: COR147/2017. Tender Number: Issue Date : 10 March Closing Date : 23 March Briefing Session Date and Time : N/A. Bid Validity : 120 days

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1 Request for Proposals for the Provision of Public Relations Agency Services for a period of 3 years at Airports Company South Africa s Corporate Offices Tender Number: : COR147/2017 Issue Date : 10 March 2017 Closing Date : 23 March 2017 Briefing Session Date and Time : N/A Bid Validity : 120 days

2 1. SECTION 1: INSTRUCTIONS TO BIDDERS 1.1. Access to RFP documents Tenders are available on Kindly print and complete Submission of bid documents The envelopes containing bid documents must have on the outside, the bidder s return address, the full description of the tender, tender number and the details of the Tender Management Office/Procurement department where the bid will close. The submission envelope must be clearly marked Corporate PR Services or Brand PR Services depending on which category a bidder is bidding for. The documents must be signed and completed by a person who has been given authority to act on behalf of the bidder. The bottom of each page of the bid documents must be signed or stamped with the bidder s stamp as proof that the bidder has read the tender documents. Bid documents must be submitted on or before 12 PM on 23 nd of March 2018 using the following method(s): Tender box: The Administrator of the Tender Management Office Tender Box C ACSA Offices North Wing 3rd Floor OR Tambo International Airport Proposals must be in duplicate (an original printed copy and a printed copy of the original) together with an electronic copy of the bid documents using a compact disc or flash drive. The original copy will be the legal and binding copy, in the event of discrepancies between any of the submitted documents; the original copy will take precedence 1.3. Late Bids Bids which are submitted after the closing date and time will not be accepted Clarification and Communication Name: Andrew Mufema Designation: Category Management Specialist Andrew.mufema@airports.co.za

3 Request for clarity or information on the tender may only be requested until the 20 th of March Any responses to queries or for clarity sought by a bidder will also be sent to all the other entities which have responded to the Request for Proposal Bidders may not contact any ACSA employee on this tender other than those listed above. Contact will only be allowed between the successful bidder and ACSA Business Unit representatives after the approval of a recommendation to award this tender. Contact will also only be permissible in the case of pre-existing commercial relations which do not pertain to the subject of this tender Briefing Session There will be no briefing session for this tender. Bidders are therefore advised to send their contact details to Andrew.mufema@airports.co.za; in order to receive any clarification information or changes to the tender document. Such information will also be posted on the National Treasury tender portal Bid Responses Bid responses must be strictly prepared and returned in accordance with this tender document. Bidders may be disqualified where they have not materially complied with any of ACSA s requirements in terms of this tender document. Changes to the bidder s submission will not be allowed after the closing date of the tender. All bid responses will be regarded as offers unless the bidder indicates otherwise. No bidder or any of its consortium/joint venture members may have an interest in any of the other bidder/joint venture/consortium participating in this bid Disclaimers It must be noted that ACSA reserves its right to: Award the whole or a part of this tender; Split the award of this tender; Negotiate with all or some of the shortlisted bidders; Award the tender to a bidder other than the highest scoring bidder where objective criteria allow; To reject the lowest acceptable tender received; and/or Cancel this tender Validity Period ACSA requires a validity period of one hundred and twenty (120) business/working days for this tender During the validity period the prices which have been quoted by the bidder must remain firm and valid. It is only in exceptional circumstances where ACSA would accommodate a proposal to change the price.

4 1.9. Confidentiality of Information ACSA will not disclose any information disclosed to ACSA through this tender process to a third party or any other bidder without any written approval form the bidder whose information is sought ACSA will not disclose the names of bidders until the tender process has been finalised Bidders may not disclose any information given to the bidders as part of this tender process to any third party without the written approval from ACSA. In the event that the bidder requires to consult with third parties on the tender, such third parties must complete confidentiality agreements, which should also be returned to ACSA with the bid Hot Line ACSA subscribes to fair and just administrative processes. ACSA therefore urges its clients, suppliers and the general public to report any fraud or corruption to: Airports Company South Africa TIP-OFFS ANONYMOUS Free Call: Free Fax: acsa@tip-offs.com

5 2. SECTION 2: PRE-QUALIFICATION CRITERIA 2.1. In terms of the PPPFA Regulation 4, an organ of state can apply pre-qualifying criteria to advance certain Designated Groups Accordingly, the following prequalification criteria will apply: only bids from bidders with a B-BBEE status level 1 to level 4, and a minimum of 25% black ownership will be considered for Brand Public Relations services. (Please provide proof in the form of CIPC documents, BBEEE certificates and any other relevant documentation) No prequalification criteria apply to the selection of Corporate Public Relations services 2.3. A tenderer that fails to meet the above-mentioned pre-qualifying criteria at closing date, will be disqualified. 3. SECTION 3: LOCAL CONTENT AND PRODUCTION N/A 4. SECTION 4: BACKGROUND, PURPOSE AND SCOPE OF WORK 4.1. Purpose of this Tender ACSA would like to identify and appoint Public Relations Agencies that have the competency and experience to provide Brand Public Relations (Brand PR) and Corporate Public Relations (Corporate PR) services for all its operations for a period of 3 years. ACSA will engage the services of two separate agencies for the delivery of each of the two service categories. One agency will be appointed to deliver Brand PR and the other one for Corporate PR. This will be done in line with agency core focus and core strength of service offering. Agencies are required to bid for either Brand PR services or Corporate PR services but not for both as ACSA requires that agencies bid only for a service that is their core strength. Submission of bids for more than one scope may result in disqualification of both the bidder s submissions Scope of Work The scope of services for Corporate PR services include the following: Stakeholder Relations - with a focus on Government or Regulatory Affairs Investor Relations Litigation Communication Crisis Communication Thought Leadership Media Training

