Marketing, public relations and communication services for onderstepoort biological products (OBP05/26/ISM01)

Compulsory briefing session

• Date: 2 November 2026 at 11:30
• Venue: 100 Old Soutpan Road, Onderstepoort, Pretoria
• Attendance is compulsory. Bidders must arrive on or before the stated time and wear PPE clothing before entering the premises.

Closing

• Date: 23 November 2026 at 13:00

Enquiries

• Questions must reach OBP at least 11 working days before the closing date; later queries may not be answered before closing.

Bid validity

• Bids must remain valid for 120 days from the closing date.

Enquiries

• Email: [email protected]
• Channel: email only, submitted at least 11 working days before the closing date

Submission address

Onderstepoort Biological Products SOC Ltd

100 Old Soutpan Road

Onderstepoort

Pretoria

Attention: The Supply Chain Manager

Submission method

• Hand delivery or courier only. Faxed or emailed bids will not be accepted.
• International bidders with no office or representation in South Africa may submit by fax or email before the closing time, provided the original signed documents reach OBP within three working days of closing and proof of no South African presence is submitted; otherwise the bid is disqualified.
• One original plus three copies of the tender documents.

Delivery address

Onderstepoort Biological Products SOC Ltd

100 Old Soutpan Road

Onderstepoort

Pretoria

Attention: The Supply Chain Manager

Submission register

• Every bidder must sign the tender submission register kept at OBP reception when handing in the bid.
• The bidder's name and address must appear on the outside of the tender documents and on the envelope.

Document handling

• Tender forms may be photocopied but must not be retyped or redrafted; only documents bearing an original signature in black ink are accepted.
• Complete all bid documents in black ink.
• Bidders must check page numbering for missing or duplicated pages; OBP accepts no liability for this.

Returnable documents (missing items disqualify the bid)

• CSD registration and tax compliance (South African companies).
• SBD 1 (Invitation to Bid) — foreign/international companies only; bidder and contact details signed as the offer cover page.
• SBD 4 (Declaration of Interest) — discloses state employment or relationships involving directors, shareholders or the procuring institution.
• SBD 6.1 (Preference Points Claim) — claims specific-goal points under the 80/20 system.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices) — discloses past contract defaults and restrictions.
• SBD 9 (Certificate of Independent Bid Determination) — certifies the price was set without collusion.
• Detailed company profile.
• Proof of experience in pharmaceuticals.
• Proof of experience in similar projects (minimum three projects).
• COID letter of good standing.
• Attendance at the compulsory site briefing.
• The same documents must be submitted for every company in a consortium.

Disqualification risks

• Any compulsory document omitted or left unsigned.
• Bids received after the closing time.
• Incomplete or unclear service documentation.
• Fraudulent or inaccurate information, including false B-BBEE credentials or experience claims.

Evaluation stages

1. Mandatory document check — all compulsory documents must be submitted; any missing document results in automatic disqualification.
2. Functionality — minimum qualifying score: 80/100. Bidders scoring below 80 are not evaluated further.
3. Price and specific goals — 80/20 preference point system.

Functionality criteria (total 100)

• Human resources and dedicated account management: 15
• Exhibition designs: 10
• Sourcing and licensing of creative/graphic content: 5
• Project management skills and capability: 10
• Media and social media influencer network: 5
• Budgeting, costing, campaign measurement and ROI reporting: 10
• Global marketing and product promotion experience: 15
• Experience beyond the minimum: 15
• Public relations and crisis communications experience: 15

