VII. ALCANCE E IMPACTOS SOBRE LA POBLACIÓN OBJETIVO
VII.4 Efectos e Impactos sobre los Usuarios
The pre-qualified agencies will be invited to a short online briefing, date and time to be determined by CNTB. The objective of this briefing will be to present to the agencies the marketing plan and to answer any questions related with the process to help them prepare high-quality proposals.
2. Proposal contents
The proposal will have to clearly state five sections:
2.1. Global and country specific objectives and strategies
In this section, the agency will have to clearly define its approach for the following three years in order to achieve the specified goals and objectives. This section should include, at least:
Three media/public relations related to “big ideas”
An idea for a consumer PR campaign (large or small) that could be implemented across all key markets.
Goals, objectives and strategies; global and country specific.
Action plan for the next 3 years
Proposal of 3 PR “Big Ideas”
Proposal of 3 partner slips
Quarterly execution calendar
2.2. The Plan: tasks, activities and deliverables
In this section, the proposal has to indicate the necessary tasks and activities the agency recommends to perform in order to deliver the global and country specific strategies and fulfil the objectives. In addition, the deliverables that will be produced will have to be specified and described.
2.3. Experience and dedication of the organisation to implement the plan The agency should provide the following items:
Team structure of the delivery team
Table with job title, name and qualifications of the delivery team, previous relevant experience (in the agency or in other previous companies), success stories and time dedication to this account
List of all other accounts handled by each team member
All team members must be employees of the agency submitting the proposal.
2.4. Methodology for managing the relationship with the CNTB Provide the following items of information:
Proposal for Croatia’s account management approach, including documented account planning, and a documented approach for approving work, financial and activity reporting
Description of the cost control methodology suggested
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Proposal of quantitative reporting / ROI measurement methods
Indicate if the agency plans to use an independent survey for the work’s result 3. Proposal submission/negotiation
3.1. The submission date of documents for Pre-qualification phase: the documentation for the pre-qualification phase shall be delivered not later than1stDecember2014, 12.00 am CET, by regular mail (address: Croatian National Tourist Board, Attn. Ms. Marina Šimun Iblerov trg 10/IV, 10000 Zagreb, Croatia), orby e-mail (address:[email protected]).
3.2. The submission date of documents for the Proposal submission phase: physical proposal (e-mail proposals excluded) for the “Phase 2: Proposal Submission/Negotiation”
shall be delivered in accordance with the CNTB further instructions to the agencies pre-qualified in the Phase 1.
4. Price submission
The CNTB maximum available budget for the year 2015 is of 12.560.000,00 HRK (Croatian Kuna), without VAT, so the pre-qualified agencies shall keep the quotation within this range. All service prices listed in the economic proposal shall be in HRK (Croatian Kuna). The offer must include a detailed specification of costs for all positions, including the assessment of the average (blended) hourly rate for the services provided.
Price submission is required only for the agencies invited to participate in the “Phase 2: Proposal Submission/Negotiation”
5. Evaluation
5.1. Step 1. Evaluation in the “Phase 1: Pre-qualification”
A Technical Committee shall evaluate the proposals received in the “Phase 1: Pre-qualification”. All participants shall be informed about the outcome of this phase.
Up to five (5) agencies shall be selected and invited to participate in the second phase of the tender.
5.2. Step 2. Evaluation in the “Phase 2: Proposal Submission/Negotiation”
5.2.1. Personal Presentation in Zagreb
The pre-qualified agencies shall present in Zagreb by 23. December 2014 the latest (CNTB reserves the right to change the deadline). The presentation shall last 90 minutes, and 30 extra minutes shall be dedicated for Q & A. The CNTB will take care of transportation (economy class only) and accommodation (maximum of two days stay), if necessary, in a 4 star hotel. The CNTB will also provide the meeting room and all audio-visual elements that the participants may request for the presentation.
The following is a suggested agenda for the presentation:
Section A: The Agency
1. How is your agency organised and in which position is it ranked in your country?
2. Which professional services does your agency provide and which credentials in tourism does it has?
3. Please explain 3 success stories of global PR management (tourism industry or any other business sector) of your agency.
4. How is your approach to global PR management (process and relationship with the client)?
5. Which major or differentiating value can the agency provide to this account?
Section B: The proposed strategy and plan for Croatia
1. Global and country (geozone) specific strategy: How do you propose to increase the awareness and understanding of the brand Croatia?
2. Global and country specific strategy: How do you propose to re-position Croatia by changing the perception the target has got already?
