Design, layout, proofreading, editing and printing of PRASA integrated annual reports and corporate plans (3-Year contract)

The tender is for the appointment of a service provider to design, lay out, proofread, edit and print integrated annual reports and corporate plans for Passenger Rail Agency of South Africa (PRASA) for a 3-year period.

No named contacts are provided in the available document.

Submission address not stated in the extracted text.

Returnable documents include Form C (Tender Form), duly completed, signed and witnessed.

Signed by a person authorised by a resolution of the board, or certificate of partners/members, with a certified copy annexed.

The tender must remain valid for a minimum of 180 days from closing date.

Proof of Workmen's Compensation, Securities and Insurance must be produced within 30 working days of award notification.

A written contract must be signed within 7 working days of notification that contract documents are ready.

Non-compliance with any material term of the RFP is a material breach and grounds for cancellation.

No scoring split or minimum qualifying score is stated in the available document.

The tender is likely evaluated under the PPPFA preference point system, but the specific split (80/20 or 90/10) is not provided in the extracted text.

The department requires the design, layout, proofreading, editing and printing of integrated annual reports and corporate plans.

Contract period: 3 years.

Request number: HO/STR/521/10/2026.

Pricing must be in South African Rand, inclusive of all applicable taxes.

Where amounts in words and figures differ, words take precedence.

For non-architectural works, arithmetic errors in the priced bills of quantities are corrected by treating the unit rate as decisive.

For architectural works, the total amount is decisive and individual items are adjusted to match.

A performance bond of 10% of the contract price (VAT inclusive) is required, issued by a South African financial institution with a minimum credit rating of A(ZA).

The bidder must provide a resolution of the board or certificate of partners/members authorising the signatory, with a certified copy.

Acceptable proof of Workmen's Compensation coverage, securities and insurance must be provided within 30 working days of award notification.

The bidder must sign a formal contract within 7 working days of notification that contract documents are ready.

A performance bond of 10% of contract price (VAT inclusive) is required.

No B-BBEE, CIDB, or CSD requirements are mentioned in the extracted document.

On acceptance, a written contract will be concluded between the bidder and PRASA.

The bidder must provide acceptable proof of Workmen's Compensation, Securities and Insurance within 30 working days of award notification.

The bidder must sign the formal contract within 7 working days of notification that contract documents are ready.

Works must be completed within the period stated in the tender, from notification of acceptance, subject to stage completion as per project specification.

Failure to complete on time results in penalties as provided in the project specification, under the Conventional Penalties Act.

Ordering alterations or extras does not prejudice PRASA's claim for penalties.

Material breach of contract terms provides PRASA cause for cancellation.

The Passenger Rail Agency of South Africa (PRASA) requires a service provider for the design, layout, proofreading, editing and printing of its integrated annual reports and corporate plans for a period of three years. Tender number HO/STR/521/10/2026.

Compulsory briefing session:

• Date: 26 October 2026
• Time: 10:00
• Venue: PRASA, Umjantshi House, 30 Wolmarans Street, Braamfontein

Closing date: 16 November 2026

Closing time: 12:00

Compulsory pre-tender briefing session:

• Date: 26 October 2026
• Time: 10:00
• Venue: PRASA, Umjantshi House, 30 Wolmarans Street, Braamfontein

Attendance is compulsory; a certificate of attendance (Form D) must be submitted with the bid.

Enquiries:

• Contact: Patrick Masumbuka
• Role: Sourcing Manager

Submission address:

PRASA

Umjantshi House

30 Wolmarans Street

Braamfontein

0001

Submission method: sealed bid box or online

Submission address:

PRASA

Umjantshi House

30 Wolmarans Street

Braamfontein

0001

Closing: 16 November 2026 at 12:00. Late bids are not accepted.

