Supply and delivery of branded diaries and calendars to the unemployment insurance fund (rfq0004784)

Bidding procedure enquiries

• Contact: Tshupetso Selole
• Telephone: 073 212 6073
• Email: [email protected]
• Contact: Kagiso Molapo
• Telephone: 076 616 7646
• Email: [email protected]

Technical enquiries

• Contact: Nokuthula Gidi
• Telephone: 012 337 1192 / 076 616 8306
• Email: [email protected]

Department address

Unemployment Insurance Fund

ABSA Towers, Ground Floor

230 Lillian Ngoyi Street

Pretoria

0002

Delivery address

230 Lillian Ngoyi Street

Pretoria Central

Submission channel

• Electronic submission through the e-Tender portal only; no physical delivery or emailed bids.
• Late submissions are not accepted.

Returnable documents

• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 3.1 (Pricing Schedule – Firm Prices): mandatory; quoting on any other pricing document disqualifies the bid.
• SBD 4 (Declaration of Interest): discloses state employment or relationships with the procuring institution.
• SBD 6.1 (Preference Points Claim): claims the 80/20 preference points for specific goals.
• Proof of authority to sign, such as a company resolution.
• SARS Tax Compliance Status PIN, or a CSD number where no PIN is available.
• At least one reference letter together with its matching Purchase Order.
• SBD 7 (Contract Form) is completed and signed by the successful bidder only.

Disqualification risks

• Quoting on anything other than the supplied SBD 3.1.
• Omitting or leaving unsigned any returnable form.
• Missing the reference letter or its matching Purchase Order.
• Submitting after the closing time.

Preference point system: 80/20 in terms of the PPPFA.

Points allocation

• Price: 80 points.
• Specific goals: 20 points.

Specific goals (20 points)

• Black women: 8 points.
• Black youth: 6 points.
• Black people with disabilities: 1 point.
• Companies complying with the five elements of B-BBEE (Levels 1 to 8): 5 points.

Process

• Bids are first screened against the mandatory requirements: the reference letter with its matching Purchase Order, and completion of the supplied SBD 3.1.
• Samples of the diaries and calendars are required from bidders during evaluation.
• Preference points are awarded only where the supporting proof is submitted with the bid; goals not claimed score nothing.
• The department may require substantiation of any preference claim before or after adjudication.

Deliverables

• A4 diaries: 1,650.
• A5 diaries: 1,650.
• A5 tent card calendars: 3,300.

Diary specification (A4 and A5)

• One day per page, with Saturday and Sunday on single pages.
• First six pages carry UIF content.
• Front cover benefits embossed; hard glossy cover.
• Perfect binding.
• Cover pages: 170 GSM art paper.
• Inside pages: 120 GSM uncoated paper (Maphlito).
• The service provider supplies the diary content, including dates, public holidays and space for notes and meetings.
• The service provider designs and lays out the diary; UIF supplies the designed cover artwork for the first six pages.

Tent calendar specification

• A5 tent card calendar, stand plain, leaves full colour double-sided.
• Stand creased three times, collated, trimmed and wiro bound on the 210 side.
• Benefits embossed; hard page material.
• Size: 148 x 210 leaf; stand 416 x 210.
• Plain stand: Alpine SBS 1ss BRT (610 Mic), 380 g/m², WB, not printed.
• 30 leaves printed in four process colours on both sides on Neo Art Gloss 30 g/m² white.
• Finishing: stand creased three times, leaves and stand trimmed to size, collated and glue bound on the 210 side.
• Shrink-wrapped and boxed for delivery.
• Price includes design and layout of the A5 calendars.
• Logos supplied on disk, by email or on USB.

Delivery and artwork

• Deliver to 230 Lillian Ngoyi Street, Pretoria Central.
• Samples must be provided for approval before bulk printing.
• UIF supplies print-ready artwork for the diary cover and calendar design.

Form: SBD 3.1 – Pricing Schedule (Firm Prices).

• Only firm prices are accepted; non-firm prices, including prices subject to exchange rate variation, are not considered.
• Unit price excluding VAT and total price including all applicable taxes must be completed for each line item.
• Line items: A4 diaries (1,650), A5 diaries (1,650) and tent calendars (3,300).
• The combined total of all items must be entered on SBD 3.1.
• The total contract price including VAT must be fixed for the duration of the contract.
• Quoting on any document other than the supplied SBD 3.1 disqualifies the bid.

Pricing format

• Firm prices only; non-firm prices, including prices subject to exchange rate variation, are not considered.
• The total contract price including VAT must be entered on the supplied SBD 3.1.
• The quoted price is fixed for the duration of the contract.
• The price must cover design and layout of the A5 calendars.
• VAT-registered vendors are encouraged to claim VAT.

Validity

• The offer must remain valid for 90 calendar days from the closing date.

Registration and tax

• Valid registration on the Central Supplier Database (CSD).
• SARS Tax Compliance Status PIN; where no PIN is available, a CSD number must be provided.
• Consortia, joint ventures and sub-contractors: each party submits its own TCS certificate, PIN or CSD number.
• Bids are not considered from persons in the service of the state, companies with directors in state service, or close corporations with members in state service.

B-bbee

• Preference points are claimed on SBD 6.1 for black women, black youth, black people with disabilities and B-BBEE compliance across the five elements (Levels 1 to 8).
• Supporting proof must accompany the bid.

Mandatory experience

• At least one reference letter with its matching Purchase Order.
• The letter must be stamped and signed on the official letterhead of the company that issued the Purchase Order.
• It must show the value and quality of branding/printing work completed in the past three years and match the attached Purchase Order.

Returnable forms

• SBD 1, SBD 3.1, SBD 4, SBD 6.1 and proof of authority to sign; the successful bidder signs SBD 7.

• The bid is subject to the Preferential Procurement Policy Framework Act, 2000, the Preferential Procurement Regulations and the General Conditions of Contract, together with any special conditions of contract.
• The offer must remain valid for 90 calendar days from the closing date.
• The successful bidder must complete and sign the written contract form SBD 7.
• The quoted price is fixed for the duration of the contract.