Engagement of a Public Relations (PR) Agency to Operate a

SECTION - I

Engagement of a Public Relations (PR) Agency to Operate a Broad Communications Interface for the Sustainable Energy Sector of Sri Lanka

Procurement Number: SEA/PD/OP/02-2021

REQUESTFOR PROPOSAL (TECHNICAL & FINANCIAL PROPOSALS)

1.1 Invitation

Sri Lanka Sustainable Energy Authority (SLSEA) invites Proposals (the “Proposals”) to engage a

Public Relations (PR) Agency to operate a broad communications interface for Sri Lanka’s vibrant

sustainable energy sector. The PR Agency would engage the stakeholders and general public,

improving visibility of the sustainable energy programmes undertaken in the country and

changing the public perception of sustainable energy through traditional as well as digital media.

Reputed public relations agencies (referred hereafter as bidders) with proven track record in

public relations are invited to submit their proposals in response to the Terms of Reference (ToR)

given. The eligibility criteria and process of evaluation of the proposals in response to the

Request for Proposal (RfP) and subsequent selection will be done on the quality and cost based

selection (QCBS) method. The Agencies should have necessary creative prowess, experience and

capability to perform, as per the scope of work given in the ToR and to adhere to the SLSEA’s

requirements/ terms and conditions outlined in the RfP. No contractual obligation whatsoever

shall arise from the RfP process unless and until a formal contract agreement is signed and

executed by duly authorized officials of the SLSEA with the selected bidder (referred hereafter as

the Agency).

1.2 The Request for Proposal (RfP) includes the following documents:

▪ Statement of key deliverables of the RfP

▪ Terms of Reference

▪ Bidding and evaluation procedure

▪ General Conditions of Contract

▪ Bid Submission Forms

1.3 Bid Submission: Proposals will have to be submitted by interested Agencies in two parts;

Technical Proposal and Financial Proposal as detailed in Section iii.

1.4 Presentation: Shortlisted Agencies will be invited to make a detailed presentation (pitch) to

the SLSEA on the thematic approach, branding strategies and overall service delivery

arrangements including an action plan of the proposed activities. Further clarifications will have

to be provided as required at a scheduled date and time to be informed separately.

1.5The bidders are requested to submit the proposals at the following address on Chairman,

Department Procurement Committee, Sri Lanka Sustainable Energy Authority, First Floor, Block

05, BMICH, Colombo 07 before 1030hrs. on 01st of April 2021 and bids should be marked as

‘’SEA/PD/OP/02-2021 Public Relations (PR) Agency to Operate a Broad Communications

Interface for the Sustainable Energy Sector of Sri Lanka’’ on the top left hand corner of the

envelope.

SECTION - II

TERMS OF REFERENCE

2.1 OBJECTIVE The objective of this task is to launch a subtle public relations (PR) campaign through traditional as well as digital media, preparing the country for the major global trend identified as the ‘energy transition’ by engaging the stakeholders and general public to support key sustainable energy initiatives made by Sri Lanka Sustainable Energy Authority (SLSEA) as the driver of such programmes. As the key entity in policy formulation in the sustainable energy sector in Sri Lanka and a fast-growing organisation providing a wide range of services, SLSEA also expects the campaign to bolster its public image as a change agent. Specific objectives of the campaign are to: (a) Increase visibility and enhance top-of-mind recall of SLSEA amongst its target audience. (b) Change stakeholder/public perceptions on SLSEA as a driver of positive change. (c) Portray SLSEA as a futuristic organisation committed to continuous improvement of value

creation process and service delivery through ‘digital transformation’. (d) Prepare Sri Lanka for a carbon neutral 2050 in alignment with the global trend ‘energy transition’. 2.2 OVERVIEW OF SLSEA SLSEA was established under the Act No.35 of 2007 of Democratic Socialist Republic of Sri Lanka to fulfil renewable energy development, energy efficiency improvement & conservation, policy formulation, knowledge management and ensuring financing in the journey towards an energy secure Sri Lanka’. The Government has given high priority for sustainable energy development through the development agenda envisioned in the Saubhagye Dekma. Sri Lanka has declared its commitments towards global Green House Gas (GHG) emission reduction targets by way of ratifying the Nationally Determined Contributions (NDCs) under the United Nations Framework Convention on Climate Change (UNFCCC). Further, the development of the country has been planned in compatibility with the Goal 7 of the Sustainable Development Goals (SDGs) published by the United Nations. These backgrounds create a dire need in promoting environmental benign sources and technologies. In this context, the period from 2020 to 2030 will be a time for the country where a paradigm shift is expected to happen in the area of sustainable energy development. SLSEA is moving forward in this direction through the two axes referred to as the ‘first and the last’ which means the alignment of the country toward the visions of ‘’energy efficiency is the first fuel’’ and ‘’renewable energy is the last resort’’ . Moving ahead in this direction is expected to take Sri Lanka to a carbon neutral state by the distant year 2050.

