Terms of reference: appointment of a service provider for the design, layout, copywriting, proofreading, printing, and delivery of the annual report, business cards, and marketing collateral specification

Closing date: 14 August 2026 at 11:00 AM. No other dates are specified.

Technical enquiries: Ms Sithandiwe Nkobi, +27 60 533 1321, [email protected]. Supply chain management enquiries: Mr G.I. Sekwale or Ms K. Seatlholo, [email protected]. Delivery address: Praetor Forum Building, 3rd Floor, 267 Lilian Ngoyi Street, Pretoria, 0001.

Quotations must be emailed to [email protected] before the closing date and time. Only firm prices are accepted; non-firm prices are disqualified. Prices must be VAT inclusive unless otherwise stated. Banking details matching the CSD record must be submitted with the quotation. The quotation must be valid for the period selected (30, 60, 90, or 120 days). The offer must be strictly to scope; deviations must be stated. Returnable forms include SBD 3.3 (Pricing Schedule), SBD 4 (Bidder's Disclosure), and SBD 6.1 (Preference Points Claim). Any qualification to the terms and conditions results in disqualification.

Evaluation is in two stages: mandatory requirements first, then the 80/20 preference point system. Mandatory requirements include: a professional and qualified graphic designer with proficiency in Adobe Creative Suite (Photoshop, Illustrator, InDesign) and submission of the designer's qualification; company experience in printing and delivery of corporate identity items and creative design, evidenced by at least three signed reference letters on client letterhead; and a fully completed Pricing Schedule (SBD 3.3). Failure to meet any mandatory requirement disqualifies the bid. The 80/20 system applies: price scores up to 80 points, specific goals up to 20 points. Specific goals: HDIs who had no franchise before 1983/1993 Constitution (10 points), females (5 points), people with disabilities (5 points). HDI points are based on active ownership and control; proof via CSD is required. If scores tie, the bidder with the highest specific goal points wins; if still tied, the award is decided by drawing lots.

Annual Report: A4 portrait, 90-100 pages including cover, full colour throughout, inside pages 150 gsm recycled matt paper, cover 280 gsm recycled paper with matt UV varnish (machine varnish on outside cover only), perfect bound, quantity 100 copies. The service provider must submit at least three creative design concepts within five working days of the purchase order. Graphic design and layout must comply with OVG corporate identity and public sector reporting standards (AGSA, PFMA, GRAP). Editorial and proofreading services required. Business cards: standard size 90 mm x 50 mm, 350-400 gsm matt-coated board, full colour CMYK double-sided, soft-touch matt laminate with silk lamination, for approximately 40 officials at 50 cards each (about 2,000 cards). Corporate presentation folders: Design C – 20 units of Onego Leather Classic Zippered File Folder (or equivalent), B4 size; Design D – 100 custom-branded A4+ folders (216 mm x 303 mm) with one internal pocket, full colour CMYK, silk-coated stock with spot UV. Branded desk mats: 900 mm x 300 mm, black, fabric surface with memory foam wrist support and non-slip rubber base, OVG logo and approximately 100 words of text supplied by OVG, quantity 120. Lanyards: 300 units, polyester, OVG corporate colours, approximately 86 cm circumference, with safety release and detachable quick release clips, dome branding. Water bottles: 900 units, 650 ml, polypropylene, matt finish, screw-on cap, colours black/white/green. Drawstring backpacks: 600 units, durable polyester, dual drawstring closure, colours green/yellow/black. Bluetooth speaker system: portable, floor standing, 6.5-inch woofer, 240 W max output, Bluetooth 5.0 or later, minimum 50 W RMS, rechargeable battery (18 hours), includes 2 wireless microphones and carrying bag. Delivery: all items to Praetor Forum Building, 3rd Floor, 267 Lilian Ngoyi Street, Pretoria, 0001.

