Public Relations Institute of Australia Suit e 506, 83 Yo rk St reet Syd n ey NSW 2000 T: 02 9331 3346 F: 02 9279 3888 w w w.p ria.com.au in f o @p ria.co m.au Tendering Guidelines Appointment of Public Relations Consultancies Prepared by the Registered Consultancies Group A Committee of the Public Relations Institute of Australia August 2005
Contents Introduction Process Open Tender Select Tender Evaluation Appendix A Selection Criteria Appendix B Template for Tender Brief Appendix C Template for Consultancy Tender Appendix D Compliance to Tender form 2 P a g e
Introduction These guidelines provide a straight-forward method of tendering for the appointment of public relations consultancies in Australia. They have been drafted by the Registered Consultancies Group (RCG), a committee of the Public Relations Institute of Australia (PRIA), to act as a guide for any organisation (private or public sector) calling for tenders for public relations services. The aim of the guidelines is to produce a tender process that will assist in reducing the time and effort required by organisations and consultancies when undertaking a tender process, while still achieving the best possible outcomes for both parties. They have been developed by the RCG to: i. ensure organisations secure the services of the most appropriate consultancy for their projects; ii. iii. iv. eliminate the time-consuming process for consultancies to prepare lengthy tender documents that are not necessarily appropriate for the tender process; protect the intellectual property of consultancies. It should be noted that these are guidelines only and can be adapted to suit the requirements of any public relations tender process. Process Open Tender Process Organisations calling tenders may wish to follow a process like the one outlined below. Open tender, where all consultancies aware of the tender may submit, is generally reserved for larger projects and/or budgets. The client organisation: o lists the criteria for evaluating consultancy suitability (see Appendix A); and o completes the tender brief using the template (see Appendix B). o the client organisation advertises or notifies consultancies of the tender. 3 P a g e
Process continued Consultancies responding to the tender notice would be sent: the criteria for evaluating consultancy suitability; the tender brief; the consultancy submission template (see Appendix C); and the compliance to tender form (see Appendix D). The consultancies are invited to an information session with the client project manager who will outline aspects of the brief and take and answer questions. In response to the brief, the consultancies submit: a two-page proposal using the consultancy submission template; their consultancy credentials; and the signed compliance to tender form. The client evaluates each submission using the weighted selection criteria (see Appendix A), giving each submission a total score out of a minimum of 100. The two or three short-listed consultancies present to the client tender selection panel to clarify and expand on their tender or provide further information. They are also asked to provide the names of three referees. The successful tenderer is notified and the applicable agreement is sent. When both parties (the client organisation and the chosen public relations consultancy) have signed the applicable agreement, all tenderers are advised of the tender outcome. 4 P a g e
Select Tender Process If a selected number of consultancies are invited to tender, a similar process can be followed. For small budget projects, fewer consultancies would be invited to tender. For the smallest budgets, it may be appropriate to brief only one consultancy, where that consultancy is selected on the basis of its credentials. For the largest of select tenders, invitations to tender to a maximum of five consultancies, chosen for their credentials, should suffice. Evaluation An initial evaluation, based on the selection criteria, will be used to short-list proposals. Each tenderer will be given a score out of one hundred which will then be multiplied by the weighting (see Appendix A). Following short-listing, tenderers may be requested to make a presentation to the tender selection panel to clarify their tender or to provide further information. All tenderers will be advised in writing of the final outcome of the tender, following the signing of contracts. Unsuccessful tenderers will have the opportunity for a debriefing. 5 P a g e
Weighted Selection Criteria Appendix A The selection criteria to be used in the evaluation of tenders have been weighted and are outlined below. Percentage Experience Weighting [insert appropriate percentage] % Nomination of the team leader or partner % Relevant recent experience of key personnel to be involved in the project. % Commitment to provide nominated personnel for the term of the contract. % Experience reporting to a range of stakeholders on communications programs. Total = 100% 6 P a g e
Percentage Methodology Weighting [insert appropriate percentage] % Demonstrated understanding of the scope and requirements of the project. % Methodology for undertaking the project, including an outline with clear milestones showing how the outcomes/deliverables are to be achieved. % Availability of the organisation to undertake the project within the timeframe identified in this brief. % Understanding of any regulatory requirements and Government policies that are relevant to the programs of [insert agency name]. Total = 100% 7 P a g e