Returnable forms — all must be completed and signed on the official forms (not re-typed) and submitted with the bid:

• Form A: Invitation to Bid — bidder and contact details, signed as the offer cover page.
• Form B: Terms and Conditions for Bidding — acknowledges the binding conditions.
• Form D: Site Inspection / Pre-Tender Briefing Session (Compulsory) — proof of attendance at the compulsory briefing.
• Form E: Statement of Works Successfully Carried Out by Bidder — details of comparable works completed.
• Form F: Security Screening Form — company and director details, plus declarations on judgments, insolvency and pending criminal/civil proceedings; consent to security screening.
• Form G: Acknowledgment — certification that information is true and correct.
• Form H: Special Conditions: Funding Contingency — signed acknowledgment of the funding contingency.
• SBD 4: Declaration of Interest — discloses any state employment or connection to the procuring institution; a false declaration disqualifies the bid.
• SBD 6.1: Preference Points Claim Form — claims B-BBEE and specific-goal preference points.
• Proof of authority to sign the bid (e.g., directors' resolution).

Registration and tax compliance:

• Bidders must be registered on the Central Supplier Database (CSD) so that mandatory information (business registration, directors, tax compliance status, banking details) can be verified.
• Submit a SARS Tax Compliance Status PIN or CSD number; each party in a JV/consortium/sub-contract must submit separate proof.
• Foreign suppliers must complete the foreign supplier questionnaire.

Disqualification risks:

• Any required form missing, unsigned or submitted on re-typed forms.
• Late delivery regardless of reason.
• No valid CSD/TCS/PIN or CSD number.
• Non-attendance at the compulsory briefing.

Preference point system: either 80/20 or 90/10 (to be determined from the lowest/highest acceptable tender).

Allocation (80/20 shown):

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Price formula (80/20): Ps = 80(1 - (Pt - Pmin)/Pmin), where Pmin = lowest acceptable tender price.

Price formula (90/10): Ps = 90(1 - (Pt - Pmin)/Pmin).

For income-generating/disposal contracts, the formula uses Pmax (highest acceptable price); Ps = 80(1 + (Pt - Pmax)/Pmax) or 90.

Specific goals (20 points total) — evidence must be submitted with the bid to claim points:

• B-BBEE Level 1 or Level 2 — 4 points (B-BBEE certificate or affidavit; for a JV a consolidated scorecard is accepted).
• Minimum 51% Black youth owned — 4 points (certified ID copies of owners, not older than 3 months).
• Minimum 51% Black women owned — 4 points (certified ID copies of owners, not older than 3 months).
• Black people living in rural areas — 4 points (proof of residence, e.g., letter from tribal authority).
• Black youth owned — 4 points (certified ID copies of owners, not older than 3 months).

Points claimed fraudulently may lead to disqualification, contract cancellation, recovery of costs and restriction from state business for up to 10 years.

Scope of work — design, layout, proofreading, editing and printing of:

• Integrated annual reports
• Corporate plans

Contract period: 3 years.

The successful bidder must fill in and sign a written contract form (SBD 7).

Bidders must provide a statement of works successfully carried out (Form E): client, nature of works, project period, and value of works for which the bidder was directly responsible. If more than five projects, attach a separate list.

No dedicated quality management section beyond the requirement that bidders state particulars of works successfully carried out (Form E).

Funding contingency — special condition:

• PRASA has not yet completed budget allocation for this RFP at the time of issue.
• PRASA has obtained National Treasury approval to depart from PFMA SCM Instruction No. 8.4.
• Any award is strictly subject to PRASA securing sufficient funding and confirming budget exists.
• PRASA may cancel the RFP at any stage before award if funding is not secured.
• PRASA is not liable for any claim, loss or damages arising from failure to source funding or non-award; bidders waive rights to institute proceedings in such circumstances.

No bid security, bond or guarantee amounts stated.

Pricing: price points are evaluated under the 80/20 or 90/10 system; no detailed pricing schedule recovered beyond the preference points formula.

Mandatory registrations and compliance:

• CSD registration (Central Supplier Database) — bidder must be registered so mandatory company, tax and banking information can be verified.
• SARS Tax Compliance Status (TCS) PIN or CSD number — submit with bid; each JV/consortium party must submit separate proof.
• Foreign suppliers must complete the foreign supplier questionnaire.
• B-BBEE certificate or sworn affidavit (for EMEs/QSEs) — required to claim preference points.

