Media buying and planning services for saws (project basis and/or 12 months) — RFQ 4150f/26

Compulsory briefing session

• Date: 08 October 2026
• Time: 10:00
• Venue: Microsoft Teams
• Join link: https://teams.microsoft.com/meet/3762899808353576?p=38DspOXE1Yud6aEIlk
• Meeting ID: 376 289 980 835 357 6
• Passcode: Gp3A4GQ7
• Attendance is compulsory.

Closing

• Date: 15 October 2026
• Time: 11:00

Bid validity period: 60 calendar days after the closing date.

Enquiries

• Department: SCM Acquisition Department, South African Weather Service
• Email: [email protected]
• Clarification requests must be made in writing.

Submission

• Method: email
• Submission email: [email protected]

Submission method: email only

Submission email: [email protected]

Closing time: 11:00 on 15 October 2026

Bid validity: 60 calendar days from the closing date

Returnable documents

• Annexure A (Invitation to Bid): completed and signed supplier information and declaration.
• SBD 3.3 (Pricing Schedule for Services): completed pricing, VAT inclusive.
• SBD 4 (Bidder's Disclosure): discloses state employment and relationships with the procuring institution.
• SBD 6.1 (Preference Points Claim Form): completed and signed only if preference points are claimed.
• CSD registration number.
• SARS tax compliance status PIN, or a printed TCS certificate.
• Valid B-BBEE certificate, or a certified copy of a sworn affidavit for points claimed.
• POPIA Supplier Notice and Consent form (Annexure i).
• Signed teaming agreement where the bid is a joint venture, consortium, trust or partnership.
• Proof of the subcontracting arrangement where subcontractors are used.

Disqualification risks

• Bids received after the closing time.
• Incomplete or unsigned standard bidding documents.
• Bids that do not follow the specifications or terms of reference.
• Tax matters not in order with SARS.
• Pricing submitted in a format other than the prescribed pricing schedule.
• A media owner submitting a bid for these services.
• Failure to provide audited financial statements when requested before award.

Evaluation stages, in order

1. Phase 1 — SCM administrative requirements: completeness and correctness of the returnable documents.
2. Phase 2 — Mandatory requirements.
3. Phase 3 — Functional evaluation.
4. Phase 4 — Price and specific goals.

Preference point system: 80/20

• Price: 80 points
• Specific goals (B-BBEE status level): 20 points
• Total: 100 points

B-BBEE points claimable under the 80/20 system

• Level 1: 20

• Level 2: 18

• Level 3: 14

• Level 4: 12

• Level 5: 8

• Level 6: 6

• Level 7: 4

• Level 8: 2

• Non-compliant contributor: 0

• Points for specific goals are forfeited if the supporting proof is not submitted with the bid.

• Shortlisted bidders may be required to present their service offering to the evaluation committee.

• A discount is only considered at the final evaluation stage if it is offered unconditionally.

Scope: media buying and planning services for the South African Weather Service, on a project basis and/or for a fixed 12-month period.

Objectives

• Develop integrated multi-channel media buying and placement strategies that reach South Africa's diverse audiences.
• Maximise reach for critical weather warnings (severe thunderstorms, floods, heatwaves, disruptive rains) and optimise frequency for brand, product and call-to-action campaigns.
• Secure competitive media rates and added value to maximise return on the media budget.
• Prioritise speed and accuracy in placing urgent, life-saving weather alerts.
• Provide post-campaign reports analysing performance against KPIs, with date- and time-stamped proof-of-flighting for all media.
• Place professional videography and multimedia content such as promotional videos, animations and social media clips.
• Align all work with SAWS's corporate identity.

Media strategy and planning

• Integrated annual media strategy covering research, analysis, buying strategy and platform selection.
• Media strategy, planning and buying services; any accredited media agency engaged must be approved in writing by SAWS.
• Prepare strategic media plans and purchase approved plans on SAWS's behalf across digital and social media.
• Define target audiences for public safety, brand engagement and commercial campaigns.
• Recommend the optimal channel mix and provide added-value opportunities.
• Demonstrate media value and savings, and prove that adverts ran on the booked channels.

Media buying and negotiation

• Negotiate the most favourable rates, positions and packages across all channels.
• Provide media placement, costing and production timelines against the proposed schedules.
• Manage booking and scheduling of all placements and handle contracts with media owners.
• Develop return-on-investment metrics for each campaign activity.
• Submit three speculative rate cards demonstrating buying power, for example a 30-second prime-time TV spot on SABC1, a 30-second drive-time radio ad, and CPM for a digital display ad on a major news site.

