - Half Page-Coloured Busines Post 1 - Quarter Page -

Coloured Busines Post 1 -


True Love

Full Page-Coloured True Love Half Page-Coloured True Love Quarter Page- True Love

40

Coloured One Third Page-Coloured

True Love

Full Page-Coloured Drum Half Page-

Coloured Drum


Drum

One Third Page-Coloured Drum

Full Page- Coloured Insyder

Half Page- Coloured Insyder

Quarter Page-Coloured Insyder

One Third Page-Coloured

Insyder

Full Page-Coloured Adam Half Page-Coloured Adam Quarter Page-

Coloured Adam


Adam

Full Page-Coloured Parents Half Page-Coloured Parents Quarter Page-

Coloured Parents


Parents

Other (Other magazine considered popular and not indicated in list above) Full Page-Coloured Half Page-Coloured Quarter Page-

Coloured


Electornic Media-TV

Nation TV 1 - 30 Seconds

Nation TV 1 - Spot- Off Peak 45 Seconds Nation TV 1 -

41

Spot- Off Peak 60 Seconds

Nation TV 1

- Spot Off Peak 30 Seconds

Nation TV 1 - Spot- Peak Time 45 Seconds



KTN 1 - Spot- Off Peak 45 Seconds

KTN 1 - Spot- Off Peak 60 Seconds

KTN 1 - Spot Off Peak 30 Seconds

KTN 1 - Spot- Peak Time 45 Seconds

KTN 1 - Spot- Peak Time 60 Seconds

KTN Spot- Peak Time 30 Seconds

Citizen TV 1 - Spot- Off Peak 45 Seconds

Citizen TV 1 - Spot- Off Peak 60 Seconds

Citizen TV Spot Off

42

Peak 30 Seconds

Citizen TV 1 - Spot- Peak Time 45 Seconds

Citizen TV 1 - Spot- Peak Time 60 Seconds

KBC TV 1 - Spot- Peak Time 30 Seconds

KBC TV 1 - Spot- Off Peak 45 Seconds

KBC TV 1 - Spot- Off Peak 60 Seconds

KBC TV Spot Off Peak 30 Seconds



KBC TV Spot- Peak Time TV Product KBC TV placement on local

TV show/ productions

NTV

KTN CITIZEN TV

Website (identification and placement of popular websites)- cost per month

Categories ITEMS QTY. UNIT QTY.

Yearly

43


(Appx)

Radio Kiss Fm 1 - Promotions

Breakfast Kiss Fm 1 - Time

Breakfast Kiss Fm 1 - Time

Evening Kiss Fm 1 - Time

Evening Kiss Fm 1 - Time

Breakfast Capital Fm 1 - Time Breakfast

Capital Fm 1 - Time Evening

Capital Fm 1 - Time Evening

Capital Fm 1 - Time Breakfast

Easy Fm 1 - Time Breakfast Easy Fm 1 - Time Evening

Easy Fm 1 - Time Evening

Easy Fm 1 - Time Breakfast

Hot 96 Fm 1 - Time Breakfast

Hot 96 Fm 1 - Time Evening

Hot 96 Fm 1 - Time Evening

Hot 96 Fm 1 - Time Breakfast Classic 105 Fm 1 - Time Breakfast

Classic 105 Fm 1 - Time

44

Evening Classic 105 Fm 1 - Time

Vernacular Station (E.g. inooro, ramogi,Kass, Baraka, etc.) Kindly indicate placement costs for each station and others not included in this list.