2.3 NEED/AIM Sri Lanka has a long history of rational use of resources and sustainable use of alternative energy resources. Renowned for frugal lifestyles resulting from millennia of interactions with Buddhist philosophies, conservation and reuse of resources are engrained in people’s lives. Over the years, we have taken several key initiatives to promote sustainable energy, which also fulfil the objectives of rational use of energy and to promote day to day use of renewable energy in national level. Compared to other counties of the region, Sri Lanka has a huge potential to develop renewable energy and improvement of energy efficiency in the coming years and also world is working for energy transition from traditional to new ways of energy generation and energy management. Therefore, this is the right time to create ’positive engagement of general public’ on sustainable energy by touching all strata of the society showcasing the country’s initiatives and the global trend in the field of sustainable energy. The efforts of SLSEA need to be articulated to various stakeholders like media, business and civil society, effectively and efficiently. Therefore, there is a need to operate a broad communication interface to gain public support for the implementation activities to promote sustainable energy. 2.4 SCOPE OF WORK Scope of work includes Branding and Communication/Media strategy to regularly convey information to stakeholders and create awareness, through direct and indirect engagement. Mass media, such as newspapers, magazines, radio or television and social media are to be used to communicate information to public/ stakeholders. In order to facilitate the implementation of the Communication/ Media Strategy and activities, an Agency is to be appointed for one year, to operate all aspects of public relations, ranging from simple press coverage to event management tasks based on an ‘’on demand’’ service delivery scheme. 2.4.1 Branding of The SLSEA (Element A) SLSEA is the key entity in policy formulation and implementation in the sustainable energy sector in Sri Lanka. Production of brand content, whether utilised or not, will be on a payment, which should be understood as a retainer for the period of engagement (one year). The agency must outline strategies and activities to:

▪ Develop corporate communication material up to digital pre-production state to build a strong image through policy and regulatory initiatives to develop renewable energy and energy efficiency in Sri Lanka.

▪ Highlight, amplify and disseminate projects conducted by SLSEA (e.g. Rooftop solar policy

formulated by the SLSEA in 2015 has helped to add electricity generation capacity of 320 MW by the end of 2020 by providing a conducive business environment for medium scale

local investors, Energy efficiency regulations have been introduced to CFL and Celling Fans. As a result of these activates, at least 300 MW demand savings has been achieved)

▪ Provide a top-notch digital strategy, including creative concepts, social media campaign

strategies, monitoring and reporting and impact assessment

▪ The selected Agency shall produce this content in all three languages and ensure highest quality standards are adhered to, with respect to spellings, grammar, accuracy of content and authenticity. The selected Agency shall also maintain a dialogue with any receiver of the content with prompt responses, with the assistance of officials of the Authority.

▪ In terms of delivery, this part of the scope refers to all produced content in final digital pre-production state and exclude production of any sort (e.g. printing of material or erection of hoardings).

Some of the elements identified as requiring brand identity are listed below. Bidders are

encouraged to think beyond this list and propose additional elements (e.g. road shows, leaflet

distribution campaigns etc.) as a part of their branding strategy. Prices quoted for such new

elements shall also be disclosed in the financial proposal submission format, without disclosing

price information in the technical proposal submission format.

1. Printed matter (letter heads, business cards, envelops etc.)

2. Printed documents (one page project concept notes, front/back covers for

books/reports and project highlights)

3. Outdoor elements (posters, banners, pennants and hoardings etc.)

4. Short audio/video content (jingles, advertisements and general content of less than 5

minute duration) for social media / orthodox media

5. Video snippets (advertisements, visual content less than 1 minute Duration for social

media / orthodox media etc.)

6. Still images (posts for social media and backdrops)

7. Visual content (Documentary videos for corporate presentations / orthodox media,

project stories etc. generally 20 minutes length)

8. Digital media (brand identity elements for presentations slides etc.)

9. Wearables (corporate shirts, blouses, tee shirts /caps, sarees, ties, accessories etc.)

10. Gift items/Giveaways (fridge magnets, badges, car stickers, caps, and hats etc.)

The prices quoted here shall only include the cost of design and any production cost involved

shall be presented under 2.4.2 below.

