Provision of digital media services including social media management, website and intranet for a period of 3 years

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Must attend compulsory briefing session; submit completed SBD1 form and priced offer; provide tax compliance status (TCS PIN or CSD registration); meet technical threshold of 70+ points; demonstrate relevant experience through client lists, testimonials, and staff qualifications; registered on National Treasury's Central Supplier Database; not be in service of the state or involved in bid collusion; foreign suppliers must comply with RSA tax obligations if applicable.

The South African National Roads Agency SOC Limited, generally known as SANRAL, is an independent, statutory

company registered in terms of the Companies Act. The South African government, represented by the Minister of

Transport, is the shareholder representative of government.

SANRAL operates in terms of its founding legislation, The South African National Roads Agency Limited and National

Roads Act (Act No. 7,1998).

SANRAL has a distinct mandate – to finance, improve, manage and maintain the national road network (the

“economic arteries” of South Africa). SANRAL introduced and consolidated the concept of Public Private Partnerships

that culminated in the internationally acclaimed Maputo Development Corridor.

SANRAL is committed to carry out its mandate by protecting and preserving the environment through context-

sensitive solutions.

SANRAL will continue to support the development of South Africa’s human capital through tertiary institutions and

cooperative governance.

SANRAL has two primary sources of income. Non-toll roads are funded from allocations made by the National

Treasury. Toll roads are funded from borrowings on the capital and money markets – bonds issued on the Bond

Exchange of South Africa (BESA) in the name of the South African National Roads Agency Limited, or through the

concessioning of roads to private sector consortia.

Digital and social media marketing provides a two-way communication channel to build brand awareness and acts

as the bridge between an organisation's goals and stakeholders.

SANRAL actively participates in communities across South Africa. SANRAL has a Head Office in Val-de-Grace,

Pretoria and 9 provincial offices across the country.

2. Executive overview

SANRAL seeks to appoint a Service Provider for the provision of Digital Media Services Including Social Media

Management, Website and Intranet for SANRAL at Head Office in Val-de-Grace, Pretoria and all its 9 provincial

offices across the country. It is a requirement of this project that the successful tenderer sub-contract a minimum

of 30% (thirty percent) of the work/services by the end of the contract to Targeted Enterprises.

3. Scope of requirements

The broad scope of work includes strategic planning, budgeting, digital and social media creative production

executed through various digital and social media platforms.

The successful agency should gain an in-depth understanding of SANRAL, the brand, corporate identity and the

audiences that need to be taken into account.

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4. Scope of Requirement section

Sub-contracting

1. Objectives of sub-contracting Targeted Enterprises

1.1 Amongst others, the key objectives of Government are to extend economic opportunities and build

entrepreneurial capacity in rural and underdeveloped areas and townships by:

a) optimising the utilisation of local resources in the Project Area;

b) developing these local resources in the execution of the project; and

c) maximising the amount of funds retained within the Project Area.

1.2 To give effect to these objectives the Service Provider shall, over the full duration of the contract:

a) subcontract Targeted Enterprises as stated in the General Conditions of Contract Clause 19.2, The

Supplier shall sub-contract a minimum 30 % to Targeted Enterprises as stipulated in the Scope of

Works; and

b) give preference to Targeted Enterprises which are from rural and underdeveloped areas and

townships within the Project Area(s).

2. Monitoring sub-contractor performance and payments

• To ensure that the sub-contractor programme achieves its goals, the Services Provider is required to

involve its sub-contractors in status and other critical meetings meant to enhance delivery of services to

SANRAL.

• To minimise disputes and ensure transparency, SANRAL requires the Service Provider to table a report on

a monthly basis of it’s spend on sub-contracting work. During the ranking of such a report, the attendance

of the sub-contractor(s) is encouraged.

• The Service Provider is expected to periodically assess the performance of its sub-contractors, ensuring

that the right metrics are being monitored and reports compiled. SANRAL may from time to time ask for

such reports.

3. Purpose of the request for tender: 9

3.1 SANRAL is interested in securing the service provider to:

• Develop a social media and digital marketing and communication strategy.

• Provide support and content (all formats) for social and digital media platforms.

• Evaluate SANRAL’s social and digital media strategy for update and/or develop a new innovative one for

SANRAL’s approval.

• Provide a dedicated team for each of the following: non-toll and toll social and digital management.

• Provide a dedicated senior strategist for the account.

• Manage all current and new social media platforms/accounts.

• Develop a plan for SANRAL to participate on other existing social media platforms as and when new

platforms are introduced into the market.

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• Develop all content which must include virtual and augmented reality, graphics and animation for all

platforms in line with the corporate identity guidelines.

• Develop the process, run and collect data through competitions, polls and forms both internally and

externally.

• Must upload multiple files / data in various formats (compressed) (i.e. Microsoft office suite, PDF, and

commonly used media formats) onto the various social and digital media platforms.

• Attend all nominated SANRAL events nationally and internationally as needed.

• Respond upon SANRAL’s approval to all digital and social media inboxes, comments, direct messages and

queries when the response is available within two hours, 24 hours a day/7 days a week for the duration

of the contract.

• Alignment of marketing strategies, campaigns and implementation plans with other SANRAL service

providers.

• Attend weekly status and interagency meetings timeously. Meetings must be attended by senior members

of the team.

• The successful bidder may be expected to implement an integrated communications campaign outside of

South Africa.

• The successful bidder will be responsible for SANRAL's social intranet content, design, content strategy,

user experience, analytics, layout, look & feel, prototyping - the process of turning static design screens

into an interactive, clickable simulation of an intranet, website or mobile app, layout mapping, wireframing,

usability testing, and improving navigation. SANRAL’s Information and Communications Technology

business unit will be responsible for information security, hosting, databases and all technical aspects of

the intranet.

