159-2021-GAVI-RFQ-Request for Quotation for the Media monitoring and PR distribution service At GAVI Alliance

Background and Introduction:

Gavi Alliance’s (“Gavi”) mission is to save lives and protect people’s health by increasing equitable and sustainable use of vaccines.

Gavi is a unique organisation that aligns public and private resources in a global effort to create greater access to the benefits of immunisation. After two decades of progress, Gavi is now focused on protecting the next generation and reaching the unvaccinated children still being left behind, employing innovative finance and the latest technology – from drones to biometrics – to save millions more lives, prevent outbreaks before they can spread and help countries on the road to self-sufficiency.

For more information, please visit the Gavi website: https://www.gavi.org/our-alliance/about

Objective:

Gavi Alliance (“Gavi”), invites bidders (herein after called “Bidder” or “Bidders”) to submit offers, consisting of a technical and a financial offer, together with any supporting documents (herein after called the “Proposal” or “Proposals”) for the provision of the requirements defined in this RFQ document: Media monitoring and PR distribution service 159-2021-GAVI-RFQ

Gavi Project:

As of 1 January 2022, Gavi’s Communications team seeks to have a new media monitoring and PR distribution service (or set of services) in place that enables the team to:

1. Monitor and access Gavi and vaccine-related coverage in print, broadcast, pay-walled and social media to support the delivery of the daily news clipping, the production of media analysis, etc.
2. Access a data base of global media contacts, and to easily and efficiently issue press releases as needed.

A PR and media monitoring consultant working in Gavi’s Communications team will be the primary user of the service (or services), but access should be available to the entire team.

Expected Deliverables and Timelines:

Event

Responsible Party

Time Line

1. Launch Invitation to bid 01-Nov-21

2. Final date for submitting Questions ​04-Nov-2

3. Gavi Response to Questions ​08-Nov-2

4. Bid submission deadline ​12-Nov-2

5. Shortlisted Meetings & Selection ​24-Nov-2

6. Contract drafting ​10-Dec-2

7. Estimated Contract Start date ​01-Jan-2

The proposed timeline set out above indicates the process Gavi intends to follow. Gavi reserves the right to make changes to this time plan.

Qualification Requirements:

The bidder should:

· Submit a Cover Letter containing the following:

• Name and address of the Service Provider
• Name, title, telephone number, and e-mail address of the person authorised to commit the Service Provider to a contract
• Name, title, telephone number, and e-mail address of the person to be contacted regarding the content of the proposal, if different from above

o A signature of this letter done by a duly authorised representative of your company

• Demonstrate understanding of the requirements and deliverables
• Demonstrate strong past experience with similar services

Technical Quotation:

Bidder’s must ensure that the Technical Quotation is provided within dedicated electronic document/file and that no financial information whatsoever is contained within. This is to ensure pricing information cannot be viewed when the Technical Quotation is under evaluation.

The media monitoring service must:

· Cover international print, online and broadcast media, picking up Gavi mentions on key news programmes e.g. BBC World Service Newshour, CNN International Desk, etc.

· Cover journals related to Gavi’s core work, e.g. COVAX, vaccine equity, global health security, child health, development, health policy and health systems.

· Access pay walled websites and journals e.g. not just those that are publicly accessible or for which Gavi has a subscription.

· Have extensive language support and global coverage, capturing mentions in all languages and on local, regional and global levels.

· Provide access to the coverage through an easy-to-use and web-based dashboard with tabs, filters and options to sort data by date of publication, source and impact.

· Include responsive customer support (with set number of consultancy hours) helping the team to quickly edit / add data queries, dashboards and filters.

· Provide access to historical data, dating back to at least January 2020.

· Include and cover any costs for copyright licenses, e.g. for UK-based NLA and CLA.

The PR distribution service must:

· Provide access to a best-in-class database of global, regional and local media outlets and journalists, enabling the team to easily create and manage multiple distribution lists.

· Enable the team to easily upload Gavi’s current media distribution list to the system, and add and remove contacts as needed.