2.4.2 Preparation, Implementation and Monitoring of the Media Plan (Element B)

A Media plan is an essential element of an effectively executed Communication/Media strategy. This exercise needs to be done to optimise budget allocations across media engaging a media platform or outlet based on viewership/readership ratings. The Agency needs to be prepared with a comprehensive media plan including media benefits in news / feature spaces at no scheduling cost and come up with a methodology to oversee its implementation. The Agency will track the effects/impacts of the media products periodically and ensure that the content produced is delivered in all key media channels in typical frequencies stipulated below:

a) Social media / website - daily b) Audio/ print - weekly c) Video – monthly

The agency in consultation with the SLSEA will then revisit and update the media plan. The successful bidder is expected to advise the Authority on the best media mix and prepare an

Annual Events Calendar (AEC) to improve the visibility of the Authority. The plan shall be

accompanied with a suitable branding strategy using the elements mentioned above (also

including newer elements as proposed by the bidder).

The bidder shall present cost incurred in producing the brand elements here, excluding any

media scheduling cost which will be considered as outside the scope of this task. However, the

Authority would rely on the agency to arrange better and cost effective media plans, using the

better relationships of the chosen Agency with the media.

A standard annual media production (SAMP) plan, prepared with the limited understanding of

the communication industry is presented below, and shall be later amended as advises by the

agency. However, evaluation of the bids will be done on this SAMP plan so that competing

Agencies can be compared on an equal basis.

1. Printed matter

Printed matter Letter heads Visiting cards

envelops invitations Press release

Variety quantity Changes/years

1 5,000

1

20 250 / item

1

5 500 / item

1

6 250 / item

1

12 1 1

2. Printed documents

Printed documents Project concept Papers

Project highlights Feature articles

Variety Quantity (trilingual) changes/years

20 100 / item

1

10 500 / item

1

10 1 -

3. Outdoor elements

Outdoor elements Posters Banners Hoardings Pennants

Variety Quantity (trilingual) Changes/years

5 100 / item

-

5 20 / item

-

15 3 / item

-

5 20 / item

-

4. Short audio/video content

Short audio/video content

TV news

radio news

Statements Concepts Projects delivered

advertisements


10 10

-

10 10

-

5 5 -

10 10

-

5 5 -

5 5 -

5. Video snippets

Video Snippets tips ideas invitations


30 30 -

5 5 -

4 4 -

6. Still images

Still images backdrops Social media posts

book covers files / folders

Variety quantity (trilingual) Changes/years

5 15

-

100 300

-

5 100/item

-

5 100/item

-

7. Visual content

Documentary Video Corporate Projects


1 3 -

2 6 -

8. Digital media

Digital media Presentation slides

Digital Backdrops

Digital Banners

Press releases

Variety Quantity (bilingual) Changes/years

5 10 1

5 15 1

5 15 1

30 90 1

9. Wearables

Wearables shirts Tee shirts

Waist coats

blouses caps sarees ties Accessories (tie pin & broach)

Variety Quantity Changes/years

1 70

-

2 70/

Item -

1 110/ Item

-

2 40/

Item -

2 110/ Item

-

2 40/

Item -

2 70/

item -

1 110/ item

-

10. Gift items/Give-a-ways

Gifts Items caps hats badges Key chains

souvenirs (solar)

souvenirs (hydro)

tie pin

broach pen

Variety Quantity/item Changes/years

2 500

-

1 500

-

5 100

-

5 500

-

2 1,000

-

2 500

-

2 100

-

2 100

-

2 500

-

In addition to the above, the agency shall support the ongoing activities in the media sphere.

Payment for the services produced will be made on production + actual delivery of content. A sample claim, for productions of a hypothetical press event is presented below, for guidance only.

letter heads business cards envelopes

1 Printed matter - - 300

One page front covers project highlights

2 Printed documents - 100 100

Posters Banners pennants hoardings

3 Outdoor elements - - - 2

jingles advertisement general content

4

Short audio/video content for

social media / orthodox media - - 3

advertisements 1 minute

5 Video snippets - 3

posts backdrop

6 Still images 3 1

documentary presentation

7 Visual content - 3

brand identity

8 Digital media 3

shirts blouses tee shirts caps sarees ties accessories

9 Wearables - - 200 200 - - -

fridge magnets badges car stickers caps hats

10 Gift items/Give-a-ways - - 350 1,000

Produced Content Element

Bidders are required to provide their cost estimates for winning space/time for activities of SLSEA

by filling the attached Financial Offer Schedule.