• The successful bidder will be responsible for SANRAL's website(s) content, design, content strategy, user

experience, analytics, layout, look & feel, prototyping - the process of turning static design screens into

an interactive, clickable simulation of an intranet, website or mobile app, layout mapping, wireframing,

usability testing, search engine optimization and improving navigation. SANRAL’s Information and

Communications Technology business unit will be responsible for information security, hosting, databases

and all technical aspects of the website(s).

4. Digital media services

4.1 Develop and implement an effective digital media strategy including social media management.

4.2 Drive traffic to all SANRAL websites and participating sites, and other social media platforms like SANRAL blog;

X page, Instagram page, Facebook page, LinkedIn page and YouTube channel including external content

directed to the SANRAL websites or relevant social media platforms.

4.3 Initiate and manage other digital and social media platforms on a project basis.

4.4 Engage on social networks like Facebook, YouTube, Instagram, LinkedIn and X, concentrating on key target

audiences within two hours when the information is available, 24 hours a day/7 days a week with approved

responses from SANRAL. The successful bidder will be assigned permissions to SANRAL's digital and social

media platforms.

4.5 Actively manage the social media platforms on behalf of SANRAL, which involves attending events/activities

across the country and internationally as needed. Additionally, provide event digital support such as Wi-Fi, live

streaming, table talkers and event recording.

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4.6 Based on the proposed strategy, identify key online outlets and develop an online advertising programme for

paid advertising opportunities in conjunction with the relevant appointed SANRAL service providers. Distribute

targeted messages to stakeholders

4.7 Develop broad key messages in conjunction with other SANRAL appointed service providers based on the

outcomes of the communication strategy that will be developed.

4.8 Collaborate with other SANRAL appointed service providers to secure advertising space.

4.9 Monitor performance of these online advertising activities and recommend changes throughout the duration of

the online advertising program.

4.10 Collaborate with other SANRAL appointed service providers to give direction on the design of the online

advertising specifications for approval by SANRAL in relation to a campaign and/or project.

4.11 Design and develop content for social media pages for YouTube, Instagram, Facebook, X, websites and other

social media platforms. The parties acknowledge and agree that use (by SANRAL, Agency or a third party) of the

social media pages will be governed by the terms of use and privacy policies of the applicable third-party social

media platforms.

4.12 Design and develop content for social media pages for YouTube, Instagram, Facebook, X, websites and other

social media platforms in line with SANRAL’s social media policy.

4.13 Develop real-time banners for the broadcasting of key alerts, messages and relevant information posted by

SANRAL and its partners.

4.14 Monitor activities on digital platforms and on all social media platforms and provide weekly analysis reports on

trends as well monthly reports including budgets.

4.15 Adjust implementation plans accordingly to the results from the trend analysis to improve SANRAL’s

impressions, engagement, subscribers, follower growth, views, reach, target audiences and impact where

necessary.

4.16 Create digitalised communication products for both internal and external communications purposes.

4.17 Develop reports on community sentiments around posts and make recommendations to respond.

4.18 Provide weekly quantitative reports including insights and recommendations.

4.19 Continuous engagement with online communities on all digital and social media platforms in collaboration with

the other successful SANRAL marketing and communication service providers.

4.20 SANRAL might require the appointed service provider to live cover digital and social media outside South

African borders.

5. Other tender specifications and requirements

5.1 Programme administration

5.2 Participate in daily update calls with the SANRAL team and attend a weekly status meeting at least once a week.

5.3 Prepare a weekly status report for weekly meetings.

5.4 Prepare a monthly report of accomplishments and expenditures due by the third week of the following month.

5.5 Participate in a weekly or monthly strategy meeting with the SANRAL team to assess accomplishments

and financial status and to adjust plans for the coming month.

5.6 Attend SANRAL-related meetings (e.g. project specific meetings.)

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5.7 Take all reasonable precautions to guard against any loss to SANRAL through the failure of suppliers to execute

their commitments properly.

5.8 No work of whatsoever nature shall be actioned without obtaining prior approval of SANRAL.

5.9 The successful providers must participate in weekly inter-agency meetings.

5.10 Required to keep staff turnover to a minimum of 6 months in employment, especially those staff who will be

handling the SANRAL account.

6. Account management and workflow

6.1 Issue status reports as and when needed for all projects includes but not limited to project number, description,

status, next steps, timelines and due dates.

6.2 Screen and quality check work before presentation to SANRAL.

6.3 Submit work timeously for approval by SANRAL.

6.4 Prepare and submit cost estimates timeously prior to work being carried out.

6.5 Must follow SANRAL’s SCM rules for third party services subject to clause F.

6.6 Prepare, consult and submit campaign timing plans.

6.7 Prepare, consult and submit a yearly calendar of activities together with media buying.

6.8 Obtain sign-off from authorised Client representative.

6.9 Issue invoices and statements timeously as directed by SANRAL.

6.10 Manage and resolve financial queries with third parties.

6.11 Manage third party suppliers.

6.12 Develop, collaborate and project manage all advertising projects/campaigns.

6.13 Oversee the application of and adherence to Corporate Identity.

6.14 Provide a hard drive to SANRAL of all work done for SANRAL. This information is to be provided twice a year

12 for the duration of the contract.

6.15 Issue financial reports highlighting projects completed and/or invoiced, media expenditures and other costs

and committed budgets.

