Compile, write, edit, design, translate, print and deliver the inaugural oags annual report (digital and printed)

Closing date and time: 04 September 2026 at 16h00. Compulsory briefing session: N/A. Delivery milestones (subject to change): 5 creative design concepts by 11 September 2026; 1st draft Annual Report by 18 September 2026; 2nd draft by 25 September 2026; 3rd draft by 30 September 2026; 4th final draft (printer's proof) by 05 October 2026. Final electronic documents (high and low resolution) and on-time delivery of 30 English, 30 French, 20 Portuguese printed copies plus 60 OAGS-branded 8GB flash disks with all three language versions.

Compulsory Briefing Session: N/A

SCM enquiries: Katlego Thusi, telephone 012 841 1016, email [email protected]. General organisational contact: Council for Geoscience, 280 Pretoria Street, Silverton, Pretoria; Private Bag X112, Pretoria 0001; telephone +27 (0)12 841 1911; fax +27 (0)12 841 1221; email [email protected]; website www.geoscience.org.za. Quote reference RFQ10001070K and address correspondence to ATT: KATLEGO THUSI.

Submission method: RFQ responses must be submitted in PDF format. Closing date and time: 04 September 2026 at 16h00. Delivery address for printed copies and flash disks: 280 Pretoria Street, Silverton, Pretoria. Returnable documents required with the quotation: completed and signed SBD 6.1 (PPR2022) form; certified B-BBEE certificate or sworn affidavit (SANAS/DTI accredited) to claim specific-goal points; company profile with project details (roles, duration, costs) and CVs of team members; three contactable reference letters (signed and dated) with corresponding printed/published English Annual Reports (hard or soft copies); two contactable reference letters (signed and dated) with corresponding printed/published Annual Reports/Books/Reports translated in official languages besides English (hard or soft copies); proof of registration on the National Treasury Central Supplier Database (CSD). For joint ventures: JV agreement with percentage split up to 100%, roles/responsibilities of each partner, JV bank account, power of attorney to sign on behalf of the JV; all JV partners or lead partner must submit mandatory documents; all JV partners or unincorporated JV must submit administrative documents (CSD, company registration). Quotation validity: 60 days from RFQ closure. RFQ threshold: less than R1,000,000 VAT inclusive. Arithmetic error treatment: line-item total governs over unit rate; total of prices governs over additions; no price changes after closing. Disqualification risks: any returnable form left unsigned or omitted; quotations received after closing time; price changes after closing; false declarations on SBD forms.

Completed SBD6.1 (PPR2022) form required. Certified BBBEE Certificate/affidavit as supporting document for specific goals. Company profile with project details (roles, duration, costs) and CVs of team members. Three contactable reference letters (signed and dated) with corresponding printed/published English Annual Reports (hard or soft copies). Two contactable reference letters (signed and dated) with corresponding printed/published Annual Reports/Books/Reports translated in official languages besides English (hard or soft copies). Proof of registration on National Treasury Central Database. JV agreement with percentage split up to 100%, roles/responsibilities, JV bank account, power of attorney. All JV partners or lead partner must submit mandatory documents. All JV partners or unincorporated JV must submit administrative documents (CSD, company registration).

Two-stage evaluation: Stage 1 — Functional evaluation (100 points total, minimum 80 points to proceed). Criteria: 1) Technical approach/methodology and contingency for backup systems (25 points: comprehensive plan = 25, general plan = 20, no/irrelevant plan = 0). 2) Experience, knowledge and skills (25 points: 10+ years projects with CVs = 25, 4-9 years = 20, <4 years or incomplete = 0). 3) Three contactable reference letters with English Annual Reports (25 points: 3 letters = 25, 2 letters = 20, 1/none = 0). 4) Two contactable reference letters with translated Annual Reports/Books/Reports in official languages besides English (25 points: 2 letters = 25, 1 letter = 20, none = 0). Stage 2 — Price and Specific Goals (80/20 preference system): Price = 80 points; Specific Goals = 20 points (51%+ black ownership = 10 points, 30%+ black women ownership = 10 points). Certified B-BBEE certificate/affidavit required to claim specific-goal points. JV scoring: incorporated JV uses consolidated B-BBEE certificate; unincorporated JV scored proportionally per JV percentage split.