Channels

• Broadcast: SABC, eTV, NewzRoom Afrika, other commercial TV and radio, community TV and radio, including national, regional and community stations in all 11 official languages.
• Digital: Google, programmatic buying, social media advertising (Facebook, Twitter, Instagram, LinkedIn, YouTube), search engine marketing, and partnerships with major digital news publishers such as News24 and Times Live.
• Print: national and regional newspapers and magazines.
• Out-of-home: billboards, street furniture and digital signage in high-risk or high-traffic areas.

Reporting and administration

• Pre-campaign estimates and post-campaign analysis for all activities.
• Track and report spots, impressions, GRPs, ROI, reach and engagement, and manage make-goods.
• Manage the media budget, process invoices and provide reconciliation reports.
• Weekly, monthly and quarterly performance reports.
• Weekly communication and bi-weekly status meetings with SAWS.
• Commission calculated on the final discounted net rate; 100% of cash rebates returned to SAWS as a credit note or direct payment.
• Invoices must separate net media cost from agency fees or commission.
• All bonus value must be dedicated to the SAWS campaign at no extra cost and reported transparently.

Additional services

• Project management and organisation of media events.
• Daily, weekly and monthly website and social media monitoring, reporting and recommendations, using a leading social listening tool.
• Recommend and deploy social media tools, including AI and chatbot functionality.

Capacity

• Minimum 5 years' experience in media buying and planning in the government, public or private sector.
• Operational premises with the necessary infrastructure and relevant accreditation; a due diligence site visit will be conducted before award.
• No media owner may bid for these services.

• Minimum 5 years' experience in media buying and planning in the government, public or private sector.
• Ability to develop and deliver media buying and planning expertise on a project basis and/or over a fixed 12-month period.
• Where an accredited media agency is engaged, SAWS must approve it in writing.
• The bidder must have duly approved operational premises with the necessary infrastructure and relevant accreditation from the relevant body.
• SAWS seeks a professional, experienced and innovative agency to enhance its brand visibility, public engagement and marketing.

Supplier performance management

• The successful bidder must conclude a service level agreement with SAWS on written notification of award; it forms part of the supply agreement.
• The SLA measures, monitors and assesses the supplier's performance, service quality and value-add.
• The bidder must provide a scorecard showing how its product or service offering will be measured against these objectives.

Verification

• SAWS may conduct due diligence site visits at the bidder's premises before award to confirm the firm's existence, capacity, employees and administration office.
• Shortlisted bidders may be required to present their service offering to the evaluation committee.
• SAWS may request the latest audited financial statements before award to confirm financial stability; failure to provide them may lead to rejection.
• Reference and background checks may be run to verify information, confirm track record, identify owners and affiliations, and verify credentials.

Form: SBD 3.3 (Pricing Schedule for Services), Annexure G.

• Item 1: provision of media buying and planning services on a project basis and/or 12 months.
• Bidders must state a ceiling price covering the total estimated time for all phases and all expenses, VAT inclusive.
• Bidders must indicate whether any other costs fall outside that price and specify them.
• Cost breakdown required per role: Media Planner and Buyer; Traffic Manager/Data Analyst — rate per hour, average hours per month, total amount per month.
• The monthly total must be carried to item 1.1.1 of Annexure G.
• Bidders must state the period required to commence the project after acceptance of the bid.
• Bidders must confirm whether rates are firm for the full project period; if not, state the adjustment basis, for example the consumer price index.
• Prices in South African rand, VAT inclusive, with no hidden costs.
• The monthly fixed retainer excludes actual media spend and placement costs, which are billed separately.

Pricing

• All prices in South African rand and inclusive of VAT.
• Pricing must follow the prescribed schedule; deviation may render the bid non-responsive.
• Bidders must state a ceiling price covering all phases and all expenses, VAT inclusive (Annexure G, item 1.1.1).
• Cost breakdown required for two roles: Media Planner and Buyer, and Traffic Manager/Data Analyst — rate per hour, average hours per month and total per month.
• Rates must be firm and fixed for the contract duration.
• A discount is only considered at the final evaluation stage if offered unconditionally.
• No hidden costs are accepted.