Breakfast Vernacular Station 1 - Time Breakfast

Vernacular Station 1 - Time Evening

Vernacular Station 1 - Time Evening

Vernacular Station 1 - Time Radio Spots 30 Seconds

Kiss Fm 1 - Spot- Off Peak 45 Seconds



Kiss Fm 1 - Spot- Peak Time 45 Seconds



Capital Fm 1 - Spot- Off Peak

CATEGORY ITEMS QTY. UNIT


QTY. Yearly (Appx)

45

45 Seconds Capital Fm 1 - Spot- Off

Peak 60 Seconds

Capital Fm 1 - Spot- Off Peak 30 Seconds

Capital Fm 1 - Spot- Peak Time 45 Seconds



Nation Fm 1 - Spot- Off Peak 45 Seconds



Nation Fm 1 - Spot- Peak Time 45 Seconds



KBC English 1 C D - Spot- Off Peak 45 Seconds

KBC English 1 CD - Spot- Off Peak 60 Seconds KBC English 1 CD -

46


KBC English 1 Time A –

- Spot- Peak Time B – Time 45 Seconds


- Spot- Peak Time B – Time 60 Seconds


- Spot- Peak Time B – Time

30 Seconds KBC Swahili

1 Time C – Spot- Off Time D – Peak

45 Seconds KBC Swahili 1

Time C – Spot- Off Time D –

Peak 60 Seconds

KBC Swahili 1 Time C –

Spot- Off Time D – Peak 30 Seconds

KBC Swahili 1 Time A –

Spot- Peak Time B – Time 45 Seconds





Citizen Fm 1 Spot- Off Peak 45 Seconds



Citizen Fm 1 Spot- Peak Time

47

45 Seconds Citizen Fm 1 Spot- Peak

Time 60 Seconds

Citizen Fm 1 Spot- Peak Time 30 Seconds

East Fm 1 Spot- Off Peak 45 Seconds



East Fm 1 Spot- Peak Time 45 Seconds



Sound Asia 1 Spot- Off Peak 45 Seconds



Sound Asia 1 Spot- Peak Time 45 Seconds

Sound Asia 1 Spot- Peak Time 60 Seconds Sound Asia 1

48

Spot- Peak Time 30 Seconds

Metro Fm 1 Time C –






Metro Fm 1 Time A –






Classic 105 Fm 1 Spot- Off Peak 45 Seconds



Classic 105 Fm 1 Spot- Peak Time 45 Seconds



Hot 96 Fm 1 Spot- Off

49

Peak 45 Seconds

Hot 96 Fm 1 Spot- Off Peak 60 Seconds

Hot 96 Fm 1 Spot- Off Peak 30 Seconds

Hot 96 Fm 1 Spot- Peak Time 45 Seconds



Radio Simba Fm 1 Time B –

Spot- Off Time C – Peak 45 Seconds





Radio Simba Fm 1 Time A -





Spot- Peak Time Other Radio stations (Kindly include other radio

stations not mentioned e.g. vernacular stations )

30 Seconds Spot- Off

Peak 45 Seconds

50





Spot- Peak Time Outdoor Media

Rental: Rental Only- 3 Months

Billboards 3m x 6m (up country) 1 8m x 4m (up country) 1 10m x 12m (up country) 1 12m x 6m (up country) 1 3m x 6m Nairobi CBD and environs 1 8m x 4m Nairobi CBD and environs 1 10m x 12m Nairobi CBD and environs 1 12m x 6m Nairobi CBD and environs 1

3m x 6m Major Cities

(Mombasa,Kisumu)

8m x 4m Major Cities (Mombasa,Kisumu)


(Mombasa,Kisumu)


(Mombasa,Kisumu) Street Banners 3ft x 6ft 1 3ft x 10ft 1 4ft x15ft 1 12 x 6mts 1 15300mm x

1950mm 1

7m x 1.5mts 1

51

Media Monitoring 3% for TV & Radio placement costs

Electronic TV Nation 1 Citizen 1 KTN 1 KBC 1 DSTV 1 Radio Kiss 1 Easy 1 KBC 1 Capital 1 Hot 96 1 Classic 105 1 News Paper Nation 1 Standard 1 Kenya Times 1 People 1 East African 1 Nairobi Star 1

Delivery Schedule

As and when required during April 2016 to June 2018 as below:

JOB DESCRIPTION ESTIMATED

FREQUENCY Design and layout Weekly Create and develop appropriate concepts for consumer education and outreach activity

Annually

Development of a communication and distribution strategy for the consumer education outreach program

Annually

Production and placement of radio programmes/commercials

Weekly

Administering payments to media houses and other third parties for services rendered

Continuous

Identifying appropriate media to place advertisements, press releases and infomercials

Continuous

Strategic media/advertising campaigns biannually Illustrations Where necessary

52

Broadcast editing Where necessary Script and copy writing Where necessary Text editing Where necessary Text translation Where necessary Pre-press services Whenever necessary Professional, high quality photography Six times a year Media monitoring Daily Media analysis Monthly Road shows Where necessary Development of a giveaways catalogue One Off Reputation index survey Once a year Development of a communications crisis management strategy in the event of a crisis

Where necessary

Reputation risk assessment and development of communications strategy to manage identified challenges (issues)

Where necessary

Production of give-aways; promotional items Where necessary SECTION IV - TECHNICAL PROPOSAL (TP) The technical proposal shall be prepared and submitted by the bidders. It shall contain the following:-

(a) Technical Proposal submission form (b) Firm’s references (c) Comments and suggestions of the bidder on the terms of reference and on

data, services and facilities to be provided by the Client. (d) Team composition and task assignments (e) CV for proposed professional staff

(a). TECHNICAL PROPOSAL SUBMISSION FORM

[ Date]

To: [Name and address of Client) Ladies/Gentlemen: We, the undersigned, offer to provide the consulting services for

[Title of consulting services] in accordance with your Request for Proposal dated [Date] and our Proposal. We are hereby submitting our Proposal, which includes this Technical Proposal, [and a Financial Proposal sealed under a separate envelope].

We understand you are not bound to accept any Proposal you receive. We remain,

53

Yours sincerely,

[Authorized Signature]:

[Name and Title of Signatory]

[Name of Firm]

[Address:]

(b). FIRM’S REFERENCES

Relevant Services carried out in the last three years that best illustrate qualifications Using the format below, provide information on each assignment for which your firm either individually as a corporate entity or in association was legally contracted. Assignment Name: Country: Location within Country: Professional Staff provided by Your Firm/Entity (profiles): Name of Client: No. of Staff: Address: No of Staff-Months; Duration of Assignment: Start Date (Month/Year): Completion Date Approx. Value of Services (Kshs) (Month/Year): Name of Associated Consultants. Professional Associated Consultants:

If any: No. of months of staff provided by Name o f Senior Staff (Project Director/Coordinator, Team Leader)

Involved and Functions Performed: Narrative Description of project: Description of Actual Services Provided by Your Staff:

Firm’s Name: Name and title of signatory;

54

(c) COMMENTS AND SUGGESTIONS OF CONSULTANTS ON THE TERMS OF REFERENCE AND ON DATA, SERVICES AND FACILITIES TO BE PROVIDED BY THE CLIENT.

On the Terms of Reference:

1.

2.

3.

4.

5.

(d). TEAM COMPOSITION AND TASK ASSIGNMENTS

1. Technical/Managerial Staff

Name Position Task

e). FORMAT OF CURRICULUM VITAE (CV) FOR PROPOSED

PROFESSIONAL STAFF

Proposed Position:

Name of Firm:

Name of Staff:

55

Profession:

Date of Birth:

Years with Firm: Nationality:

Membership in Professional Societies:

Detailed Tasks Assigned:

Key Qualifications: [Give an outline of staff member’s experience and training most pertinent to tasks on assignment. Describe degree of responsibility held by staff member on relevant previous assignments and give dates and locations].

Education:

[Summarize college/university and other specialized education of staff member, giving names of schools, dates attended and degree[s] obtained.]