6 Media Relations Employee engagement The scope of services for Brand PR services include the following: Media Relations Media monitoring and reporting Content development/ Writing Issues and crisis management Social media management Community activation Event management support Media training The successful agencies will be required to support ACSA at its three (3) International airports (O.R. Tambo International Airport, Cape Town International Airport, King Shaka International Airport), six regional airports (Port Elizabeth, East London, George, Bloemfontein, Kimberly and Upington) and at the head office. Bidders should have a footprint in at least Johannesburg and Cape Town through established offices, networks and partnerships with other PR agencies, and demonstrate the ability to support regions outside big metros. Bidders should also demonstrate how they would support (if required) ACSA key global operations in markets such as Brazil, India and Ghana. The technical proposal should include the following: Company profile including history, group structure and related companies and services; Completed shortlisting questionnaire (Appendix A) How the company is structured to provide Public Relations services and why is this beneficial to ACSA. Agency experience detailing the following: o Clients served o Industry/Sector o Nature of PR Services provided o Account Revenue (per annum) o Tenure in Years o Nature of relationship (retainer OR project based) Team structure, including brief profiles and CVs of proposed senior team members and their experience in similar projects; Provide at least three written client references on the referees letter head, related to Public Relations Services which your company implemented, accompanied by contact details (please align references to the evidence required in the evaluation criteria). Reference letters without contactable referees will not be considered. Provide portfolio of evidence in support of work done previously (in the past 3 years) List the last three client terminations including the reason for termination including contact details; Demonstrate your logistical ability to support ACSA operations at all key sites mentioned above Agency Response Time

7 Corporate PR 24 X 7 Team: The agency team will be accessible at all times and will ensure that all special requests are processed within the minimum time required. Mobilization time: in case of any significant development that may require special mobilization of resources, the agency will activate additional support systems within one working day. Brand PR The agency team will be briefed as and when required for projects and campaigns Minimum Requirements Only bidders meeting either one or both of the following criteria will be considered for this tender: a) The organisation should have been in existence in its present form for at least 5 years (submit proof in form of portfolio of work, client s contactable references and CIPC documents) b) For agencies that have been in existence for less than five years, the Director should have at least 12 years experience in a senior management or in an executive role in the relevant industry (Submit proof in form of comprehensive CVs with contactable references and qualifications. CVs without contactable references will not be considered. )

8 5. SECTION 5: PREFERENCE POINTS AND PRICE 5.1. Preference Points Claims In terms of the PPPFA and its regulations only a maximum of 20 points may be awarded for preference. The preferential point systems are as follows: The 80/20 system for requirements with a Rand value of up to R (all applicable taxes included); and The 90/10 system for requirements with a Rand value above R (all applicable taxes included) The value of this bid is estimated to exceed R (all applicable taxes included) and therefore the 80/20 system shall be applicable. Preference points for this bid shall be awarded for: 5.2. The maximum points for this bid are allocated as follows: Points Price 80 B-BBEE Status Level of Contribution 20 Total Points for Price and B-BBEE must not Exceed Failure on the part of a bidder to fill in and/or to sign this form and submit a B-BBEE Verification Certificate from a Verification Agency accredited by the South African Accreditation System (SANAS) or an affidavit in the case of Qualifying Small Enterprises and an Emerging Micro Enterprises together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed. In other words, such a bidder (subject to below) will be awarded 0 points for B-BBEE status level of contribution ACSA reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by ACSA Definitions B-BBEE means broad-based black economic empowerment as defined in section 1 of the Broad -Based Black Economic Empowerment Act; B-BBEE status level of contributor means the B-BBEE status received by a measured entity based on its overall performance using the relevant scorecard contained in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;

9 Black Designated Groups has the meaning assigned to it in the codes of good practice issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act; Black People has the meaning assigned to it in the codes of good practice issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act; Broad-Based Black Economic Empowerment Act means the Broad-Based Black Economic Empowerment Act 53 of 2003); Designated Group means: Black Designated Groups; Black People; Women; People with disabilities; or Small enterprises, as defined in section 1 of the national Small Enterprise Act 102 of 1996; Consortium or Joint Venture means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract; EME means an exempted micro enterprise in terms of the codes of good practice issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;; Functionality means the ability of tenderer to provide goods or services in accordance with specifications as set out in the tender documents; Military Veteran has the meaning assigned to it in section 1 of the Military Veterans Act 18 of 2011; People with disabilities has the meaning assigned to it in section 1 of the Employment Equity Act, 55 of 1998; Person includes a juristic person; PPPFA means the Preferential Procurement Policy Framework Act 5 of 2000 and its Regulations published on 20 January 2017; Price means all applicable axes less all unconditional discounts; QSE means a qualifying small business enterprises in terms of the codes of good practice issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act Rand Value means the total estimated value of a contract in South African currency, calculated at the time of bid invitations, and includes all applicable taxes and excise duties;

