Media Agency Services Contract

  • Mandatory
Updated: 20 May 2020
Date:
1 Oct 2017 - 30 Sep 2020
Contract Number:
DPC2017/008
Type:
Whole of government
Managed:
Department of Premier and Cabinet
The contract covers media planning and buying, rate negotiation, campaign management, recruitment and public notices, post-campaign analysis.

Extension options:

2 x 12 months.

How to register as an eligible buyer

To register as a new customer please complete the online registration form.

Once approved, you will be advised of your authorised buyer identification number and you are then eligible to use the NSW Government contracts. Please be aware this registration process may take approximately eight weeks.

Please email nswbuy@treasury.nsw.gov.au if you have any problems completing your application form or if you wish to check your registration status.

Range of services

The contract has the following 2 categories of service:

Master media exchange (MME)

  • recruitment and public notices, media rate negotiations, whole of government reporting.

Communications agencies (CA)

  • public awareness campaign – media buying and planning.

The Media Agency Services Contract does not include the provision of creative advertising services. These services are delivered through the Advertising and Digital Communications Services Scheme.

Overview of the public awareness campaign - media buying and planning services

Public awareness campaign advertising refers to advertising that generally runs over a sustained period to encourage behaviour change, education or to promote the ongoing activities of government. It commonly draws on more than one medium and generally involves the services of a creative advertising agency.

NSW Government public awareness campaigns include:

  • Advertising that provides information and educates on issues such as health, transport, safety and the environment.
  • Commercial advertising where there is an imperative to generate revenue streams for organisations or events.  For example, the marketing of major events or tourism destinations and the promotion of government businesses and services.
  • Advertising in response to an incident or issue that poses significant health, safety or environmental risks to the community. For example, floods, bush fires.

Public awareness campaign

The panel of communications agencies will be required to deliver the following, on behalf of the NSW Government:

Media planning

  • provision of media strategies and plans which deliver effective and efficient advertising
  • delivery of all media planning services outlined in the specification via either the establishment of in-house capability or approved subcontractors
  • proof of appearances and reconciliation of campaigns
  • weekly optimisation of campaigns that contain performance and/or digital media
  • post-implementation services, including comprehensive post campaign analysis, which is evidence based and focused on lessons learned
  • high quality training and education services which build the capability of departments and extend, inform and support departments on best-in-market practice and innovation
  • timely and relevant communication to departments and DCS
  • provide accurate and efficient accounting and billing services to individual departments
  • provide regular reports for DCS and departments, including benchmarks against industry.

Media buying

  • commercial benefit to government through the negotiation of best-in-market rates and discounts, and other value adding benefits
  • provision of media information and training to departments to support excellence and build capability.

Other services

The suppliers will also be required to deliver specialist services to departments, including but not limited to:

  • campaign management to ensure that NSW Government advertising is efficient and effective
  • end-to-end service delivery for all media buying services outlined in the specification via either the establishment of in-house capability or approved subcontractors
  • timely, accurate and thorough campaign implementation
  • provision of competitive analysis of other government agencies (domestic and international), and/or sector based organisations that conduct similar public awareness campaigns
  • post-implementation services, including comprehensive post campaign buying analysis, which is evidence based and focused on lessons learned
  • high quality training and education services which build the capability of all departments and extend, inform and support departments on best-in-market practice and innovation
  • timely and relevant communication to departments and DCS
  • provide accurate and efficient accounting and billing services to individual departments
  • provide regular reports, including media trend analyses and media consumption habits for DCS and departments.

Recruitment and public notice advertising

The supplier appointed as service provider for recruitment and public notice advertising will deliver effective and efficient media services for NSW Government recruitment and public notice advertising in line with best commercial practice.

Recruitment and public notice advertising refers to advertising that is routine, typically “one off” in nature and carries a clear simple announcement of information.

Types of advertisements placed by NSW Government departments in this category include:

  • recruitment, for example single job ads, bulk recruitment drives
  • public information notices, for example road closures, notice of government events
  • statutory/regulatory notices, for example development notices, changes to legislation
  • notice of auction, grant applications, meetings, business opportunities etc.

The supplier will be required to provide end-to-end advertising service delivery which in part is summarised below:

  • provide advisory services, as required, on content, planning, placement and design
  • provide media scheduling, costing, booking and checking services
  • delivery of commercial benefits to government through the negotiation of best-in-market rates and discounts, and other value adding benefits for media used exclusively for recruitment and public notice advertising
  • conducting proactive negotiations in addition to scheduled rate agreements to leverage opportunities and increase cost efficiencies for recruitment and public notice advertising
  • provide high quality typesetting, design and layout services, as required for print and online advertisements including implementation of advertising templates in consultation with DCS
  • dispatch approved advertisements electronically to the nominated media
  • provide post campaign analysis on large schedules/campaigns
  • provide accurate and efficient accounting and billing services to individual departments
  • receive requests and manage all aspects of the implementation of recruitment and public notice advertising services via an online system to be accessed by departments and DCS
  • prepare regular and ongoing reports on expenditure and placement.

