South African Rugby Union Test Match Programmes ... - SuperSport

South African Rugby UnionTest Match Programmes and Ad Hoc PublicationsPublishing Solution– Request for Proposal –Date of issue: March 2013Issuing Company:Contact Person:SARUJJ Harmse

Test Match Programmes and Ad Hoc Publications RFPTABLE OF CONTENTS1. Request for Proposal (RFP) administration and process1.1. Schedule of the RFP process2. Proposal evaluation3. Communications regarding this RFP4. Purpose5. Scope6. Programme characteristics7. Proposal outline8. Further Information9. AcceptanceConfidential Page 2 25/02/2013

Test Match Programmes and Ad Hoc Publications RFPREQUEST FOR PROPOSAL (RFP) PROCESS AND ADMINISTRATION1.1. Schedule of the RFP processThe following steps will be used to complete this process:a) RFP issued to potential respondees 25 March 2013b) Submission deadline 2 April 2013c) Evaluation complete 5 April 2013d) Decision communicated to respondees 8 April 2013e) Contract commences Immediately thereafterThis schedule is subject to change and active proposers will be notified of changes.1.2. Proposal packaging and submissionIn order to be considered for selection, interested companies must submit a completeresponse to this RFP. Every proposal must include the name of the person to whomSARU may address any questions relating to the proposal. Proposers must provide anelectronic copy that requires only products within the Microsoft Office range to read.Proposals must be submitted before 12:00 on 2 April 2013 to:JJ HarmseDigital & Publications ManagerSouth African Rugby UnionSARU House163 Uys Krige RoadPlattekloof7500jjharmse@sarugby.co.za2. PROPOSAL EVALUATIONSARU will evaluate each proposal received on how well it meets or exceeds therequirements of the RFP. SARU will determine in its sole discretion which proposalpresents the most optimal solution based upon the following evaluation factors:2.1. The ability of the proposer to provide affordable match programmes of the highestquality;2.2. The ability of the proposer to provide a comprehensive sale and distributionstrategy and the capability to execute the strategy;2.3. The completeness and quality of the proposal and how well it meets SARU’srequirements;2.4. The ability and competence of the proposer to meet SARU’s programme andancillary publishing requirements;2.5. The overall benefits offered to SARU by the proposal;2.6. And any other matters that SARU staff consider relevant.SARU may make multiple awards, or may cancel this Request for Proposals, or mayreject proposals at any time prior to an award, and is not required to furnish a statementof the reasons why a particular proposal was not deemed to be the most advantageous.Confidential Page 3 25/02/2013

Test Match Programmes and Ad Hoc Publications RFP3. COMMUNICATIONS REGARDING THIS RFPIt is the interested company’s responsibility to inquire about and clarify any requirementof the RFP that is not clearly understood. All questions must be in writing and submittedby 16H00 no later than five (5) working days prior to the proposal due date. All inquiriesshould be submitted by email to: JJ Harmse on jjharmse@sarugby.co.za4. PURPOSESARU is soliciting proposals to establish a comprehensive contract with one company topublish Springbok Test match programmes and other ad hoc publications as may occurfor the 2013 season, with a view to a longer term arrangement.5. SCOPEThe Springboks play six Test matches at home on an annual basis for each of which amatch programme is produced and distributed for sale. The format is usually A5 – but isnot limited to such format. Approximately 5 000 are printed for each match.SARU requires match programmes to be produced and distributed to the followingschedule:1. June 8: Springboks v Italy and Scotland v Samoa2. June 15: Springboks v Scotland and Italy v Samoa3. June 23: Springboks, Scotland, Italy and Samoa, fixtures TBC4. August 17: Springboks v Argentina5. September 28: Springboks v Australia6. October 5: Springboks v New ZealandOther properties which may come into the scope are a publication to mark the 50 thanniversary of the Craven Week and the Nelson Mandela Bay Sevens tournament guide.The scope of activity includes all aspects from initial design and concept, sourcing andcreation of content, printing, sales and distribution.The publisher will not have the right to sell or place advertising in any of thepublications, which will be a right reserved by SARU.6. Programme characteristicsPlease provide details of proposed format, including:6.1. Page size6.2. Paper quality6.3. Binding6.4. Number of pages for each programme6.5. Proportional split between editorial and advertisingGraphics and photographyPlease provide details of photographic sources that will be usedContentConfidential Page 4 25/02/2013

