REQUEST FOR PROPOSAL FOR PROVISION OF SOCIAL MEDIA MONITORING SERVICES

1.0 WORLD VISION BACKGROUND

World Vision is a global Christian relief, development and advocacy organization dedicated to working with children, families and communities to overcome poverty and injustice. We serve all people, regardless of religion, race, ethnicity, or gender. For more than 40 years, World Vision has partnered with communities in East Africa, from rural agricultural villages, to disaster, conflict and fragile contexts. World Vision has operations in nine countries across East Africa, namely; Burundi, Ethiopia, Kenya, Rwanda, Somalia, South Sudan, Sudan, Tanzania, and Uganda.

For further information, visit our website at www.wvi.org

This document constitutes the formal Request for Proposal for Provision of Social Media Monitoring Services.

Please read through this document carefully and provide requested information together with all supporting documents.

1.1 IMPORTANT NOTES TO SUPPLIERS

1. The purpose of this document is to assist World Vision in the identification and evaluation of a potential service provider for Provision of Social Media Monitoring Services.
2. The overall summary information regarding the Provision of the service is given in section 2 – Terms of Reference.
3. Prospective Service Providers must have experience of offering similar services to Organizations comparable to World Vision and must demonstrate the willingness and commitment to meet the requirements in this RFP.
4. Bidders are requested to hold their proposals valid for ninety (90) days from the closing date for the submission. World Vision will make its best efforts to arrive at a decision within this period.
5. Upon satisfactory completion of the evaluation process, the successful bidder shall be expected to commence the assignment after the contract agreement is signed and purchase order issued.
6. The Contract Agreement will be for an initial period of 3 years
7. Nothing in the Request for Proposal shall be construed to give rise to contractual obligations with World Vision.
8. World Vision, may at its absolute discretion, suspend or defer this RFP process.

2.0 TERMS OF REFERENCE

2.1 Background

World Vision International is seeking a media monitoring service provider/solution that will enable us to determine the impact of our media work and how we are perceived in both the traditional and new media. The service covers the region of East Africa and specifically the following NINE countries: Burundi, Ethiopia, Kenya, Rwanda, Somalia, Sudan, South Sudan, Tanzania and Uganda.

2.2 ​​​​Objectives

The objective of setting up a structured media monitoring system, is to generate a systematized and regular knowledge base of media coverage of WVI’s work in the region, its impact, gaps and opportunities. The knowledge base will provide an overview of, and an insight into WVI’s media engagement across traditional news and social media sites, in each country of the East Africa Region. It will bring out key trends of editorial content in these areas, shed light to gaps and opportunities for better media profiling and engagement. It will also allow the organisation to identify what drives engagement and audiences and how we fair against our competitors with regards to our share of media engagement. It will generate a greater understanding of potential media partnerships for proactive positioning of key messages and increase its advocacy coverage.

Specifically:

• To monitor the impact of media efforts across the region and determine effectiveness and efficiency
• To increase engagement among key audiences in East Africa, identified through our knowledge and the outcomes of assessment through the service
• To build our influence as an organization through the knowledge and insights acquired through the use of this service
• To mitigate reputational risk for the organization by ensuring that our image and mission are protected

2.3 Scope of Work

The media monitoring service is intended to gauge our media access and perception for 9 countries plus the regional office. These are Burundi, Ethiopia, Kenya, Rwanda, Somalia, Sudan, South Sudan, Tanzania and Uganda.

• Through this service we hope to measure ourselves on:

Awareness>>

Audience reach (traditional & social media)

Impressions/target audience

Number of articles

Video views

Frequency

Prominence

Share of voice

Understanding>>

Key message alignment

Accuracy of facts

% share of conversation

Interest>>

Key message alignment

Frequency of (positive and negative) mentions

Expressed opinions of consideration

Social network

Followers

Retweets/Shares/ Linkbacks

Support>>

Endorsement by journalists or influencers

Rankings on industry lists

Expressed opinions of support/ preference

Social network

Fans

Likes

2.4 Contract Duration

3 years (with annual review of service).

