Communication and marketing services for the national regulator for compulsory specifications (36 months, ad-hoc basis)

Closing

• 03 November 2026 at 11:00.

Briefing session

• No compulsory briefing session is indicated; the briefing column in the bid schedule is marked N/A.

Bid validity

• Offer valid for 180 days from the closing date.

Bidding procedure enquiries

• Contact: Thobela Mqikela
• Telephone: 012 482 8831
• Email: [email protected]

Technical enquiries

• Contact: Mirriam Moswaane
• Telephone: 012 482 8826
• Email: [email protected]

Submission address

NRCS Tender Box (ground floor)

SABS Campus

1 Dr Lategan Road

Groenkloof

Pretoria

0001

Submission method

• Sealed hard-copy bid, individually marked with the bid number and description, deposited in the NRCS tender box.
• No faxed, posted or emailed bids will be accepted.
• Late bids are rejected; submission before the closing time is advised.
• Bids are opened publicly at the SABS Campus, 1 Dr Lategan Road, Groenkloof, Pretoria.

Submission address

NRCS Tender Box (ground floor)

SABS Campus

1 Dr Lategan Road

Groenkloof

Pretoria

0001

Document collection

• Bid documents may be downloaded free from www.nrcs.org.za or https://www.etenders.gov.za.
• If collected from NRCS, a non-refundable R250.00 fee applies, payable to National Regulator for Compulsory Specifications, ABSA, Brooklyn, branch code 335345, account 4072161682 (current account); proof of payment must be produced.

Returnable documents

• SBD 1 (Invitation to Bid): bidder identification and contact details, signed as the offer cover page.
• SBD 3.1 (Pricing Schedule — Professional Services): priced Part A rate card and Part B disbursement markup.
• SBD 4 (Bidder's Disclosure): discloses state employment or relationships involving directors, shareholders or controlling interests; a false disclosure disqualifies the bid.
• SBD 6.1 (Preference Points Claim Form): claims B-BBEE preference points under the 80/20 system.
• Certificate of Attendance of Briefing Session.
• Authority of Signatory: board resolution or members' resolution authorising the signatory to bind the bidder.
• Supplier Declaration Form.
• CSD registration number or SARS Tax Compliance Status PIN, plus a B-BBEE certificate or sworn affidavit.
• SBD 7 (written contract form) is completed and signed by the successful bidder.

Disqualification risks

• Any required form or particular omitted, unsigned or incomplete.
• Bid received after the closing time.
• Bid submitted by fax, post or email.
• False disclosure or preference claim.

Document collection

• Bid documents may be downloaded from www.nrcs.org.za or https://www.etenders.gov.za.
• If collected from NRCS, a R250.00 fee applies, payable to National Regulator for Compulsory Specifications, ABSA, Brooklyn, branch code 335345, account 4072161682 (current account); proof of payment must be produced.

Submission

• Sealed documents individually marked with the bid number and description must be placed in the tender box at the SABS Campus, 1 Dr Lategan Road, Groenkloof, Pretoria, before the closing time.
• Bids are opened publicly at that address.
• Late, faxed, posted or emailed bids will not be accepted.

Preference point system

• 80/20 system applies (contract value up to R50 000 000 including all taxes).

Points allocation (100 total)

• Price: 80 points.
• Specific goals (B-BBEE): 20 points.

B-BBEE specific goal points

• Level 1: 20
• Level 2: 18
• Level 3: 14
• Level 4: 12
• Level 5: 8
• Level 6: 6
• Level 7: 4
• Level 8: 2
• Non-compliant contributor: 0

Evaluation stages

• Minimum requirements assessed first, then functionality, then price and preference points.
• Price and preference scoring is applied to the total bid price inclusive of VAT, calculated from the three-year pricing summary.
• Failure to submit proof for a claimed specific goal means those preference points are not awarded.
• NRCS may require a bidder to substantiate any preference claim before or after adjudication.

Objective criteria that may override the highest score

• NRCS may negotiate any markup percentage offered in the Part B disbursement schedule.
• A bid offering a non-cost-effective gross cost percentage may be passed over even if it scores the highest points on price and preference using the Part A rate card.
• Bidders must therefore offer economic rates in both Part A and Part B.
• NRCS is not obliged to appoint the cheapest bidder and may reject any submission or re-advertise.