Security screening (Form F):

• Declare no previous criminal convictions or civil judgments, no pending criminal/civil proceedings or investigations.
• Provide director/trustee/partner details, banking details, and consent to security screening.
• For security providers: PSIRA registration and a letter of good standing.

Declaration of interest (SBD 4):

• Disclose if any director/shareholder is employed by the state or connected to anyone at PRASA.
• Disclose if the bidder has an interest in any other related enterprise.

No CIDB grading stated (not a construction tender).

Specific goals and points (total 20 points):

• B-BBEE Level 1 or Level 2 — 4 points (evidence: B-BBEE certificate/affidavit; JV consolidated scorecard accepted)
• Minimum 51% Black youth owned — 4 points (certified ID copies of owners, not older than 3 months)
• Minimum 51% Black women owned — 4 points (certified ID copies of owners, not older than 3 months)
• Black people living in rural areas — 4 points (proof of residence from tribal authority)
• Black youth owned — 4 points (certified ID copies of owners, not older than 3 months)

Points claimed must be substantiated; fraudulent claims lead to disqualification and possible restriction from state business for up to 10 years.

No specific health and safety requirements stated beyond the security screening form (Form F), which requires declaration of no criminal/civil judgments and consent to security screening.

Contract formation: the successful bidder must complete and sign a written contract form (SBD 7).

Funding contingency — award is subject to PRASA securing budget allocation. PRASA may cancel the RFP before award if funding is not secured, and bidders waive any right to claim damages or institute proceedings against PRASA in that event.

Term: 3 years.

Funding contingency — PRASA has obtained National Treasury approval to depart from PFMA SCM Instruction No. 8.4. Budget allocation for these services is not yet complete. Award is subject to PRASA securing funding, and PRASA may cancel the RFP before award if funding cannot be secured. PRASA accepts no liability for any loss or damages arising from failure to source funding or non-award; bidders waive rights to institute proceedings.

Bidders must use the official returnable forms (not re-typed) and submit proof of CSD registration, tax compliance status, and declaration of interest. Each JV/consortium party must submit separate tax compliance proof. Foreign suppliers must complete the foreign supplier questionnaire.

The applicable preference point system is either the 80/20 or 90/10 system, as determined by the lowest acceptable tender price. Maximum points: Price 80 (or 90), Specific Goals 20 (or 10), Total 100. Price formula: Ps = 80(1 - (Pt - Pmin)/Pmin) or 90 equivalent. For income-generating contracts, the formula uses Pmax: Ps = 80(1 + (Pt - Pmax)/Pmax) or 90.

The appointment covers design, layout, proofreading, editing and printing of Integrated Annual Reports and Corporate Plans for a 3-year period.

RFP clarification deadline: 26/10/2026 at 12:00

Contact for RFP clarifications:

• Name: Patrick Masumbuka
• Email: [email protected]
• Name: Nokuthula Dlamini
• Email: [email protected]
• Organisation: PRASA SCM

The RFP clarification request form (Annexure F) must be completed and submitted. The deadline for submitting questions or clarifications is before 12:00 on 26/10/2026.

The service provider is to be appointed for the design, layout, proofreading, editing and printing of Integrated Annual Reports and Corporate Plans for a period of 3 years.

Questions and clarifications must be submitted before 12:00 on 26/10/2026.

RFP clarifications to be directed to Patrick Masumbuka ([email protected]) or Nokuthula Dlamini ([email protected]) at PRASA SCM.

PRASA invites qualifying bidders to provide design, editing, proofreading and production/printing of Annual Reports and Corporate Plans for a 3-year period.

Contract duration: 3 years. Commencement date and Termination Date are to be filled in. No closing date, briefing, or clarification deadlines are stated in the provided document excerpt.

