THE PUBLIC SERVICE SECTOR EDUCATION TRAINING AUTHORITY
Terms of Reference
BID REF: Print & Pub/PSETA/05-16
Appointment of a service provider to render Below-The-Line Services
Closing Date: Wednesday, 29th June 2016
Closing Time: 11h00
No late applications will be accepted
No electronic bid applications will be accepted
TABLE OF CONTENTS
1. INTRODUCTION 3
2. BACKGROUND & CONTEXT 3
3. RATIONALE AND PURPOSE 3
4. SCOPE OF WORK 4
5. COMPETENCY AND EXPERTISE REQUIREMENTS 5
6. TIME LINES OF THE PROJECT 6
7. QUALITY AND REPORTING REQUIREMENTS 6
8. PRICING 6
9. EVALUATION PROCESS 11
10. FORMAT OF THE BID SUBMISSION 13
11. IMPORTANT INFORMATION FOR BIDDERS 14
1. INTRODUCTION
The Public Service Sector and Education Authority (PSETA) is a Sector Education and Training Authority (SETA) established by the Skills Development Act 97 of 1998.
2. BACKGROUND & CONTEXT
The PSETA engages with a broad range of stakeholders in the public domain in fulfillment of our mandate which requires us to uphold principles of good governance in the interest of making a meaningful contribution to skills development for the benefit of the Public Service Sector and the broader economy.
It is against this background that the PSETA seeks to appoint a suitably qualified and reputable service provider to render Below-the-Line services to maintain and enhance the PSETA brand, design and produce a range of PSETA’s marketing and communication collateral and stationery, advise on media buying and advertising. All these services must be done in support of the strategic marketing and communication objectives of PSETA.
3. RATIONALE AND PURPOSE
3.1. In compliance with the relevant legislation the PSETA is required to publish statutory documents
3.2. The purpose is to support the strategic marketing and communication objective of the PSETA in order to:
· Ensure effective timely and continuous communication with all stakeholders;
· Create awareness of all PSETA interventions to current and prospective stakeholders;
· Inform stakeholders of the achievements, successes and impact made by PSETA’s programmes over the years; and
· Establish, build and maintain relationships with key stakeholders through effective and efficient communication.
4. SCOPE OF WORK
The service provider will be required to
4.1. To provide conceptualization and creative input during the layout and design process;
4.2. Facilitate and manage the printing and reprinting of PSETA Publications and marketing material;
4.3. Provide copywriting, editing and proof reading services;
4.4. Provide creative advisory or consulting services to PSETA on the enhancement of existing communication channels;
4.5. Assist with media buying services and development of annual advertising plans;
4.6. To provide conceptualization and creative input during the layout and design of digital media. This includes the design of online media wall banners, facebook banners, digital sms campaigns, twitter;
4.7. Provide styled photography services;
4.8. Provide production services;
4.9. Provide a marketing, advisory and support service on adhoc projects
4.10. The legislated publications include:
o Annual Performance Plan (APP)
o Strategic Pan
o Sector Skills Plan (SSP)
o Annual Report
5. COMPETENCY AND EXPERTISE REQUIREMENTS
The Service Provider should meet the following requirements:
5.1. Have a proven track record in providing a Below the Line service;
5.2. Demonstrate practical experience and skills in the relevant field (Provide a Portfolio of evidence showcasing graphic design, layout design, photo and video editing and sourcing, content editing with proven proficiency in English);
5.3. Proof of services of a professional content and language practitioner specializing in English for the purpose of editing and proof reading;
5.4. Have strong project management skills;
5.5. Excellent communication skills;
5.6. Demonstrate creativity in terms of the implementation of the South African National Treasury guidelines on the production of Annual Reports, Strategic Plans with APP and Sector Skills Plans;
5.7. It will be expected of the service provider to be able to maintain strong ethical standards in its work and shall liaise with the organization;
5.8. The service provider shall at the request of the organisation, for the duration of the contract, be expected at all times to be available to the PSETA;
5.9. Have an experienced project team. Curriculum Vitaes to be submitted.(Team leader to have at least five years’ experience and team members to have three years’ experience in editing, layout and printing industry);
5.10. The service provider should have at least five years’ experience in editing, layout, design and printing;
5.11. Indicate the readiness to deliver as per the required timeframes;
5.12. Be cost effective in the approach to this project;
5.13. Must have an understanding of the project scope;
5.14. Must be able to be risk conscious in project planning and execution.
6. TIME LINES OF THE PROJECT
The project will be executed over a period of 12 months effective from the date of the signing of the contract. Renewal of the contract will be based on performance monitoring by the Marketing and Communications department.
