Appointment of a service provider to layout, design, proofread, edit, translate and print the annual report, the strategic plan, annual performance plan and promotional items for a period of thirty-six (36) months

Closing date: 07 December 2026 at 11:00

Briefing session: none (no briefing session will be held)

Clarification deadline: up to 3 working days before the submission deadline

Enquiries (SCM):

• Email: [email protected]

Submission address:

Compensation Fund

230 Lilian Ngoyi Street

Absa Towers Building, Ground Floor

Pretoria CBD, 0001

Submission method: physical delivery to the bid box.

Submission address:

Compensation Fund

230 Lilian Ngoyi Street

Absa Towers Building, Ground Floor

Pretoria CBD, 0001

Bid packaging:

• One original in two separate batches: (1) Technical proposal, (2) Price proposal.
• Two exact copies of each original.
• No electronic submissions accepted.
• No loose pages or documents will be considered.
• Bids must be clearly marked with: bid number, "Printing Services", "Compensation Fund: Supply Chain Management Directorate", and "Attention: Tenders and contracts".

Returnable forms (all must be completed, signed, and submitted):

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): fixed price for the full project, including all taxes.
• SBD 4 (Bidder's Disclosure): declares any employment by an organ of state, relationships with the procuring institution, and related enterprises; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims B-BBEE and specific goal points; must be accompanied by required proof.
• Proof of authority to sign (e.g., company resolution).

Disqualification risks:

• Late bids returned unopened.
• Bids not in the specified format or missing required documents.
• Failure to provide any administrative requirement within 7 working days of a notice.
• Bids from persons in the service of the state, or companies with directors/members in the service of the state.
• Bidders on the Register for Tender Defaulters or List of Restricted Suppliers.
• Contacting the Fund or bid committee members about the bid after submission and before award.

Three-phase evaluation; bidders must pass each phase to proceed.

Phase 1 – Administrative compliance (pass/fail):

• CSD registration.
• SARS Tax Compliance Status PIN (or printed TCS certificate, or CSD number if no PIN).
• Valid COIDA Letter of Good Standing.
• Fully completed and signed SBD forms.
• SBD 6.1 with proof for claimed specific goals.
• Joint ventures/consortia: proof of contract between parties; both parties must meet CSD, tax, and COIDA requirements.
• Supplementary administrative information may be submitted within 7 working days of a notice.

Phase 2 – Functionality (minimum 70/100):

• References: 25 points. Letters of affirmation meeting six requirements: type of service, client letterhead/logo, signed and dated by Key Account Manager or similar, satisfactory service, duration of 1 year or more with start/end dates, work rendered within last 5 years. Scoring: 0 for none/invalid, 1 for one valid letter, up to 5 for five or more.
• Company experience: 25 points. Experience in layout, design, proofreading, editing, translation, and printing for private or government entity in South Africa. Scoring: 0-2 years = 1, 3-4 = 2, 5 = 3, 6-9 = 4, 10+ = 5.
• Project leader's experience: 25 points. Minimum 5 years managing similar services. Same scoring bands as company experience.
• Project plan: 25 points. Work plan commensurate with Terms of Reference; 1 = not commensurate, 3 = high-level activities in logical sequence with clear time frames, 5 = comprehensive detailed plan.

Phase 3 – Price and specific goals (80/20 system):

• Price: 80 points, calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals: 20 points maximum, allocated as:
• Women-owned enterprises: 8 points (proof: founding documents, certified ID, CSD report showing women owners).
• Enterprises owned by people with disability: 1 point (proof: founding documents, signed letter from authorised medical practitioner, CSD report).
• Youth-owned enterprises: 6 points (proof: founding documents, certified ID, CSD report).
• Local enterprises in Gauteng province: 5 points (proof: founding documents, proof of residence, CSD report showing supplier address).
• Failure to submit proof for claimed goals means those points are not awarded.
• Award to bidder with highest total points.

Scope: layout, design, proofreading, editing, translation, and printing of the following for the Compensation Fund:

• Annual Report (A4 portrait, 400 pages per year, 190 pages, cover 300gsm gloss matt laminated, inside 150gsm)
• Annual Performance Plan (A4 portrait, 400 pages per year, 70 pages, full colour, 150gsm inside, 300gsm matt cover, perfect bound)
• Strategic Plan (A4 portrait, 500 pages for one year, 70 pages, same specs as APP)
• COID Service Booklets (A6, 5000 English per year, 1000 per language, translated into all 10 official languages, 350gsm glossy cover, perfect bound)
• Diaries/Notebooks (A4/A5, 500 each per year, branded with CF logo and mandate)
• Wall Calendars (A1 poster, 200 per year, with coat of arms, safety icons, call centre number 0860 105 350, CF logo)
• Desktop Calendars (A2, 200 per year, 12 pages, similar branding)
• Pamphlets (A4 folded and Z-folder, 10,000 English per year, 2000 per language, translated into 10 official languages)
• Brochures (A4, 10,000 English per year, 2000 per language, 12 pages)
• Flyers (A5, 24,000 English packs per year, 2000 per language)
• Posters A0 (500 English, 200 translated) and A1 (1000 English, 1000 per language)
• Branded paper folders (5000, 220x320mm, 330gsm white, matt laminated, full colour)
• Internal electronic newsletter (15 pages per year, full colour, branded with DEL and CF logos)
• Name tags (magnetic, 1x3 inches, brushed silver, branded)
• Business cards (3.5x2 inches, 1000, 14-point cardstock)
• Photos of President, Deputy President, Minister, Deputy Ministers (A1 and A3, 38 each per year)
• Invitations (electronic, A4, 10 per year, editable)
• Orthotics and Rehabilitation Life Skills Training Manual (A4 booklet, 140 English, 140 per language, translated into 10 official languages, Braille included)
• Key holders (500 per year, zinc alloy, nickel plated)
• Mouse pads (500, first year only)
• Pens (500 per year, black, branded)
• Branded shopper bags (5000 paper, 5000 non-woven, one year)
• Display boards/stands (12, A3, 6 portrait, 6 landscape, one year)
• Accreditation tags (5000, full colour, for three years)
• Custom branded lanyards (5000, one year)

Deliverables format: Annual Report, APP, and Strategic Plan must be suitable for loading on the DEL website, printable, and in PDF. Provide USBs and external hard drive with editable and printable documents.

