QUOTATION NO. 19/17/18- THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE MEDIA TRAINING FOR ECPTA EXECUTIVES & PROJECT LEADERS

The Eastern Cape Parks & Tourism Agency is seeking the services of a service provider to submit proposals FOR THE APPOINTMENT OF A SERVICE PROVIDER TO PROVIDE MEDIA TRAINING FOR ECPTA EXECUTIVES & PROJECT LEADERS

Mini bid documents outlining detailed specifications will be made available from  Friday, 04 August 2017 free of charge and closing on Friday, 11 August 2017 at 11h00 am. The documents can only be e-mailed to applicants upon request.

• To capacitate executives and project leaders to understand the role of media and the impact it has on the Eastern Cape Parks and Tourism Agency

Deliverables

• The service provider must conduct 3 training sessions with 10 trainees per session
• ECPTA will provide the venue and related logistics for all 3 sessions

Scope of work

The service provider is expected to provide training for ECPTA’s Executives and Project Leaders on how to conduct themselves during media interviews. The service provider must submit proposals and quotations for comprehensive media training sessions that will cover the theory and practical demonstrations as follows:

(a)  Theory sessions – during which the basic principles of contact with the media – both traditional and social – and general laws of PR are explained, as well as how to formulate and deliver key messages. Includes take home media training manual and key messages documents.

• How the media works;
• The Science and Management of how media works;
• An overview of both traditional and online media and what it means for the success of an organisation;
• Dangers of unplanned and unstructured responses;
• Appreciation of having Media and Communication Policy and framework and Crisis Communication plan;
• Exposure of trainees to deferent types of media interview and how to manage them;
• Coaching on issues Management;
• Assistant trainees with effective answering of queries;
• Role and responsibilities of spokespersons as aligned to the ECPTA mass media policy;
• Practical demonstration of the simple Issue Management Model:
• Practical demonstration of the Simple Issue Management Model

– Identify the issue

– Identify the audiences affected by the issue

– Determine how the audiences will react to the issue

– Identify what the audience will ask about the issue

– Determine what you can reasonably say

– Identify the broader implication of what you say

– Identify the three most important messages

(b) Practical sessions – A simulation of all the basic situations that may occur during contact with the media as well as constructive criticism of all candidates’ performances.

In this session, the following is covered:

–       A mock print and broadcasting interview

–       Playback of broadcasting interview with constructive feedback.

NB: The Service provider must closely work with ECPTA’s Communication and Media manager to achieve the project’s purpose.

Expected Deliverables

·         Understanding the South African media

·         Breakdown of SA media landscape, including history, regulation and transformation.

·         The importance of deadlines and implications of not commenting

·         How to deal with the media confidently

·         The 6 – point interview structure, including blocking techniques and coping with difficult questions.

·         How to survive when mistakes were made with the media.

·         Listening skills

·         How to conduct an interview – the do’s and don’ts including how to control the conversations and to disseminate the information which is important to the organisation.

·         Critical issues to be considered when dealing with the media

·         Facing the media – (the cardinal mistake we make e.g. there is no such thing as “off the record”)

·         Practical examples of media interactions

·         A mock TV interview/presentation (Where attendees can get in front of a real camera)

·         Dressing for television interview, breathing and voice-management techniques.

·         Voice techniques for radio, television and over the phone

·         Self-motivation for interview

·         Thinking on your feet techniques

·         Check listing for an effective press release

·         What to do when you cannot comment

·         How to deal with a media crisis

·         Voice control

·         Neuro-Linguistic programming

·         Social habits

·         Constructive criticism

·         Practical examples

·         How news is sourced

·         Simulation of a live interview, with the option to record for group playback and analysis.

·         Feature writing – the structure of a good article, including introductions and endings as well as how to keep the reader’s attention throughout the article.

·         Some common traits of Journalists.

The course also addresses key messages, developing a crisis strategy and a “behind the scenes” look at the media world.

Expected take away for delegates

·         DVD of in-studio media training programme

·         Course notes in PowerPoint presentation

·         A “media tips” laminated card

·         Feedback notes taken during the training session

·         Certificate of attendance

EVALUATION CRITERIA

PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT NO. 5 OF 2000 AND ITS REGULATIONS WILL APPLY:

 FUNCTIONALITY

The below mentioned criteria will guide the evaluation of functionality / technical phase and bidders who score less than 80 in this phase will be disqualified for the next phase of evaluation.

STAGE 1:         FUNCTIONALITY REQUIREMENTS

NB: Only bidders who obtain 70 out of 100 points for functionality will qualify for evaluation in terms of Price/B-BBEE. All points scored by qualifying proposers in Stage 1 will not be taken into consideration for evaluation at Stage 2.

Stage 2

NB: Certified copy or original B-BBEE Status Level Verification Certificate/ Sworn Affidavit must be submitted to substantiate B-BBEE Status claimed. When such certificate is not provided as proof the company will automatically score zero.

Bids may only be submitted on the tender documentation that is issued. Requirements for sealing, addressing, delivering, opening and assessment of Tenders are stated in the Tender Data.

ECPTA SCM Policy will apply.

ECPTA has a zero tolerance on any acts of fraud and corruption. Please report any suspected acts of fraud and corruption to any of the contact details listed below:

·         Hotline Number: Toll free number – 0800 872 209

·         Freepost: KZN 138 Umhlanga Rocks | 4320

·         Free Fax: 0800 00 77 88

·         Tip-offs Website: www.tip-offs.com