2.4.3 Delivery (Element C)

In addition to the productions offered under2.4.2 above, the Agency will be rewarded for delivery

of same to reach the intended audience of the Authority. Measure of success will be gauged on

different elements characterising a given media channel, as a count of hits, as shown below in a

sample delivery schedule:

TV Channels Channel's Name First news item

(main news)

Headline item

(main news)

other

reference in

news

Sinhala Hiru

Swarnavahini 5,000

ITN

Derana

MTV

Rupavahini 2,000

Lanka sri

Siyatha TV

TNL

…

Tamil Atavan

…

English Art

…

…

Radio Channel's Name First news item

(main news)

Headline item

(main news)

other

reference in

news

Sinhala Neth

Hiru FM 2,500

SHA FM

Shree FM

ITN FM

V FM

Lak FM

Sirasa FM

Y FM

FM Derana

Rangiri FM

Sitha FM

SLBC

Isira

TNL Radio

…

Tamil Sooriyan FM

Shakthi FM

…

English SUN FM

Gold FM

YES FM

…

…

Print Media Paper's Name Headline news Front page

flash

Front page

news

Sinhala Dinamina

Silumina

Mawbima

Sunday Lakbima

Niyamuwa

Lanka Irida Sangrahaya

Ravaya Divaina

Sunday Divaina

Dily Lanakadeepa

Irida Lankadeepa

ADA

…

Tamil Thinakaran

Thinakural

Resa

Virakesari

Nawamani

…

English Daily news

Sunday Obsever

The Island

Sudaya Island

Daily Mirror

The Sunday Times

…

…

Social Media Name Likes Shares Comments

Youtube 2x2 - 5x7.50

Facebook 26x3.50 3x12.50 8x8.50

LinkedIn 2x1.50 - -

Instagram 36x2.50 - -

Twitter - - -

…

…

The Agency selected shall provide proof/transmission reports that content was actually

published, and such claims will be settled within a calendar month from submission of proof of

publication.

The bidders are expected to fill a schedule, provided separately as a spreadsheet in electronic

format – SAMD given in annex (i) covering all the popular media channels in the country,

indicating their expectation of reward per hit (e.g a headline in the case of news paper [LKR

5,000/-] and a ‘like’ or ‘share’ [LKR 2/- or LKR 5/- respectively] in case of social media etc..) The

values quoted above are just for reference and the bidders are expected to quote respective

rewards, after ascertaining their internal cost structures. Several specific items already planned

for execution are also required to be undertaken by the Agency, and these are given under the

deliverables, further down this document.

For the purpose of evaluation, an Annual Events Calendar (AEC) given in annex (ii) will be used,

and it should be understood that this schedule may not reflect the advice to be provided by the

chosen Agency or actual performance of the Agency in realising delivery goals. As such, the

bidders are encouraged to visualise the likely outcome of the media plan in preparing financial

proposals.

2.5 DELIVERABLES 2.5.1 Branding of SLSEA

▪ An underlying theme for a period of three to five years. ▪ Strategies including creative concepts, social media campaign, monitoring and

reporting of analytics and impact assessment ▪ Develop press materials on already commissioned projects to publish in mass media

and social media ▪ Creative contents including paper advertisements, TV and radio commercials and

social media contents related to image building and wakeup the nation to achieve sustainable energy goals

▪ Proof for regularly updating and monitoring of social media interactions ▪ Corporate branding materials (e.g. 5-minute corporate video, 100 three-fold dockets,

1,000 branded envelops and 100 souvenirs)

2.5.2 Preparation, Implementation and Monitoring of the Media Plan ▪ A comprehensive media plan, including media schedule prepared and regularly

updated. ▪ Implementation through identified media institutions and the budgetary

requirements. ▪ The effects/impacts of the media products tracked periodically and feedback

provided.

2.5.3 Erection/Setup of Hoardings

▪ should be applicable with the quoted location. 2.5.4 Facilitating Media Workshop

▪ Develop training material ▪ Develop presentation with brand integrity ▪ Two days residential workshop for 50 participants ▪ Develop press release

2.5.5 Preparation of Documentary ▪ 20-second video documentary with broadcasting quality ▪ Preparation of leaflets

2.5.6 Promotion of Energy Journalist Awards

▪ Prepare plan for promotion of Awards ▪ Implementation strategy

2.5.7 Increase media coverage of the SLSEA

▪ Arrange media covering visit once a month and submit proof (Transition reports) ▪ Media Conference per month and prepare press release for each and conformation

of transmission In addition to the above, following explanation on the pre-planned activities are provided for bidders for consideration in their bids: Erection of Hoardings 6mx10m sized 12 nos. hoardings need to be setup at the main entrance (6 locations) in Colombo and prominent locations in Kandy, Gampaha, Annuradhapura, Matara, Nuwaraeliya, Rathnapura. Prepared artwork for the promotion of Energy Label under this will be provided by SLSEA. However, the artwork can be modified to maintain the theme integrity of the campaign. The agency must carry out the following activities.