10 Rural Area means: a sparsely populated area in which people farm or depend on natural resources including villages and small towns that are dispersed through the area; or an area including a large settlement which dee ds a on migratory labour and remittances and govern social grants for survival, and may have a traditional land tenure system; Total Revenue bears the same meaning assigned to this expression in the Codes of Good Practice on Black Economic Empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act and promulgated in the Government Gazette on 9 February 2007; Township means an urban living area that any time from the late 19th century until 27 April 1994, was reserved for black people, including areas developed for historically disadvantaged individuals post 27 April 1994; Trust means the arrangement through which the property of one person is made over or bequeathed to a trustee to administer such property for the benefit of another person; Trustee means any person, including the founder of a trust, to whom property is bequeathed in order for such property to be administered for the benefit of another person; and Youth has the meaning assigned to it in section 1 of the National Youth Development Agency Act 54 of 2008 All terms not defined herein have the meanings assigned to them in the PPPFA Adjudication Using A Point System The bidder obtaining the highest number of total points will be awarded the contract, unless objective criteria exist justifying an award to another bidder or ACSA exercises one or more of its disclaimers Preference points will be calculated after prices have been brought to a comparative basis taking into account all factors of non-firm prices and all unconditional discounts Points scored will be rounded off to the nearest 2 decimal places Award of Business where Bidders have Scored Equal Points Overall In the event that two or more bids have scored equal total points, the successful bid will be the one scoring the highest number of preference points for B-BBEE.

11 However, when functionality is part of the evaluation process and two or more bids have scored equal points including equal preference points for B-BBEE, the successful bid will be the one scoring the highest score for functionality Should two or more bids be equal in all respects, the award will be decided by the drawing of lots Points Awarded for Price The 80/20 Preference Point Systems A maximum of 80 points is allocated for price on the following basis: 80/20 Ps 80 1 Where Pt P min P min Ps = Points scored for comparative price of bid under consideration Pt = Comparative price of bid under consideration Pmin = Comparative price of lowest acceptable bid Points Awarded for B-BBEE Status Level of Contribution In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below B-BBEE Status Level of Contributor Number of Points (80/20 system)

12 Non-compliant contributor Bidders who qualify as EMEs in terms of the B-BBEE Act must submit an affidavit stating its annual turnover, certificate issued by a Verification Agency accredited by SANAS Bidders other than EMEs must submit their original and valid B-BBEE status level verification certificate or a certified copy thereof, substantiating their B-BBEE rating issued by a Verification Agency accredited by SANAS. QSEs have an additional option of submitting a sworn affidavit as its B-BBEE certificate in terms of the amendments to the B-BBEE Codes of Good Practice in A trust, consortium or joint venture, will qualify for points for their B-BBEE status level as a legal entity, provided that the entity submits their B-BBEE status level certificate A trust, consortium or joint venture will qualify for points for their B-BBEE status level as an unincorporated entity, provided that the entity submits their consolidated B-BBEE scorecard as if they were a group structure and that such a consolidated B-BBEE scorecard is prepared for every separate bid Tertiary institutions and public entities will be required to submit their B-BBEE status level certificates in terms of the specialized scorecard contained in the B-BBEE Codes of Good Practice A person will not be awarded points for B-BBEE status level if it is indicated in the bid documents that such a bidder intends sub-contracting more than 25% of the value of the contract to any other enterprise that does not qualify for at least the points that such a bidder qualifies for, unless the intended sub-contractor is an EME that has the capability and ability to execute the sub-contract A person awarded a contract may not sub-contract more than 25% of the value of the contract to any other enterprise that does not have an equal or higher B-BBEE status level than the person concerned, unless the contract is sub-contracted to an EME that has the capability and ability to execute the sub-contract Bid Declaration Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following: (B-BBEE Status Level of Contribution Claimed in Terms of Paragraphs 5.2.1) B-BBEE Status Level of Contribution: = (maximum of 10 or 20 points) (Points claimed in respect of paragraph must be in accordance with the table reflected in paragraph and must be substantiated by means of a B-BBEE certificate issued by a

13 Verification Agency accredited by SANAS or an affidavit is permissible in the case of Qualifying Small Enterprises and an Emerging Micro Enterprises) Sub-Contracting Will any portion of the contract be sub-contracted? YES / NO (*Delete whichever is not applicable) If yes, indicate: The sub-contracted percentage is: % The type of ownership is as follows in terms of percentage out of 100: black ownerships is: black youth ownership is: black women ownership is: black people with disabilities ownerships is: ; black people in rural areas, underdeveloped areas or townships ownerships is: black ownership of the co-operative is: black people who are military veteran ownership is: Combined ownership of any of the above is: The tendering condition must specify that the tenderer may only subcontract to a QSE listed above if the QSE has a B-BBEE status level that is equal to or more than that of the tenderer/bidder The name of the sub-contractor is: The B-BBEE status level of the sub-contractor is: The sub-contractor is an EME: YES / NO (*Delete whichever is not applicable) A bidder may not sub-contract any portion of the tender after award without the written approval a delegated ACSA representative Declaration with Regard to the Bidder Name of bidding entity VAT Registration

14 Company registration number: Type of company / firm: Partnership/Joint Venture / Consortium One person business/sole propriety Close corporation Company (Pty) Limited [TICK APPLICABLE BOX] Describe principal business activities Company Classification Manufacturer Supplier Professional service provider Other service providers, e.g. transportation, etcetera. [TICK APPLICABLE BOX] Total numbers of years the company / firm has been in business: I/we, the undersigned, who is/are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBEE status level of contribution indicated in this bid of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that: The information furnished is true and correct; The preference points claimed are in accordance with the General Conditions as indicated in this Section;

15 In the event of a contract being awarded as a result of points claimed, the contractor may be required to furnish documentary proof to the satisfaction of ACSA that the claims are correct; If the B-BBEE status level of contribution has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, ACSA may, in addition to any other remedy it may have: Disqualify the person from the bidding process; Recover costs, losses or damages it has incurred or suffered as a result of that person s conduct; Cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation; Restrict the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, from obtaining business from ACSA for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and Forward the matter for criminal prosecution. Witnesses: 1. Signature(s) of bidder(s) 2. Date : Address: 6. SECTION 6: EVALUATION CRITERIA