Scope

• Communication and marketing services for the National Regulator for Compulsory Specifications, rendered on an ad-hoc basis over 36 months.
• Work is instructed through Task Instructions against a priced rate card; no guaranteed volumes.

Recurring annual deliverables (Part A rate card)

• Annual Communication Strategy: one 12-month document (approx. 15–25 pages) covering situation analysis, objectives, audience segmentation, channel and content plan, budget indication and KPIs — 1 per year.
• Campaign-Specific Strategy: one document per major campaign (approx. 8–12 pages) covering objectives, key messages, channel mix, timeline and budget — 3 per year.
• Crisis Communication Plan: light annual review and update of the existing plan — 1 per year.
• Brand Guideline Refresh: optional lighter update of the existing toolkit if instructed mid-term — 1 per year.
• Media Monitoring: daily monitoring of up to 20 agreed keywords/topics across print, broadcast and online, delivered as a monthly summary report with a mention/cutting log — 12 per year.
• Media Training: one half-day session for up to 20 participants covering interview technique and message discipline, including mock interview and written feedback — 2 per year.
• Monthly Social Media Content Bundle: 10 posts per month across up to 3 platforms (Facebook, Instagram, LinkedIn), each with caption and static graphic; excludes paid boosting and media spend — 12 per year.
• Short-Form Animated Video: up to 30 seconds for social/digital use — 6 per year.
• Static Infographic: single-panel, print or digital ready — 6 per year.
• Educational Campaign Toolkit: one toolkit per audience group of up to 3 items (e.g. poster, brochure, social media asset set); printing costed separately — 4 per year.
• Per-Event Communication Support Package: one media invite/alert, half-day event photography, up to 5 social media posts and one post-event summary report; excludes venue branding and press statements — 3 per year.
• Short Explainer/Testimonial Video (1–3 minutes): script, one shoot day, edit, up to 2 revision rounds, delivered as MP4 with captions file — 3 per year.
• Long-Form Video (3–5 minutes): same scope with extended production and edit time — 1 per year.
• Information Booklet: 15,000 copies, A4, 12pp, 250gsm cover / 120gsm inner, saddle-stitched — 1 print run per year.
• Flyer/Leaflet: 10,000 copies, A5, double-sided, 170gsm gloss — 1 print run per year.
• Campaign Advert Concept & Adaptation Set: 3 initial creative concepts, each adapted to 1 print ad, Facebook, Instagram, LinkedIn, X and Google Display (static plus one animated version per concept), delivered in AI, PSD, PNG, JPG, MP4 and GIF — 3 sets per year.
• Event/Exhibition Branding Set: per event, 5 backdrops (3m x 2m), 5 roll-up banners (850 x 2000mm), 5 directional/floor signage items, 5 booth panels/table wraps and 5 digital screen graphics (LED/TV) — 3 per year.
• Merchandise Design: artwork/mockup for one branded item type in one colourway; each additional colourway or size variant priced separately; production costed as a disbursement — 5 per year.
• Billboard Creative Design (48-sheet, 32-sheet, 16-sheet and 8-sheet): one design fee per unique creative concept regardless of the number of physical sites — 1 per size per year.
• Billboard Production (print/vinyl face) & Installation (48-sheet, 32-sheet, 16-sheet and 8-sheet): printing and mounting on the booked structure, including removal at the end of the flighting period; priced per physical site placement — 3 per size per year.
• Monthly Campaign Performance Report: approx. 3–5 pages covering an executive summary, reformatted media monitoring data, social media analytics, ad hoc stakeholder feedback and progress against the numbered ToR 10.3 targets; delivered as a single PDF — 12 per year.
• Annual M&E Summary Report: approx. 10–15 pages consolidating the twelve monthly reports into a year-end assessment against the ToR 10.3 objectives with a recommendation for the following year's strategy; delivered as a PDF plus a short PowerPoint summary — 1 per year.
• Translation Services: professional translation into one specified official South African language other than English, per 1,000 words; each additional target language priced separately — 10 per year.
• Event/Corporate Photography: professional coverage of up to 4 hours, edited high-resolution images delivered digitally — 6 half-days per year.
• Newsletter/EDM Design: design and layout of one electronic newsletter edition up to 10 pages (print-ready) or the equivalent single-scroll HTML email; longer editions priced pro-rata — 6 editions per year.

Quantities

• All annual volumes are indicative for scoring only and are not guaranteed orders; actual quantities depend on NRCS need and budget during the contract term.