Tender Brief Template Appendix B This document is a tender brief and has been prepared to provide information to assist prospective tenderers in the preparation and submission of proposals for the [insert project name]. [Insert client organisation name] Tender brief for: Tender number: The project manager is: The consultancy will be reporting to: [insert project name] [insert number] [insert name and title] [insert name and title] Key Dates Key dates for this proposal are indicated below. These dates are advised as a guide to projected timelines only. The [insert client project manager] will attempt to maintain this schedule, but reserves the right to vary key dates where necessary: Public information session: Tenders close: Interviews conducted by: Tenderers advised of tender outcome by: Project commencement by: Project completed by: [insert date] [insert date] [insert date] [insert date] [insert date] [insert date] Lodgement Details Submission: Please submit [xx] copies of your tender submission Delivery Format: [state whether hard copy, email or lodgement on a website] Address to: [insert client name, title and address or email address] Closing date: No later than [insert time and date] No late, facsimiled or incomplete proposals will be accepted. Notification of receipt will be forwarded to each tenderer. 8 P a g e
Background Information [Insert background information on the client organisation] [Insert background information on the project] Selection Criteria The appointed consultancy will have responsibility for: advertising communications collateral communications strategy community consultation exhibition and fabrication event organisation facilitation issues management market research / opinion polls media monitoring media relations publishing project management stakeholder audit speech writing web and multimedia style guide The consultancy is required to have previous experience in: aboriginal Affairs aged care agriculture arts community Services consumer affairs education environment financial Services health housing industrial relations IT legal and justice manufacturing multicultural affairs resources regional development sport and Recreation tourism trade training transport women s affairs 9 P a g e
The consultancy is required to operate in: Australian Capital Territory New South Wales Northern Territory Queensland South Australia Tasmania Victoria Western Australia All of Australia The consultancy is required to operate internationally: Yes No If so where? Research / Sources of Information [Insert information on any research undertaken] Objectives [Insert project objectives] [Insert desired outcomes] Target Audience [Insert target audience] Timeframe The [insert name of project / proposal] will begin on [insert date] and the contract period will be for [insert no of months / years] ceasing on [insert date]. The [insert name of project / proposal] will consist of [insert number] phases in the following timeframe: 10 P a g e
Timeframes: PHASE TASK PERIOD Budget The budget quoted should be commensurate with the key activities and deliverables required, including GST. Form and Conditions of Contract The successful tenderer will be required to sign an agreement containing the terms and conditions agreed between the client organisation and the consultancy. A contract for delivery or provision of goods or services described in this document does not exist until both parties have executed the conditions of contract [insert agency name] agreement. Debriefing Tenderers who would like a debriefing should contact [name of contact and contact details] 11 P a g e
Consultancy Tender Template Appendix C (The tender submission should be no longer than xx pages [insert number of pages and any other specifications] and should be submitted with the consultancy credentials and the signed request for tender compliance declaration form. Each submission will be evaluated against the weighted selection criteria.) Methodology Tenderers address the methodology requirements detailed in the selection criteria. If the project is in phases, separate the methodology under subheadings for each phase. Key Consultancy Team Members Account Director [insert name] Senior Consultant [insert name] Consultant [insert name] Full details of consultancy members are included in the attached credentials document. Experience Tenderers address the experience requirements detailed in the selection criteria. Budget The overall budget for the project, including an outline of how and when the budget elements would be invoiced: TASK/ACTIVITY BUDGET INVOICING ARRANGEMENTS TOTAL BUDGET Credentials The consultancy s credentials should be submitted with the tender submission and include: - biographies of team members - consultancy client list - hourly rates if appropriate 12 P a g e
Compliance to Tender Form Appendix D Organisations or individuals wishing to tender should submit their proposals in accordance with the [insert client organisation name] requirements as set out in this document. I declare that the consultancy I represent: has an Australian Business Number (ABN) and is registered for GST; Is a holder of Professional Indemnity Insurance to a minimum value of $[amount to be inserted] per claim; product liability insurance to a minimum value of $[amount to be inserted] per claim; does not have any matter or issue, which is or may be perceived to be or may lead to, a conflict of interest regarding the proposal or participation in the supply of the services described; has examined statutory requirements and are satisfied they are not participating in any anti-competitive, collusive, deceptive or misleading practices in structuring and submitting their tender submission summary; has complied with the Trade Practices Act and Australian Competition & Consumer Commission (ACCC) guidelines on price exploitation relating to the introduction of the new tax system from 1 July 2000; and abides by the Public Relations Institute of Australia s code of ethics and code of practice. Name: Title: Consultancy: Signed: Date: 13 P a g e