▪ Selection of prominent locations ▪ Proposing sizes fit to the locations ▪ Obtaining approval from relevant parties ▪ Digital print on flex, iron framed, erection maintenance within the contract period and

dismantling ▪ Changing printed flex twice a year

Facilitating Media Workshops The Agency should coordinate the execution of Media Workshops planned and executed by SLSEA and develop information materials related to presentations. The Media workshop with a focus on sustainable energy development will enable linking up of media to experts, NGOs and

success stories at the local level. The workshop participants will include environment, political and business journalists to provide them with greater exposure. The information documents prepared will be used as resource materials to facilitate organizing the Media workshop in Colombo/Hambantota. Workshop should include presentations and a field visit at Solar Park in Hambantota/Wind Plant in Mannar /Mini Hydro Plant in Ruwanwella and other such locations. The Agency will leverage and follow-up with participating media persons to facilitate coverage of sustainable energy activities, by engaging them to produce and publish content as a part of the course delivery. Outputs of participants as a major delivery. Preparation of a Documentary SLSEA needs to prepare a 20 minutes Video Documentary and leaflets to communicate historical revolution and achievements in the field of renewable energy to the all strata of the society. Following activities should be carried out by the Agency.

▪ Location survey (Hambantota, Puttalam, Mannar, Yatiyantota, Ruwanwella, Kandy, Nuwaraeliya, etc.)

▪ Scrip development ▪ Dummy production ▪ Final production

Promotion of Energy Journalist Awards The Energy Journalist Award has been introduced in order to inculcate Sustainable Energy Knowledge among the general public with the assistance of print, electronic & social media in the Island. Guideline for this has been developed in collaboration with the Mass Media Unit of University of Kelaniya, Sri Lanka Press Council and the Ministry of Information & Media. Similarly the Ministry of Finance & Mass Media has granted approval for the aforesaid proposal. The awards will be presented under the National Energy Efficiency Awards Programme conducted by SLSEA. The Agency will take necessary measures to formulate implementable strategies to popularize the award among media institutions. It should conduct proposed promotional programme in collaboration with officers of SLSEA. Increase media coverage of the SLSEA Increase media coverage of The SLSEA as a Knowledge Leader in the field of Sustainable Energy in Sri Lanka. The agency will be expected to outline strategies and activities to:

▪ Create strong relationships with the media to increase quality and volume of coverage of the projects in order to improve visibility, create public opinion and contribute to evidence-based decision making

▪ Conduct Press conferences once a month as appropriate

A standard annual medial delivery (SAMD) plan is provide in annexe ….. for guidance purposes

to indicate the level of media presence envisaged by SLSEA.

Payment Agency chosen for the task at hand will be paid separately on these aspects of the

broad communication interface:

(a) Preparation of branding material (digital content only).

(b) Production and supply of paper and real media content and products.

(c) Delivery of content to intended audience.

Total payment = (A) branding + (B) production + (C) actual delivery

= A + B + C

All due payments will be settled on a monthly basis, within a period of 30 days of the last working

day of the preceding calendar month.

2.6 TIMELINE

It is estimated that about Thirty two weeks of service will be required for the production aspects

of the assignment and the Financial Proposal should be based on this timeline. However, the

delivery period spans a one year period ahead of the date of signing the contract agreement.

Therefore, the bidders are instructed to adhere to that duration. The expected period for each

activity is mentioned below.

No. Project Milestone Period (Weeks)

1 Development of branding content 8

2 Digital production of branded content 1

3 Erection of hoardings 4

4 Facilitating Media Workshop 4

5 Development of 20 Min. Documentary 5

6 Promotion of Energy Journalist Awards 4

7 Press conferences(10 Nos. per year ) 1 week per

programme

Total duration Thirty two

2.6.1 Bidders are required to hold the proposals valid for 180 days from the date of

submission, during which period you will maintain without change, the personnel

proposed for the assignment and the proposed price. SLSEA will make its best

effort to finalise the agreement within the period.

2.6.2 The successful bidder is expected to commence the project immediately after

signing the contract agreement.

SECTION III

BIDDING AND EVALUATION PROCEDURE

3. Evaluation of Proposals

3.1 Two Envelop System

Sealed proposals are invited in two parts. Part will be the technical proposal and Part II will be

the financial proposal.