3. What are the credentials and experience of the team that will be handling the account?
4. How would the agency coordinate the account and a global PR campaign with local adjustments? What will be the role of the Croatian Tourist Representative Offices in each source market?
5. How do you plan to measure the results of implementing the strategy?
5.2.2. Assessment by a Selection Committee
A Selection Committee will evaluate the proposals and issue a technical note that has a maximum of 70 per cent of the score. The remaining 30 per cent will come from the proposed price. The highest scoring proposal wins.
Technical criteria
Category Maximum
Points 1. Rationale & creativity of the global strategy 35 2. Rationale & creativity of the country (geozone) specific strategies 15 3. Qualifications and experience of the delivery team 15 4. Suitability of tasks and activities for the overall strategy execution 15
5. Methodology for program management 10
6. Methodology for quantitative measurement of results 10
TOTAL (1.+2.+3.+4.+5.+6.) = A 100
23 The assessment of each criterion shall be done by using the scale:
Category
Scale 1 2 3 4 5 6
Criterion
not met 1 0 0 0 0 0 0
Low
compliance 2 5 1 1 1 1 1
Medium compliance 3 15 5 5 5 3 3
High
compliance 4 25 10 10 10 7 7
Very high compliance 5 35 15 15 15 10 10
Financial criteria
PMAX: The highest tender price among all the tenders
P1: The actual price of the tender of the tenderer who is being assessed
The evaluation formula
The weighted score of the tender is calculated according to the formula given below:
X = A * 70% + (PMAX*100/P1) * 30%
X = the total number of points for the tenderer who is being appraised
Evaluation will be made in accordance with the discretional evaluation by the members of the Selection Committee, based on the presentation/materials delivered by the tenderer during the Proposal Submission/Negotiation phase.
CNTB may decide not to select the Service provider and to reject an offer at any stage of the process, until the moment of signing the contract with the selected Service provider without any liability for the compensation of any damages which therefore arise or may arise.
Agencies whose bid was not selected, or who are not invited to the Phase 2 of the proceedings, have no right of appeal or the right to request compensation for any costs associated with the procedure.
CNTB may subsequently decide to extend the deadline for delivery of materials.
6. Obligations of the Service provider after selection
Service provider shall enter into contract with the elements listed in Annex 1.
7. Submission forms
The pre-qualified tenderers have to submit all attached Submission Forms.
25
Annex 1) Terms and Conditions of the
Agreement
1. General provisions
This Agreement is concluded by and between the company as Service Provider (hereinafter referred to as ‘’Service Provider’’) and the Croatian National Tourist Board as Client (hereinafter referred to as ‘’CNTB’’).
Integral part of this Agreement is the announced tender for the “Selection of an International Media / Public Relations Agency for Croatian National Tourism Board” (hereinafter referred to as: ''Announcement”).
Terms and Conditions contained in the Announcement shall be binding for the Service provider.
2. Commencement, completion, modification and termination of Contract
The Agreement is concluded for a definite period of one year.
The termination of this Agreement shall not affect any permanent rights transferred and established under this Agreement and Service provider’s specific obligations under the provisions of the Announcement and this Agreement in respect of these rights, which shall continue to be in force after the termination of this Agreement.
3. Obligations of the provider of services
Services to be delivered by the Service provider:
Perform an exploration and diagnosis of current situation – delivery of the report
Develop and deliver a PR strategy for the next 5 years (for the stipulated markets)
Convert the strategy and deliver the 3 year operational PR/MR plan (for the stipulated markets)
Develop and deliver a detailed implementation plan/ program for the period of one year (month by month/12 calendar months) - for the stipulated markets
Execute strategic PR/MR services according to the plan program for the period of one year (for the stipulated markets)
Evaluate the results
Traditional & online media relations, digital strategy executions, sponsorships & promotions, special events, media presentation & training, media tours, industry engagement, including:
IMPLEMENTATION OF A SOPHISTICATED PLAN TO MODIFY THE IMAGE &
PERCEPTIONS ABOUT CROATIA AS A TOURISM DESTINATION:
In each of our source markets, our target has some specific images and perceptions that stimulate or refrain from their desire to visit Croatia (which may determine Croatia to be in their “top of mind”).
27 PROMOTION OF CROATIA’S NEW “BIG IDEA”
Croatia is undergoing the process of the creation of a new umbrella communication concept (“the Big Idea”) – to be launched in February/March 2015.
