Media monitoring and analysis services for c-brta (24-Month contract)

The Cross-Border Road Transport Agency (C-BRTA) seeks a service provider for media monitoring and analysis services over 24 months (01 October 2026 to 30 September 2028). The objective is to track C-BRTA’s media coverage in South Africa and the SADC region, gauge public perception, and maintain records of positive/negative reports. Services include daily clippings/synopses, quarterly/annual reports, and password-protected access to a media portal. A one-off report for April 2025–September 2026 is also required.

Closing date: 29 June 2026 at 11h00. Compulsory briefing session: 29 June 2026 at 11h00 (venue not specified). RFP validity period: 60 working days from closing date.

Submission email: [email protected]. Enquiries: Supply Chain Practitioner (contact details not specified in document).

Submit bids strictly via email to: [email protected]. Late submissions will not be accepted. Use only the official forms provided (do not re-type). Non-compliance with submission format or deadline will result in disqualification. Required returnables: SBD 1 (signed), CSD Registration Report, Tax Compliance PIN/CSD Number, Sworn Affidavit or valid B-BBEE Certificate, SBD 4 (signed), SBD 4 Annexure A, SBD 6.1 (signed), and price quotation on company letterhead. Failure to submit any mandatory document will lead to immediate disqualification.

Scope: Provide media monitoring and analysis services for 24 months (01 October 2026 to 30 September 2028). Deliverables: Daily email of clippings and broadcast synopses (station, time, programme type, interviewees) for print, online, and broadcast media (TV/radio) in South Africa and SADC region, focusing on C-BRTA and SADC cross-border transport. Quarterly and annual media analysis reports (categorised as positive/negative, with media stream and journalist details). Password-protected access to service provider’s website (e.g., Gate-5) for media clips/reports. One-off media analysis report covering April 2025 to September 2026. Search keywords to be agreed upon.

Bidders must submit a detailed project plan and schedule (20 points) outlining: methodology, timelines, milestones, and deliverables (daily clippings, quarterly/annual reports). Must demonstrate understanding of media monitoring, analysis, reporting, and evaluation for print/broadcast/online (5 points), including tools, metrics, and methodology. Must provide a list of 10+ broadcast media tracked (5 points) with methodology.

Track Record/Experience (40 points): Submit valid reference letters from clients serviced in the past 5 years. Letters must include: client’s letterhead, client name, service description, period, and contactable referee. Points: 1 letter = 10, 2-3 = 15, 4-5 = 20, 6-7 = 25, 8-10 = 30, 11+ = 40. Team Capacity (15 points): Account Manager’s CV must show: relevant tertiary qualification (Communications/PR/Marketing/Journalism/Media Studies), 3-5+ years’ experience in media monitoring, and knowledge of tracking tools/digital analytics. Points: 3-5 years = 4, 6-7 = 8, 8-10 = 12, 11+ = 15. SAMMA Membership (15 points): Valid company membership certificate required.

Submit a price quotation on company letterhead (Schedule 8). Pricing must be detailed and competitive. Evaluation uses the 80/20 system: 80 points for price (lowest bid scores highest via Ps = 80(1 - (Pt - Pmin)/Pmin)), 20 points for specific goals (B-BBEE, women/disabled ownership). No additional pricing details (e.g., payment schedules, rates) specified.

Submit a price quotation on company letterhead (Schedule 8). Pricing must include full details of the proposal. Evaluation uses the 80/20 system: 80 points for price (lowest acceptable bid scores highest), 20 points for specific goals (B-BBEE, women/disabled ownership). Formula: Ps = 80(1 - (Pt - Pmin)/Pmin), where Pt = bid price, Pmin = lowest acceptable bid price. No bonds, guarantees, or payment terms specified.

Mandatory: Registration on Central Supplier Database (CSD). Tax Compliance: Submit SARS TCS PIN (apply via e-filing at www.sars.gov.za) or printed TCS certificate. If no TCS PIN, provide CSD number. For consortia/joint ventures, each party must submit separate TCS PIN/CSD number. B-BBEE: Sworn affidavit or valid B-BBEE certificate (Level 1-4 for 10 points). Disqualification: State employees, companies with state-employed directors, or close corporations with state-employed members. Foreign suppliers: Complete questionnaire if applicable. SBD forms: SBD 1 (Invitation to Bid), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim) must be completed and signed.

Contract duration: 24 months (01 October 2026 to 30 September 2028). Successful bidder must sign SBD7 contract form. Contract is subject to Preferential Procurement Policy Framework Act 2000, General Conditions of Contract (GCC), and any special conditions. Fraudulent claims or non-compliance may result in: disqualification, cost recovery, contract cancellation, 10-year public sector restriction, or criminal prosecution. Bidders must certify that claims are true and correct.

Evaluation uses the 80/20 Preferential Procurement Regulations 2022 system. Functionality (100 points) is the primary threshold (minimum 70 points required to proceed). Breakdown: Track Record/Experience (40 points, based on reference letters), Team Capacity (15 points, Account Manager’s CV), SAMMA Membership (15 points), Project Plan & Schedule (20 points), Media Monitoring Understanding (5 points), Broadcast Media List (5 points). Price (80 points) is scored via Ps = 80(1 - (Pt - Pmin)/Pmin). Specific Goals (20 points): B-BBEE Level 1-4 (10), Women-Owned (5), Disabled-Owned (5). Administrative Compliance requires SBD 1, CSD report, SBD 4, and SBD 6.1.