PRASA physical address for service of notices: Passenger Rail Agency of South Africa, Group Strategy Department, 15th Floor, Umjantshi House, 30 Wolmarans Street, Braamfontein. No named contact persons, email addresses, or telephone numbers are provided in the excerpt.

Submission details are not stated in the provided document excerpt beyond the requirement to submit a signed Service Level Agreement. Returnable documents are not specified. Bidders should refer to the RFP document for submission method, address, and closing time.

The evaluation criteria are not specified in the provided document excerpt. The tender is a Request for Proposal, and the evaluation will likely consider price and functionality, but no scoring split or minimum qualifying score is stated.

Scope: design, layout, proofreading, editing, and production/printing of Integrated Annual Reports and Corporate Plans for PRASA. Service Provider must allocate appropriately skilled personnel gangly, meet professional standards, follow PRASA instructions, and provide status updates. All work must be performed with care and skill, and PRASA must approve any additional services before they are undertaken.

Payment: invoices paid within 30 days from receipt by PRASA's Strategy and/or Finance Department. Invoices must include detailed statements of account and, for disbursements, copies of receipts. Unauthorised incidental costs may be refused payment. No bid security, bonds, or guarantees are mentioned in this excerpt.

Service Provider must be registered with CIPC and any other professional bodies required for the services. Must warrant experience, ability, and expertise. Must not have conflict of interest. Must carry professional indemnity insurance.

PRASA requires a service provider for design, layout, proofreading, editing, and printing of Integrated Annual Reports and Corporate Plans for 3 years, covering financial years as specified. The work is time-bound and requires proven track record in government/public sector.

Compulsory briefing session: 26 October 2026 at 10:00, at Umjantshi House, 30 Wolmarans Street, Braamfontein, Auditorium Ground Floor. Non-attendance leads to disqualification.

Closing date for questions: 26 October 2026.

Closing date for PRASA responses: 30 October 2026.

Closing date for submissions: 16 November 2026 at 12:00.

Validity period: 180 working days from closing date.

Enquiries (during bidding process): Patrick Masumbuka

Email: [email protected]

Post-closing enquiries: Patrick Masumbuka

Telephone: 083 795 1088

Email: [email protected] (note: also listed as [email protected] in document)

Complaints: [email protected]

Submission address: The Secretariat / Tender Office, 30 Wolmarans Street, Umjantshi House, Braamfontein.

Submission method: physical, sealed envelopes deposited in the PRASA tender box at the main entrance of Umjantshi House.

Address bid to: The Secretariat / Tender Office, 30 Wolmarans Street, Umjantshi House, Braamfontein.

Bids must be submitted in two separate sealed envelopes: Envelope 1 (Volume 1: mandatory and other mandatory requirements) and Envelope 2 (Volume 2: financial proposal and specific goals).

Submit 1 original; copies and an electronic version on a memory card or external hard drive are optional. All copies must be identical; late or incorrectly addressed bids will be disqualified.

All pages must be consecutively numbered. Returnable documents must be completed and signed in black ink.

Returnable documents include: Form A (Invitation to Bid), Form B (Terms and Conditions), Form C (Tender Form), Form D (Compulsory Briefing confirmation), Form E (Statement of Work Successfully Carried Out), Form F (Security Screening Form), Form G (Acknowledgement), Form H (Special Conditions: Funding Contingency), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), Pricing Schedule (Annexure C), and any other forms listed in the RFP.

Bidders must indicate if they intend to respond as a joint venture or consortium, and submit a signed JV/consortium agreement detailing percentage split and responsibilities.

Evaluation follows a staged process:

Stage 1: Compliance – mandatory requirements (including SBD 4, SBD 6.1, CSD registration, tax compliance, and other compulsory documents). Failure to submit any mandatory document may lead to disqualification at PRASA's discretion.

Stage 2: Technical/Functionality – minimum threshold of 70%.

Stage 3: Price and Specific Goals – evaluated on 80/20 preference point system (PPPFA).

Specific goals weighting: 20 points.

The bidder with the highest total points will be recommended for award, subject to post-tender negotiations and best and final offer if applicable.