Employment Record:

56

[Starting with present position, list in reverse order every employment held. List all positions held by staff member since graduation, giving dates, names of employing organizations, titles of positions held, and locations of assignments.]

Certification:

I, the undersigned, certify that these data correctly describe me, my qualifications, and my experience.

Date

Signature of staff member]

Date; [Signature of authorized representative of the firm]

Full name of staff Full name of authorized representative:

57

SECTION V- FINANCIAL PROPOSAL (FP) The financial proposal shall be prepared and submitted by the bidders. It shall contain the following.

(a) Financial Proposal submission form (b) Summary of costs (c) Breakdown of price per activity (d) Breakdown of remuneration per activity (e) Reimbursable per activity (f) Miscellaneous expenses

(a). FINANCIAL PROPOSAL SUBMISSION FORM

[ Date]

To: [Name and address of Client]

Ladies/Gentlemen:

We, the undersigned, offer to provide the consulting services for ( ) [Title o f consulting s e r v i c e s ] i n accordance w i t h y o u r Request for Proposal dated ( ) [Date] and our Proposal. Our attached Financial Proposal is for the sum of ( ) [Amount in words and figures] inclusive of the taxes.

We understand you are not bound to accept any Proposal you receive. We remain,

Yours sincerely, [Authorized Signature]: [Name and Title of Signatory]: [Name of Firm]

[Address]

58

(b). SUMMARY OF COSTS

Costs Currency(ies) Subtotal

Taxes

Total Amount of Financial Proposal

(c). BREAKDOWN OF PRICE PER ACTIVITY

Activity No.:

Description:

Price Component Amount(s)

Remuneration Reimbursable

Miscellaneous Expenses

Subtotal

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SECTION VI - STANDARD CONTRACT FORM 1. STANDARD CONTRACT FORM INDIVIDUAL PROFESSIONAL CONSULTANTS (lump-sum payments) This Agreement, [hereinafter called “the Contract”) is entered into this [insert starting date of assignment], by and between. [insert Client’s name] of [or whose registered office is situated at] [insert Client’s address] (hereinafter called “the Client”) of the one part AND [insert Consultant’s name] of [or whose registered office is situated at] [insert Consultants address ] (hereinafter called “the Consultant”) of the other part. WHEREAS the Client wishes to have the Consultant perform the services [hereinafter referred to as “the Services”, and WHEREAS the Consultant is willing to perform the said Services, NOW THEREFORE THE PARTIES hereby agree as follows:- 1. Services (i) The Consultant shall perform the Services specified in Appendix A, “Terms of Reference and Scope of Service, “which is made an integral part Of this Contract. (ii) The Consultant shall provide the personnel listed Appendix B, “Consultant’s Personnel,” to perform the Services. (iii) The Consultant shall submit to the Client the reports in the form and within the time periods specified in Appendix C, “ Consultant’s

Reporting Obligations.”

(Appendices A, B, and C to be prepared as appropriate)

2. Term The Consultant shall perform the Services during the period commencing on [insert starting date] and through to [insert completion date], or any other period(s) as may be subsequently agreed by the parties in writing.

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3. Payment A. Ceiling For Services rendered pursuant to Appendix A, the Client shall pay the Consultant an amount not to Exceed [insert amount]. This amount has been established based on the understanding that it includes all the Consultant’s costs and profits as well as any tax obligation that may be imposed on the Consultant. B. Schedule of Payments The schedule of payments is specified below (Modify in order to reflect the output required as described in Appendix C.) Kshs. upon the Client’s receipt of the Draft report, acceptable to the Client; and Kshs. upon the Client’s receipt of the Final report, acceptable to the Client. Kshs. Total C. Payment Conditions Payment shall be made in Kenya Shillings unless otherwise specified not later than thirty (30) days following submission by the Consultant of invoices in duplicate to the Coordinator designated in Clause 4 here below. If the Client has delayed payments beyond thirty (30) days after the due date hereof, simple interest shall be paid to the Consultant for each day of delay at a rate three Percentage points above the prevailing Central Bank of Kenya’s average rate for base lending. 4. Project A. Coordinator Administration The Client designates [insert name] as Client’s Coordinator; the Coordinator will be responsible for the Coordination of activities under this Contract, for acceptance and approval of the reports and of other deliverables, by the Client and for receiving and approving invoices for payment. B. Reports The reports listed in Appendix C, “Consultant’s Reporting Obligations,” shall be submitted in the