2.5 Deliverables

• Provide systematic brand monitoring and analysis for WVI East Africa Region (EAR), using appropriate technology and key words, that are able to cut across all English, Arabic, Swahili, French languages, across the 9 countries covered by WVI EAR.
• Monitor, measure and analyze the extent to which media engagement strategies around specific EAR campaigns/events/activities/messages, etc. are making an impact (e.g. level of penetration/level of impact in the targeted countries).
• Daily and/or real-time positive and negative media alerts on both traditional and new media.
• Automated weekly media reporting, and ability to generate media reports on an ad-hoc basis.
• Access to media in a wide range of languages including translation services.
• Ability to do retrospective tracking over a period of time .
• Social listening information.
• Statistics on Share of Voice.
• Information on sentiment.
• Access through a mobile application for convenience through Android and IOS.
• Social media metrics and analysis of influence.
• Access to information on media contacts in our areas of operation.
• Full access to online interface.
• Unlimited support and training by a dedicated key account manager.

The selected media monitoring company shall work in close coordination with the WVI EARO Communications team.

3.0 CLARIFICATION OF BIDDING DOCUMENT

1. All correspondence related to the RFP shall be made in English.
2. Should there be any uncertainty, the Bidder shall seek clarification in writing through e-mail to: [email protected]
3. Any clarification sought by the bidder in respect to the RFP shall be titled CLARIFICATION ON REQUEST FOR PROPOSAL DOCUMENT- PROVISION OF SOCIAL MEDIA MONITORING SERVICES.

The last date for receipt of requests for clarifications from bidders is Friday, 28th October 2022

4.0 EVALUATION CRITERIA

Bidders, willing to be considered for PROVISION OF SOCIAL MEDIA MONITORING SERVICES are expected to furnish World Vision with among others the following vital information:

4.1 Mandatory Requirements

• Provide a certified copy of a certificate of business registration/Certificate of Incorporation.
• Provide a certified copy of tax registration-PIN Certificate.
• Provide information on ownership structure (Name of directors of the company / Owner) (Companies/Organization)-CR12.
• Successful bidder will be required to sign World Vision Supplier Code of Conduct form.

The media monitoring service provider should have the following qualifications:

• Proven experience and track record in media monitoring globally.
• Access to data sets that allow for tracking in our areas of operation including local media and local languages.
• Knowledge and possession of relevant software.
• Proven track record in supporting the establishment of media monitoring dashboards and the ability to train new users.

4.2 Technical Evaluation Criteria

ASSESSMENT CRITERIA

a) Overall response:

• Completeness of response in providing all relevant information for media monitoring implementation including all items listed under “deliverables”
• Overall concord between RFP requirements and proposal

10 mks

b) Demonstrated previous experience in media monitoring globally (based on previous 15 client list, client recommendations and client engagement requirements)

15mks

c) Media Monitors: relevant experience qualification

(provided CV of key personnel; Company profile indicating major work and experience)

15mks

d) Ability to cover media in all requested languages and corresponding alphabets

15mks

e) Proposed Approach/Methodology including demonstrated knowledge and possession of relevant software.

15mks

Total 70. Minimum points to pass the technical evaluation and move to the financial is 49.

4.3 Financial Evaluation Requirements

• A financial proposal inclusive of tax quoted in USD
• Payment Terms.

The estimated duration of this assignment is 12 months with the possibility of extension subject to availability of budget and supplier performance. Payment is quarterly after satisfactory service delivery, upon 30 days of invoice receipt.

5.0 SUBMISSION OF PROPOSALS

All interested bidders are requested to submit their proposals i.e. Mandatory Requirements, Technical Proposal and Financial Proposal in separate documents as attachments via email to [email protected]on or beforeTuesday, 8th November 2022.

Note: Proposals should be submitted in three distinct/separate attachments, namely Mandatory Requirements, Technical Proposal and Financial Proposal.

EMAIL TITLE SHOULD BE: -PROVISION OF SOCIAL MEDIA MONITORING SERVICES

Bids received after deadline shall not be considered.

How to apply

SUBMISSION OF PROPOSALS

All interested bidders are requested to submit their proposals i.e. Mandatory Requirements, Technical Proposal and Financial Proposal in separate documents as attachments via email to [email protected]on or beforeTuesday, 8th November 2022.

Note: Proposals should be submitted in three distinct/separate attachments, namely Mandatory Requirements, Technical Proposal and Financial Proposal.

EMAIL TITLE SHOULD BE: -PROVISION OF SOCIAL MEDIA MONITORING SERVICES

Bids received after deadline shall not be considered.