Consistent PR strategy/action plan/implementation plan for the period of next three years is needed, in order to make the 30-40% of the target customers (at the end of this period) in the given market aware of the key attributes of Croatia communicated as the “Big iIdea”.
TRADE / INDUSTRY RELATIONS:
Support on partnerships with industry key players (TO, TA, airlines, etc.)
Co-op initiatives (co-branding, cooperative PR events, etc.) DIGITAL COMMUNICATION:
Content creation, community management (if needed), and conversation management (if needed) (Daily)
Client engagement – daily/weekly / monthly coordination to approve planning and content for Social Media channels
Creation of editorial calendars and selection of content to be activated through Social Media channels
Monitoring of Social Media Channels and creation of a monthly report with key activity and KPIs
Development of plans for Social Media and Influencer engagement on Facebook, Twitter, Instagram and You Tube
Brand campaign on Social Media based on creative activation on social media (coordinated with the “Big Idea” concept) + coordination with ongoing community management + campaign report.
INTERNATIONAL COORDINATION WITH CNTB HQ
PR Global Plan Design, coordination and follow up
Creation of global unified and standardised processes and procedures
Creation and development of “global stories” about Croatia
Global reporting to the CNTB HQ + coordination with the CNTB HQ REPORTING TO THE CNTB HQ:
Depending on the type of activity: daily/weekly/monthly/quarterly/annual.
GUARANTEES
The Service Provider shall be liable to the CNTB for any damages; undertakes the obligation to protect and defend CNTB at its own expense, from and against any and all claims, actions, losses or damages arising out of any conduct of Service Provider contrary to applicable laws or regulations and / or intellectual property rights of third parties, such as copyright, industrial property, industrial designs, patents, etc. For that purpose, the Service Provider shall provide a bank guarantee to CNTB in the amount of 200.000 HRK (or equivalent in EUR), on first demand, valid for a minimum of 13 months from the date of signing of the Contract. CNTB is authorized to charge partially or in total the set amount of
the bank guarantee in case of claim for damages towards CNTB, on the basis of this provision, if the Service Provider, within 7 (seven) days from the request sent by CNTB to the Service Provider by e-mail or registered mail, does not take responsibility and fails to secure the deposit for damages or fails to take participation in litigation as an opponent to a third party.
4. Payments to the provider of services
Under the provisions of this Agreement, the CNTB shall be obliged to pay the compensation set out in the Service Provider’s accepted offer in the following manner:
20% of the total payment upon:
o Delivery of Exploration and diagnosis of current situation report o Delivery of PR strategy for the next 5 years, for the stipulated markets o Delivery of 3-year operational PR/MR plan, for the stipulated markets o Delivery of detailed implementation PR/MR plan/ program for the period of
one year (month by month/12 calendar months), for the stipulated markets
80% of the total payment:
o equal quarterly payments No payments shall be made in advance.
5. Fairness and good faith
If the Service Provider fails to perform or observe any undertaking or obligation under this Agreement, the penalty shall be charged in the manner as described hereinafter:
if the Service Provider fails to execute contracted services, determined in accordance with the detailed implementation plan/program for the period of one year, accepted by the CNTB (month by month/12 calendar months), payments shall be reduced in the following manner (based on the quarterly submitted invoice, for the period of the previous quarter):
o less than 40% execution – contract termination, no payments by the CNTB o 40-50% execution – 35% of payment for the quarterly period
o 51-60% execution – 45% of payment for the quarterly period o 61-70% execution – 55% of payment for the quarterly period o 71-80% execution – 65% of payment for the quarterly period o 81-90% execution – 75% of payment for the quarterly period
o 91-100% execution – percentage of payment equal to the percentage of the executed implementation plan/program.
The Service Provider shall not be liable for failures or delay in performing its obligations hereunder arising from Force Majeure.
29 6. Settlement of disputes
This Contract shall be governed by, and shall be construed in accordance with the laws of the Republic of Croatia.
The Parties hereto agree to try to settle all disputes in an amicable way. Should the amicable settlement fail, all disputes or claims arising out of or in connection with this Contract including disputes relating to its validity, breach, termination or nullity shall be finally settled under the Rules of Arbitration of the International Arbitral Centre of the Austrian Federal Economic Chamber in Vienna (Vienna Rules) by three arbitrators appointed in accordance with the said Rules.
The place of arbitration shall be Vienna. The language of the arbitration shall be English.
The governing law is the law of the Republic of Croatia, without reference to the Conflict of Laws Rules of Private International Law.