6.16 Ensure that status reports are timeously updated and distributed prior to the weekly meetings.

6.17 Ensure that all reports are timeously updated monthly.

6.18 Ensure that all cost estimates are submitted with a job card number issued by relevant SANRAL personnel.

6.19 The following financial accounting is required:

• Forecast yearly and update monthly expenditure
• Maintain a cost estimate and invoice register
• Monthly billing must be on time
• Monthly reconciliations and statements
• Maintain a job card register

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• Monthly reporting on budget spent to date and remainder separated from rate per hour worked and any

third-party procurement.

• Accurately manage and track spend any production, providing accurate and timely monthly invoices.
• Prepare and submit cost estimates timeously with relevant job card number.

6.20 Senior Finance personnel must attend monthly finance meeting at SANRAL.

6.21 Reimbursement of traveling expenses:

• The Service Provider must obtain approval before any accommodation and travel from the Employer. The

initial delivery of the devices shall not be reimbursed and must be taken into account in the rates.

• Any Travelling and Accommodation Approved by the Employer to any other location will be compensated.

6.22 The Service Provider shall not, during the currency of this Agreement, or after the termination of the

Agreement, be entitled whether for its own benefit or that of others, to make use or avail itself, of or derive

profit from any information or knowledge specifically related to the business or affairs of SANRAL, which it

shall or may have acquired by reason of its position in or association with the business of SANRAL.

7. The SANRAL Digital and Social Media Accounts

7.1 Reputational Protection

During the term of the contract and after its termination, the successful bidder agrees that it shall not, directly or

indirectly, publish, disseminate, or make any derogatory, defamatory, or negative statements, whether oral or

written, about the SANRAL, its brand, its services, or its personnel on any social media platforms, websites, blogs,

or public forums

7.2 Restriction on Account Usage and Conduct

The successful bidder acknowledges that access to SANRAL’s digital and social media pages is granted solely for

the provision of the agreed-upon digital marketing services. The bidder shall not post, share, or otherwise

disseminate any content that is offensive, illegal or misleading. The bidder shall not change passwords, page

handles, profile pictures, bios, or settings without the express prior written consent of SANRAL.

7.3 Account Ownership & Handover

All social media profiles, advertising accounts and follower data shall remain the sole and exclusive property of

SANRAL. The successful bidder shall only be granted role-based access. Under no circumstances shall the bidder

claim ownership of or transfer account ownership to bidder-owned digital assets. Upon termination or expiration of

the contract, the bidder shall remove all associated users and relinquish administrative access within two business

days. The bidder agrees to surrender all page roles and return full control to SANRAL.

7.4 Strict Confidentiality

The successful bidder acknowledges that, in the course of providing services, it will be granted access to non-public

information, intellectual property, stakeholder lists, and sensitive campaign data. The bidder agrees to hold all such

Confidential Information in strict confidence and shall not disclose or use it for any purpose outside the scope of

the contract.

The bidder shall only use the provided page access to post agreed-upon, SANRAL approved content. The bidder is

expressly prohibited from making unauthorized posts, altering the SANRAL’s brand identity, using the profiles for

personal promotion, or intentionally tarnishing the reputation and goodwill of the SANRAL’s corporate pages.

7.5 Breach

In the event of a breach, SANRAL reserves the right to terminate the contract immediately for cause, pursue legal

action for damages to the SANRAL's brand goodwill, and seek injunctive relief to compel the bidder to remove any

offending material.

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Section 4

Criteria and returnable documents

4.1 STEP ONE: Test for Responsiveness

The test for administrative responsiveness will include the following:

Administrative responsiveness check

• Bid received before closing date and Time

• Bidder has completed SECTION 1: SBD1 Form

• Bidder has submitted a Priced Offer

• Bidder has attended Compulsory Briefing Session

Thetestforadministrativeresponsiveness[StepOne]mustbepassedforaRespondent’s

TendertoprogresstoStepTwo

4.2 STEP TWO: Minimum Threshold 70 points for Technical Criteria

The test for the Technical and Functional threshold will include the following:

Note: All bidders achieving less than the set threshold of 70 points will be declared non-

responsive.

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4.2 STEP TWO: EVALUATION OF TECHNICAL PROPOSAL: Bidder must submit list of clients/companies relevant/similar to this tender scope of work

which have been successfully completed within the last 7 years.

1. CAPABILITY: Experience and capacity The Score (for SANRAL)

Organisational experience and capabilities No client/company social media campaigns or up to 3 submitted is = 0

Provide a list of clients/companies (public or private sector) Four (4) client/company social media campaigns submitted is = 5

that the bidder has worked for in the form of a

spreadsheet. The number of clients/companies where digital Eight (8) client/company social media campaigns submitted is = 8

and social media services were carried out on Facebook, X,

Instagram, LinkedIn and YouTube within the last seven Ten (10) client/company social media campaigns submitted is = 10

years in a combined campaign.

The campaigns for each client/company must have been

executed in the last 7 years. Attach social media campaign

reports.

Testimonials No testimonials or up to 3 submitted is = 0

Provide signed and contactable testimonials (with the work Four (4) testimonials submitted is = 5

and the letter not older than 7 years) from companies or

clients where similar services were provided. Eight (8) testimonials submitted is = 8

Each testimonial must be on a client (i.e. company)

letterhead indicating the digital and social media activities Ten (10) testimonials submitted is = 10

carried out.

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Qualifications and competence of other key staff: Provide certified qualifications copies of the staff that will manage the account as per the work listed below.

Please submit relevant certified qualifications (not older than 3 months) for each person who will fulfil the following roles.

.

Please ensure that the digital and social media qualifications are detailed.