16 Check if all the documents have been received Check if Bidder meets the prequalifying criteria Evaluate on functionality or the technical aspect of the bid Evaluate price and Preference (B-BBEE) Apply any applicable transformation imperative not yet applied (Objective Criteria) Post tender negotiations 6.1. Evaluation Criteria ACSA will use a pre-determined evaluation criterion when considering received bids. The evaluation criteria will consider the commitment made for pre-qualifying criteria/ local production and content/ Supplier Development, objective criteria and compulsory sub-contracting/ functionality/ Price and B-BBEE. During the evaluation of received bids ACSA will make an assessment whether all the bids comply with set minimum requirements and whether all returnable documents/information have been submitted. Bidders which fail to meet minimum requirements, thresholds or have not submitted required mandatory documents will be disqualified from the tender process The requirements of any given stage must be complied with prior to progression to the next stage. ACSA reserves the right to disqualify bidders without requesting any outstanding document/information A staged approach will be used to evaluate bids and the approach will be as follows: Stage 1 Stage 2 Stage 3 Stage 4 Stage 5 Stage Mandatory Requirements A list of mandatory returnable documents must be consulted to understand which documents are required at the closing date and time. Further, to the mandatory returnable documents/information ACSA will only consider bidders which have: Completed the Agency Shortlisting Questionnaire

17 JV agreements where applicable CVs of proposed team for the account Contactable reference letters 6.4. Functionality The functionality evaluation will be conducted by the end-user/operations/the Bid Evaluation Committee which comprises of various skilled and experienced members from diverse professional disciplines. The evaluation process will be based on threshold criteria. The criteria will be as follows: 6.5. Threshold The functional evaluation for both Corporate PR and Brand PR will be based on a threshold, where bidders which fail to achieve a minimum of 70% on the functional stage will not be considered further in the evaluation. The thresholds on each element of the evaluation are as follows Corporate PR Agency services evaluation criteria a) Agency experience 20 % b) Service Offering 30 % c) Team experience 20 % d) Foot print 10 % e) Client profile 10 % f) Transformation 10 % Brand PR Agency services evaluation criteria a) Agency experience 20 %

18 b) Service offering 30 % c) Team Experience 20 % c) Footprint 10 % d) Client Profile 10 % e) Transformation 10 % I. Corporate PR evaluation criteria Criteria Weighting *Minimum Threshold Maximum Score 1. Agency Experience Past, current and prospective services demonstrating capabilities to mount and execute on services outlined in the Scope of Services. Evidence please provide contactable references and portfolio of work done in past 2 years 1.1. Provide details of at least 3 clients for whom the agency provided Stakeholder Management services in the last 12 months and maybe contacted for a reference Number of verifiable clients Less than 3 = 0 pts 3 clients = 5 pts 4 clients = 8 pts 5 clients or more = 10 pts Provide details of at least 3 clients for whom the agency provides Corporate PR counselling services at executive level and who may be contacted for a reference. Number of verifiable clients Less than 3 = 0 pts 3 clients = 5 pts 4 clients = 8 pts 5 or more clients = 10 pts Strength of service offering Indicate the strength of the agency s offering across all Corporate PR services defined in the scope of work. Evidence please provide contactable references and portfolio of work done in the past 2 years.

19 Service Crisis Communication Stakeholder relations Thought Leadership Core strength Scores for strength of service offering Extensive competency Limited Offering Outsourced Media Training Investor relations Litigation Communication Media Relations Employee Engagement Not Offered TEAM EXPERIENCE Provide details of your agency s leadership experience; the MD, the most senior strategist and the most senior writer in the agency who will work on this account. Evidence - Provide comprehensive CVs of relevant individuals detailing years of experience, clients serviced, and type of Corporate PR services rendered. CVs should include contactable references. 3.1 MD (or equivalent) Provide details of the MD s experience in providing PR & communications counsel to medium-to-large corporate clients. Years of experience years = 4 pts years = 6 pts Overs 20 years = 8 pts Senior Strategist Provide details of this person s experience in developing corporate communication strategies & focus on issues management and crisis communications (max 100 words) Years of experience 5-10 years = 3 pts years = 5 pts Over 15 years = 7 pts Senior Writer Provide details of the senior writer s experience focusing on experience in corporate writing (max 100 words) Years of experience 5-10 years = 3 pts years = 4 pts Over 15 years = 5 pts Foot print Provide evidence of your agency s footprint and network.

20 4.1. Provide details of your footprint locally, regionally and globally. Presence in at least Johannesburg (JHB) and Cape Town (CPT) is essential Please provide physical address of each office location Or proof of partnerships and/or networks in relevant key locations that can be leveraged to service ACSA requirements No presence in JHB or CPT = 0 points Presence in either JHB or CPT only = 4 points Presence in both JHB and CPT = 7 points Presence in 3 or more locations locally and globally (including JHB & CPT) = 10 points Client Profile Provide information on the agency s top 10 clients who use your PR services. 5.1 Include the following details: Industry/Sector (e.g. Public Sector) Nature of PR Services provided Account Revenue (per annum) Tenure in Years Nature of relationship (retainer OR project based) At least 3 accounts should have annual revenues of at least R to be scored. Evidence of the above information should be detailed in reference letters. 6. Transformation plan Commit to a skills development programme that offers an opportunity for black graduates to gain skills and experience for the duration of the account. Annual account revenue (per client) and sector Number of clients (at least three accounts) o Less than R = 0 pts o R500k R1m = 4 pts o R1m R2m = 7 pts o Over R2m = 10 pts Number of new black graduates on the account Less than 1 = 0 pts 1 graduate = 10 pts More than 1 graduate =15 pts Provide a transformation plan outlining a skills development plan and target number of Total *Minimum thresholds per each sub-criterion will apply. A bidder who achieves a score of at 70% but scores lower than the minimum threshold in any of the sub-criteria will not proceed to price and preference evaluation