Test Match Programmes and Ad Hoc Publications RFPPlease provide an overview of proposed content, including types, contributors etcDistribution and salesProvide details of strategies and channels to be used.Please provide the implementation plan including time frames for each.ObligationsNote that editorial content is subject to SARU approvalSARU will require a minimum of 20 pages in full colour for sponsor use in every matchprogramme.ExpertisePlease provide examples of expertise in publishing rugby and/or sports matchprogrammes, guides and/or books as relevant for the purposes of this project only.7. PROPOSAL OUTLINEProposals should be straightforward, clear, well organised, easy to understand andconcise; and should include the following:7.1. Covering letter7.2. Executive Summary7.3. Company informationa) Legal status and registration detailsb) Company background and historyc) Quick overview of services and capabilitiesd) Management or key personnel biographiese) Contact informationf) Ownership, including the names and percentages of major shareholders7.4. The proposed solutiona) Basic summary of the solutionb) Solution methodology/processc) Original ideas – strategy, creative, etc.d) Features and functionalitye) Options and add-ons7.5. Proposed financial model7.6. Please provide explicit risk mitigation strategies to ensure continuity of supplywhere sub-contractors are going to be utilised.7.7. Please make clear whether financial amounts are VAT inclusive or exclusive7.8. Please provide detail of your relevant insurance coverage8. FURTHER INFORMATIONThe requirements specified in this RFP reflect those presently known. SARU accepts noliability (including in contract, tort, including negligence or otherwise) to anyone in theevent of an error in, or alleged misinterpretation of, any statements made orinformation provided during the RFP process. SARU reserves the right to vary, in detail,the final requirements.Proposals will be valid for at least three months, and may not be withdrawn or changedwithout SARU’s prior consent in writing. SARU may treat your proposal as your bestproposal without and despite any further enquiry.Confidential Page 5 25/02/2013

Test Match Programmes and Ad Hoc Publications RFPRFP proposals are submitted in reliance on the proposer’s own knowledge, skill andindependent advice and not in reliance on any information provided, or representationmade by SARU.No contact is to be made with any of the SARU’s management or personnel inconnection with this RFP without the express authorisation of the GM: Corporate Affairs.All queries must be made via email unless of an urgent nature in which case they shouldbe telephoned and confirmed via email. SARU reserves the right to distribute anyquestions with SARU’s reply to all proposers without indicating the source of the inquiry,if it deems appropriate. SARU does not guarantee all questions and responses.You must not directly or indirectly provide any form of inducement or reward to anyemployee of SARU in relation to this process.This proposal and any subsequent arrangement are independent of any other publishingor other arrangements with SARU.9. ACCEPTANCEThe most financially attractive proposal will not necessarily be accepted. Thepreparation and submission of the proposal shall be made without obligation by SARU toacquire any items included in the proposal, to discuss the reason why the proposal hasbeen accepted or rejected, or provide any SARU documentation regarding any acceptedor rejected proposals. No proposal shall be deemed to have been accepted or rejecteduntil SARU has notified the fact of such acceptance or rejection in writing to theproposer.The right is reserved to select individual items from a particular proposal unless theproposer has specifically identified that the items must be taken collectively. Preferencewill be given to proposals that meet all the conditions of the RFP. However,consideration will be given to proposals answering part of the RFP.All submitted proposals become the property of SARU and will not be returned to theproposers. SARU will have every proprietary right (e.g. copyright) in informationprovided during this RFP process so that it can freely use that information at any time.All proposers are required to acknowledge in their proposals that they agree to theconditions set forth in this section. SARU may reject proposals that fail to give suchacknowledgement.By submitting a proposal, you accept that the rules contained within this documentapply, and that you agree to be bound by these rules.Contract negotiations will be entered into with the successful respondent, if any, for theprovision of services as outlined in the response.Confidential Page 6 25/02/2013