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Course of the assignment and will constitute the basis for the payments to be made under paragraph 3. 5 Performance The Consultant undertakes to perform the Services

Standards with the highest standards of professional and ethical competence and integrity. The Consultant shall promptly replace any employees assigned under this Contract that the Client considers unsatisfactory. 6. Confidentiality The Consultant shall not, during the term of this Contract and within two years after its expiration Disclose any proprietary or confidential Information relating to the Services, this Contract Or the Client’s business or operations without the Prior written consent of the Client. 7. Ownership of Any studies, reports or other material, graphic, Material software or otherwise prepared by the Consultant for the Client under the Contract shall belong to and remain the property of the Client. The Consultant may retain a copy of such documents and software. 8. Consultant Not The Consultant agrees that during the term of this to be Engaged Contract and after its termination the Consultant in certain and any entity affiliated with the Consultant shall Activities be disqualified from providing goods, works or services (other than the Services and any continuation thereof) for any project resulting from or closely related to the Services. 9. Insurance The Consultant will be responsible for taking out any appropriate insurance coverage. 10. Assignment The Consultant shall not assign this Contract or sub-contract any portion of it without the Client’s prior written consent. 11. Law Governing The Contract shall be governed by the laws of Contract and Kenya and the language of the Contract shall be Language English language 12. Dispute Any dispute arising out of the Contract which Resolution cannot be amicably settled between the parties shall be referred by either party to the arbitration

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and final decision of a person to be agreed between the parties. Failing agreement to concur in the appointment of an Arbitrator, the Arbitrator shall be appointed by the chairman of the Chartered Institute of Arbitrators, Kenya branch, On the request of the applying party. For the Client For the Consultant Full name Full name Title Title Signature Signature Date Date

2. FORM OF TENDER FROM-------------------- DATE---------------------- To: -------------------------------

------------------------------------ RE: PROPOSAL FOR selection of an Advertising and Public Relations Agency----------------------------------------------------------------------------------------------- ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------

In accordance with Tender Number -------------------------------------Date-------------------

I/We--------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------------

Tender an amount of Ksh.-------------------------------------------------------------------------- --------------------------------------------------------------------------------------------------------- In accordance with the attached tender forms / conditions of tender / schedule of requirements and in conformity with the scheduled delivery arrangements stated.

I/We understand that the Board reserves the right to accept or reject this tender for any reason it considers justifiable.

I/We agree that the terms of this tender will remain valid for and will not be withdraw for a period of------------------------------------------------------------------days from the final date of submission of tender.

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In the event of this tender being accepted within the stipulated ------------------ days; I/We agree to provide consultancy services as indicated in this tender to be quoted delivery dates and failure on my/ our part to meet these requirements constitutes a breach on contract. Witnessed by--------------------------------- Tenderer’s Name----------------------- Address----------------------------------------- Tenderer’s Signature------------------ Signature of Witness-------------------------- Tenderer’s designation---------------- Date--------------------------------------------- Full address-----------------------------

Telephone No--------------------------- Telegraphic Address-------------------Date--------------------------------------

3. PERFORMANCE BANK GUARANTEE

(To be on the letterhead of the Bank)

To: Kenya Tourism Board P.O. Box 30360, 00100 NAIROBI. Kenya.