21 II. Brand PR services evaluation criteria Criteria Weighting *Minimum Threshold Maximum Score 1. Agency Experience Past, current and prospective services demonstrating capabilities to mount and execute on services outlined in the Scope of Services. Evidence please provide contactable references and portfolio of work done in past 2 years 1.3. Provide details of at least 3 Media Relations interventions planned and implemented by the agency in the past 12 months and who may be contacted for a reference Number of verifiable clients/projects Less than 3 = 0 pts 3 clients = 5 pts 4 clients = 8 pts 5 clients or more = 10 pts Provide details of at least 3 clients for whom the agency provides Brand PR services and who may be contacted for a reference. Number of verifiable clients Less than 3 = 0 pts 3 clients = 5 pts 4 clients = 8 pts 5 or more clients = 10 pts Strength of service offering Indicate the strength of the agency s offering across all Brand PR services defined in the scope of work. Evidence please provide contactable references and portfolio of work done in the past 2 years.

22 Service Content development/ Writing Community Activation Core strength Scores for strength of service offering Extensive competency Limited Offering Outsourced Media Relations Not Offered Crisis communication Media Monitoring Social media management Event Management TEAM EXPERIENCE Provide details of your agency s leadership experience; the MD, the most senior strategist and the most senior writer in the agency who will work on this account. Evidence - Provide comprehensive CVs of relevant individuals detailing years of experience, clients serviced, and type of Brand PR services rendered. CVs should include contactable references. 3.1 MD (or equivalent) Provide details of the MD s experience in providing PR & communications counsel to medium-to-large corporate clients. Years of experience years = 4 pts years = 6 pts Overs 20 years = 8 pts Senior Strategist Provide details of this person s experience in developing corporate communication strategies & focus on issues management and crisis communications (max 100 words) Years of experience 5-10 years = 3 pts years = 5 pts Over 15 years = 7 pts Senior Writer Provide details of the senior writer s experience focusing on experience in corporate writing (max 100 words) Years of experience 5-10 years = 3 pts years = 4 pts Over 15 years = 5 pts Foot print Provide evidence of your agency s footprint (and network) locally and globally.

23 4.1. Provide details of your footprint locally, regionally and globally. Presence in at least Johannesburg (JHB) and Cape Town (CPT) is essential Please provide physical address of each office location Or proof of partnerships and/or networks in relevant key locations that can be leveraged to service ACSA requirements No presence in Joburg or Cape Town = 0 points Presence in either JHB or CPT only = 4 points Presence in both JHB and CPT = 7 points Presence in 3 or more locations locally and globally (including JHB & CPT) = 10 points Client Profile Provide information on the agency s top 10 clients who use PR services. 4.1 Include the following details: Industry/Sector (e.g. Public Sector) Nature of PR Services provided Account Revenue (per annum) Tenure in Years Nature of relationship (retainer OR project based) At least 3 accounts should have annual revenues of at least R to be scored. Evidence of the above information should be detailed in reference letters. Annual account revenue (per client) and sector Number of clients (at least three accounts) o Less than R = 0 pts o R500k R1m = 4 pts o R1m R1.5m = 7 pts o Over R1.5m = 10 pts Transformation Indicate your commitment to a skills development programme that offers an opportunity to previously unemployed black graduates to gain skills and experience on the account Number of new graduates on the account Less than 1 = 0 points 1 graduate = 10 points More than 1=15 points 10 Provide a transformation plan outlining a skills development plan and target number of Total *Minimum thresholds per each sub-criterion will apply (refer to detailed tables in the next page). A bidder who achieves a score of at 70% but scores lower than the minimum threshold in any of the sub-criteria will not proceed to price and preference evaluation

24 6.6. Price and B-BBEE This is the final stage of the evaluation process and will be based on the PPPFA preference point system of 80/20. Price will amount to 80 points, whilst preference will be 20 points. The award of business will be made to a bidder which has scored the highest overall points for this stage of the evaluation, unless objective criteria exists, justifying an award to another bidder or ACSA splits the award or cancels the tender, etcetera. The pricing schedule to be completed is as follows: I. Corporate PR services pricing proposal A monthly retainer fee pricing model will be used for Corporate PR services since the service provider team should be accessible at all times and will ensure that all special requests are processed within the minimum time required. The financial proposal should be in the form of a fixed lump sum fee proposal, which will be billed monthly through a retainer fee. Resource type Rate per hour Number of hours/month Total monthly cost Total for year 1 Total for year 2 Total for year 3 a) Managing director b) Senior strategist c) Senior writer d) Account Manager e) Other (specify) Yearly total excluding VAT VAT Yearly total including VAT Grand Total for 3 years excluding VAT VAT Grand Total for 3 years including VAT Bidders must only price in accordance with the pricing schedule above, this will enable ACSA to compare priced offers. Failure to submit a priced offer using the prescribed schedule will make the bid liable for disqualification. Disbursements should not be included in the price proposal as they will need to be approved by ACSA as and when required. Disbursement will be reimbursed at actual cost. The successful bidder will be required to provide proof of expenses in order to be reimbursed. Other expenses, for example accommodation (specify, e.g. three-star hotel, bed and breakfast, telephone cost, reproduction cost, etcetera). On basis of these particulars, certified invoices will be checked for correctness..