Key contract features

The key benefits to government of a consolidated, whole of government contract include:

  • the establishment of streamlined and high quality service delivery and account management arrangements for all departments
  • ensuring high quality strategy to ensure the efficiency and effectiveness of government advertising
  • delivery of significant commercial benefits through competitive rates, savings, discounts and other value added benefits to government.

Insurance

Public and product liability - $10 million.
Professional indemnity - $5 million.

Eligibility to use contract

Public bodies can purchase from NSW Government contracts under Clause 6 of the Public Works and Procurement Regulation 2019.

Complaints and disputes

If case of a dispute, both the buyer and the supplier must use their best efforts to resolve it.

The buyer should speak to the supplier's customer service representative first. If they can't solve the matter together, the buyer should then contact NSW Procurement.

If the dispute cannot be resolved by mutual agreement of both parties in consultation with NSW Procurement, it will be referred for expert determination. This more formal process will need a higher level of detailed documentation, correspondence and records.

Approved suppliers

Master media exchange (MME)

  • Wavemaker part of the WPP AUNZ Group
  • Blaze Advertising part of  the WPP AUNZ Group (recruitment and public notices).

Communications agencies (CA): public awareness campaign - media buying and planning

  • Atomic 212°
  • Havas Media
  • OMD
  • Universal McCann (UM)
  • Wavemaker part of the WPP AUNZ Group.

Code of behaviour

The supplier must, in carrying out this agreement, comply with the codes, policies and guidelines and standards listed in the contract, which includes the Code of Behaviour for the Protection of Children and other Vulnerable People.

The supplier must ensure that all persons working on the site or sites under the contract; including but not limited to the supplier’s employees and managers, consultants and sub-contractors, understand and comply with the requirements shown below:

  • All supplier employees must gain permission to enter the school or facility before commencing work and they may only enter approved areas. The supplier’s representative, or where a sub-contractor is working without the supervision of the supplier, the sub- contractor’s representative, must report their presence to the person in charge of the school or facility on arrival each day and record, in the site visit log, the details of all of the supplier’s or sub- contractor’s employees working at the site or sites that day.
  • Supplier employees should avoid talking with, touching or interacting with any children or residents or other users of the school or facility, except where the work requires it, or in an emergency or safety situation.
  • Supplier employees must only use approved toilets and other facilities, unless the person in charge of the school or facility gives written authority to use alternative arrangements.
  • The work area must not be able to be used or accessed by children, or residents or other users of the school or facility while work is in progress. Clear signs and barricades (where appropriate) must be used to prevent any inadvertent or unauthorised access.
  • Appropriate privacy must be maintained when working on toilets and similar facilities. Supplier Employees must ensure that toilets and similar facilities are not occupied or in use by children, residents or other users before entering to perform work, and that work does not continue when use of the facilities is required.
  • Where practicable male employees should perform work on male facilities and female employees on female facilities.
  • Supplier employees must wear clothing that is tidy and in good condition, including a shirt, shorts or trousers or skirts at all times.
  • Supplier employees should report any concerns about children’s behaviour or child abuse to the person in charge of the school or facility.
  • Supplier employees must wear or carry an identity card at all times when on the site or sites.

Online catalogues

View products of suppliers on this contract on eCatalogues.

To see pricing information you will need login access. Contact your agency administrator or the NSW Procurement Service Centre.

Pricing

For pricing, please contact the Department of Premier and Cabinet (DPC) – Communications and Engagement at advertising@dpc.nsw.gov.au

Government taxes and charges

All taxes, duties and charges imposed or levied in Australia or overseas in connection with the performance of this agreement will be borne by the supplier.

Third party purchasing

Clause 6 of the Public Works and Procurement Regulation 2019 allows the NSW Procurement Board to provide access to suppliers of public sector bodies to state contracts standing offer agreements for the provision of goods and services. These suppliers are known as Nominee Purchasers. The public sector bodies making the nominations are known as Nominating Agencies.

'Nominee Purchaser' means a supplier to a public sector agency, nominated by the public sector agency to be authorised to place Orders under Standing Offer Agreements for works done as such a supplier and registered by NSW Procurement.

Access of nominee purchasers to NSW Government contracts standing offer agreements:

  • is limited to standing offer agreements relevant to the contract between the nominating agency and the nominee purchaser, and which are specifically listed in the nominee purchaser’s registration and
  • is for a fixed period of registration, usually ending on the completion of the term of the contract between the nominating agency and the nominee purchaser.

A nominee purchaser must not purchase goods or services under a NSW Government contract standing offer agreement, unless they are related to its obligations under a contract with a public sector agency and are used during the term of such a contract or included or incorporated in works, goods or services to be provided to the public sector bodies.