No relevant qualification or up to NQF Level 5 is = 0

Qualifications of the senior strategist Relevant qualification NQF Level 6 is = 2

(relevant digital strategy communications or marketing qualifications) Relevant qualification NQF Level 7 is = 3

Relevant qualification NQF Level 8 or higher = 5

No relevant qualification or up to NQF Level 5 is = 0

Qualifications of the senior account director (client services) for the toll Relevant qualification NQF Level 6 is = 2

and non-toll account (relevant administration/business, marketing or

communications qualifications) Relevant qualification NQF Level 7 is = 3

Relevant qualification NQF Level 8 or higher = 5

Qualifications of the senior creative director of the non-toll and toll account No relevant qualification or up to NQF Level 5 is = 0

(relevant fine arts, graphic design or arts qualifications)

Relevant qualification NQF Level 6 is = 2

Relevant qualification NQF Level 7 is = 3

Relevant qualification NQF Level 8 or higher = 5

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No relevant qualification or up to NQF Level 5 is = 0

Qualifications of the senior social media manager

(relevant digital communications or marketing qualifications) Relevant qualification NQF Level 6 is = 2

Relevant qualification NQF Level 7 is = 3

Relevant qualification NQF Level 8 or higher = 5

1. Bidder must submit a list of digital and social media campaigns relevant/similar to this tender scope of work which have been successfully completed within the last 7

years. 2. Supporting reference letters to be provided on a client letterhead with contactable client details including the campaign value and key personnel (Name and job

title) who worked on the contract for the specific/stated campaigns. Note one reference letter listing all key personnel (Name and job title) is acceptable.

Senior Strategist Relevant Campaign Experience

Senior strategist Maximum of 3 projects will be evaluated

(1. Bidder must submit a list of digital and social media campaigns

relevant/similar to this tender scope of work which have been successfully (i)If campaign has a value of R0 but not exceeding R499 999 (inclusive of VAT) [= 0

completed within the last 7 years. 2. Supporting reference letters to be points]

provided on a client letterhead with contactable client details including the

campaign value and key personnel (Name and job title) who worked on (ii)If campaign has a value of R500 000 but not exceeding R649 999 (Inclusive of

the contract for the specific/stated campaigns.) VAT) [= 2 points]

(iii) If campaign has a value of R650 000 but not exceeding R899 999 (Inclusive of

VAT) [= 3 points]

(iv) If campaign has a value of R900 000 and more (Inclusive of VAT) [= 5 points]

Senior Account Director (Client Services) Relevant Campaign Experience

Maximum of 3 projects will be evaluated

Senior account director (client services) (i)If campaign has a value of R0 but not exceeding R499 999 (inclusive of VAT) [= 0

(1. Bidder must submit a list of digital and social media campaigns points]

relevant/similar to this tender scope of work which have been successfully

completed within the last 7 years. 2. Supporting reference letters to be (ii)If campaign has a value of R500 000 but not exceeding R649 999 (Inclusive of

provided on a client letterhead with contactable client details including the VAT) [= 2 points]

campaign value and key personnel (Name and job title) who worked on

the contract for the specific/stated campaigns.) (iii) If campaign has a value of R650 000 but not exceeding R899 999 (Inclusive of

VAT) [= 3 points]

(iv) If campaign has a value of R900 000 and more (Inclusive of VAT) [= 5 points]

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Senior Creative Director Relevant Campaign Experience

Senior creative director Maximum of 3 projects will be evaluated

(1. Bidder must submit a list of digital and social media campaigns

relevant/similar to this tender scope of work which have been successfully (i)If campaign has a value of R0 but not exceeding R499 999 (inclusive of VAT) [= 0

completed within the last 7 years. 2. Supporting reference letters to be points]

provided on a client letterhead with contactable client details including the

campaign value and key personnel (Name and job title) who worked on (ii)If campaign has a value of R500 000 but not exceeding R649 999 (Inclusive of

the contract for the specific/stated campaigns.) VAT) [= 2 points]

(iii) If campaign has a value of R650 000 but not exceeding R899 999 (Inclusive of

VAT) [= 3 points]

(iv) If campaign has a value of R900 000 and more (Inclusive of VAT) [= 5 points]

Senior Social Media Manager Relevant Campaign Experience

Senior social media manager Maximum of 3 projects will be evaluated

(1. Bidder must submit a list of digital and social media campaigns

relevant/similar to this tender scope of work which have been successfully (i)If campaign has a value of R0 but not exceeding R499 999 (inclusive of VAT) [= 0

completed within the last 7 years. 2. Supporting reference letters to be points]

provided on a client letterhead with contactable client details including the

campaign value and key personnel (Name and job title) who worked on (ii)If campaign has a value of R500 000 but not exceeding R649 999 (Inclusive of

the contract for the specific/stated campaigns.) VAT) [= 2 points]

(iii) If campaign has a value of R650 000 but not exceeding R899 999 (Inclusive of

VAT) [= 3 points]

(iv) If campaign has a value of R900 000 and more (Inclusive of VAT) [= 5 points]

Clients/companies intranet design, content strategy, analytics, and prototyping experience in the last 7 years

Bidder must submit a portfolio of evidence of intranet design, content No intranet portfolio submitted or up to 2 = 0

strategy, analytics and prototyping experience that was completed in

the last 7 years. Three (3) intranet portfolios submitted is = 5

Attach the following as proof: Five (5) intranet portfolios submitted is = 10

• Intranet design mockups that the bidder has completed in the Ten (10) intranet portfolios submitted is = 15

form of high quality screenshots.