Scope: Compile, write, edit, proofread, design, layout, translate, print and deliver the inaugural Organisation of African Geological Surveys (OAGS) Annual Report for FY 2025/26 in digital and printed formats. Languages: English, French, Portuguese (three official OAGS languages). Translation by professional translators experienced in geoscience, governance and technical publications. Content: governance, institutional performance, programmes, strategic achievements, partnerships, financial information. Design and layout: minimum five creative design concepts for each Annual Report; design, layout and formatting of inner pages and cover per selected concept; proofs of final layout required. Printing and binding: perfect binding; cover 300 g Sappi Magno Gloss (white), content 135 g Sappi Magno Gloss (white); full colour printing both sides; UV varnish front and back covers. Page counts: English version 30-60 pages; French and Portuguese versions 40-80 pages each. Quantities: 30 printed hard copies English, 30 French, 20 Portuguese. Digital deliverables: 60 OAGS-branded 8 GB flash disks in protective casing, each containing three files (~50 MB each) — English, French, Portuguese versions. Additional: in-house consultation for context and plan; availability immediately and anytime during assignment for changes. Final documents must be available electronically (high and low resolution).

Bidders must submit a technical approach/methodology and contingency plan for backup systems. Scoring: comprehensive plan including both technical approach/methodology and contingency for backup systems = 25 points; general plan including both = 20 points; no plan, irrelevant plan, or plan not complying with both requirements = 0 points. Plan must be presented in an orderly fashion for easy reference by the evaluation panel.

Company profile must demonstrate experience through number of projects involving compilation, writing, designing, editing, layout, proofreading, translating, printing and delivery of Annual Reports. Experience scoring: 10+ years with detailed project list and CVs with relevant knowledge/skills = 25 points; 4-9 years = 20 points; <4 years or CVs with no relevant skills/incomplete information = 0 points. Must include CVs of team members with relevant knowledge and skills for Annual Report compilation, writing, designing, editing, layout, proofreading, printing and translation. Reference requirements: three contactable reference letters (signed and dated) supported by corresponding printed/published English Annual Reports (hard or soft copies) — 3 letters = 25 points, 2 letters = 20 points, 1/none = 0 points. Two contactable reference letters (signed and dated) supported by corresponding printed/published Annual Reports/Books/Reports translated in official languages besides English (hard or soft copies) — 2 letters = 25 points, 1 letter = 20 points, none = 0 points. Minimum 80/100 to pass functional evaluation.

Pricing format: firm price quotation (RFQ threshold < R1,000,000 VAT inclusive). Rates must be VAT inclusive for VAT-registered vendors; non-VAT vendors quoting VAT inclusive evaluated exclusive of VAT. Rates inclusive of delivery, customs/clearing, disbursements and all other costs to CGS premises. Arithmetic error treatment: line-item total governs over unit rate; total of prices governs over additions; no price changes after closing (disqualification if changed). Quotation validity: 60 days from RFQ closure. Payment: 30 days after receipt of correct tax invoice/statement; no pre-payments/deposits; payment only to banking details on CSD Summary form. No bill of quantities or schedule of rates specified; single item 'Annual Report' quantity 1 AU.

Pricing: rates must be VAT inclusive (VAT-registered vendors only); non-VAT vendors quoting VAT inclusive will be evaluated exclusive of VAT. Rates inclusive of delivery, customs/clearing costs to CGS premises, disbursements and all other costs. Payment terms: 30 days after receipt of a correct tax invoice/statement. No pre-payments or deposits unless contract requires. Payment only to banking details listed on Central Supplier Database Summary form. Quotation validity: 60 days from RFQ closure. RFQ threshold: less than R1,000,000 VAT inclusive. Arithmetic error treatment: line-item total governs over unit rate; total of prices governs over additions; no price changes after closing (disqualification if changed). No bond, guarantee or insurance requirements stated.

Mandatory compliance: registration on National Treasury Central Supplier Database (CSD); valid tax compliance status (SARS tax pin). Returnable forms: SBD 6.1 (PPR2022) Preference Points Claim Form (must be completed and signed); certified B-BBEE certificate (SANAS/DTI accredited) or sworn affidavit to claim specific-goal points. Specific goals: 51%+ black ownership (10 points), 30%+ black women ownership (10 points). Joint ventures: incorporated JV uses consolidated B-BBEE certificate; unincorporated JV scored proportionally per JV percentage split. JV agreement required with percentage split, roles, JV bank account, power of attorney. All JV partners must submit mandatory and administrative documents (CSD, company registration). Former employees: CGS may not conduct business with former employees or their companies within 12 months of termination; special circumstances may be investigated. Disqualification for abuse of SCM system, fraud, or failure to perform on previous contracts. POPI Act compliance: personal information processed in accordance with POPI Act.