PRASA may request presentations from bidders at any stage of evaluation.

Scope of work: end-to-end design, layout, proofreading, editing, and printing of Integrated Annual Reports and Corporate Plans for a 3-year period.

Deliverables: Integrated Annual Reports for financial years 2026/27, 2027/28, 2028/29; Corporate Plans for 2027/28, 2028/29, 2029/30.

Service must be delivered strictly in-house.

Ad hoc work may include business plans and other corporate documentation.

Key staff requirements:

• Project Lead: Bachelor's degree (NQF 7) in Business Management or Commerce; experience managing production of Corporate Plans and Integrated Annual Reports.
• Graphic Designer: Diploma in Graphic Design or Visual Communication (NQF 6); experience designing multi-page publications (90-250 pages) including at least 5 Corporate Plans and Integrated Annual Reports.
• Editor: Bachelor's degree (NQF 7) in Communications, Journalism, or Linguistics; experience editing lengthy financial/technical content.
• Photographer: Higher Certificate in Photography (NQF 5); experience in corporate photography.

Support team: minimum 5 members as per team structure (1 Project Lead, 2 Graphic Designers, 1 Editor, 1 Photographer).

Reporting: weekly status meetings, project close-out report.

ISO 9001 certification (SANAS accredited) and/or PIFSA membership required.

Bidders must provide an execution plan covering risk management, specifically business continuity.

Services must be delivered in-house.

Weekly status meetings and project close-out report required.

Organisational experience: minimum R1.5 million in completed similar projects (design and printing).

Valid ISO 9001 certificate (SANAS) and/or PIFSA membership.

Provide reference letters on client's letterhead confirming client details, project scope, contract period/value, successful completion, and client satisfaction.

Provide hard copies of Corporate Plans and Integrated Annual Reports previously produced.

Key staff qualifications as per technicalSpecifications.

Bidder must have valid ISO 9001 certificate (SANAS accredited) and/or valid PIFSA membership certificate.

Quality requirements: consistent design and editorial quality across publications.

Must maintain high quality under strict deadlines.

Pricing must be in separate sealed envelope (Volume 2).

Pricing instructions provided in Volume 2 of RFP.

Price validity: 180 working days from closing date.

Bidders may not change prices after closing date unless contract allows.

PRASA may negotiate market-related price.

Pricing must be submitted in a separate sealed envelope (Envelope 2/Volume 2). Pricing instructions in Volume 2.

Pricing must include design and printing costs.

Proof of completed similar projects with value of at least R1.5 million, including design and printing costs.

PRASA may request annual financial statements for due diligence.

Performance/bid bonds may be required where applicable.

PRASA may negotiate market-related prices; if agreement fails, may cancel the bid.

Mandatory: Registration on National Treasury's Central Supplier Database (CSD).

Tax compliance: Must be tax compliant with SARS; Tax Compliance Status (TCS) PIN required.

Valid ISO 9001 certificate (SANAS accredited) and/or valid PIFSA membership certificate.

SBD 4 (Declaration of Interest): disclose any state employment or connection.

SBD 6.1 (Preference Points Claim): claim B-BBEE preference points.

SBD 1 (Invitation to Bid) must be completed and submitted.

B-BBEE: preference points claimed under PPPFA 80/20 system.

Reference letters on client's letterhead confirming successful completion of similar projects.

Company profile and organogram required.

No explicit health and safety requirements stated beyond general risk management and business continuity measures.

Contract duration: 3 years.

PRASA may amend, withdraw, or re-issue the RFP at any time.

Bidders may mark up the draft contract using track changes; the marked-up contract will form part of negotiations.

Successful bidder must be legally compliant with all applicable laws.

PRASA may negotiate best and final offer (BAFO).

Confidentiality obligations apply; all information remains PRASA's property.

In addition to standard evaluation, technical/functionality threshold is 70%.

Final evaluation uses 80/20 preference point system.

Specific goals (20 points) evaluated in Stage 3.