Fiften (15) intranet portfolios submitted is = 20

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Clients/Companies website design, content strategy, analytics, prototyping, look and feel experience in the last 7 years

Bidder must submit a portfolio of evidence of website design, content No website portfolio submitted or up to 2 = 0

strategy, analytics, user experience, prototyping, look and feel

experience that was completed in the last 7 years. Three (3) website portfolios submitted is = 5

Attach the following as proof: Five (5) website portfolios submitted is = 10

• Links to websites that the bidder has designed. Ten (10) website portfolios submitted is = 15

Fifteen (15) website portfolios submitted is = 20

Total 100

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Theminimumthresholdfortechnical/functionality[StepTWO]mustbemetorexceededfor

aRespondent’sTendertoprogresstoStepTHREEforfinalevaluation

4.3 STEP THREE: Evaluation and Final Weighted Scoring

a) Price and Specific Goal

SANRAL will utilise one of following formulas in its evaluation of Price:

80/20 or 90/10

 Pt − P min   Pt − P min  Ps = 80 1 − or Ps = 90 1 −  P min   P min 

Where

Ps = Points scored for comparative price of bid under consideration

Pt = Comparative price of bid under consideration

Pmin = Comparative price of lowest acceptable bid

Specific goals Criteria 10 points 20 points

Point Maximum Point Maximum

allocation points allocation points

B-BBEE Level Level 1 10.00 20.00

Level 2 9.00 18.00

Level 3 6.00 14.00

Level 4 5.00 12.00

Level 5 4.00 8.00

Level 6 3.00 6.00

10.00 20.00 Level 7 2.00 4.00

Level 8 1.00 2.00

Non- 0.00 0.00

compliant

contributor

Project description PROVISION OF DIGITAL MEDIA SERVICES INCLUDING SOCIAL MEDIA MANAGEMENT, WEBSITE AND

Intranet for a period of 3 years

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b) Specific Goals [Weighted score 80/20 or 90/10 points]

▪ Specific goals preference points claim form

▪ Preference points will be awarded to a bidder for attaining the specific goals requirements

in accordance with the table indicated in the specific goals Claim Form.

4.4 STEP FOUR: Post Tender Negotiations (if applicable)

▪ Respondents are to note that SANRAL may not award a contract if the price offered is not market-related.

In this regard, SANRAL reserves the right to engage in PTN with the view to achieving a market-related

price or to cancel the tender. Negotiations will be done in a sequential manner i.e.:

o first negotiate with the highest ranked bidder or cancel the bid, should such negotiations fail,

o negotiate with the 2nd and 3rd ranked bidders (if required) in a sequential manner.

▪ In the event of any Respondent being notified of such short-listed/preferred bidder status, his/her bid, as

well as any subsequent negotiated best and final offers (BAFO), will automatically be deemed to remain

valid during the negotiation period and until the ultimate award of business.

▪ Should SANRAL conduct post tender negotiations, Respondents will be requested to provide their best

and final offers to SANRAL based on such negotiations. Where a market related price has been achieved

through negotiation, the contract will be awarded to the successful Respondent(s).

4.5 STEP FIVE: Award of business and conclusion of contract

▪ Immediately after approval to award the contract has been received, the successful or preferred bidder(s)

will be informed of the acceptance of his/their Quotation by way of a Letter of Award. Thereafter the final

contract will be concluded with the successful Respondent(s).

▪ Otherwise, a final contract will be concluded and entered into with the successful Bidder at the acceptance

of a letter of award by the Respondent.

Respondents are to note that, on award of business, SANRAL is required to publish the tendered prices of

the successful and unsuccessful Respondents interaliaon the National Treasury e-Tender Publication Portal,

(www.etenders.gov.za), as required per National Treasury Instruction Note /2016. [This is not

applicable if RFT was not advertised on National Treasury e-Tender Publication Portal]

Respondents declaring a commercial relationship with a DPIP or FPPO are to note that SANRAL is required

to annually publish on its website a list of all business contracts entered into with DPIP or FPPO. This list

will include successful Respondents, if applicable.

Project description PROVISION OF DIGITAL MEDIA SERVICES INCLUDING SOCIAL MEDIA MANAGEMENT, WEBSITE AND

Intranet for a period of 3 years

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Section 5

Quotation form

submission. The RFT envelope must also contain the Bidder’s details on the back of the envelope.

1.1.2 No bid may be withdrawn after it has been submitted to SANRAL unless the Bidder so requests in writing

and such request is received by SANRAL before the scheduled closing date. All bids received by SANRAL on

or before the scheduled closing date and time shall be valid and binding for a period of 90 (ninety) calendar

days calculated from the last scheduled closing date (“validity period”). During the validity period or any

extensions to the validity period, bid prices shall remain firm save only for cost variations as are measurable

by the permissible contract price adjustments as set out elsewhere in this document.

1.1.3 No telegraphic, e-mailed or faxed bids will be accepted.

1.1.5 Properly motivated alternatives may be submitted but will only be considered if a compliant offer has

been submitted. The alternative shall be approached and priced to the same detail as required by this

4.14 Monitor activities on digital platforms and on all social media platforms and provide weekly analysis reports on

trends as well monthly reports including budgets.

4.15 Adjust implementation plans accordingly to the results from the trend analysis to improve SANRAL’s

impressions, engagement, subscribers, follower growth, views, reach, target audiences and impact where

necessary.

4.16 Create digitalised communication products for both internal and external communications purposes.

4.17 Develop reports on community sentiments around posts and make recommendations to respond.

4.18 Provide weekly quantitative reports including insights and recommendations.

4.19 Continuous engagement with online communities on all digital and social media platforms in collaboration with

the other successful SANRAL marketing and communication service providers.