Stage 3 split

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

Functionality scoring detail

• Human resources: 0 with no organogram, CVs, qualifications or personnel; 5 for an incomplete pack; 10 for a nominated account coordinator with CV and organogram but limited team evidence; 15 for a full organogram, key-personnel CVs and qualifications, defined roles and confirmed availability.
• Exhibition designs: 0 with no evidence; 5 for design, sourcing or building evidence; 10 for all three supported by approved work from a traceable customer.
• Creative asset licensing: 0 with no evidence; 2 for one copyright or licence document; 5 for two.
• Project management: 0 with no methodology or evidence; 3 for a basic methodology; 5 for a structured briefing-to-close-out workflow with some verifiable comparable projects; 10 for a comprehensive end-to-end methodology with risk controls and verifiable comparable projects.
• Media and influencer network: 0 with no evidence; 3 for basic engagement evidence without clear sourcing, negotiation or contracting; 5 for a proven vetting, negotiating and contracting approach with campaign examples.
• Budgeting and ROI: 0 with no sample budget, report, dashboard or ROI report; 5 for a basic report or dashboard tracking spend against budget without full ROI analysis; 10 for detailed reports with sample budgets, expenditure controls, performance measures and ROI metrics signed off by a traceable customer.
• Global marketing: 0 for one or fewer international case studies; 10 for two or three relevant local case studies with client references plus multi-market campaign evidence; 15 for three or more case studies (one international, two local) with clear multi-market campaign evidence.
• Experience beyond the minimum: 0 with no contracts, appointment letters or completion certificates with verifiable references; 10 for evidence within the last three years; 15 for evidence of contracts of R3 million and above within the last five years.
• PR and crisis communications: 0 with no evidence; 7 for fewer than three crisis assignments with fewer than three reference letters; 15 for three crisis assignments completed in the last three years with three reference letters covering the crisis, response strategy, implementation and outcome.

Scope

• Marketing, public relations and communication services for OBP over three years, delivered as complete solutions from concept and formulation through to final deliverables.
• The service provider must improve OBP's brand and reputation and increase market demand for its products.

Marketing

• Develop a brand identity blueprint or manual covering look and feel for marketing material, website and branded items.
• Refresh the brand by defining brand personality and positioning.
• Design and source exhibition stands and material for local and international exhibitions.
• Run marketing initiatives aimed at increasing demand for OBP products, including influencer marketing.
• E-marketing and advertising: develop and implement online campaigns.
• Creative services: conceptualisation, packaging, point of sale, promotional, social media, outdoor and print, graphic design, animation, copywriting, video production and website development.
• Website development, design, hosting, content management and maintenance, with training for internal staff on content management.
• Buyers portal look-and-feel design.
• Internal brand marketing shaping OBP's structural and human-centred architecture.
• Event management, internal and external, plus product and initiative launches.
• Market research for domestic and international strategies, including surveys and focus groups.
• SEO optimisation.
• Sales support: marketing material, leads and resources for sales teams.
• Radio and visual production.
• Integrate social media with advertising, marketing campaigns and public relations.
• Provide marketing metrics modules measuring the effectiveness of each campaign type.
• Translate marketing material into various global languages.

Public relations

• Media relations, including identifying and pitching stories.
• Develop or assist with a comprehensive PR strategy aligned to marketing and communications.
• Build and strengthen journalist and media house relationships.
• Track media coverage reports and use them to create positive PR content.
• Develop engaging content such as blog posts, articles, social media updates and videos.
• Develop crisis communication plans and respond to crises to limit negative publicity.
• Community relations.

Communication

• Agile, digital-first, customer-centric communication plan focused on growth.
• Integrate platforms and channels into a single interface.
• Communication campaigns aligned with marketing and sales initiatives.
• Media planning and buying across TV, radio, print, outdoor, digital, social and media platforms.

Personnel and capability

• Qualified marketer at minimum NQF Level 7.
• Communications/PR specialist at minimum NQF Level 7.
• Graphic designer.
• At least one nominated person to oversee the OBP account and coordinate between the service provider and OBP.
• Submit CVs, qualifications, role descriptions, organogram and availability.
• Capability in sourcing and licensing graphic work such as photos, animation and videos; project management; media and influencer sourcing and contracting; budgeting, costing and ROI reporting; global marketing; and crisis communications.
• All work, data, information and sourced material developed for OBP belongs to OBP.
• The provider must accept handover of projects from other suppliers and hand work back to OBP or its appointed suppliers at contract end.

Service levels

• SLA compliance: at least 95%
• On-time delivery: at least 95%
• Budget adherence: within ±5% of the approved budget
• Senior account management availability: 100%
• Stakeholder satisfaction score: at least 85%
• Corrective action implementation: within agreed timelines
• Contract compliance: 100%

Duration

• Three years.

Project management requirement

• Demonstrate capability to manage marketing, PR and communication projects from briefing and planning through execution, monitoring and close-out.
• Submit at least two methodologies or project plans/workflows plus evidence of successfully completed comparable projects, supported by a letter from a traceable customer confirming completion.