25 III. Brand PR services price proposal Brand PR services will be mostly utilised per project basis or per brief as and when required. The 160 hours per month indicated in the table below are for pricing guidance only (to enable comparative pricing) and are not reflective of actual resource utilisation hours per month. Actual billable hours will be determined as per brief on an as and when required basis. Resource type Rate per hour Number of hours per month Monthly Total a) Managing director 160 b) Senior strategist 160 c) Senior writer 160 d) Account Manager 160 e) Other (specify) 160 Total excluding VAT VAT Total including VAT Bidders must only price in accordance with the pricing schedule above, this will enable ACSA to compare priced offers. Failure to submit a priced offer using the prescribed schedule will make the bid liable for disqualification. Disbursements should not be included in the price proposal as they will need to be approved by ACSA as and when required. Disbursement will be reimbursed at actual cost. The successful bidder will be required to provide proof of expenses in order to be reimbursed. Other expenses, for example accommodation (specify, e.g. three-star hotel, bed and breakfast, telephone cost, reproduction cost, etcetera). On basis of these particulars, certified invoices will be checked for correctness.

26 7. SECTION 7: RETURNABLE DOCUMENTS 7.1. Mandatory Returnable documents ACSA may disqualify from the tender process any bidder that has failed to submit mandatory returnable documents and information on the closing date and time. Bidders should therefore ensure that all the mandatory returnable documents and information have been submitted. In order to assist bidders, ACSA has also included a column next to the required mandatory document and information to enable bidders to keep track of whether they have submitted or not. The mandatory documents and information are as follows: MANDATORY RETURNABLE DOCUMENTS AND INFORMATION SUBMITTED [Yes or No] Bid form fully completed. The following is the list of section that bidders must complete and returnable with bids documents: Section 5: BBEEE Declaration Section 6: Declaration Form Section 8: Declaration of Forbidden Practices Completed agency shortlisting questionnaire Bidder s Previous Experience (Bidder provided a profile showing their previous experience relevant to the scope for at least 3 clients in the past 2 years) Bidder s provided at least 3 contactable references with proof of their experience Organisational profile and footprint CV s of the bidder s proposed team Bidder s pricing proposal Joint Venture (JV) Agreement (if applicable) Subcontracting agreement and documentation (if applicable) Proof that the agency has been in existence for 5 years OR that the Director has at least 12 years experience at senior management/executive level 7.2. Other Returnable Documents and information

27 These types of documents and information are required but are not mandatory or are only mandatory at specific stages of the process. ACSA may request bidders to submit these documents or information after the closing date and time or might already have them on the system. Where a document or information is only mandatory at a specific stage in the process, ACSA may only disqualify a bidder for non-submission at that stage and after reasonable efforts were made to request the document from the bidder. The documents are as follows: RETURNABLE DOCUMENTS AND INFORMATION SUBMITTED [Yes or No] B-BBEE Certificate (In case of a joint venture bid, include the B-BBEE certificate for the joint venture) Valid Tax Clearance Certificate (ACSA many not award a tender to a bidder whose tax affairs have not been declared to be in orders by SARS) Names and identity numbers of Directors (CIPC documents) Certificate of Incorporation Most recent annual financial statements (for last 2 years) Registration with National Treasury Central Database CSD (CSD summary report) Any other information requested in the Agency Shortlisting Questionnaire 7.3. Validity of submitted information Bidders must ensure that any document or information which has been submitted in pursuance to this tender remains valid for the duration of the contract period. The duty is on the bidder to provide updated information to ACSA immediately after such information has changed. 8. SECTION 8: DECLARATION FORM 8.1. Making a Declaration Any legal person or persons having a relationship with persons employed by ACSA, including a blood relationship, may submit a bid in terms of this tender document. In view of possible allegations of unfairness, should the resulting bid, or part thereof, be awarded to persons connected with or related to ACSA employees, it is required that the bidder or his/her authorised representative declare his/her position in relation to ACSA employees or any member of the evaluation or adjudication committee which will consider bids. Furthermore, ACSA requires all bidders to declare that they have not acted in any manner inconsistent with the law, policy or fairness All bidders must complete a declaration of interest form below:

28 Full name of the bidder or representative of the bidding entity Identity Number Position held in the bidding entity Registration number of the bidding entity Tax Reference number of the bidding entity VAT Registration number of the bidding entity I/We certify that there is a / no relationship between the bidding entity or any of its shareholders / directors / owner / member / partner with any ACSA employee or official. Where a relationship exists, please provide details of the ACSA employee or official and the extent of the relationship below 8.3. Full Names of Directors / Trustees / Members / Shareholders of the bidding entity Full Name Identity Number Personal Income Tax Reference Number 8.4. I/We declare that we have not acted in any manner which promotes unfairness, contravenes any law or is against public morals. We further certify that we will in full compliance of this tender terms and conditions as well as ACSA policies in the event that we are successful in this tender. Declaration:

29 I/We the undersigned (Name) herby certify that the information furnished in this tender document is true and correct. We further certify that we understand that where it is found that we have made a false declaration or statement in this tender, ACSA may disqualify our bid or terminate a contract we may have with ACSA where we are successful in this tender. Signature Position Date Name of bidder

30 9. SECTION 9: BRIEFING SESSION FORM N/A 10. SECTION 10: DECLARATION OF FORBIDDEN PRACTICES 10.1 The bid of any bidder may be disregarded if that bidder, or any of its directors have abused the institution s supply chain management system; committed fraud or any other improper conduct in relation to such system; or failed to perform on any previous contract In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. Item Question Yes No