4.20 SANRAL might require the appointed service provider to live cover digital and social media outside South

F.2.5 Actively manage digital media platforms Ongoing 5256 hours

on behalf of SANRAL

F.2.6 Based on strategy, identify key online Ongoing 900 hours

outlets for paid media

F.2.7 Develop broad key messages and content Ongoing 900 hours

will need to be developed in conjunction

with other SANRAL service providers

Project description PROVISION OF DIGITAL MEDIA SERVICES INCLUDING SOCIAL MEDIA MANAGEMENT, WEBSITE AND INTRANET FOR A PERIOD OF 3 YEARS

NRA 2026/0684 of 75

F.2.8 Collaborate with other service providers to Asper 240 hours

secure ad space scope

F.2.9 Monitor online advertising performance Asper 240 hours

and recommend changes scope

F.2.10 Collaborate with other service providers on Ongoing 240 hours

design in relation to online campaigns

F.2.12 Develop real-time banners for key alerts Asper 240 hours

posted by SANRAL and its partners scope

F.2.14 Monitor activities on digital platforms and Ongoing 480 hours

provide analysis

F.2.15 Adjust implementation plans accordingly Ongoing 600 hours

to the results

F.10 Other tender specifications and requirements

F.10.1 Programme administration

F.10.1 Daily update calls Ongoing 480 hours

F.10.2 Weekly status report Monday 300 hours

and

• The successful bidder will be responsible for SANRAL's social intranet content, design, content strategy,

user experience, analytics, layout, look & feel, prototyping - the process of turning static design screens

into an interactive, clickable simulation of an intranet, website or mobile app, layout mapping, wireframing,

usability testing, and improving navigation. SANRAL’s Information and Communications Technology

business unit will be responsible for information security, hosting, databases and all technical aspects of

the intranet.

• The successful bidder will be responsible for SANRAL's website(s) content, design, content strategy, user

experience, analytics, layout, look & feel, prototyping - the process of turning static design screens into

an interactive, clickable simulation of an intranet, website or mobile app, layout mapping, wireframing,

usability testing, search engine optimization and improving navigation. SANRAL’s Information and

F.1 Purpose of request

F.1.1 Develop digital marketing strategy. Per brief 900 hours

F.1. 2 Provide support and content Ongoing 1800 hours

including design for all platforms

Project description PROVISION OF DIGITAL MEDIA SERVICES INCLUDING SOCIAL MEDIA MANAGEMENT, WEBSITE AND INTRANET FOR A PERIOD OF 3 YEARS

NRA 2026/0684 of 75

F.1.3 Evaluate social Media strategy and/or Ongoing 180 hours

update

F.1.6 Manage all and new social media Ongoing 3153 hours

platforms

F.1.9 Run and collect data Ongoing 360 hours

F.1.11 Attend events nationally As and 460 hours

when

required

F-1. 16 Administer Intranet content, design, Ongoing 300 hours

content strategy, user experience,

analytics, layout, look & feel, prototyping -

the process of turning static design

screens into an interactive, clickable

simulation of an intranet, website or

mobile app, layout mapping, wireframing,

usability testing, and improving navigation.

F-1. 17 Administer website(s) content, design, As and 600 hours

content strategy, user experience, when

analytics, layout, look & feel, prototyping - required

the process of turning static design

screens into an interactive, clickable

simulation of an intranet, website or

Project description PROVISION OF DIGITAL MEDIA SERVICES INCLUDING SOCIAL MEDIA MANAGEMENT, WEBSITE AND INTRANET FOR A PERIOD OF 3 YEARS

NRA 2026/0684 of 75

mobile app, layout mapping, wireframing,

usability testing, search engine

optimization and improving navigation.

F.2 Digital media services

F.2.1 Digital media strategy including social Ongoing 600 hours

media management

F.2.2 Drive traffic to website and social media Ongoing 600 hours

platforms

F.2.3 Initiate and Manage social media projects Ongoing 600 hours

F.2.4 Engagement on social media platforms Ongoing 5256 hours

Pricing rules:

1. General

a) Where no price or where a R0-00 price is entered against any and/or all payment items under the three

categories of staff, SANRAL shall regard such service as either being included elsewhere under other

payment item/s or provided free of charge. The entering of R0-00 shall not absolve the service provider

from performing its obligation under the payment item/s

b) If the service provider does not wish to price under any column, please insert R0-00. Do not leave any

column, row and/or any combination thereof open.

c) Do not qualify or write words in the pricing schedule. Any qualification and/or amendments must be

incorporated into the form provided.

d) Do not give an alternative pricing unless the postulated pricing schedule (this schedule under Appendix F) is

filled in.

e) Prices and totals must be equal to the product of the service providers tendered hourly rates and quantities.

f) Quantities are estimates only and are used for purposes of evaluation only and does not reflect any

guaranteed of work. The service provider will not be entitled to claim any quantities provided in this

schedule neither will the tenderer have any claim against SANRAL for any reduction of the quantities or

costs.

g) SANRAL makes allowance for production costs to execute work commissioned.

2. Discounts:

a) Any discounts which is provided unconditionally will be considered for evaluation purposes.

b) Discounts provided on condition will not be considered.

c) Discounts must be indicated separately to the price tendered under a separate heading itemised

Discounts.

3. Retainers:

a) No retainers will be allowed nor paid out, only cost for actual work done will be paid.