7. QUALITY AND REPORTING REQUIREMENTS
The successful service provider will report directly to the Marketing and Communications Manager or to the delegated representative, as and when required. Qualitative management of the service and performance must be overseen by the service provider.
8. PRICING
The proposed total pricing must be inclusive of vat.
The PSETA may require a breakdown of rates on any of the services/items priced and service providers are required to provide same.
Prices indicated must be projected for a period of 12 months.
The following table is an indication of the price breakdown required.
PRICING TABLE / PRICE INCLUSIVE OF VATType / Specification / No of copies (estimated) / No of CD copies (estimated) / Price as per the estimated no of copies / Price as per the estimated no of CD copies / Total price
Annual Report / Size of the book: A4 strictly
Binding: perfect bound
Number of pages: approximately 160
Paper: gloss
Cover: thick gloss
Text: Matt
Colour: full colour
Pictures: sourced by supplier approved by client
Design and layout
Font: Arial (body)
Size: 12
Recommended design software: Adobe in-design or equivalent / 500 / 10 / R / R / R
Strategic Plan / Size of the book : A4 predominantly portrait with few landscape pages
Number of pages per book: approximately 50
Binding : Perfect bound
Paper : gloss
Cover : thick gloss
Text : Matt
Colour: full colour
Pictures: sourced by supplier and supplied by client
Design and layout
Font: Arial (body)
Size: 12
Recommended design software: Adobe in-design or equivalent / 150 / 10 / R / R / R
Annual Performance Plan / Size of the book : A4 predominantly portrait with few landscape pages
Number of pages per book: approximately 100
Binding : Perfect bound
Paper : gloss
Cover : thick gloss
Text : Matt
Colour: full colour
Pictures: sourced by supplier and supplied by client
Design and layout
Font: Arial (body)
Size: 12
Recommended design software: Adobe in-design or equivalent / 150 / 10 / R / R / R
Sector Skills Plan (SSP) / Size of the book: A4 strictly
Binding: perfect bound
Number of pages: approximately 160
Paper: gloss
Cover: thick gloss
Text: Matt
Colour: full colour
Pictures: sourced by supplier approved by client
Design and layout
Font: Arial (body)
Size: 12
Recommended design software: Adobe in-design or equivalent / 250 / 10 / R / R / R
Learner Career Guide / Design, editing, layout and proof reading
Size of the book : A5 predominantly portrait with few landscape pages
Binding: perfect bound
Number of pages: approximately 100
Paper : gloss
Cover : thick gloss
Text : Matt
Colour: full colour
Font: Arial (body)
Size: 12
Adobe In-design
Book Orientation should be portrait / 30000 / 100 / R / R / R
PSETA Newsletter / Design of a cover in line with the theme, layout of approved copy and printing of the newsletter
Planning and preparation of content:
· Copy development and proof reading of 300 – 600 words articles in line with the theme of the newsletter
· Content development for 1 issue to include at least 12 articles, some of which might need interviews of various stakeholders.
· Design and Layout of a 12 page newsletter, development of content
· Provide electronic proofs
Printing
A4 pages – self cover, 170gsm matt art white
Full colour
Fold, collate and saddle stitch
Finish: matt machine varnish throughout with cover gloss UV varnish on one side / 100 / - / R / R / R
Branded Stationery / Letterheads
Envelopes
Business cards
A4 Folders with pocket sleeves / 150 each / - / R / R / R
Generic DL Brochures / Colour: Printed in full colour both sides
Size: · A4 fold to DL
Stock: · Gloss White 140 gsm
Bleed: · 5mm on all sides / 10000 / - / R / R / R
Z-Cards / Design, copy writing, proof reading and production of posters with the following
specifications
Pocket Card 8 Panel
Cover size 78x108mm
Print 1 side in full colour + Gloss UV varnish + die cut oblong with rounded corners on
300gsm Printkote Crescendo Insert size 297 x 560mm
Print 2 sides in full colour on 70gsm Bond
Cover Finishes
Gloss UV Varnish / 10000 / - / R / R / R
Corporate DVD / A corporate video to be produced of 4-6 minutes
Filmed footage of PSETA staff, learners, stakeholders
Scripting
Integration with existing video material and DVD
Full colour / 5 / - / R / R / R
TOTAL / R
9. EVALUATION PROCESS
The bids will be evaluated on the 80/20 principle with 80 points being allocated for price and 20 points allocated for B-BBEE, once the minimum functionality criteria are met.
