Media monitoring services for national lotteries commission (3-Year contract)

Supply Chain Management (SCM) enquiries:

• Contact: Supply Chain Management
• Email: [email protected]
• Telephone: 012 432 1300

Technical enquiries:

• Contact: Penelope Soyingwa
• Email: [email protected]
• Telephone: 012 432 1414

General enquiries (also listed):

• Email: [email protected] and [email protected]
• Telephone: +27 (12) 432 1300
• Info Centre: 086 00 65383

Submission address: e-tender portal only (no physical address).

Service delivery address: National Lotteries Commission, Stakeholder Management, Marketing and Communications department (exact delivery site not specified in document).

Postal address: P.O. Box 1556, Brooklyn Square 0083, Pretoria.

Submission method: online via the National Treasury e-tender portal only; no physical submissions accepted.

Closing date and time: 28 October 2026 at 11:00 (South African Standard Time).

Late or incomplete submissions will be rejected.

Returnable forms and documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): signed offer cover page with bidder details.
• SBD 4 (Declaration of Interest): discloses state employment and relationships; false declaration leads to disqualification.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• POPIA Consent Form: signed consent for personal information processing.
• CSD Summary Report with tax compliance status (foreign suppliers without a local entity exempt from CSD registration).
• Valid SARS Tax Compliance Status PIN or certificate.
• Pricing proposal aligned to Annexure 1.
• If bidding as a joint venture: signed JV agreement.
• Five written reference letters (on client letterhead, dated, signed, not older than two years from closing date, accompanied by purchase orders; two letters from same client count as one).
• Company profile demonstrating media monitoring experience.
• Abbreviated CVs (max one page each) for up to three key personnel including Key Account Manager, with certified copies of relevant bachelor's degrees.
• Project implementation plan with deliverables, timeframes, resources, reporting approach and methodology.

Disqualification risks: any returnable form unsigned or omitted; submission after closing time; failure to meet mandatory compliance requirements; non-disclosure of interest; collusion or canvassing.

Evaluation follows a multi-stage process:

Stage 1 – Bid Opening: bids received via e-tender by closing time.

Stage 2 – Administrative Compliance: verification of completed and signed returnable documents (SBD 1, SBD 6.1), valid CSD registration with tax compliance, signed POPIA consent form.

Stage 3 – Mandatory Compliance: JV agreement (if applicable), signed SBD 4, pricing proposal, all returnable SBD forms and pricing schedules completed and signed. Non-compliance renders bid non-responsive.

Stage 4 – Technical/Functional Evaluation (100% weighting, minimum qualifying score not explicitly stated; rated 0–5 per criterion):

• Company experience in media monitoring services (25%): 10+ years = 5; >7–9 years = 4; >6–7 years = 3; >5–6 years = 2; >4–5 years = 1; <4 years = 0.
• Contactable reference letters (25%): 5 letters with 5+ years relevant experience = 5; 4 letters with 4–<5 years = 4; 3 letters with 3–<4 years = 3; 2 letters with 2–<3 years = 2; 1 letter with 1–<2 years = 1; 0 or <1 year = 0. Letters must be on client letterhead, signed, dated, not older than two years, accompanied by purchase orders; NLC will conduct reference checks.
• Capacity and ability of project team (25%): up to three members including Key Account Manager; each must hold a bachelor's degree in Communication, Media Relations/Studies, Journalism or Public Relations (certified copies required); experience scored same scale as company experience.
• Project management & methodology (25%): implementation plan with deliverables, timeframes, resources, reporting frequency (daily, weekly, monthly), training method; rated on documentation quality from 5 (exceptional) to 0 (none submitted).

Stage 5 – Price and Specific Goals (80/20 preference point system):

• Price: 80 points calculated per PPPFA formula (lowest acceptable tender used as baseline).
• Specific Goals: 20 points maximum allocated as follows:

• Black ownership: 100% = 8; 51–99% = 4; <51% = 0 (evidence: CSD report / B-BBEE certificate / sworn affidavit).

