Media planning and space buying services for pseta (3 months)

Closing date: 18 November 2026 at 11:00

Enquiries:

• Contact: Ms Lungile Mokoena
• Email: [email protected]
• Role: Supply Chain Management

Submission address:

Ground Floor, Woodpecker Building, 177 Dyer Road, Hillcrest Office Park, Pretoria

Submission method: physical delivery only; electronic bids are not accepted.

• One original bid proposal and two copies must be submitted.
• All pages of the General Conditions of Contract must be signed or initialled.
• Returnable forms (all must be completed and signed):
• SBD 1 (Invitation to Bid): full completion of all sections.
• SBD 4 (Declaration of Interest): discloses any employment by an organ of state or relationship with the procuring institution; failure to disclose all CSD-registered companies linked to directors leads to disqualification.
• SBD 6.1 (Preference Points Claim): claims B-BBEE preference points.
• Proof of registration on the Central Supplier Database.
• Failure to submit any of the above documents renders the bid disqualified.
• Late applications will not be accepted.
• Submission address:

Ms Lungile Mokoena

Supply Chain Management

Pseta

Ground Floor, Woodpecker Building, 177 Dyer Road, Hillcrest Office Park, Pretoria

Evaluation stages:

1. Functionality assessment (minimum qualifying score: 70/100). Assessed only on evidence submitted with the bid.

• Company experience (25 points): relevant media planning/buying experience — <3 years = 1, 3-4 = 2, 5-6 = 3, 7-8 = 4, 9+ = 5.
• Key personnel (20 points): CVs and qualifications of Account/Media Lead and Media Planner/Buyer (and Digital Specialist where applicable), scored on a 1-5 scale.
• Methodology and approach (25 points): brief interpretation, audience targeting, planning, negotiation, booking controls, monitoring, reconciliation, risk management, reporting — 1 = inadequate, 5 = comprehensive.
• Competitive rate/value optimisation (15 points): evidence of transparent rate negotiation, discounts, value-added inventory — 1 = no evidence, 5 = strong verifiable evidence.
• Reference letters (15 points): signed client reference letters for comparable media buying work — 1 letter = 1, 2 = 2, 3 = 3, 4 = 4, 5 or more = 5.

2. Bidders meeting the functionality threshold proceed to preferential procurement evaluation (PPPFA point system and specific goals as per the official bid invitation).

Scope: Media planning and space buying services for PSETA for a fixed period of three (3) months from date of appointment.

Services required:

• Media planning and strategy: interpret briefs, recommend media mix, flighting schedule, reach/frequency, geographic targeting; provide audience profiles and channel rationale.
• Print media buying: negotiate and book space in national, provincial, local and community newspapers, magazines, supplements; manage recruitment, tender, statutory, programme and campaign advertising; secure competitive rates and value-added placements; provide tear sheets or e-papers as proof.
• Audio media buying: plan and buy radio spots, interviews, sponsored segments, podcasts, audio streaming; recommend stations based on audience; negotiate rates and added value; provide schedules and delivery metrics.
• Digital and paid social media buying: plan and place paid digital advertising on websites, search, video, programmatic and social platforms; provide reports on impressions, reach, frequency, clicks, engagement, conversions. Does not include organic community management unless specified.
• Out-of-home and other media: source and negotiate outdoor, transit, digital out-of-home, cinema or other approved inventory.
• Booking, trafficking and placement management: obtain written PSETA approval before any expenditure; issue booking confirmations; manage material submission; no substitution of media owner, platform, date, size, duration or placement without prior written approval.
• Monitoring, verification and reconciliation: report missed or deficient placements; secure make-goods or credits; reconcile media-owner invoices against approved quotation; maintain auditable records.

Deliverables:

• Approved media plan with schedule, budget and rationale.
• Rate comparison showing benchmark/card rate vs negotiated rate and added value.
• Booking confirmation/insertion order.
• Proof of placement (tear sheet, log, screenshot, certificate).
• Status report and exception/escalation record.
• Campaign close-out report covering performance, spend, delivery, value added, lessons.
• Invoice pack and reconciliation statement.

Service levels:

• Acknowledge requests within 4 working hours; submit quotations/media options within 1 working day.
• Achieve 100% placement accuracy against approved bookings.
• Provide proof of placement and reconciliation within 5 working days after placement completion.
• Provide monthly or campaign-based consolidated reports.
• Attend performance review meetings when requested.

Key personnel: at minimum a senior Account/Media Lead and a Media Planner/Buyer; a Digital Media Specialist if digital media is proposed. CVs must show qualifications, role, relevant experience and comparable assignments.

Pricing must be all-inclusive of professional/service fees and VAT, with third-party media costs separately identifiable.

• For each placement, disclose: media-owner/card rate (where available), negotiated rate, discount/value added, agency/service fee or mark-up, and total cost to PSETA.
• No media commitment may be made before written PSETA approval.
• Any cancellation, amendment or late-material charges must be disclosed promptly with evidence.
• PSETA reserves the right to negotiate pricing and request substantiation of media-owner rates.

Mandatory compliance:

• Registration on the Central Supplier Database (proof required).
• Valid tax clearance certificate (original from SARS) — required before award.
• Completed and signed SBD 1, SBD 4, SBD 6.1.
• Signed/initialled General Conditions of Contract.
• Disclosure of any employment by an organ of state or relationship with the procuring institution (SBD 4).
• Disclosure of all CSD-registered companies linked to directors; failure leads to disqualification.
• Bids must remain valid for 90 days from closing date.
• Bidders listed on the Register for Tender Defaulters or List of Restricted Suppliers are automatically disqualified.

Functionality evaluation (minimum 70/100) covers: company experience (25), key personnel (20), methodology and approach (25), competitive rate/value optimisation (15), and reference letters (15). Bidders meeting the threshold proceed to preferential procurement evaluation under the PPPFA point system and specific goals as per the official bid invitation.