Design, production, and secure handling of the road accident fund’s 2025-2026 annual report

RFQ issued: 26 May 2026. Closing date and time: 01 June 2026 at 14:00. Services required by: 31 July 2026. RFQ validity period: 30 days from closing date. No compulsory briefing, site visit, or site inspection.

Enquiries: Email [email protected] or contact Ntsako Baloyi at 012 649 2023. Submission email: [email protected]. Delivery address: RAF Head Office, 420 Witch Hazel Avenue, Eco Glades 2 Office Park, Centurion. Fraud line: 0800 005919 (for reporting gifts/hospitality requests).

Submit quotations and supporting documentation via email to [email protected]. Use reference number PR10116089 in all correspondence. Late submissions will not be accepted. Complete and sign all Annexures (Standard Bidding Documents and mandatory evaluation documents). Failure to follow submission instructions, submit to the incorrect email address, or omit Annexures will disqualify your bid. Deliver goods/services only after receiving an official RAF Award Letter or Purchase Order (PO). RAF reception is accessible 07h45–16h00, Monday to Friday, for deliveries.

Evaluation follows a two-phase process: Phase 1 (Mandatory Requirements) and Phase 2 (80/20 Preference Point System). Phase 1: Mandatory Requirements – Non-compliance results in disqualification. Requirements include: CSD-registered supplier; Tax compliance (SARS confirmation); No gifts/hospitality to RAF officials; Submission of all mandatory annexures and Standard Bidding Documents (SBD 4, SBD 6.1); Copyeditor must have a recognized qualification (National Diploma/Bachelor’s in English, Journalism, Linguistics, Advanced Diploma in Language Practice, or Copyediting Certificate) and a minimum of 3 verifiable references for copyediting/editing services; Compliance with RAF’s Corporate Identity Guide for design. Phase 2: 80/20 Preference Point System – 80 points for Price, 20 points for Specific Goals. Specific Goals: HDI ownership (≥51%) – 10 points (verified via CSD); Women ownership (≥51%) – 8 points (ID copy/CSD report); Persons with disabilities ownership (≥51%) – 2 points (valid medical certificate required). Disqualification risks: Late submissions; Incomplete/incorrect documentation; Non-compliance with mandatory requirements; Incorrect pricing format (VAT-inclusive if applicable).

Scope: Design, copyediting, proofreading, layout, printing, distribution, and interactive PDF creation of RAF’s 2025–2026 Annual Report (including financials). Deliverables: 200 printed full-color reports. Specifications: Size – 260mm x 210mm (portrait); Cover – 4 pages, 300gsm Magno Satin (Matt)/Matt Art; Inner pages – 250–350 pages, 135gsm Magno Satin (Matt)/Matt Art; Finishing – Inner pages: matt machine varnished throughout; Cover: matt laminated + spot UV varnished (one side only); Binding – Sewn and drawn. Additional requirements: Present 3 design concepts for RAF approval before final production; Copyediting includes language editing, subediting, and proofreading until final RAF approval; Create an interactive PDF of the final report for RAF’s intranet and internet; Adhere to RAF’s Corporate Identity Guide (provided to successful bidder).

Pricing must be VAT-inclusive (if VAT-registered) and quoted in ZAR. VAT vendors must include VAT in their quoted prices; non-VAT vendors must not charge VAT (disqualification if violated). Use the provided cost breakdown table (Annex E) for pricing. No price changes after Award Letter/PO issuance. Total cost must include: Design, copyediting, proofreading, layout, distribution, and interactive PDF creation (1 unit); 200 hard copies of the Annual Report; Any other applicable costs. Grand total must be VAT-inclusive if applicable. Failure to provide pricing in the required table will lead to disqualification.

Mandatory: CSD registration (RAF will only conduct business with CSD-registered suppliers); Tax compliance (SARS tax matters must be in order); Complete and sign all Standard Bidding Documents (SBD 4, SBD 6.1); Copyeditor must have recognized qualifications and verifiable experience (submit proof of qualifications and Annexure A); HDI status (Race/Gender/Disability) must be verifiable via CSD for claimed points; Disability-owned suppliers must submit a valid medical certificate. Prohibitions: No gifts, hospitality, or benefits to RAF officials (including branded marketing material); Report any requests for gifts to the fraud line (0800 005919).

Eligibility and scoring will focus on the service provider's ability to meet stringent security and data protection standards. Key points: 1) Demonstrated compliance with the Protection of Personal Information Act (POPIA). 2) Secure facility with controlled access, surveillance, and physical security measures (e.g., lockable cabinets, fire suppression). 3) Secure transportation systems for documents (lockable containers). 4) Technical cybersecurity infrastructure (firewalls, intrusion detection, encryption for data in transit and at rest). 5) Willingness to undergo RAF audits, security vetting, and cooperation with monitoring. 6) Capacity to enforce identical requirements on subcontractors, including vetting and data protection agreements.

Scope: Design, copyediting, proofreading, layout, printing, distribution, and interactive PDF creation of the RAF’s 2025-2026 Annual Report. Security and technical requirements: 1) Secure document handling and transportation: Use lockable containers to prevent loss, theft, or damage. 2) Record-keeping: Maintain accurate logs of document location, access history, and retention schedules. 3) Secure storage: Lockable cabinets with controlled access for authorised personnel only. 4) Physical security: Secure perimeter, controlled access points, surveillance cameras, 24/7 monitoring, and fire suppression systems (e.g., CO2 extinguishers). 5) Network security: Firewalls, intrusion detection, and encryption for digital storage systems. 6) Access control: Need-to-know basis, strong authentication, regular permission reviews, and monitoring. 7) Incident response: Documented plan for addressing data breaches, with timely reporting to RAF. 8) Subcontractor oversight: Ensure all subcontractors comply with the same security and data protection standards. 9) Audit readiness: RAF may conduct audits to verify compliance; service provider must cooperate fully.

Mandatory compliance requirements: 1) Full adherence to the Protection of Personal Information Act (POPIA) and other applicable data protection laws. 2) Implementation of measures to safeguard personal and sensitive data against unauthorised access, disclosure, alteration, or destruction. 3) Confidentiality obligations: Impose confidentiality agreements on all agents, subcontractors, or third parties handling RAF records. 4) Third-party vetting: Screen or vet subcontractors for data protection policies and require signed data protection agreements. 5) Security vetting: RAF reserves the right to conduct security screening for company directors and assigned resources.