3.2 Submission Procedure

3.2.1 Proposal submission: Offers should be made in two parts namely, “Technical Proposal” and

“Financial proposal” in the given format. Financial and Technical proposals will have to be

submitted in two different sealed envelopes, clearly marked ‘Financial Proposal’ and Technical

Proposal’ on the top left-hand corner of each envelope. Both envelopes will have to be enclosed

in another sealed envelope and sealed and marked as follows. Bids will be received in duplicate,

signed by authorized signatories and should be enclosed in two separate sealed envelopes clearly

marked ‘ORIGINAL’ and ‘COPY’ on the top left-hand corner, before containing both in one

envelope marked ‘Bid – SEA/PD/OP/02-2021 Public Relations (PR) Agency to operate a broad

communications interface for the sustainable energy sector of Sri Lanka. The envelope marked

‘Technical Proposal’ should include a description of the individual / organisation, general

experience in the field of assignment, the qualification and competency of the personnel

proposed for the assignment and the proposed strategy and approach in response to suggested

Terms of Reference. The envelope should not contain any cost information whatsoever. The

second envelope marked ‘Financial Proposal’ must also be sealed with sealing wax and initiated

twice across the seal and should contain the detailed price offer.

Technical Proposal

Financial Proposal Original

Bid Security

Sealed Bid

Technical Proposal Marked ‘PR Agency’

Copy

Financial Proposal

Any addition, deletion or correction will have to be initialled by the authorised by signatories.

The Envelops should reach the office of SLSEA on or before 1030hrs. on 01st of April 2021 on

marked “Public Relations Agency to operate a broad communications interface for the

sustainable energy sector of Sri Lanka”. The envelopes not sealed and marked as instructed may

be treated as bob-responsive. Name of the bidder and contact details/address should also be

written on the envelopes.

3.2.2 The Technical proposal will be opened at 1030hrs. on 01st of April 2021 online through

Google Meet without physical presence of bidders due to Covid 19 situation. Interested bidders

can participate the online bid opening by writing an email address in the outer side of the

envelope(bid) to receive a bid opening meeting link. The date and time of opening financial bids

will be intimated later.

3.2.3 Late proposal: Any bid received after the deadline of 1030hrs. on 01st of April 2021 shall not

be accepted, and returned unopened to the bidder.

3.3 Technical proposal

3.3.1 In order to make it easier, consistent and ensure that each bid receives full consideration,

the following format should be followed in preparing the technical bid document.

I. Title page with a title of the bid, bidder’s name and address, contact person and contact details

such as: telephone (mobile as well as landline), fax no. and e-mail details (Form F-I)

II. An introductory letter addressed to the Director General, Sri Lanka Sustainable Energy

Authority, First Floor, Block 05, BMICH, Colombo 07, identifying full details of the bidder and

signed by the bidder or the person or persons authorized to sign the bid on behalf of the bidder

and the statements made in the bid document

III. Table of contents including page numbers

IV. Summary of the key features and highlights of the bid

V. Summary of experience (Form F-2)

VI. Composition of the proposed professional team (Form 3)

VII. Financial bid in (Form 4)

Wherever a specific format is prescribed in the bid document, the bidder shall use the format to

provide relevant information. If the format does not provide sufficient space for any required

information, space at the end of the form or additional sheets shall be used to convey the said

information and be indicated specifically.

3.4 Bid evaluation

3.4.1 Opening of bids: Bids will be opened by the Bid Opening Committee (BOC) constituted by

SLSEA for the purpose in the presence of bidders’ representatives, who choose to attend online.

No bid shall be rejected at bid opening, except for late bids, which shall be returned unopened.

3.4.2 Preliminary examination of bids: Preliminary scrutiny will be made to determine whether

the bid is complete, as per the procedure outlined in this RfP, whether the documents have been

properly signed, and whether the bids are generally in order.

3.4.3 Presentation by the bidders: Bidders shall conduct a 15-minute presentation to prove the

‘General Experience’ and concept, theme, methodology and approach for the TEC on a date

informed by SLSEA. Date, Time & Venue will be communicated separately.

3.4.4 Technical evaluation criteria: The TEC will evaluate the technical bids on a set number of

criteria which will carry marks. The criteria will be as follows.

No. Criterion Marks

1 Experience in implementing similar assignments dealing with

public/private institution sin Sri Lanka (at least 5 reputed clients)

10

2 Methodology, work plan, innovative capability and execution 10

3 Underlying theme 30

4 Suitability of the 2 key personnel for the assignment (Qualification &

Experience)*

5

5 Past campaigns 5

Total 60

*Curriculum Vitae and previous work of key personnel proposed to be deployed for the assignment shall be included with the proposal for assessing their qualifications, work and experience. Quality of previous work and competence of the key personnel shall be considered as the paramount requirement on assessing the experience of the Bidder.

The bidders who secure a minimum of 30 marks out of 60 will qualify technically and will be

considered as eligible for the assignment and qualify for the financial bid process, for which the

decision of SLSEA will be final.