• Black women ownership: 100% = 4; 30–99% = 2; <30% = 0 (same evidence).

• Black youth ownership: 100% = 4; 30–99% = 2; <30% = 0 (evidence: CSD report).

• Disability ownership: ≥20% = 4; >10–<20% = 2; ≤10% = 0 (evidence: doctor’s letter confirming disability and CSD report).

Stage 6 – Due Diligence: NLC may conduct site visits, review court judgments/regulatory actions, request additional information before award and during contract.

Stage 7 – Contract Negotiation and Award: negotiation with lowest acceptable tenderer; best and final offers may be requested.

Scope: comprehensive media monitoring service for the National Lotteries Commission (NLC) across South Africa for 36 months (1 April 2027 – 31 March 2030).

Monitoring coverage:

• Print media.
• Broadcast (TV & radio), including live reads on national and community stations.
• Online media.
• Social media.
• Promotional competitions and fundraising adverts (monthly report).

Deliverables and frequency:

• 2× daily media alerts to up to 10 recipients.
• Weekly summary report.
• Monthly media analysis reports (traditional and social media) including geographical spread, journalists, sentiment monitoring (positive/negative/neutral percentages), AVE values.
• Quarterly media analysis reports (analysis over time).
• Access to online portal for NLC to download articles, clips, interview recordings, including subscription/paywall platforms (PDF downloads, links).
• Urgent delivery of TV/radio news clips (audio/video) on demand, including after hours.

Reporting requirements: monthly and quarterly reports; daily alerts; urgent clips as required.

Project duration: 36 months, effective from date of appointment, signing of SLA, or as directed by NLC.

Methodology: bidder must outline step-by-step approach for each financial year (2027/28, 2028/29, 2029/30).

Team: dedicated, adequately qualified and experienced; Key Account Manager plus up to two other members; each must hold a relevant bachelor's degree (certified copies required).

NLC reserves right to vet all documentation and information to verify experience and ability.

Pricing format: refer to Annexure 1 (not provided in extracted text); pricing proposal must be aligned to that schedule.

Bid validity: 120 days from closing date (28 October 2026); extension may be requested in writing on same terms.

No bid security, performance bond, guarantee, retention or insurance requirements mentioned.

Payment terms: not specified in extracted text.

Financial capacity thresholds: not specified.

National Industrial Participation Programme (NIPP) applies if contract has imported content; bidders must sign and submit the relevant SBD.

Central Supplier Database (CSD) registration mandatory (www.csd.gov.za); provide CSD registration number and attach CSD Summary Report with tax compliance (foreign suppliers without local entity exempt).

Tax compliance: valid SARS Tax Compliance Status PIN or certificate required at submission and for contract duration.

B-BBEE: specific-goal points claimed via SBD 6.1; evidence required per goal (CSD report, B-BBEE certificate or sworn affidavit, doctor’s letter for disability). No minimum B-BBEE level stated for eligibility, but points affect scoring.

Standard bidding documents: SBD 1, SBD 4, SBD 6.1 must be completed and signed.

POPIA Consent Form: signed consent for personal information processing.

Reference letters: five contactable client references for media monitoring services, on client letterhead, signed, dated, not older than two years from closing date, accompanied by purchase orders; two letters from same client count as one.

Company experience: media monitoring services track record (scored in technical evaluation).

Key personnel qualifications: bachelor's degree in Communication, Media Relations/Studies, Journalism or Public Relations (certified copies).

Joint venture: signed JV agreement if applicable.

No CIDB grading required (non-construction).

No professional body registration explicitly required beyond degree.

Local content: not specified.

Disqualification triggers: incomplete/unsigned returnables; late submission; false declaration on SBD 4; collusion; canvassing; material change in control/composition not disclosed; more than one bid per entity.