RFT for the provision of media strategy, buying and planning services

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The contractor is responsible for providing comprehensive media strategy, buying, and planning services for the Insolvency Service of Ireland. The scale of work encompasses the development and execution of media campaigns aimed at public information dissemination, targeting low-interest categories and niche audiences.

Key activities include:

• Media Strategy Development: Crafting strategies that align with the objectives of the Insolvency Service, focusing on public awareness and engagement.
• Media Buying: Negotiating and purchasing media space across various platforms, including traditional (TV, radio, print) and digital channels.
• Campaign Planning: Designing and implementing campaigns that effectively reach targeted demographics, ensuring optimal media mix and budget allocation.
• Performance Analysis: Monitoring and evaluating campaign effectiveness, providing reports on reach, engagement, and return on investment.
• Stakeholder Engagement: Collaborating with internal teams to ensure alignment with the Insolvency Service's goals and messaging.
• Budget Management: Managing a campaign media budget of €440,000, which includes agency fees and media expenditures.

The contractor must demonstrate the ability to handle multiple campaigns simultaneously, adapting strategies based on performance metrics and audience feedback.

3. Background & buyer context

This procurement aligns with the strategic objectives of the Insolvency Service of Ireland to enhance public awareness and understanding of its services. The initiative is part of a broader government effort to improve communication and outreach in public service sectors. The current contract is being sought to replace or enhance existing media services, with the aim of increasing the effectiveness of public information campaigns. The buyer has a history of engaging with various media agencies, and this tender seeks to ensure competitive and effective service delivery.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Minimum average annual turnover of €500,000 (exclusive of VAT) for the last three financial years.
• Insurance:
• Employer’s Liability: €12,700,000 limit for any one claim.
• Public Liability: €6,500,000 limit for any one claim.
• Professional Indemnity: €1,000,000 for any one claim.
• Certifications: Not specified for this tender.
• Past experience: Evidence of three separate contracts within the last four years demonstrating successful delivery of similar services.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow a Most Economically Advantageous Tender (MEAT) approach, balancing price and quality. There are no specified minimum scoring thresholds per criterion.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Follow the named template with a maximum of 20 pages.
• CVs: For key personnel, limited to 2 pages each.
• Pricing schedule: Must use the Media Fee Template provided in Appendix 2.
• Case studies: Three examples of relevant projects, each valued at €100,000 or more.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via the electronic tenderbox on www.etenders.gov.ie, adhering to specific format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extensions: Initial term of 12 months, with the option to extend for up to 24 months (maximum of two extensions).
• Payment terms: Payments will be made in accordance with the Services Contract, with all prices quoted being inclusive of all costs but exclusive of VAT.
• Key SLAs/KPIs: Performance metrics will be defined in the Services Contract, focusing on campaign effectiveness and budget adherence.
• Termination clauses: Either party may terminate with 14 days' notice.
• IP ownership: All intellectual property created during the contract will remain with the Insolvency Service.
• Sub-contracting rules: Subcontractors must be disclosed, and the Prime Contractor will hold overall responsibility.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• The turnover requirement of €500,000 may limit participation to established firms, potentially excluding smaller agencies.
• The absence of specified certifications may lead to variability in the quality of submissions.
• The requirement for three comparable projects may disadvantage newer firms or those without extensive portfolios.
• The tight timeline for submission and clarification may not allow adequate preparation for all interested bidders.

10. SME fit assessment

This tender is open to small and medium enterprises (SMEs) that can demonstrate:

• A proven track record in media strategy and buying, with the capacity to manage a campaign budget of €440,000.
• The ability to form consortia or subcontract with other SMEs or larger firms to meet the criteria.
• An indicative bid preparation effort of approximately 10-15 days, considering the documentation and case studies required.
• A moderate Pwin signal, as the incumbent's strength and previous experience with the Insolvency Service may influence the competitive landscape.

11. Where to dig deeper

• Source RFT filename: RFT_Final.docx
• eTenders CFT ID: Not specified
• Contact email or clarification portal: Queries must be directed via the messaging facility on www.etenders.gov.ie.
• Important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Media Fee Template
• Appendix 3: Tenderer’s Statement