ROAD ACCIDENT FUND
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HEAD OFFICE
RAF/2012/00002
DATE: 25 JANUARY 2012
ROAD ACCIDENT FUND - MENLYN
AGENDA
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Welcome
Introduction of the RAF team
Circulation of the Attendance Register
Brief Presentation by RAF Annual Report team
(Finance and Corporate Communications)
Q&A
Procurement process
Q&A
Closing
[Insert presentation title]
Page 2
RAF INTEGRATED ANNUAL REPORT
OVERVIEW
[Insert presentation title]
Page 3
Integrated Annual Report
Objectives
The publication of the RAF’s Integrated Annual Report will seek to:
Officially report to Parliament and RAF’s stakeholders
Report on the operational activities and financial results of the RAF of the year
under review
Improve accessibility to the RAF
Compliance in terms of the Public Finance Management Act ,King III report on
Corporate Governance and Global Reporting Initiative
Tabling of the Integrated Annual Report within deadline
[Insert presentation title]
Page 4
Scope of Work
This Request for Proposal require and will include the following:
• Bidders will be responsible for the editing, graphic design, layout, proof-reading and printing of the RAF’s
Integrated Annual Report.
• The tender will be extended over 3 years (2012, 2013,2014).
• The report comprises: an approximately 4 page cover spread, 220 inner pages as well as 5 leaves of tabbed inserts.
• Page sizes: Cover – 300X950mm, Text – 297X210mm, Tabbed inserts – 225X297mm
• Printing:
Cover (full colour throughout) – Mongani 300gsm Matt paper + Machine UV varnish both sides, Text
(full colour throughout) – Mongani 170gsm Gloss paper, Tabbed Inserts (full colour throughout) – Mongani 250gsm
Matt paper + Machine/UV varnish
• Finishing: Cover – Matt Laminated both sides and spot Gloss UV varnish outside only. Affix double-sided tape,
paste and cut to size, punch and wire-bound
• Desktop publishing files: Original publishing files for both MAC and/or PC (e.g. Quark Express, In Design or similar)
must be provided
• Integration of Software: Software used must be able to integrate with MS Office applications and be compatible
with RAF’s Corporate Identity (“CI”) manuals
• Overtime, Resources and Backups: Must be provided at all times to make amendments to information if and when
required
• Photographer, make-up artist, stylist: To be provided by bidder for image purposes
• Photographic stock library: Bidder should have applicable library
• Sound Financial background: Bidder must comply to RAF’s payment terms and conditions
• Outsourcing of functions: No outsourcing except for printing will be allowed
[Insert presentation title]
Page 5
Technical / Functional
Requirements
Technical /functionality will be evaluated against the following detailed
requirements:
 Experience – Extensive skills in editing, designing, layout, proof reading
and printing of Annual Reports is required. Bidder must be able to provide a
list of clients and examples of reports completed
 Design and reproduction of documents on website – Ability to design
electronic copy of report in HTML & PDF and reproduction on website.
Bidder must be able to provide examples
 Design options – It will be expected of the bidder to submit at least 3
examples of the proposed RAF Annual report design and layout options
inclusive of graphs, charts and tables in line with the latest RAF CI
guidelines
 Editing and proof-reading – Ensure a „golden thread“ between different
reports in terms of contents, language and written style. Editing must be
done by a qualified person. A minimum of 5 year‘s experince is required.
Bidder must provide CV‘s of persons responsible for editing and proofreading.
[Insert presentation title]
Page 6
Costing
• we will provide detail to potential service providers regarding the number of copies to be
distributed to Parliament and the regions.
[Insert presentation title]
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QUESTIONS?
[Insert presentation title]
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Details of the Bid
• Request for proposals: Appointment of a service provider for the design, layout
editing, proof-reading and printing of the RAF’s Integrated Annual Report for a
period of 3 years.
• Closing date 2 February 2012.
• All questions/ enquiries must be forwarded in writing not later than 11:00 on
26th January 2012.
Questions/ Answers will be published on the RAF website by 27th January 2012.
[Insert presentation title]
Page 9
Details of the Bid
Documents can be couriered or hand delivered at the reception during:
Mondays - Fridays
Working hours
7h45 a.m. – 16h00 p.m.
Please ensure that register is signed at reception
• Closing date and time should be strictly adhered to:
2 February 2012 at 11h00 a.m.
All questions outside this forum will be via email to:
tsholok@raf.co.za
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Page 10
Compliance
• Compulsory Documents (Valid original Tax Clearance Certificate)
• Page 5-Checklist of documents to be submitted
• Please ensure that document is signed where required
• Complete proposal should be submitted
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Page 11
Evaluation
• Functionality
Bidders who score 60% out of 75% will be shortlisted for
presentations
Bidders who score 75% out of 90% will be shortlisted for
Site Visit
Bidders who score 80% out of 100% on functionality including
presentations and site visits will be shortlisted for
pricing
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Page 12
Evaluation
• 90/10 principle will be used.
Price and BEE
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QUESTIONS
[Insert presentation title]
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THANK YOU
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