Translation: all documents requiring translation must be translated into all 10 official South African languages.

Service commencement: one week after official order placed and contract signed.

Contract period: 36 months (three years).

The project plan (25 points in functionality) must describe activities in logical sequence with clear time frames commensurate with the Terms of Reference. A comprehensive detailed work plan scores 5; a high-level plan scores 3; a plan not commensurate scores 1.

Company experience: minimum 5 years preferred in layout, design, proofreading, editing, translation, and printing for private or government entities in South Africa. Scoring: 0-2 years = 1, 3-4 = 2, 5 = 3, 6-9 = 4, 10+ = 5. Project leader: minimum 5 years managing similar services, same scoring bands. CV must be attached. Company profile must be attached.

Pricing schedule (SBD 3.3) requires a ceiling price for the entire project, inclusive of all taxes. Bidders must provide hourly/daily rates for personnel, cost per phase and man-days, travel and other expenses (actual costs recoverable with proof), period for commencement, estimated man-days, and whether rates are firm for the full contract period. The detailed pricing model in the Terms of Reference lists 27 items with quantities and unit prices for each year, totalling a bid price for 3 years. Items include Annual Report (400 pages/year, 190 pages), APP (400 pages/year, 70 pages), Strategic Plan (500 pages, 70 pages), COID booklets, diaries, calendars, pamphlets, brochures, flyers, posters, folders, newsletter, name tags, business cards, photos, invitations, training manual, key holders, mouse pads, pens, shopper bags, display boards, accreditation tags, and lanyards.

Pricing format: fixed price in South African Rands, inclusive of all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies).

Pricing schedule (SBD 3.3) requires:

• Ceiling price based on total estimated time for completion of all phases, including all expenses.
• Hourly/daily rates for personnel involved.
• Cost per phase and man-days per phase.
• Travel expenses (actual costs recoverable, proof required).
• Other expenses (accommodation, telephone, reproduction) – actual costs recoverable, proof required.
• Period for commencement after acceptance.
• Estimated man-days for completion.
• Whether rates are firm for the full contract period; if not, provide basis for adjustment (e.g., CPI).

Bid validity: 60 calendar days from closing date (per special conditions). Note: SBD 3.3 states offer valid for 120 days from closing date – the special conditions state 60 days; the document is inconsistent. The special conditions (60 days) appear in the Terms of Reference and are likely the governing rule.

No bid security, bond, or guarantee mentioned.

Payment: certified invoices rendered in terms of the pricing schedule; actual expenses recoverable only with proof.

Mandatory pre-qualification (Phase 1):

• Registration on the Central Supplier Database (CSD).
• SARS Tax Compliance Status PIN (or printed TCS certificate, or CSD number if no PIN).
• Valid COIDA Letter of Good Standing.
• Fully completed and signed SBD forms.
• SBD 6.1 with proof for claimed specific goals.
• Joint ventures/consortia: proof of contract between parties; both parties must meet CSD, tax, and COIDA requirements.

B-bbee:

• B-BBEE status level verification certificate or sworn affidavit (for EMEs and QSEs) must be submitted to qualify for preference points.
• No specific B-BBEE level threshold stated for eligibility; points are awarded under the 80/20 system.

Tax compliance:

• Bidders must be tax compliant; SARS PIN or TCS certificate required.
• Foreign suppliers: if not resident, no branch, no permanent establishment, no source of income, and not liable for taxation in RSA, then no need to register for TCS PIN.

Disqualification:

• Bids from persons in the service of the state, or companies with directors/members in the service of the state.
• Bidders on Register for Tender Defaulters or List of Restricted Suppliers.
• Failure to provide any administrative requirement within 7 working days of notice.

No specific OHS requirements beyond general security regulations for Fund premises. The scope includes printing of safety icons on wall calendars, but this is a design element, not a safety requirement for the bidder.

Contract period: 36 months. Service must commence one week after official order and contract signature. Bid validity: 60 calendar days from closing date (per special conditions). Bids must be in South African Rands on a fixed price basis. The Fund may call interviews with short-listed bidders, negotiate price with preferred bidder, and conduct supplier due diligence (including site visits and presentations) before or during the contract. Bidders must sign a non-disclosure agreement and treat Fund information as confidential. Personnel must adhere to Fund security regulations (locking valuables, not removing computer equipment). The Fund is not bound to accept any bid and may withdraw or amend the terms of reference. Bidders may not contact the Fund or bid committee members about their bid from submission until award; attempts to influence evaluation may lead to rejection. Subcontractor documents will not be considered for evaluation. Foreign companies must familiarise themselves with local conditions and laws. Costs of preparing bids are not reimbursed. Clarifications must be in writing by email up to 3 working days before the deadline.

Evaluation is in three phases: administrative compliance, functionality (minimum 70/100), and price/specific goals (80/20). Functionality scorecard: references (25), company experience (25), project leader experience (25), project plan (25). Price points calculated using formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals: women-owned (8), disability-owned (1), youth-owned (6), local in Gauteng (5). Bidders must pass each phase to proceed.