Design and printing of annual strategic documents

PACOFS requires an experienced company to design and print its annual reports and annual performance plans (APP) on an as-needed basis over a 3-year contract period.

• Opening date: 18 June 2026.
• Closing date and time: Monday 29 June 2026 at 11:00.
• No other dates (briefings, site visits, clarification deadlines) are specified.

For queries and submission:

• Department: Supply Chain Management.
• Email: [email protected]
• Phone: 051 4477771 extension 2306
• Fax-to-Email: 086 729 6757
• Physical address for delivery of printed copies: 12 First Avenue, Westdene, Bloemfontein.

Submit your quotation via email to [email protected] by Monday 29 June 2026 at 11:00. No late submissions accepted.

Your submission must include:

• Quotation on company letterhead, signed. Unsigned quotations are invalid.
• Completed SBD forms.
• At least three reference letters for similar work with contact details.
• Signed appointment letters or purchase orders for similar work.
• CV and qualifications of the lead designer (graphic design qualification and at least 5 years experience).
• Academic qualifications of other graphic designers, editors, and proofreaders.
• Company profile.
• Detailed work plan.
• Valid B-BBEE certificate.
• CSD supplier registration number.
• Valid tax clearance certificate.
• Completed SBD 4 Bidders Disclosure and SBD 6.1 Preference Points claim form.

Quotations must be valid for 30 days.

Disqualification risks:

• Outsourcing any part of the work.
• Submitting unsigned quotations.
• Not submitting required documents.
• Submitting via any method other than the dedicated email.

2. Please submit the completed SBD 4 Bidders Disclosure and SBD 6.1 Preference Points claim form in terms of the Preferential Procurement Regulations 2022.

Scope: Design and print annual reports and annual performance plans (APP) for a 3-year contract.

Annual deliverables per year:

• Year 1: Design and print 20 copies of the 2025/26 annual report; design and print 10 copies of the 2026/27 APP.
• Year 2: Design and print 20 copies of the 2026/27 annual report; design and print 10 copies of the 2027/28 APP.
• Year 3: Design and print 20 copies of the 2027/28 annual report; design and print 10 copies of the 2028/29 APP.

Service includes:

• Proof-reading, editing, graphic design (including tables and images), and layout for digital and hard copy publication.
• Client provides draft documents in Word format; financial statements and audit report in PDF.
• Final deliverables include 2 CDs (one for annual report, one for APP).

Design and print specifications:

• A4 size, full colour, printed back-to-back.
• Annual report: approx. 130 pages including cover.
• APP: approx. 51 pages including cover.
• Cover pages: Glossy paper, 300 gsm.
• Inside pages: Glossy paper, 113 gsm.
• Binding: Perfect bound for annual report; staple binding allowed for APP.

Delivery:

• Digital: High-resolution and low-resolution PDFs for website upload.
• Hard copies: Delivered to 12 First Avenue, Westdene, Bloemfontein.
• Timelines: Final designed reports within 7 days of receiving material; printed annual report by 30 September yearly; printed APP within 1 month after design approval.

Key requirement: Service provider must be immediately available for updates and face-to-face consultations. Outsourcing any work leads to disqualification.

Bidder must demonstrate experience and qualified personnel:

• Submit at least three reference letters for similar work, with contact details.
• Submit signed appointment letters or purchase orders for similar work.
• Lead designer must have a relevant graphic design qualification (or equivalent) and at least five years of graphic design experience. Provide CV and qualifications.
• Provide academic qualifications for all other graphic designers, editors, and proofreaders working on the project.
• Provide a detailed work plan.
• Provide a company profile.

Print quality specifications:

• A4 size, full colour, printed back-to-back.
• Cover pages: Glossy paper, 300 gsm.
• Inside pages: Glossy paper, 113 gsm.
• Binding: Perfect bound for annual report; staple binding allowed for APP.

Key control: Outsourcing any part of the work will result in disqualification. PACOFS may conduct an on-site inspection to confirm availability of required resources.

Your quotation must include the following pricing details:

• Total fixed price (including VAT) for the 3-year period for design and printing of the annual report and APP.
• Cost for the design of the annual reports and APPs.
• Cost per copy for printing the annual report and APP.
• Cost for 2 CDs (one for annual report, one for APP).

Your quotation must provide a detailed pricing breakdown:

• Total fixed price (including VAT) for the 3-year period for design and printing of both the annual report and APP.
• Separate cost for the design of the annual reports and APPs.
• Cost per copy for printing the annual report and APP.
• Cost for 2 CDs (one for annual report, one for APP).

General financial conditions:

• Total price must include VAT and delivery costs. If not VAT registered, do not include VAT.
• If VAT is claimed, VAT number must appear on the quotation.
• Price quoted should not be on special or sale; do not inflate prices.
• Payment terms: Payment within 30 days after receipt of the original invoice.
• Banking details on your invoice must match those on your CSD registration report.
• No prepayment or upfront payment will be made.

Mandatory documents for compliance:

• Valid B-BBEE certificate.
• Valid tax clearance certificate.
• CSD supplier registration number (for verification on CSD database).
• Completed SBD 4 Bidders Disclosure form.
• Completed SBD 6.1 Preference Points claim form.

General compliance:

• Quotation must be on company letterhead.
• Banking details on invoice must correspond with CSD registration report.
• The procurement is subject to the Preferential Procurement Policy Framework Act, 2000 and the Preferential Procurement Regulations, 2022, the General Conditions of Contract (GCC) and any special conditions.

The contract will be for a period of 36 months (3 years).

The procurement is subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations, 2022, the General Conditions of Contract (GCC), and any other special conditions of contract.

Operational conditions:

• Design must be completed within 7 days of receiving information from PACOFS.
• Printed annual report must be completed by 30 September each year.
• Service provider must be immediately available for updates and face-to-face consultations.

Submission conditions:

• Quotation must be signed; unsigned quotations are invalid.
• Total price must include VAT and delivery costs (non-VAT registered companies must not include VAT).
• Quotation must be valid for 30 days.

Evaluation uses the 80/20 system (80 for price, 20 for B-BBEE and other goals per SBD 6.1). Points are verified by proof/documentation. The highest-scoring offer wins.