Request for Proposal
(Media Communication and PR for the Embassy of the Republic of Korea to Canada)
1. Description
1) Project: Media Communication and PR for the Korean Embassy in Canada
2) Implementing Agency: The Embassy of the Republic of Korea (hereafter referred to as the Embassy)
3) Purpose: To enhance Canadians’ understanding of Korea by increasing exposure of Korean government’s policies, foreign affairs, and economic activities via Canadian media and press
4) Tasks:
Coordinate publication of a featured article, an opinions piece, or arrange an interview for the Ambassador of the Republic of Korea to Canada.
I. The articles and others must focus on Korea, areas of the Korean government’s policy or the bilateral relation between Korea and Canada. The article must not refer to cultural aspects alone unless mediated in advance with the Embassy.
II. Coordinate an interview between a host or a reporter and the Ambassador of the Embassy of the Republic of Korea to Canada and feature on major Canadian media (TV included); or feature the Ambassador’s written remark (provided by the Embassy) to major Canadian media.
III. Feature articles or remarks of the Korean government’s policy to major Canadian media or magazines (possible content: analysis and opinions piece on of the Korean government’s policy written by an
influential professional- academic, influential politician, etc. in Canada)
Content to be directed by the Embassy
IV. Bidder is expected to coordinate one publication per calendar month, to a total of at least 4 publications over the duration of the contract.
V. All expenses relating to publishing articles must not exceed the stated budget
Promote and distribute published articles.
I. If necessary, carry out further promotions online
II. Monitor and analyze the impact of the articles to ensure the material reaches target audiences.
Expand media contact and build a network between the Embassy and major press/media in Canada (e.g., conferences/seminars to introduce Korean culture to the reporters and build bilateral relationships)
I. Expenses toward the provision of a safe environment for such meetings (e.g., Reception, conference room, lunch etc.) will be provided in addition to the proposed budget.
II. Bidders must let the Embassy know of its intention prior to arranging any meetings.
Regular reports to the Embassy. Notably;
I. Initiation Report: Within 10 days after signing the contract
II. Regular Performance Report: Weekly (via written report or meeting) III. Final Report: Within 10 days after the end of the term (by Nov 15th)
5) Duration: May 1st to June 30th AND September 1st to October 31st, 2022 6) Expected Price Range: max. CAD 40,000 (including applicable taxes)
2. Requirement
Canada-based PR Agency with proven expertise to conduct tasks written above
3. Bidding Procedure
1) This bid is an open bid invitation conducted through negotiation in accordance with Article 43 of the Enforcement Decree of the Act on Contracts to which the State is a Party, of the Republic of Korea
2) Registration Period: March 7th to March 14th 3) Submission via email (leehu@mofa.or.kr) 4) Required Documents:
a. Proposal including the following;
- PR proposal
- List of the media/Press for prospective collaborations - PR procedure
b. Business Summary
- Client list in last 3 years - Number of Employees
- Number of Years in Business
- Introduction of the prospective team and team members for the bidding project, including experience in the related field.
c. Portfolio
- All major projects within the past three years d. Prospective Work Schedule
e. Quote (total budget must not exceed CAD 40,000, inc. all applicable tax) f. Pledge Agreement (Appendix A, attached)
g. If necessary, Memorandum of Bidding Deposit Payment. (see the section below)
4. Bidding Deposit
The Embassy, as a public body funded by the government of the Republic of Korea, operates within the laws of both Canada and the Republic of Korea. As such, the Embassy requires 5% of the total contract value to be submitted as Bidding Deposit, as per Article 9 of the Act on Contracts to which the State is a Party.
However, as per Article 37- 3 of the Enforcement Decree of the same Act, the bidding party who is not feared to evade the concluding contract may not submit a bidding deposit. Instead, a bidder must submit a memorandum of bidding deposit payment confirming the payment equal to that of the amount corresponding to the bid deposit will be paid should a cause for attribution by the state occur.
5. Selection Process
1) The Korean Mission selects the winner that earned over 85 points from the criteria included below (S.6), among bidders that submitted a bidding price of over 84.245%
of the expected price
2) The result will be announced individually via e-mail or phone within 7 days upon closure of the bidding registration
6. Evaluation Criteria & Score Limit
Evaluation Types [points] Criteria Points Technical Specifications
Evaluations [80%]
Project Comprehension 20 Expertise of Staffs 10 Strategy and Effectiveness of Proposal
20
Efficient Cooperation 20 Experience on Similar
Projects
10
Bid Price Evaluation Evaluations of Bid Price 20
Total 100
7. Contract Process
1) Contractor either pays the contract deposit (10% of the total amount for contract affirmation) via cheque* or signs the Memorandum of Contract Deposit Payment. The Embassy retains the entire deposit if the Contractor cancels the contract.
2) Contractor signs the Standard Contract of the Korean Mission, including the Pledge to Implement Integrity, and the Confidentiality Agreement.
3) The fee is paid to the Contractor as agreed in the contract.
*Any difference of interpretation of this open bid notice would follow the interpretation of the Embassy
8. Point of Contact
- Han Lee, PR Coordinator (leehu@mofa.or.kr)
Pledge Agreement
Name of the Company: Business Registration Number:
Address: Contact:
In accordance with the Request for Bidding promoted by the Embassy of the Republic of Korea to Canada, I pledge to abide by the following:
a. I hereby declare that the information provided is true and correct.
b. I also understand that any willful dishonesty may render for refusal of the registration or immediate termination of the contract.
c. I will not raise objections against the evaluation method, evaluation criteria, and the evaluation results of the evaluation committee.
Date:
Name: (Signature)
Memorandum of Bidding Deposit Payment
○ Project: Media Communication and PR for the Embassy of the Republic of Korea to Canada
○ Bid Amount: CAD
○ Bid Security Deposit : CAD (More than 5% of the total bid amount)
In accordance with Article 9 of the Act on Contracts to which the State is a Party and Article 37 of the Enforcement Decree of the same Act, an exemption of the bidding deposit is in effect. However, if the bid is withdrawn before the application deadline, or the bid winner fails to successfully proceed with the signing of the contract, or the bid winner fails to obtain a performance bond which causes a reversion of the security deposit to the National Treasury, the bid security deposit must be paid in full amount in cash to the State without delay.
I, the bidding company, promise not to raise any objections to actions taken by the State due to the conditions mentioned above. In addition, I acknowledge that even if I participate in the re-announced bid related to the bid above, this memorandum will continue to be valid as a memorandum of bidding deposit payment.
Date: 2022
The applicant for registration of bidding participation (name):
(Address):
(Representative): (Signature and seal)
Addressed to the Embassy of the Republic of Korea to Canada