Note: The firm should have turnover from PR activities in Sri Lanka of LKR 5 million or above in

each of the last three financial years. Attested copies of audited balance sheets for the last 3

years are required to be submitted in original along with the proposal.

3.5 Financial Proposal

3.5.1 Preparation of Financial Proposal:

a) The budget should be all encompassing on turn key basis, payable according to the ‘on

demand scheme’ explained above and based on ‘actual delivery’ of content to the intended

audience.

b) The financial proposal must take into account all the tax liabilities such as VAT.

However, these liabilities may be indicated separately in the proposal.

c) The financial proposal should consist the breakdown for all items of the scope, with special

reference to Elements A, B and C described above.

d) The financial proposal should be prepared using the given formats.

3.5.2 The proposals will be evaluated under Combined Quality cum Cost Based Selection (QCBS).

Under QCBS system, the technical proposal will be allotted a weightage of 60% while the financial

proposal will be allotted a weightage of 40%. The proposal with the lowest cost will be given a

financial score of 40 and other proposals will be given financial scores that are inversely

proportional to the differences between the lowest price and their own prices. The total score,

both technical and financial shall be obtained to weigh the quality and cost of the proposal.

The proposal obtaining the highest total combined score in evaluation of quality and cost will be

ranked H1, followed by H2, H3, etc. The proposal ranked H1 will be invited for negotiations and

shall be recommended for award of contract.

In case the negotiations with the selected bidder fail, SLSEA reserves the right to cancel the

selection and give opportunity to the 2nd highest bidder.

3.6 Bid Prices

a. The bidder is responsible for all taxes, duties, etc.

b. Bidder’s separation of price components will be solely for the purpose of facilitating the

comparison of bids by SLSEA and will not in any way limit the SLSEA’s right to contract on any of

the terms offered.

c. Prices quoted by the bidder shall be fixed during the bidder’s performance of the contract and

shall not be subject to variation. A bid submitted with an adjustable price quotation will be

treated as non-responsive and will be rejected.

d. All expenses, excluding the possible cost of transports / lodging incurred by the firm/ individual shall be included in the rate quoted in the financial offer. Separate cost elements given in LKR/km shall be quoted in the case of transport cost and LKR/person night (limited to a maximum of three persons) in the case of lodging cost could also be quoted, to cater to ‘on demand’ delivery requirements. The prices quoted shall be valid till end 2022.

3.7 Pre-bid Meeting

All the prospective bidders can participate in the pre-bid meeting to seek clarifications on the

bid, if any. Pre-bid meeting will be held at the following date, time and venue:

Date and Time: 2021 March 23 at 0900hrs. at the office of the SLSEA

3.8 Standard procedure for opening and evaluation of bids

3.8.1 Outline of bid opening procedure: Bidders should offer prices for all the items/services to

be provided.

3.8.2 The bid opening and evaluation process will be sequential in nature. It means that the

bidder must qualify in technical stage to make him eligible for evaluation in the financial bid.

Immediately after the closing date and time, the technical bids will be opened by the TEC for

further evaluation. The Financial Bid of the bidders who do not qualify in the technical evaluation

will be returned unopened to them. The financial bids of technically qualified those bidders will

be opened.

3.8.3 All participating Agencies may nominate a representative with an authorisation letter to

witness these processes.

3.8.4 Clarification of bidding documents: A prospective bidder requiring any clarification of the

bidding documents may notify SLSEA’s contact person. The replies will be given in the pre-bid

meeting.

3.9 Cost of Bidding

The cost of preparing the bid documents, attendance at any pre-selection meetings or oral

presentations shall be borne by the bidder/Agency. SLSEA will in no case be responsible for these

costs, regardless of the conduct or cancellation or outcome of the bidding process or outcome of

the solicitation/selection process. Proposals must offer services for the total requirement.

Proposals offering only part of the services will be rejected.

3.10 Validity of Bids

All bids shall remain valid and open for acceptance for a period of 180 calendar days after the

last date specified for receipt of bids. In exceptional circumstances, SLSEA may solicit the bidders’

consent to an extension of the period of validity. The request and the responses thereto shall be

made in writing. However, a bidder granting the request will not be permitted to modify its bid.

The decision taken by SLSEA in the matter shall be final.

3.11 Ownership of Bids

All documents, including bids, submitted to the SLSEA become the property of SLSEA.

3.12 Acceptance of Bids

This RfP should not be construed as an agreement to assigning the job of AGENCY. SLSEA is not

bound to enter into a contract with the bidder who submits the lowest priced/financial bid. Bids

will only be assessed in terms of the evaluation criteria mentioned above.