WHEREAS [Contractor name of (hereinafter called “the Contractor”)] has undertaken, in pursuance of Contract No. dated 2016 to provide (hereinafter called “the Contract”). AND WHEREAS it has been stipulated by you in the said Contract that the Contractor shall furnish you with a bank guarantee by a reputable bank for the sum specified therein as security for compliance with the Contractor’s performance obligations in accordance with the Contract. AND WHEREAS we have agreed to give the Contractor a guarantee: THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of the Contractor, up to a total of Kenya Shillings 500,000.00 of BID PRICE). (words) (figures), and we undertake to pay you, upon your first written demand declaring the Contractor to be in default under the Contract and without cavil or argument, any sum or sums within the limits of as aforesaid, without your needing to prove or to show grounds or reasons for your demand or the sum specified therein.

The guarantee is valid until the day of 2016.

Signature and seal of the Guarantors

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[name of bank]

[address]

[date]

4. CONTRACT FORM

THIS AGREEMENT made the day of 2016 between Kenya Tourism Board (hereinafter called “the Employer”) of the one part and_____________________________(hereinafter called “the Contractor”) of the other part:

WHEREAS the Employer invited tenders for certain goods and ancillary services, viz., Provision of consultancy Services and has accepted a tender by the Contractor for the provision of the services in the sum of_____________(words)____________[figures] (hereinafter called “the Contract Price”).

NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:

1. In this Agreement words and expressions shall have the same meanings as are

respectively assigned to them in the Conditions of Contract referred to. 2. The following documents shall be deemed to form and be read and

construed as part of this Agreement, viz: (a) the Tender Form and the Price Schedule submitted by the Tenderer;

(b) the schedule of Requirements;

(c) the General Conditions of Contract;

(d) the Special Conditions of Contract; and

(e) the Employer’s Notification of Award and Consultants’ letter of Acceptance.

3. In consideration of the payments to be made by the Employer to the

Contractor, the Contractor hereby covenants with the Employer to provide the services in conformity in all respects with the provisions of the Contract.

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4. The Employer hereby covenants to pay the Consultant in consideration of the provision of the services, the Contract Price or such other sum as may become payable under the provisions of the Contract at the times and in the manner prescribed by the contract.

5. The consultant undertakes to perform the services with the highest standards

of proficiency and ethical competence and integrity. IN WITNESS whereof the parties hereto have caused this Agreement to be executed in accordance with their respective laws the day and year first above written

SIGNED FOR AND ON BEHALF OF KENYA TOURISM BOARD

MANAGING DIRECTOR )

) In the presence of: )

) ) )

) COMPANY SECRETARY ) SIGNED FOR AND ON BEHALF OF

MANAGING DIRECTOR )

) ) (In the presence of: ) ) )

SECRETARY )

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5. REQUEST FOR REVIEW FORM

FORM RB 1

REPUBLIC OF KENYA

PUBLIC PROCUREMENT ADMINISTRATIVE REVIEW BOARD

APPLICATION NO…………….OF……….….20……...

BETWEEN

…………………………………………….APPLICANT

AND

…………………………………RESPONDENT (Procuring Entity)

Request for review of the decision of the…………… (Name of KTB) of

……………dated the…day of ………….20……….in the matter of Tender

No………..…of …………..20…

REQUEST FOR REVIEW

I/We……………………………,the above named Applicant(s), of address: Physical

address…………….Fax No……Tel. No……..Email ……………, hereby request the

Public Procurement Administrative Review Board to review the whole/part of the above

mentioned decision on the following grounds , namely:-

1.

2.

etc.

By this memorandum, the Applicant requests the Board for an order/orders that: -

1.

2.

etc

SIGNED ……………….(Applicant)

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Dated on…………….day of ……………/…20…

FOR OFFICIAL USE ONLY

Lodged with the Secretary Public Procurement Administrative Review Board on

………… day of ………....20….………

SIGNED Board Secretary

TENDER DOCUMENT FOR REQUEST FOR PROPOSAL FOR PR ... · TENDER NO. TENDER DESCRIPTION TENDER BID...

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