· Provide a simple and user-friendly interface, enabling the team to easily prepare and distribute press releases as needed.

· Support seamless copying / pasting from Word, with basic formatting and images.

· Ensure that 100% of the press release sent reach their intended recipients, without being caught by firewalls and filters classifying the emails as spam.

In terms of technical requirements, both services should:

· Be based on one of the IaaS, PaaS or SaaS service models.

· Have Single Sign-On capabilities enabled by integration with Active Directory as well as other Identity Management Providers (OKTA).

· Be compliant with security standards and best practices. It includes hosting security, user security, data security, UI security and more.

· Allow data and system integrations; integrations capabilities include API, WebServices, data import/export via UI in different formats.

· Be accessible from outside the office and from different devices.

· Provide an encryption mechanism, managing encryption keys, providing controls over data export and encryption for transmitting data on internal and external networks.

· Provide the ability to record and report audit information against transactions.

· Provide the ability to operate across multiple time zones, using multiple currencies and in different languages.

· Provide the ability to backup, archive and restore data.

· Provide end user training and a customer support must be available (with clear SLA).

· Provide the internet connectivity bandwidth requirements necessary for optimal performance and demonstrate good response time and high system availability.

· Provide an acceptable user experience, through customer branding, supported devices and platforms, utility, ease of use, efficiency, etc.

Financial Quotation:

Bidders should submit a Financial Quotation with a detailed breakdown of the fees and expenses.

The financial proposal should be a standalone document (using excel). This should:

• Provide full details of your financial offer. This should include fixed costs and any variable costs.
• Indicate the components of your financial offer.
• We recommend using the template under this Annex

1 Evaluation:

The following aspect will be considered for the evaluation of the submitted proposals:

· Suitability of the proposed approach and methodology including firms capacity to undertake the services

· Qualifications and experience of proposed team composition

· Best Value for Money considering the lowest priced technically-compliant of the proposed offers.

o Please note that prices should be tendered in United States Dollars (USD). Prices submitted in any other currency will be evaluated based on the Gavi prescribed exchange rate of the closing of the bid date as the financial evaluation of the bids is completed in USD. Final contractual payments will be agreed by the parties during contract negotiations and can be made in the following Gavi accepted currencies:

· United States Dollars (USD)

· Swiss Francs (CHF)

· Euros (EUR)

· Australian Dollars (AUD)

· Canadian Dollars (CAD)

· British Pounds (GBP)

· Norwegian Krone (NOK)

· Japanese Yen (JPY)

o Provide all price information net of tax. Gavi’s Headquarters in Agreement with the Swiss Government Gavi is exempt from VAT, as well as customs taxes and duties in Switzerland. Consequently, your prices will have to be submitted to us net of any tax and in USD.

Quotation Submission:

Interested bidders should declare their Intent to Participate as well as any potential Conflict of Interest by registering online using the: Gavi Supplier Declaration Form.

Technical and Financial Proposals should be sent no later than 12-Nov-21; 23:00 TIME (CEST) at the following email address: procurement@gavi.org

Please ensure that the different Proposal elements are returned in either MS Office Format or PDF.

Submission Checklist:

Document Checklist

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Cover Letter which includes:

· Name and address of the Service Provider

· Name, title, telephone number, and e-mail address of the person authorized to commit the Service Provider to a contract

· Name, title, telephone number, and e-mail address of the person to be contacted regarding the content of the proposal, if different from above

· A signature of this letter done by a duly authorized representative of your company

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Technical Quotation

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Financial Quotation

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Pricing Schedule Template (if applicable)

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Online Conflict of Interest form

Format Checklist

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Technical proposal separates from commercial proposal (Two-Envelope System).

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All files are of the accepted type (PDF or MS Office applications).

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Separate emails prepared with subject names “159-2021-GAVI-RFQ – Technical Proposal – [Bidder Name]” and “159-2021-GAVI-RFQ – Financial Proposal – [Bidder Name]”.