Request for Tenders for the Provision of Media Strategy, Planning and Buying 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 Health Insurance Authority (HIA) seeks a contractor to provide comprehensive media strategy, planning, and buying services. This contract is expected to encompass a range of activities aimed at enhancing the HIA's media presence and effectiveness in communication.

The contractor's day-to-day activities will include:

• Media Strategy Development: Crafting a detailed media strategy that aligns with the HIA's objectives.
• Media Planning: Identifying target audiences and selecting appropriate media channels to reach them effectively.
• Media Buying: Executing the purchase of media space and time across various platforms, ensuring optimal placement and pricing.
• Campaign Management: Overseeing the implementation of media campaigns, including monitoring performance and making adjustments as necessary.
• Reporting and Analytics: Providing regular reports on campaign performance, including metrics on reach, engagement, and return on investment (ROI).
• Collaboration with Stakeholders: Working closely with the HIA and other relevant parties to ensure alignment with overall communication goals.

The contractor will be expected to manage a budget of approximately €3.6 million over the contract term, which includes media costs and agency fees. The contractor must demonstrate experience in handling similar projects, with a focus on delivering measurable results.

3. Background & buyer context

The procurement of these services is driven by the HIA's need to enhance its media outreach and public engagement strategies. This initiative aligns with the broader goals of improving health insurance awareness and accessibility in Ireland. The HIA has historically engaged various media partners but is now seeking a dedicated contractor to streamline and enhance its media strategy.

The timing of this tender reflects a strategic push to bolster public communication efforts in light of evolving health insurance landscapes and consumer needs. The HIA aims to ensure that its messaging is clear, effective, and reaches the intended audiences efficiently.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria to be considered for evaluation:

• Turnover requirement: Minimum average annual turnover of €500,000 for each of the last three financial years.
• Insurance:
• Employer's Liability: €12.7 million limit for any one claim.
• Public Liability: €6.5 million limit for any one claim.
• Professional Indemnity: €1.3 million each and every claim per insurance year.
• Cyber Liability: €1.3 million limit in the aggregate per insurance year.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

Bidders must provide evidence of their financial standing and ability to meet the insurance requirements as part of their submission.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing on a balance between 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: Must follow the named template with a maximum of 20 pages.
• CVs: For key personnel, limited to 2 pages each.
• Pricing schedule: Must use the provided template.
• Case studies: At least 3 case studies demonstrating relevant experience, with project values ranging from €200,000 to €1,000,000.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest declarations.
• Mandatory site visit: Not applicable for this tender.
• Submission portal: All submissions must be made via the eTenders portal, adhering to specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term and extension structure: Initial term of 2 years, with the possibility of two 12-month extensions.
• Payment terms: Payments will be made in accordance with the Services Contract, with all prices remaining valid for 120 days post-tender deadline.
• Key SLAs/KPIs: Not specified for this tender.
• Liquidated damages: Not specified for this tender.
• Termination clauses: Not specified for this tender.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: Allowed, but the Prime Contractor must retain overall responsibility.
• Parent-company guarantee or bond requirements: Not specified for this tender.

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 businesses.
• The absence of specified past experience requirements may lead to a wide range of proposals, complicating evaluation.
• The lack of defined SLAs/KPIs could lead to ambiguity in performance expectations.

10. SME fit assessment

This tender is open to small and medium enterprises (SMEs) with the following characteristics:

• Credible bidders: Firms with a minimum turnover of €500,000 and relevant experience in media strategy and buying.
• Consortium or sub-contracting: Allowed, enabling SMEs to collaborate with larger firms or other SMEs.
• Indicative bid-prep effort: Approximately 10-15 days to prepare a competitive bid.
• Pwin signal: The absence of an incumbent may provide an opportunity for new entrants, but the turnover requirement may favor established firms.

11. Where to dig deeper

• Source RFT filename: Media Buying RFT.pdf
• eTenders CFT ID: Not specified
• Contact email: Queries must be directed through the messaging facility on www.etenders.gov.ie
• Important attachments:
• Appendix 1 — Requirements and Specifications
• Appendix 2 — Pricing Schedule
• Appendix 3 — Tenderer’s Statement