Specific goals for preference points: 51% or more black ownership (10 points), 30% or more black women ownership (10 points). Certified BBBEE certificate (SANAS/DTI accredited) or sworn affidavit required as supporting document. JV specific goals evaluation: incorporated JV uses consolidated BBBEE certificate; unincorporated JV scored proportionally per JV percentage split. Example scoring formula provided with weighting split (60% lead, 40% JV partner) and ownership profiles for women and youth targets.

Contract duration: implied by delivery milestones from September to October 2026. Delivery address: 280 Pretoria Street, Silverton, Pretoria. Key delivery dates: 5 creative design concepts by 11 September 2026; 1st draft by 18 September 2026; 2nd draft by 25 September 2026; 3rd draft by 30 September 2026; 4th final draft (printer's proof) by 05 October 2026. Final electronic documents (high and low resolution) and on-time delivery of 30 English, 30 French, 20 Portuguese printed copies plus 60 OAGS-branded 8GB flash disks with all three language versions. Dates subject to change due to unforeseen circumstances. Former employees: CGS may not conduct business with former employees or their companies within 12 months of termination; special circumstances may be investigated. Disqualification grounds: abuse of SCM system, fraud, improper conduct, failure to perform on previous contracts. JV requirements: JV agreement with percentage split up to 100%, roles/responsibilities, JV bank account, power of attorney; incorporated JV uses consolidated B-BBEE certificate; unincorporated JV scored proportionally per JV split. POPI Act compliance: personal information processed in accordance with POPI Act.

Rates must be VAT inclusive (VAT registered vendors only); non-VAT vendors quoting VAT inclusive will be considered exclusive of VAT. Payment 30 days after receipt of correct tax invoice/statement. No pre-payments or deposits unless contract requires. Payment only to banking details on Central Database Summary form. Rates inclusive of delivery, customs/clearing costs to CGS premises. Rates inclusive of disbursement and other costs. RFQ responses in PDF format. Quotation validity 60 days from RFQ closure. RFQ threshold less than R1,000,000 VAT inclusive. Arithmetic error treatment: line-item total governs over unit rate; total of prices governs over additions; no price changes after closing. Former employees: CGS may not conduct business with former employees or their companies within 12 months of termination; special circumstances may be investigated. JV requirements: JV agreement with percentage split, roles, JV bank account, power of attorney; consolidated BBBEE for incorporated JV, proportional for unincorporated JV. POPI Act compliance: personal information processed in accordance with POPI Act.

Mandatory specifications: Service provider shall produce English, French, and Portuguese OAGS Annual Reports. Translation by professional translators experienced in geoscience, governance and technical publications. Format inner pages and cover pages. Editing, proofreading and contextualising of all information (grammar, phrasing, punctuation, spelling). Design and layout: compile, design, layout, edit OAGS Annual Report for FY 2025/26 with all contents; provide minimum five creative design concepts for each Annual Report; design, layout and formatting of inner pages and cover per selected concept; provide proofs of final layout. Printing and binding: perfect binding using cover 300g Sappi Magno Gloss (white), content 135g Sappi Magno Gloss (white), full colour printing both sides, UV varnish front and back covers. English version 30-60 pages, French and Portuguese versions 40-80 pages. 30 printed hard copies English, 30 French, 20 Portuguese. 60 OAGS-branded 8GB flash disks with all three annual reports (~50MB each). In-house consultation for context and plan. Availability immediately and anytime during assignment for changes.

Evaluation based on 80/20 preference system (Price 80 points, Specific Goals 20 points). Functional evaluation criteria total 100 points: 1) Technical approach/methodology and contingency for backup systems (25 points), 2) Experience, knowledge and skills (25 points), 3) Three contactable reference letters with English Annual Reports (25 points), 4) Two contactable reference letters with translated Annual Reports/Books/Reports in official languages besides English (25 points). Minimum 80 points to pass functional evaluation. Specific goals: 51% or more black ownership (10 points), 30% or more black women ownership (10 points). Certified BBBEE certificate/affidavit required to claim points. JV scoring: incorporated JV uses consolidated BBBEE certificate; unincorporated JV scored proportionally per JV percentage split.