9.1 The evaluation will be based on:
Phase 1 : Functionality EvaluationPhase 2 : Preferential Point System / Points
Price / 80
B-BBEE status level of contribution / 20
Total / 100
9.1.1 PHASE 1 – FUNCTIONALITY EVALUATION
Bids must meet the minimum eligibility criteria in respect of functionality of 80 points out of a 100 points that will be awarded for functionality before they are considered further.
Any bid that does not meet the minimum eligibility threshold will be automatically disqualified.
The functionality criteria together with the maximum points to be awarded are set out below:
Phase 1
NO / EVALUATION CRITERIA / GUIDELINES FOR CRITERIA APPLICATION / WEIGHT1 / Team leader and team members experience / · Team leader to have at least 5 (five) years in editing, layout, design and printing industry
· Team members to have at least 3 (three) years in editing, layout, design and printing industry
· Curriculum Vitaes indicating the relevant experience and to include three contactable references / 20
2 / Qualifications of team members / · Team members must have a recognizable qualification in Linguistics (English), Graphic Design and Project management / 10
3 / Company Experience / · Have at least five years’ experience in editing, layout, design, publishing and printing
· Proof of three signed reference letters indicating that similar project/s was/were executed / 40
4 / Submission of a project plan / · A detailed project plan with intermediate and final outputs and identified timeframes/milestones
· Proposed Methodology
· Management of the Project / 30
Total / 100
9.1.2 PHASE 2 – PREFERENTIAL POINT SYSTEM SCORING
Bids must score a minimum of 80 points in the functionality evaluation phase 1 to proceed to phase 2 of the evaluation.
Applicants meeting the minimum functionality criteria, will then be scored on the 80/20 principle, based on their price and B-BBEE ratings respectively.
The applicant with the highest total number of points will be awarded the contract.
10. FORMAT OF THE BID SUBMISSION
Technical Proposal
1. Letter of Application
2. Company Profile
3. CVs of team members
4. Track record and experience
5. Project Plan
6. Declaration of readiness to implement
7. Submission of all applicable documents as indicated below:
· An original, valid Tax clearance certificate or Proof of exemption from SARS;
· A valid B-BBEE Status Level Verification certificate, copies must be certified (includes a colour copy)
· The completed and signed Standard Bidding documents (SBD)
o SBD 1
o SBD 4
o SBD 6.1
o SBD 8
o SBD 9
· Copy of the registration document of the organisation;
· Proof of registration with National Treasury’s Central Supplier Database (CSD Registration Report to be submitted with all details verified including that of banking details)
Financial Proposal
8. Pricing Schedule as per the pricing breakdown requirements indicated on No. 8 of this document.
11. IMPORTANT INFORMATION FOR BIDDERS
1. A compulsory briefing session will be held :
Date: Wednesday, 8th June 2016
Time: 11h00 – 12h00
Venue: PSETA Office (Khoroni Boardroom)
2nd Floor, Sanlam Building
353 Festival Street
Hatfield
0028
2. Bids must be submitted in four (4) hard copies including one (1) original ensuring that the copies are exact replicas of the original document Non-compliance of this requirement will mean non-evaluation of the bid.
3. The bid proposal must be submitted in two separate envelopes :
a. Technical proposal – submission should indicate adherence to the Terms of Reference in all aspects except the pricing
b. Financial Proposal – submission should indicate the pricing schedule
4. Consortium/Joint Ventures must submit their consolidated tax clearance certificates, B-BBEE certificates and other relevant documents to qualify.
5. All the Standard Bidding Documents (SBD) documents must be completed, signed and submitted. Failure to do so will disqualify the bid.
6. Non- registration with the National Treasury Central Supplier Database or pending information for completion of registration will disqualify the bid.
7. The validity period of this bid is 120 days from the closing date indicated on this Terms of Reference.
Bid applications must be submitted to:
Ms Anne Gideon
Manager: Supply Chain Management
The PSETA
2nd Floor, Sanlam Building
353 Festival Street, Hatfield
Pretoria
By no later than Wednesday, 29th June 2016 at 11h00
No late applications will be accepted
No electronic bid applications will be accepted
Please direct all queries to Ms Anne Gideon via email on or telephonically on 012-4235700
Approved by the ACFO on 27th May 2016
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