4. Mark UPS:

a) Mark ups will only be allowed for the production of all outsourced production and any related

third-party costs. However, it must be tendered in the pricing schedule.

b) Mark ups must not exceed what the industry prescribes.

a) Where no price or where a R0-00 price is entered against any and/or all payment items under the three

categories of staff, SANRAL shall regard such service as either being included elsewhere under other

payment item/s or provided free of charge. The entering of R0-00 shall not absolve the service provider

from performing its obligation under the payment item/s

b) If the service provider does not wish to price under any column, please insert R0-00. Do not leave any

column, row and/or any combination thereof open.

c) Do not qualify or write words in the pricing schedule. Any qualification and/or amendments must be

incorporated into the form provided.

d) Do not give an alternative pricing unless the postulated pricing schedule (this schedule under Appendix F) is

filled in.

e) Prices and totals must be equal to the product of the service providers tendered hourly rates and quantities.

f) Quantities are estimates only and are used for purposes of evaluation only and does not reflect any

guaranteed of work. The service provider will not be entitled to claim any quantities provided in this

schedule neither will the tenderer have any claim against SANRAL for any reduction of the quantities or

costs.

g) SANRAL makes allowance for production costs to execute work commissioned.

a) Mark ups will only be allowed for the production of all outsourced production and any related

third-party costs. However, it must be tendered in the pricing schedule.

b) Mark ups must not exceed what the industry prescribes.

Intranet for a period of 3 years

NRA 2026/0684 of 75

PART A – Pricing Schedule: PROFESSIONAL FEES

• Calculate the cost per designated level of staff hours and write the figures in the relevant fields

provided.

• The total tendered amount will be calculated as follows:

• Add up all three levels of staff hours individually.

• Thereafter, add these sub-totals of these three staff levels as the price tendered as per the Professional

fees pricing schedule for 2026/27.

• Price tendered as per the Professional fees pricing schedule plus estimated CPI increase on previous

calculations, representing pricing for the following year (also known as year 2 or financial year

2027/2028)

• The Price tendered as per the pricing schedule for year 2 above, plus estimated CPI increase

representing pricing for year 3 (also known as financial year 2028/2029).

• Add the three-year pricing and write down the sub-total.

• Calculate VAT for the sub-total calculated.

• Add the sub-total and VAT to come to a Total amount. Write the total in figures and words as directed in

the fields provided.

PART B – Pricing Schedule: PRODUCTION AND MARK-UP

• The estimated production cost is presented.

• Write the mark-up percentage to be charged for third-party costs for the duration of the contract.

PART C: Pricing Schedule

• Once PART A - Pricing per staff is completed, use this information to populate the table under

• Write in the amount for the three years excl. VAT for the Professional Fee in PART C – Pricing

schedule, in the field provided.

• Write in the VAT calculated in PART A.

• Write in the Total for professional fee as calculated in PART A.

• Finally, add up each column and write in the amount in the row Grand total to get the figures for

NOTE: Fees for each year will in increase by the appropriate CPI on the anniversary of the contract awarded.

NOTE: The quantities listed above are estimates for evaluation purposes and for the duration of the contract.

NOTE: Also, the production cost is merely an estimate for bidding purposes and SANRAL reserves the right not to utilise the full amount of

production cost for the duration of the contract.

Part b-pricing schedule: production and markup

Production cost for digital media services including social media management, website and intranet r124,476,139

Cost and disbursements per annum for 3 years

Mark-up% on third part costs for 3 years ______%

NOTE: Also, the production cost is merely an estimate for bidding purposes and SANRAL reserves the right not to utilise the full amount of

production cost for the duration of the contract.

Part c: final pricing schedule

Project description PROVISION OF DIGITAL MEDIA SERVICES INCLUDING SOCIAL MEDIA MANAGEMENT, WEBSITE AND INTRANET FOR A PERIOD OF 3 YEARS

Tax compliance central supplier

Tax compliance status system

Tax compliance requirements

Tax compliance status (tcs) pin may be made via e-filing through the

Tax Compliance

Tax Compliance status requirements are also applicable to foreign Respondents/ individuals who wish to submit

tax compliance status will be verified through the Central Supplier Database

Tcs pin is available but the bidder is registered on the central supplier

Csd number

Csd number must be provided

Central supplier database (csd), a csd number must be provided

Central Supplier Database

Central Supplier Database (CSD) which has

Central Supplier Database and their tax compliance status will be verified through the Central Supplier Database

Qualifications and competence o

2. Tax compliance requirements

2.3 Application for tax compliance status (tcs) pin may be made via e-filing through the

Must submit a separate tcs certificate / pin / csd number.

2.6 Where NO tcs pin is available but the bidder is registered on the central supplier

Database (csd), a csd number must be provided.

B-BBEE Minimum Level: 5

Points Allocation: 10 points

B-BBEE Details: lly disqualified and restricted from

doing business with organs of state for a specified period.

Respondents may also, at any time after the closing date of the RFT, communicate with the name of

delegated individual on any matter relating to its RFT response:

All unsuccessful bidders have a right to request SANRAL to furnish individual reasons for their bid not being

successful. This requested must be directed to the contact person stated in the SBD 1 form.

1.8 Joint Ventures or Consortiums

Respondents who would wish to respond to this RFT as a Joint Venture [JV] or consortium with B-BBEE

entities, must state their intention to do so in their RFT submission. Such Respondents must also submit a

signed JV or consortium agreement between the parties clearly stating the percentage [%] split of business

and the associated responsibilities of each party. If at the time of the bid submission such a JV or consortium

agreement has not been concluded, the partners must submit confirmation in writing of their intention to

enter into a JV or consortium agreement should they be awarded business by SANRAL through this RFT

process. This written confirmation must clearly indicate the percentage [%] split of business and the

responsibilities of each party. In such cases, award of business will only take place once a signed copy of a

JV or consortium agreement is submitted to SANRAL.