31 Is the bidder or any of its directors listed on the National Treasury s Database of Restricted Suppliers as companies or persons prohibited from doing business with the public sector? Yes No (Companies or persons who are listed on this Database were informed in writing of this restriction by the Accounting Officer/Authority of the institution that imposed the restriction after the audi alteram partem rule was applied). The Database of Restricted Suppliers now resides on the National Treasury s website( and can be accessed by clicking on its link at the bottom of the home page. If so, furnish particulars: Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)? The Register for Tender Defaulters can be accessed on the National Treasury s website ( by clicking on its link at the bottom of the home page. Yes No If so, furnish particulars: Was the bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years? Yes No If so, furnish particulars: Was any contract between the bidder and any organ of state terminated during the past five years on account of failure to perform on or comply with the contract? Yes No If so, furnish particulars: I/We hereby declare that we have not/been found guilty of any illegal activities relating to corruption, fraud, B-BBEE fronting, anti-competitive practices and/or blacklisted by an organ of State Owned Company, etc. and/or any other forbidden practices. I/We declare the following:

32 Description Penalty Organ of State / State Owned Company a) b) Furthermore, I/We declare that to the best of my/our knowledge there is /are no further practices to be declared or which are in the process of being finalised. The following are alleged practices which have not yet been finalised. Description Organ of State / State Owned Company a) b) This declaration was signed on of 201 Name: Designation: Signature: 11 SECTION 11: SUBMISSION CHECKLIST SECTION APPENDIX DOCUMENT INCLUDED YES NO 5 B-BBEE Declaration Form 8 Declaration of conflict of interest Form 10 Declaration of forbidden practises Form 1 Completed agency shortlisting questionnaire 2 Company profile Organogram, Footprint, Networks/Partnerships 3 4 Names, identity and tax details of company directors Certificate of incorporation 5 Joint Venture (JV) Agreement (If Applicable) 6 CV and qualifications/certificates of key resources

33 7 Bidders Experience and Client reference letter/s 8 Certified copy of latest B-BBEE Certificate from approved certification body 9 Valid, Original Tax Clearance Certificate/Pin 10 Latest Audited Financial Statements 11 Methodology and approach for tasks identified in Scope 12 Pricing Proposal 13 Transformation and Subcontractors agreement and documentation 14 Any other information requested in the RFP

34 Appendix 1: Shortlisting Questionnaire Very Important: In the event of the bidding agency being a subsidiary of another agency, the information provided in this shortlisting questionnaire e.g. number of staff, list of clients, etc. must pertain to the subsidiary that is bidding for the business and not to the main agency. Agency Profile 17 Is your agency part of a network, and if so, which network? YES NO Network: 18 Would you describe your agency as Brand PR, Corporate PR or both? Brand PR Corporate PR Both 19 Number of staff employed Johannesburg Cape Town Other (specify) 20 Accounts won in past 12 months (Company name & brand/s) Approximate revenue value (pa) Type of work done for this client Accounts lost in past 12 months (Company name & brands) Value of loss in revenue (pa) Reason for loss

35 Resource Strength 22 Indicate the number of staff and agency diversity in the following disciplines Account Management Strategy Writers /Media Relations Black White Black White Black White Promotions/Activations/ Event Management Social Media Other (specify) Black White Black White Black White 23 Provide details of your agency s leadership experience; the MD, the most senior strategist and the most senior writer in the agency who will work on this account. i. Name of MD Years of experience in PR 0-5 yr 5-9 yr yr 16-20yr >20yr Provide details of the MD s experience in providing PR & communications counsel to mediumto-large corporate clients. (max 100 words) ii. Name of Senior Strategist Years of experience 0-5 yr 5-9 yr yr 16-20yr >20yr Provide details of this person s experience in developing corporate communication strategies & focus on issues management and crisis communications (max 100 words) iii. Name of Senior Writer Years of experience 0-5 yr 5-9 yr yr 16-20yr >20yr

36 Provide a summary of this person s resume & focus on experience in corporate writing (max 100 words) Services 24 Indicate the strength of the agency s offering across the following Corporate PR services by making an X in the appropriate box. Service a) Stakeholder Relations b) Investor Relations c) Litigation Communication d) Crisis Communication e) Thought Leadership f) Media Training g) Media Relations h) Employee Engagement Core Strength Extensive Competency Limited Offering Outsourced Not Offered 25 Indicate the strength of the agency s offering across the following Brand PR services by making an X in the appropriate box. Service a) Media Relations b) Media Monitoring and Reporting c) Content Development Core Strength Extensive Competency Limited Offering Outsourced Not Offered

37 d) Issues and Crisis Management e) Social Media Management f) Community Activation g) Event Management h) Media training

38 Client Profile 26 Provide information on the agency s top 10 clients who use PR services. Client Industry/Sector (e.g. Public Sector) Nature of PR Services provided Account Revenue (per annum) Tenure in Years Nature of relationship (retainer OR project based) Indicate services provided

39 27 Company 1. Provide details of clients for whom the agency provides PR counseling services at executive level and who may be contacted for a reference. Describe service provided Contact Person Designation address Phone number (max 50 words) Agency Experience 28 Describe the approach the agency follows in establishing and maintaining strong relationships with key media owners and journalists. Also identify those media that the agency would regard as key to ACSA (max 150 words).