3.13 Bid Security

The bidders will be required to submit a bid security of LKR100,000 of the total amount in the

form of a bank guarantee from a commercial bank in favour of ‘Sri Lanka Sustainable Energy

Authority’ or cash deposit to SLSEA general bank account No. 0074944408 of Bank of Ceylon

Torrington Square branch and attach deposit slip along-with the bid. The bid security of those

parties who are not found to be qualified in the technical bid evaluation stage will be released

after the opening of the financial bids.

3.14 Payment Terms

Standard payment terms applicable as per Government of Sri Lanka and details will be included

in the contract agreement.

3.15 Performance Security

A Performance Security in the form of Bank Guarantee from a commercial bank for a value of

10% of the total contract price will have to be submitted by the successful bidder. This

Performance Security will remain valid for a period of 60 days beyond the date of completion of

all contractual obligations. Bid Security will be refunded to the successful bidder on receipt of

Performance Security.

3.16 Signing of Contract Agreement

SLSEA notifies the successful bidder that its bid has been accepted, and SLSEA will send the bidder

the Letter of Award, incorporating all agreements between the parties. On receipt of the Letter

of Acceptance from the bidder, contract agreement will be arranged.

3.17 Bidder is expected to examine all instructions, forms, terms and specifications in bidding

documents. Failure to furnish all information required by the bidding documents or to submit a

bid not substantially responsive to the bidding documents in every respect will be at the bidder’s

risk and may result in the rejection of its bid.

3.18 SLSEA reserves the right to annul the entire bidding process and reject all bids at any time

prior to award of contract, without thereby incurring any liability to the affected bidder(s) or any

obligation to inform the affected bidder(s) of the grounds for such decision.

Form F -1

BIDDER (AGENCY) INFORMATION

1. Name of the organisation

2. Responsible Person’s Name

3. Project Engagement team and Coordinating Officer with contact details

4. Year of establishment & Registration No.

5. Registered office with postal address, phone number, Fax number and Email

6. Details of certificates enclosed

……………………………………………….

Bidder’s signature and seal Date………………………

(A formal offer, standard template

can be used )

Form F -2

CLIENTELE AND SERVICE EXPERIENCE

Bidder(Agency) shall provide details of at least 5 clients who received relevant services within

last five years. The information should be provided in the following format for each reference

assignment carried out either individually or as a partner within the consortium or institution.

Assignment Name

Name of Client

Address

Professional Staff provided by your

firm

No. of staff engaged by your firm

Names of associated firms if any

Names and qualifications of the

senior staff involved

Description of the project/ PR

campaign

Description of the actual service

provided by your staff

……………………………………………….

Bidder’s signature and seal Date………………………

Form F-3

FINANCIAL PROPOSAL FORMAT

Director General

Sri Lanka Sustainable Energy Authority

1st Floor, Block 5, BMICH

Bauddhaloka Mw.

Colombo 07

Selection of a Public Relations (PR) Agency to Operate a Broad Communications Interface for the Sustainable Energy Sector of Sri Lanka We, the undersigned, having read and fully acquainted ourselves with the contents of the General Conditions & Terms of Reference of the above assignment, do hereby undertake to create Commercials referred to therein, in accordance with the aforesaid General Conditions, Terms of Reference within a financial resource requirement of LKR.…………………….………………(inwords)…………………………………………………….………………………………………………..…………………………….…………. The make-up of the aforesaid financial resource requirement is given in the Schedule given below.

Description Cost (LKR)

Branding of The SLSEA (Element A)

Preparation, Implementation and Monitoring of the Media Plan (Element B)

Delivery (Element C)

Total Financial Resource Requirement

Taxes (if applicable)

Grand Total

02. Breakdown of Cost of production of media content as per Standard Annual Media Production (SAMP) plan is to be provided in the detailed spreadsheet given in 2.4.2.

03. We confirm that this offer shall be opened for acceptance until 01st October 2021 and that it will not be withdrawn or revoked prior to that date.

04. We understand that you are not bound to accept the lowest bid and that you reserve the right to reject any or all bids or to accept any part of a tender without assigning any reason thereof.

05. We undertake to deliver the total work as mentioned in the ToR within thirty eight weeks from the date of awarding the contract and continue to engage for a one year period ahead of the date of signing the contract agreement.

We understand that the payment will be done after completion of delivery and submission of claims as mentioned in the ToR.

06. Our Bank Reference is as follows:

Branch

Name of Bank

Address

Signature of Bidder

Name of Bidder

Address

E-mail Facsimile

Telephone Date

Documents

Engagement of a Public Relations (PR) Agency to Operate a