Scoring

• 0: no methodology, project plan or traceable completion evidence.
• 3: basic methodology covering limited project phases, without clear workflows or traceable customer evidence.
• 5: structured methodology and workflow from briefing to close-out, with roles, milestones and monitoring, but limited evidence of comparable completed projects.
• 10: comprehensive end-to-end methodology covering briefing, planning, execution, monitoring and close-out, a clear project plan/workflow, and verifiable evidence of successfully completed comparable marketing/PR projects from a traceable customer.

Media and influencer capability

• Demonstrate an established network and the ability to identify, source, negotiate with and contract relevant media, content creators and social media influencers, with examples of previous campaigns and a proposed sourcing approach.
• 0: no evidence of network, sourcing approach, contracting or campaign examples.
• 3: basic evidence of media or influencer engagements without clear sourcing, negotiation or contracting methodology.
• 5: proven network and robust sourcing strategy with examples of previous media, content creator and influencer campaigns, including negotiation and contracting processes.

Minimum experience

• At least five years delivering marketing, communication and public relations services for institutions with a marketing budget of at least R3 million per annum.
• Evidence: contracts, appointment letters, signed or stamped completion certificates and verifiable client reference letters stating scope and duration.
• 0: no such evidence.
• 10: evidence of contracts, appointment letters and completion certificates with verifiable references within the last three years.
• 15: evidence of contracts of R3 million and above with appointment letters, signed or stamped completion certificates and verifiable references within the last five years.

Global marketing and product promotion

• Provide three relevant case studies (one international and two local) from traceable client references, with evidence of campaigns run in multiple or international markets.
• 0: one or fewer international marketing case studies.
• 10: two or three relevant local case studies with client references plus multi-market campaign evidence with traceable references.
• 15: three or more case studies (one international, two local) with client references and clear evidence of successful multi-market campaigns.

Public relations and crisis communications

• Provide a PR crisis management strategy covering response times to media stories and correction of false publications.
• Provide at least three crisis management assignments completed in the last three years, describing the nature of the crisis, the response strategy, implementation and final outcome, with three reference letters confirming services and outcomes.
• 0: no evidence of PR crisis management through the media.
• 7: fewer than three crisis assignments with fewer than three traceable reference letters.
• 15: three crisis assignments in the last three years with three traceable reference letters confirming services delivered and outcomes achieved.

Key personnel

• Marketing professional at minimum NQF Level 7.
• Communications/PR specialist at minimum NQF Level 7.
• Graphic designer.
• Nominated account coordinator to manage the OBP account.
• Submit CVs, qualifications, role descriptions, organogram and availability.

Inspection

• OBP may inspect the bidder's resources and works, and may visit the bidder's customer sites, where it considers this necessary.

Service levels

• SLA compliance: at least 95%
• On-time delivery: at least 95%
• Budget adherence: within ±5% of the approved budget
• Senior account management availability: 100%
• Stakeholder satisfaction score: at least 85%
• Corrective action implementation: within agreed timelines
• Contract compliance: 100%

Pricing format

• Complete the marketing service provider breakdown with a cost for each of: Marketing Services, Public Relations Services and Communication Services, plus a Total Cost.
• The schedule must be signed, with the signatory's name in print, capacity and date.

Currency and validity

• All bids must be quoted in South African Rand.
• Bids must remain valid for 120 days from the closing date.

Payment

• Payment for services rendered is made 30 days after receipt of statements.

Pricing

• Quote in South African Rand.
• Complete the marketing service provider breakdown: Marketing Services, Public Relations Services, Communication Services and Total Cost.
• Prices and rates must cover all work and obligations under the resulting contract; calculation errors are at the bidder's risk.

Bid validity

• Bids must remain valid for 120 days from the closing date.

Payment

• Services rendered are paid 30 days after receipt of statements.

Budget performance

• Budget adherence must stay within ±5% of the approved budget.

Registration and tax

• South African companies must be registered on the Central Supplier Database (CSD) and be tax compliant.
• Foreign or international companies must complete SBD 1 and, if submitting by fax or email, prove they have no office or representation in South Africa.

Returnable forms

• SBD 4 (Declaration of Interest) — discloses state employment or relationships; a false declaration disqualifies the bid.
• SBD 6.1 (Preference Points Claim) — claims specific-goal points under the 80/20 system.
• SBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• SBD 9 (Certificate of Independent Bid Determination).
• SBD 1 for foreign bidders.