Provision of digital media services including social media management, website and intranet for a

Period of 3 years

NRA 2026/0684 of 75

Respondents are to note that for the purpose of Evaluation, a JV will be evaluated based on one consolidated

B-BBEE score card (a consolidated B-BBEE Status Level verification certificate) Preference points will be

awarded to a bidder for attaining t

issuance of this RFT and/or its receipt of a Quotation in response to it. Please note that SANRAL reserves the

right to:

• modify the RFT’s goods / service(s) and request Respondents to re-bid on any changes;
• reject any Quotation which does not conform to instructions and specifications which are detailed herein;
• disqualify Quotations submitted after the stated submission deadline;
• not necessarily accept the lowest priced Quotation or an alternative bid;
• place an order in connection with this Quotation at any time after the RFT’s closing date;
• award only a portion of the proposed goods / services which are reflected in the scope of this RFT;
• split the award of the order/s between more than one Supplier/Service Provider should it at SANRAL’s

discretion be more advantageous in terms of, amongst others, cost or developmental considerations;

• cancel the quotation process;

• validate any information submitted by Respondents in response to this bid. This would include, but is

not limited to, requesting the Respondents to provide supporting evidence. By submitting a bid,

Respondents hereby irrevocably grant the necessary consent to SANRAL to do so;

• request audited financial statements or other documentation for the purposes of a due diligence

exercise;

• not accept any changes or purported changes by the Respondent to the bid rates after the closing date

and/or after the award of the business, unless the contract specifically provides for it;

• to cancel the contract and/request that National Treasury place the Respondent on its Database of

Restricted Suppliers for a period not exceeding 10 years, on the basis that a contract was awarded on

the strength of incorrect information furnished by the Respondent or on any other basis recognised in

law;

• award the business to the next ranked bidder, provided that he/she is still prepared to provide the

required Goods/Services at the quoted price, should the preferred bidder fail to sign or commence with

the contract within a reasonable period after being requested to do so. Under such circumstances, the

validity of the bids of the next ranked bidder(s) will be deemed to remain valid, irrespective of whether

the next ranked bidder(s) were notified of their bid being unsuccessful. Bidders may therefore be

requested to advise whether they would still be prepared to provide the required Goods/Services at their

quoted price.

• Should a bidder fail to respond to a request for extension of the validity period before it expires, that

bidder will be excluded from tender process.

• IfthereareanyqueriesduringtheBidprocessandanyotherperiodaftertheBidclosure,

BiddersareadvisedtoforwardthequeriestotheemailaddressindicatedinSBD1form.If

no responses are received, Bidders are requested to send the follow up email to

[email protected].

the company, goods/services provided by the company, the value and duration of the contract, etc. in

compliance with the Johannesburg Stock Exchange (JSE) Debt Listing Requirements.

1.13 National Treasury’s Central Supplier Database

Respondents are required to self-register on National Treasury’s Central Supplier Database (CSD) which has

been established to centrally administer supplier information for all organs of state and facilitate the

verification of certain key supplier information. SANRAL is required to ensure that price quotations are invited

and accepted from prospective bidders listed on the CSD. Business may not be awarded to a respondent

who has failed to register on the CSD. Only foreign suppliers with no local registered entity need not register

on the CSD. The CSD can be accessed at https://secure.csd.gov.za/.

For this purpose, the attached SBD 1 Form must be completed and submitted as a mandatory

returnable document by the closing date and time of the bid.

1.14 Tax Compliance

Note: All bidders achieving less than the set threshold of 70 points will be declared non-

responsive.

NRA 2026/0684 of 75

4.2 STEP TWO: EVALUATION OF TECHNICAL PROPOSAL: Bidder must submit list of clients/companies relevant/similar to this tender scope of work

which have been successfully completed within the last 7 years.

1. CAPABILITY: Experience and capacity The Score (for SANRAL)

Organisational experience and capabilities No client/company social media campaigns or up to 3 submitted is = 0

Provide a list of clients/companies (public or private sector) Four (4) client/company social media campaigns submitted is = 5

that the bidder has worked for in the form of a

spreadsheet. The number of clients/companies where digital Eight (8) client/company social media campaigns submitted is = 8

and social media services were carried out on Facebook, X,

Instagram, LinkedIn and YouTube within the last seven Ten (10) client/company social media campaigns submitted is = 10

years in a combined campaign.

evaluation of their bid.

Theminimumthresholdfortechnical/functionality[StepTWO]mustbemetorexceededfor

aRespondent’sTendertoprogresstoStepTHREEforfinalevaluation

4.3 STEP THREE: Evaluation and Final Weighted Scoring

SANRAL will utilise one of following formulas in its evaluation of Price

80/20 or 90/10

Ps = Points scored for comparative price of bid under consideration

Specific goals Criteria 10 points 20 points

allocation points allocation points

b) Specific Goals [Weighted score 80/20 or 90/10 points]

▪ Specific goals preference points claim form

▪ Preference points will be awarded to a bidder for attaining the specific goals requirements

in accordance with the table indicated in the specific goals Claim Form.

6.2 Screen and quality check work before presentation to SANRAL.

Respondents are to note that for the purpose of Evaluation, a JV will be evaluated based on one consolidated

B-BBEE score card (a consolidated B-BBEE Status Level verification certificate) Preference points will be

awarded to a bidder for attaining the specific goals requirements in accordance with the table indicated in

the specific goals Claim Form.