Fee models to be proposed

• Hybrid: lower fixed monthly retainer plus 10% to 15% commission on ad spend above a threshold, or a guaranteed minimum fee; 40/60 split between the fixed retainer and actual media spend over the 12-month term.
• Commission-based on media spend, with the percentage stated; commission calculated on the final discounted net rate.
• 100% pass-through of all discounts and cash or other rebates to SAWS, by credit note or direct payment.
• Transparency required on mark-ups and ancillary charges.

Guarantee

• A sworn bank guarantee and sworn financial statement confirming a minimum ad placement budget reserve of R50 000 must be submitted.

Excluded from the retainer, billed separately and negotiated during contracting

• Media spend, at net cost.
• Bespoke creative production: video, high-end design, photo shoots and copywriting.
• Major market research such as focus groups and brand tracking.
• Premium third-party software licences, passed through at cost.

Payment

• Invoices settled within 30 days of receipt, unless otherwise agreed.

Financial capacity

• SAWS may request the latest audited financial statements before award; failure to provide them may result in rejection.

Registration and tax

• CSD registration with National Treasury is mandatory; the CSD registration number must be provided.
• Bidders must be tax compliant and submit a SARS Tax Compliance Status PIN, or a printed TCS certificate.
• Where no TCS PIN exists but the bidder is registered on the CSD, the CSD number must be provided.
• Consortia, joint ventures and subcontractors must each submit a separate TCS certificate/PIN or CSD number.
• Foreign suppliers with no South African tax obligations must complete the foreign supplier questionnaire in Annexure A.

B-bbee

• A valid B-BBEE certificate, or a certified copy of a sworn affidavit for EMEs and QSEs, must be submitted to claim preference points.
• Points by B-BBEE status level: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, non-compliant = 0.
• No proof means no preference points.

Returnable forms

• Annexure A (Invitation to Bid): completed and signed.
• SBD 3.3 (Pricing Schedule for Services): completed.
• SBD 4 (Bidder's Disclosure): completed and signed; discloses state employment and relationships with the procuring institution.
• SBD 6.1 (Preference Points Claim Form): completed and signed if points are claimed.
• SBD 7 (Contract Form): signed by the successful bidder.
• POPIA Supplier Notice and Consent form (Annexure i).

Other

• Bidders in the service of the state, or with directors or members in the service of the state, will not be considered.
• Bidders listed on the Register for Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.
• Joint ventures, consortia, trusts and partnerships must submit a signed teaming agreement.
• Subcontracting requires proof of the arrangement between the main bidder and the subcontractor.
• Bidders should initial all pages of the bid.

Contract period: project basis and/or a maximum of 12 months from the date of appointment.

• The RFQ and any resulting contract are subject to the National Treasury General Conditions of Contract (revised July 2010) and any special conditions of contract.
• The successful bidder must complete and sign a written contract form (SBD 7).
• A service level agreement must be concluded on written notification of award and forms part of the supply agreement.
• Invoices are settled within 30 days of receipt, unless otherwise agreed.
• SAWS may cancel the bid before award if the need falls away, funds are no longer available, no acceptable bids are received, or there are material irregularities in the process.
• SAWS may award the bid in whole to one bidder or partially to more than one.
• SAWS is not bound to accept any offer and may reject bids that do not meet the specifications or contain incomplete standard bidding documents.
• SAWS may request further information after closing for clarity, conduct site inspections, and run reference or background checks on bidders and individuals.
• A bid may be rejected where the price is not market related, tax matters are not in order, or the bidder has committed a proven corrupt or fraudulent act.
• Attempts to influence the award decision may result in rejection.
• Bidders bear their own costs of attending briefings, site visits and presentations, and of preparing and submitting bids.
• Proposals become the property of SAWS and will not be returned.
• Bidders must indemnify SAWS against third-party claims of patent, trademark or industrial design infringement.
• Personal information submitted is processed in line with POPIA and the SAWS POPIA policy.

The RFQ is evaluated in four phases:

1. SCM administrative requirements — completeness and correctness of the submitted documentation.
2. Mandatory requirements.
3. Functional evaluation.
4. Price and specific goals.

• Preference point system: 80/20.
• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.
• B-BBEE status level points: Level 1 = 20, Level 2 = 18, Level 3 = 14, Level 4 = 12, Level 5 = 8, Level 6 = 6, Level 7 = 4, Level 8 = 2, non-compliant = 0.
• Failure to submit the proof required to claim specific goals means those points are not claimed.
• SAWS may require a bidder to substantiate any preference claim before or after adjudication.
• Shortlisted bidders may be invited to present their service offering to the evaluation committee.