Other compulsory documents

• Detailed company profile.
• Proof of experience in pharmaceuticals.
• Proof of experience in similar projects (minimum three projects).
• COID letter of good standing.
• Attendance at the compulsory site briefing.

B-BBEE and specific goals (20 points)

• Level 1 contributor: 12 points.
• Level 2 contributor: 8 points.
• Level 3 to 8 contributor: 4 points.
• Entities at least 51% owned by black women: 4 points.
• Enterprise development in targeted commodities (consumables, laboratory PPE, packaging and non-active chemical blending): 4 points, evidenced by CIPC registration showing majority local ownership of at least 51% South African.
• Evidence: valid B-BBEE certificate or sworn affidavit; CIPC registration for the enterprise development claim.
• Failure to submit the required proof means the specific-goal points are not claimed.

Experience and personnel thresholds

• At least five years' experience in marketing, communication and public relations for institutions with a marketing budget of at least R3 million per annum, supported by traceable references stating client, scope, budget and period.
• Marketing professional at NQF Level 7 or higher; communications/PR specialist at NQF Level 7 or higher; graphic designer; nominated account coordinator.

Disqualification

• Blacklisted bidders.
• Not registered on CSD (not applicable to international companies).
• Incomplete information or documentation.
• Fraudulent, untrue or inaccurate information, including non-existent memberships, B-BBEE credentials or experience.
• Obtaining information not available to other vendors through fraudulent means.
• Past abuse of OBP's procurement system, or failure to perform on previous OBP contracts or references.
• Lack of the relevant qualification.

Site access

• Bidders attending the compulsory briefing must arrive on or before the stated time.
• PPE clothing must be worn before entering the OBP premises.

Compliance evidence

• A COID letter of good standing must be submitted with the bid.

Bid document handling

• Forms must not be retyped or redrafted; photocopies are acceptable, but only documents with an original signature in black ink are accepted.
• Complete bid documents in black ink.
• Bidders must verify page numbering; OBP accepts no liability for missing or duplicated pages.

Bid undertakings

• The offer remains binding on the bidder and open for acceptance by OBP for the stated validity period, calculated from the closing time and date.
• South African law governs any resulting contract, and the bidder must nominate a domicilium citandi et executandi in South Africa.
• Quoted prices and rates must cover all work and all obligations under the resulting contract; pricing and calculation errors are at the bidder's risk.
• The bidder accepts full responsibility for proper execution of all obligations as principal.

OBP's rights

• OBP may evaluate or consider bids that do not strictly comply with the RFP.
• Accepting a bid indicates only willingness to negotiate and creates no obligation on either party.
• OBP may select on the information received or negotiate further with one or more bidders, choosing on greatest benefit to OBP rather than lowest price.
• OBP may inspect the bidder's resources and works and may visit the bidder's customer sites.
• OBP may cancel the request at any time, reject any bid, accept one or more bids for negotiation, and contact any bidder during evaluation for clarification without informing others.
• Specifications, drawings, designs and site plans are OBP's intellectual property.
• Services may not commence until OBP gives final approval of all procedures.
• Any modification, clarification or addition to the RFP will be issued in writing as an addendum to all bidders.
• Bid preparation, presentation and demonstration costs are for the bidder's account; supporting documentation and manuals submitted become OBP property unless the bidder states otherwise at submission.
• Material the bidder considers confidential must be clearly marked as such.
• Payment for services rendered is made 30 days after receipt of statements.

Stage 1 — mandatory documents

• All listed compulsory documents must be submitted. Any missing document results in automatic disqualification.

Stage 2 — functionality

• Minimum qualifying score: 80/100 to proceed to the next stage.
• Human resources and dedicated account management (15): the bidder must show sufficient capacity and nominate at least one suitably qualified person to oversee and coordinate the OBP account. Submit organogram, CVs, roles and responsibilities, qualifications and availability.
• 0: no organogram, CVs, qualifications, roles or proposed personnel.
• 5: incomplete submission, for example an account coordinator named but organogram, CVs, qualifications, roles or availability missing.
• 10: account coordinator nominated with detailed CV and organogram, but limited evidence of supporting team capacity, qualifications or availability.
• 15: comprehensive submission with company organogram, detailed CVs and qualifications of key personnel and the account coordinator, clearly defined roles and confirmed availability to manage the OBP account.