40 29 Provide evidence of the agency s experience in guiding and counseling a client through a crisis. Focus on the interaction between the agency and the client s CEO and Exco (max 150 words). 30 Provide a short case study that will demonstrate the agency s experience in providing innovative and/or non-traditional PR solutions in a controlled/ regulated environment similar to airports (max 150 words). 31 Describe the agency s experience in building the profile of a corporate leader with specific emphasis on the communications tools employed to achieve the objective (max 150 words). 32 Provide details of at least 3 clients for whom the agency provided Stakeholder Management services in the last 24 months. Client (company & brand) Describe stakeholder management services are provided

41 Provide details on at least 3 Media Relations interventions planned and implemented by the agency in the past 12 months. Client (company & brand) Describe the services provided I hereby declare that all the information provided in this short-listing questionnaire is correct at the time of submission. Name & Designation: Date: Signature:

42

43 APPENDIX 2: COMPANY PROFILE, EXECUTIVE SUMMARY & ORGANOGRAM Provide an executive summary and organogram including the highlights of your bid and the price for the implementation. This must be signed by a duly authorised representative. (Please limit this to one page). Your company s profile, including a brief background and outlining the number of people it employs, footprint, networks/partnerships (for collaboration, research etc, product/service offering, and the period for which you have been providing these services. A schematic representation of the structure of the bidding company needs to be supplied. If you are responding as a joint venture or consortium, please submit an organogram for each of the companies involved, and one to illustrate the composition of the joint venture or consortium. Tel Fax The Maples, Riverwoods, 24 Johnson Road, Bedfordview, Gauteng, South Africa, 2008 P O Box 75480, Gardenview, Gauteng, South Africa, Page 43 of 54 Airports Company South Africa SOC Ltd Reg No 1993/004149/30 VAT no Board of Directors: R Morar (Acting Chairman), B Maseko (Chief Executive Officer), K Matlou, S Simelane, M Mabela, D Botha, N Kekana (Company Secretary)

44 APPENDIX 3: NAMES, TAX NUMERS AND IDENTITY NUMBERS OF DIRECTORS APPENDIX 4: CERTIFICATE OF INCORPORATION Page 44 of 54

45 APPENDIX 5: SIGNED, CERTIFIED COPY OF THE JOINT VENTURE AGREEMENT OR MEMORANDUM OF UNDERSTANDING (IF APPLICABLE) (Attach here) Page 45 of 54

46 APPENDIX 6: SCHEDULE OF HUMAN RESOURCES AVAILABLE FOR THE SERVICES a) Human Resources available (quantities): Number of Full time employees Provide a 3 to 4-page comprehensive resume for each proposed resources named below indicating relevant experience, years of experience and qualifications. Name Position/ Relevant Qualifications Professional Full Indicate Proof and Job Title Experience Registration time/part Specialist and Surname (years) time knowledge abridged of /skills CV Employee attached Yes Page 46 of 54

47 APPENDIX 7: BIDDER S RELEVANT EXPERIENCE AND LETTERS OF REFERENCES (MOST RECENT CONTRACTS) Company/client Type of Value of Duration of Contact Contact Original Name Services Contract Contract Name Details letter of Provided reference attached in the reference template provided (Yes/No) 1. 2 Page 47 of 54

48 APPENDIX 7 continued: REFERENCE LETTER TEMPLATE (REFERENCE TO BE PRINTED ON LETTER HEAD OF REFEREES) Attn.: ACSA Supply Chain Management - Corporate Airports Company South Africa Limited Procurement.Corp@airports.co.za Facsimile ( ) Date: To Whom It May Concern ACSA: RFP REFERENCE No. : I hereby confirm that: The Bidder: performed work for our Company. The work was completed to our satisfaction and successfully implemented at our Company. The estimated value of the contract with the Bidder was R. The Bidder performed the specified work for our Company Page 48 of 54

49 From To. MM/YYYY MM/YYYY Note to referee: If any other work was done, please explain the relationship with your company below:.. Yours faithfully.. NAME & SURNAME POSITION APPENDIX 8: B-BBEE (Attach valid B-BBEE verification certificate with actual score to claim B-BBEE points and supporting BEE details) Page 49 of 54

50 APPENDIX 9: VALID, ORIGINAL TAX CLEARANCE CERTIFICATE (Attach here) Page 50 of 54

51 APPENDIX 10: FINANCIAL INFORMATION: LATEST AUDITED STATEMENTS AND DECLARATION OF SOLVENCY OR LIQUIDATION (Attach here using bidder s letterhead) APPENDIX 11: METHODOLOGY AND APPROACH FOR TASKS IDENTIFIED IN SCOPE (Attach here) Page 51 of 54

52 APPENDIX 12 SCHEDULE OF RATES/PRICE BID - Price Proposal I. Corporate PR price proposal Resource type a) Managing director b) Senior strategist Rate per hour Number of hours/month Total monthly cost Total for year 1 Total for year 2 Total for year 3 Page 52 of 54

53 c) Senior writer d) Account Manager e) Other (specify) f) Other (specify) Yearly total excluding VAT VAT Yearly total including VAT Grand Total for 3 years excluding VAT VAT Grand Total for 3 years including VAT II. Brand PR price proposal Resource type Rate per hour Number of hours per month Monthly Total a) Managing director 160 b) Senior strategist 160 c) Senior writer 160 d) Account Manager 160 e) Other (specify) 160 Total excluding VAT VAT Total including VAT Please complete the pricing schedule as instructed in section 6. APPENDIX 13: TRANSFROMATION COMMITMENT SUB-CONTRACTING AGREEMENT AND DOCUMENTATION (If applicable) Page 53 of 54

54 (Transformation and Subcontractor agreement) Page 54 of 54