Design and print services for cef group integrated annual reports & financial statements (3-Year contract)

CEF SOC Ltd is a state-owned company under the Department of Mineral Resources & Petroleum (DMRP), managing energy solutions for South Africa and sub-Saharan Africa. It oversees six subsidiaries: AEMFC, iGAS, PASA, PetroSA, SFF, and SANPC. Objective: Appoint a service provider to design, edit, and print the CEF Group Integrated Annual Report (IAR) and Annual Financial Statements (AFS) for three financial years. Key deliverables: Glossy IAR and two AFS volumes, edited, designed, typeset, printed, and bound to CEF specifications. Deadline: Completed by 31 August each year. Scope includes: Design and layout (3 alternate cover designs per publication, A4 format, CEF corporate identity compliance), editing/proofreading (ensure language consistency), printing (specified paper, binding, quantities), and delivery (CEF House, Sandton). Additional: Digital PDFs for CEF website, 10 hard copies + 1 digital draft IAR for shareholder reporting. Mandatory: 3 work samples from the energy sector.

Closing date: 27 July 2026 at 12:00 (midday). Tender validity period: 120 days from closing date (expires 26 November 2026). Project start: May each year. Completion deadline: 31 July each year (printed and delivered).

For technical and procurement queries, contact Wellem Skhosana. Email: [email protected]. Phone: 010 201 4793. Submission email: [email protected]. Address for notices: CEF House, 152 Ann Crescent, Block C, Upper Grayston Office Park, Sandton, Johannesburg, 2146. After closing date, communicate only with the Procurement Department.

Submit proposals via email to [email protected] by the closing date and time. Late submissions or those sent to incorrect addresses will be disqualified. Links are not accepted. All returnable documents must be included with the proposal. Required returnable documents: Valid SARS tax compliance status (separate for each party in consortia/JVs), valid B-BBEE affidavit/certificate, CSD summary report or supplier number, Part 3 (Proposal Form), Part 4 (Signing Power – Resolution of Board of Directors), Part 5 (Certificate of Acquaintance with RFP Documents), Part 6 (Certificate of Acquaintance with Scope of Work), Part 7 (Breach of Law Form), SBD 1 (Invitation to Bid), SBD 4 (Bidders Disclosure), SBD 6.1 (Preference Points Claim Form). Failure to submit any returnable document may result in disqualification. Successful bidders must maintain validity of all documents (e.g., tax compliance) for the contract duration. Any changes to submissions after the closing date will not be considered. Attempts to canvass CEF employees or collude with other bidders will lead to disqualification and potential future restrictions.

Valid SARS tax compliance status and PIN code. BBBEE affidavit/certificate. Central Supplier Database (CSD) summary or number. No serious breach of law in past 5 years. Not listed in Tender Defaulters or Restricted Suppliers register. Must provide three work samples from energy sector. Five contactable references (2020-2026) on company letterhead. Company must have ≥10 years relevant experience in IAR/AFS design and print. Project team lead must have relevant design/layout experience. Foreign bidders must have RSA representative if not resident. Must declare any state employment or conflicts of interest.

Scope: Design, edit, and print CEF Group Integrated Annual Report (IAR) and Annual Financial Statements (AFS) for three financial years. Deliverables: Glossy IAR (A4, 4pp cover + 300 inside pages) and two volumes of AFS (A4, 4pp cover + 600 inside pages each). Design: Submit 3 alternate cover designs for IAR and AFS. Use CEF corporate identity guidelines and provided illustrative images. Recreate graphics (graphs, tables, diagrams). Content: CEF supplies draft content; bidder must edit and proofread. CEF responsible for final sign-off. Printing specifications for IAR: Cover = 4pp Litho, 4 process colours, Hi-Q Titan Matt 250gsm, white leaves, gloss laminate + gold foil (150x150mm). Inside = 296pp Indigo, CMYK, Coated-Matt 148gsm. Binding = PUR Bound, trimmed to size. Quantity = 20 hard copies. Printing specifications for AFS: Cover = 4pp 250gsm full colour, 1-side gloss laminate. Inside = 600pp text, 1-colour black, 90gsm. Binding = Perfect Bound. Quantity = 20 hard copies per volume (40 total). Digital: Submit PDF versions for CEF website and online platforms. Additional: Produce 10 hard copies + 1 digital draft IAR for shareholder/National Treasury upon request. Timeline: Start May, complete by 31 July annually. Delivery: CEF House, Sandton, Johannesburg. Mandatory: Provide 3 work samples from the energy sector (public/private companies).

Pricing: Quote total projected cost for all services in ZAR. Rates must be firm for the 3-year contract. Escalation fees (if applicable) must exclude VAT. VAT added during invoicing. Pricing schedule includes: IAR production (concept, design, typesetting, layout, editing, proofreading, printing), AFS production (2 volumes, same services), disbursement costs, delivery, overtime (cost per hour). Ad-hoc services: Annual escalation fees for 2026/2027 and 2027/2028, overtime charges (rate per hour). Payment terms: Not explicitly stated; refer to contract conditions. No reimbursement for preparatory costs.

Tax Compliance: Submit valid SARS tax compliance status (or proof of application) and Tax Verification PIN for electronic verification. Consortia/JVs must submit separate tax compliance for each party. CSD: Submit CSD summary report or CSD supplier number (MAAA...). B-BBEE: Submit valid B-BBEE certificate or sworn affidavit to claim preference points. Legal: Bidders must declare any serious breach of law (e.g., Competition Act) in the past 5 years via Part 7 (Breach of Law Form). Foreign bidders must provide an authorised representative in South Africa with power of attorney. Disqualification risks: Non-compliance with tax, B-BBEE, or CSD requirements; incomplete or fraudulent documentation; collusion or canvassing; failure to maintain document validity during contract.

Evaluation methodology: Three phases. Phase 1: Mandatory requirements (pass/fail). Phase 2: Technical evaluation (weighted criteria). Phase 3: Price and specific goals (80/20 system). Technical criteria: Bidder/Company Experience (20%): 10+ years = 5 points, 6-9 years = 3, 2-5 years = 1, <1 year = 0. Reference Letters (10%): 5+ valid = 5 points, 4 = 3, 3 = 1, ≤2 = 0. Project Team Lead Structure (20%): 10+ years = 5, 6-9 years = 3, 2-5 years = 1, <1 year = 0. Project Team Experience (25%): Average 10+ years = 5, 6-9 years = 3, 2-5 years = 1, <1 year = 0. Project Plan (25%): High-level with all 3 prerequisites = 5, mid-level with 2 = 3, sparse with 1 = 1, none = 0. Price formula: PS = 80 (1 − (Pt−Pmin)/Pmin). Preference points (20 max): 51%+ black ownership = 10, 51%+ women = 5, 51%+ youth = 3, 10%+ disability = 2. B-BBEE certificate/affidavit required. Highest total scorer wins; ties resolved by specific goals score, then drawing lots.