Part B disbursement schedule

• Bidders must disclose a single markup percentage applied to gross third-party costs.
• Categories: billboard/outdoor site rental, broadcast media buying, print production, venue/exhibition hire and other pre-approved disbursements.
• Pass-through costs are invoiced with proof of cost.

Rate firmness

• Rates are firm for Year 1; escalation in Years 2 and 3 requires NRCS approval.
• A fixed 6% per annum escalation is assumed for Years 2 and 3 for scoring purposes only.

Part A rate card

• No fixed annual volume; ad hoc work is priced through task instructions.

Pricing format

• SBD 3.1 (Professional Services) pricing schedule: Part A rate card priced per deliverable unit, and Part B disbursement/pass-through schedule.
• Bidders must provide a cost breakdown under each line item, with subtotals and an overall bid price.
• The total amount inclusive of VAT is used for price and preference point scoring.

Three-year pricing

• Year 1 rates are firm.
• Years 2 and 3 are escalated at a fixed 6% per annum for scoring purposes only; every bidder must use the same 6% assumption so bids remain comparable.
• Grand totals required for Year 1, Year 2, Year 3 and the three-year bid price, all inclusive of applicable taxes.
• The bid is awarded on rates.

Part B disbursement markup

• Bidders must disclose a single markup percentage applied to gross third-party costs.
• Categories: billboard/outdoor site rental (negotiation and management fee on the gross monthly rental), broadcast (radio/TV) media buying, print production beyond items 7.1/7.2, venue/exhibition hire and related third-party services, and other pre-approved capped disbursements (courier/freight, specialist equipment hire, accreditation fees, campaign-specific software/licensing).
• Pass-through costs are invoiced with proof of cost from the supplier.
• NRCS may negotiate any markup percentage offered and may pass over a bid that is not cost-effective.

Bid validity

• Offer valid for 180 days from the closing date.

Registration and tax

• Bidders must register on the Central Supplier Database (CSD) and provide a CSD number.
• A SARS Tax Compliance Status PIN must be submitted so the organ of state can verify the taxpayer's profile and status; a printed TCS may also be submitted.
• Where no TCS is available but the bidder is CSD-registered, the CSD number must be provided.
• Consortia, joint ventures and subcontractors must each submit separate proof of TCS/PIN or CSD number.

B-bbee

• A valid B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.
• Certificates must be issued by a SANAS-accredited verification agency, a registered auditor, or an accounting officer as contemplated in the Close Corporations Act.
• Preference points are awarded on the 80/20 system: Level 1 = 20 points down to Level 8 = 2 points; non-compliant contributors score 0.
• No proof submitted means no preference points claimed.

Foreign suppliers

• Foreign bidders must complete the foreign supplier questionnaire in SBD 1 and, if claiming accredited representation in South Africa, enclose proof.
• A foreign bidder with no RSA residency, branch, permanent establishment or source of income is not required to obtain a SARS TCS/PIN.

General

• Bids are subject to the Preferential Procurement Policy Framework Act 2000, the Preferential Procurement Regulations 2022, the General Conditions of Contract, the PFMA and the Broad-Based Black Economic Empowerment Act.
• Failure to provide any required particular may render the bid invalid.

Contract period

• 36 months, with work rendered on an ad-hoc basis.

Pricing and escalation

• Year 1 rates are firm.
• Escalation in Years 2 and 3 is permitted only with NRCS approval; a fixed 6% per annum assumption is applied for scoring purposes.
• The bid is awarded on rates, and quantities stated are indicative only.

Task orders

• Ad hoc work is instructed and priced through the Task Order mechanism using the applicable Part A rate card.
• Any primary research NRCS requires is instructed and priced separately through a task order.

Contract form

• The successful bidder must complete and sign the written contract form (SBD 7).

Disbursements

• Third-party pass-through costs are invoiced with proof of cost, and billboard site rental is charged for every month or flighting period the site remains booked.

Objective criteria

• NRCS may negotiate any markup percentage offered in the Part B disbursement schedule.
• A bid that does not offer a cost-effective gross cost percentage may be passed over even if it scores the highest points on price and preference using the Part A rate card.
• Bidders must offer economic rates in both Part A and Part B to promote cost effectiveness.
• Reference is made to section 2(1)(f) of the Preferential Procurement Policy Framework Act, 2000.