It is not incompatible with an arbitration agreement for a court to grant, before or during arbitral proceedings, an interim measure of protection relating to the subject-matter of the arbitration upon request of a party.
Each party shall provide to the arbitral tribunal copies of documents and such other information as shall be required in connection with making or confirming financial calculations required hereunder. The arbitral tribunal shall proceed with the greatest possible speed consistent with its responsibilities hereunder. The arbitral award shall be final and binding.
The parties expressly waive their right to any form of appeal or recourse from or against such arbitral proceedings or arbitral award to any judicial authority.
Submission Form 1. - General information about the Tenderer responsible for the project
Name of the company Address of the head office of the company
E-mail address of the company
Tax number of the company Years of operation
Authorised representative of the company (name, surname and function)
List of offices owned by the Tenderer:
YES NO
Germany
United Kingdom Italy
France
Nordic Countries
Sweden Norway Switzerland
The Netherlands Poland
USA (NY)
Signature of the authorised representative Stamp of the Tenderer of the Tenderer
Place__________________________
Date__________________________
31 Submission Form 2. - List of contracts for significant services which the tenderers performed in the past three (3) years
Number of Contract
Name and Address of the Commissioner
Subject of the Contract Time and Place of the Completed Contract
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Signature of the authorised representative Stamp of the Tenderer of the Tenderer
Place________________________
Date_____________________________
Submission Form 3. - List of significant clients in the past ten (10) years
Number of Contract
Name and Address of the Client Type of Services Number of Years of Cooperation
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
Signature of the authorised representative Stamp of the Tenderer of the Tenderer
Place________________________
Date_________________________
33 Submission Form 4. - List of significant awards in the past ten (10) years
Number of Award
Award Name Awarded for Award is Presented by Year of
Award
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
Signature of the authorised representative Stamp of the Tenderer of the Tenderer
Place________________________
Date________________________
Submission Form 5. - Composition of the work-team and tasks Name and Surname of the
Members of the Work-team
Position in the Work-team
Tasks in the Work-team
Signature of the authorised Stamp of Tenderer
the representative of the Tenderer
Place_________________________
Date__________________________
35 Submission Form 6. - CV of the members of the work-team
General Information about the members of the work-team Proposed position in the work-team
Company in which the member of the work-team is employed
Name and Surname of the member of the work-team
Professional qualifications/occupation of the members of the work-team
Date of birth Nationality
Total years of service of the members of the work-team
Years of service of the members of the work-team in the company of the Tenderer
Membership in professional associations Assignments in the work-team
Education of the member of the work-team (state college and other specialised education, including names of educational establishments, dates of attendance and degrees/diplomas acquired).
Institution of Higher Education
Period of attendance: from (month/year) – to (month/year)
Achieved level of education or diploma/degree
Work experience of the member of the work-team (State former work experience, beginning with the present. State dates of employment, names of companies/businesses/establishment and a short list of assignments.)
Date: from (month/year) to (month/year) Company/business/establishment
Address of the companies/ businesses/
establishments
Position in the companies/ businesses/
establishments
Knowledge of foreign languages of the members of the work-team – for each language state the level of knowledge (excellent, very good, good, basic user) in reading, writing and speaking.
Language Reading Speaking Writing
List of the most important projects and assignments of the members of the team in previous employment
Name of the project Contractor/Client of the project
Short list of tasks in the project
Period of work in the project: from
(month/year) to (month/year)
I certify that the information given in this Form is a true description of my qualification and work experience.
Signature of the member of the work-team and of the authorised representative of the Tenderer
___________________________________________________________________
Name and surname of the member of the work-team
_____________________________________________________________________
Name and surname of the authorised representative of the Tenderer
_________________________________________________________________
Signature of the authorised representative Stamp of the Tenderer of the Tenderer
Place_________________________
Date_________________________
---Note: The Tenderer shall submit this Form for each member of the work-team
37 Submission Form 7. - Statement Of Good Conduct
STATEMENT OF GOOD CONDUCT
by which I, _____________________ (Name and Surname) from __________________
(Address), as a legally authorized representative of __________________________
(Company name), declare under material and criminal liability, that against me personally, or against the above mentioned company, no unappealable conviction was issued for any of the following criminal activities, or corresponding criminal activities according to the regulations of the country where the company is seated or the country whose national is the
(Company name), declare under material and criminal liability, that against me personally, or against the above mentioned company, no unappealable conviction was issued for any of the following criminal activities, or corresponding criminal activities according to the regulations of the country where the company is seated or the country whose national is the