Annual report: submit at least three creative design concepts within five working days of the purchase order; develop the final layout based on the approved concept; incorporate amendments; redesign tables, graphs, charts, infographics; source and integrate imagery; ensure compliance with OVG corporate identity and public sector reporting standards. Business cards: design templates aligned with OVG CI, refine existing concept, prepare print-ready artwork, provide digital proofs, print and deliver for approximately 40 officials. Presentation folders: submit at least two design concepts for Folder Design D within five working days; develop print-ready artwork; print, assemble, package, and deliver. Desk mats: supply and brand 120 ergonomic desk mats with OVG logo and corporate statement. Lanyards: brand and deliver 300 lanyards with OVG logo on sliding disc and along the length. Water bottles: supply and brand 900 bottles. Drawstring backpacks: supply and brand 600 bags. Bluetooth speaker: supply the complete system with microphones and carrying bag. Delivery: all items to the designated OVG address as per the purchase order.

The bidder must have a professional and qualified graphic designer with demonstrated proficiency in Adobe Creative Suite (Photoshop, Illustrator, InDesign) and must submit the designer's qualification. The bidder must demonstrate experience in printing and delivery of corporate identity items and creative design, supported by at least three signed reference letters on client letterhead outlining relevant scope of work and providing contactable references.

The service provider must conduct professional editing and proofreading of the annual report and perform quality assurance checks before final approval and printing. For business cards, digital proofs must be provided for each official before printing; all information must be captured accurately. Quality checks must cover branding, layout, colour accuracy, printing quality, and spelling of names, titles, and contact details. Any defective, damaged, or incorrectly printed items must be replaced at no additional cost to OVG. Key personnel (graphic designer and copywriter) must be available and willing to work after hours and weekends to meet deadlines.

The pricing schedule (SBD 3.3) must be fully completed. Prices must be inclusive of all costs: design, artwork, proofreading, printing, branding, packaging, delivery, labour, equipment, setup, and related expenses. The schedule covers eight categories: annual report, business cards, presentation folders, desk mats, lanyards, water bottles, drawstring backpacks, and Bluetooth speaker. Under-pricing or unrealistically low quotations may be rejected. The grand total must include VAT at 15%.

Pricing must be firm for the contract duration. Prices must be VAT inclusive. The pricing schedule (SBD 3.3) must be fully completed. Prices must include all costs: design, artwork, proofreading, printing, branding, packaging, delivery, labour, equipment, setup, and related expenses. Under-pricing or unrealistically low quotations may be rejected. The pricing schedule covers eight categories: annual report, business cards, presentation folders, desk mats, lanyards, water bottles, drawstring backpacks, and Bluetooth speaker. Banking details must match CSD records.

Mandatory: CSD registration or SARS tax compliance status (TCS/PIN). Submit SBD 4 (Bidder's Disclosure) and SBD 6.1 (Preference Points Claim). Provide proof of HDI claims via CSD. For consortia/joint ventures/sub-contractors, each party must submit separate proof of TCS/PIN/CSD. The bidder must have a qualified graphic designer and submit the designer's qualification. The bidder must provide at least three signed reference letters on client letterhead demonstrating relevant experience.

The contract is subject to the OVG supply chain management general conditions. Bidders must not qualify the proposal with their own conditions; any qualification results in disqualification. Shortcomings in the terms of reference must be identified before award; any identified after award that affect price are for the service provider's account. Non-compliance during the contract period may lead to cancellation. Pricing must be fixed for the contract duration. The company and its employees may be subject to security vetting. The OVG will not accept liability for unauthorised expenses or damages suffered by the service provider or personnel.

Mandatory requirements: qualified graphic designer with Adobe Creative Suite proficiency and submission of qualification; company experience in printing and delivery of corporate identity items and creative design, evidenced by at least three signed reference letters; fully completed Pricing Schedule (SBD 3.3). Administrative: tax compliance (SARS PIN or TCS), CSD registration, completed SBD 4 and SBD 6.1. For consortia/joint ventures/sub-contractors, each party must submit separate proof of TCS/PIN/CSD.

Evaluation follows mandatory requirements first, then the 80/20 preference point system. Price scores up to 80 points using the formula Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals score up to 20 points. The contract is awarded to the bidder with the highest total points. Deadlock: highest specific goal points, then drawing lots.