Call for Quotations for Service Provider to Layout and Design Advocomm Annual Report 2016/7

Call for Quotations for Service Provider to Layout and Design Advocomm Annual Report 2016/7

Terms of Reference
Call for Quotations for service provider to layout and design Advocomm Annual Report 2016/7.
Call for Proposals and Quotations
  1. Background

The South African Human Rights Commission (SAHRC) is a Constitutional body established in terms of the Constitution of South Africa, 1996 as well as the South African Human Rights Commission Act, 40 of 2014. The SAHRC is under the strategic leadership of Commissioners. The administration of SAHRC is overseen by a Chief Executive Officer (CEO).

The South African Human Rights Commission (SAHRC) extends a call for submission of quotations from suitably qualified Service Providers to layout and design Advocomm Annual Report 2016/7.

The SAHRC requires a service provider to lay out and design the Annual Advocacy and Communications Report.

The service provider should provide at least four contactable references for layout and design, including for conception and design of infographics.

  1. The TOR specifications are as follows:
  2. Layout and Design of Advocomm Annual Report.
  3. Content Edit
  4. Layout and Design – in consultation with Advocomm
  5. Produce between 3-5 infographics for inclusion as design elements – to be discussed and agreed upon with HoP Advocomm. Quote to include cost of one A4 and one A3 infographic.
  6. Print Annual Report – Quote to include costs for prints of: 1000, 5000, 10 000 copies.
  7. Quote to include 3 options for quality and kind of paper on which report will get printed.
  8. Estimated timelines for delivery on all of the above.

The Report is currently:

  • Word format
  • 83 pages
  • 1.5 spacing
  • 24 000 words
  1. Detailed description of the project /assignment

The purpose of this project/assignment is to design and layout the Advocomm Annual Report 2016/7, including:

3.1Layout and Design of Advocomm Annual Report.

3.2Edit content for errors (grammar, style) and liaise with SAHRC on corrections/changes.

3.3Layout and Design – in consultation with SAHRC

3.4Conceptualise and Produce between 3-5 infographics for inclusion as design elements in consultation with SAHRC (Quote to include cost of 1 A4 and A3 infographic.)

3.5Print Annual Report – Quote to include costs for prints of: 1000, 5000, 10 000 copies.

3.6Quote to include 3 options for quality and kind of paper on which report will get printed.

3.7Estimated timelines for delivery on all of the above.

  1. Deliverables
  2. Professionally laid out Report
  3. Infographics conceptualized, designed.
  4. Printed copies of Report (print run to be agreed upon.)
  5. High Resolution editable PDF of final print-ready copy of Report.
  6. High Resolution editable PDF of final print-ready infographics (3-5).
  1. Project Assignment and Duration

The project duration shall be 01 July – 30 August 2016.

Activity / Date
Meeting between SAHRC andpotential service providers to discuss the project and conceptualise infographics / 11 September 2017
1st Draft from Service Provider for SAHRC input / 18th September
Corrected first draft to Service Provider / 20th September 2017
2nd Draft/Final from Service Provider for SAHRC input / 22 September 2017
Final Draft to Printer / 25 September 2017
Final editable high res PDFs of Report and Infographics to SAHRC / 25th September 2017
Delivery of printed reports to SAHRC / 29 September 2017
  1. Procurement Conditions
  2. Valid Tax Certificates;
  3. Company Profile;
  4. BBBEE Certificate;
  5. SBD 4 form
  6. 3 examples of infographics produced by company

NB: Failure to provide required documents will result in disqualification

  1. Evaluation Criteria

a)Functionality of proposal will be evaluated on:

Criteria / Percentage
Previous experience / 45
Skills and competencies on human resources, labour and industrial relations / 45
Cost effectiveness of quotation / 10

b)Proposals and quotations will also be price evaluated based on 80/20 preferential point system

  1. Payment Schedule and Method
  2. The service provider will provide the SAHRC with a quotation.
  3. Subject to the consideration of the quotation and prescribed documents, by the Supply.
  4. Chain Management Department of the SAHRC, a fee will be agreed upon in writing with the service provider;
  5. The agreed price will be deemed to be inclusive of VAT;
  6. The fee will be paid within 30 days after the receipt of an invoice and acceptable services delivered.
  7. Payment method would be via electronic transfer to service provider bank account per submitted invoices.
  1. Competency and Expertise Requirements

Key competencies and/or capacity that the service provider is required to demonstrate must be in the area of:

9.1Design and Layout

9.2Proven experience in Conceptualisation and Design of Infographics

9.3At least 5 year’s experience.

9.4At least four contactable references for layout, design, conceptualization and design of infographics.

10.Conduct of Work and Reporting Requirements

The service provider shall ensure confidentiality of all documents shared with him/her during the duration of the contract in accordance with SAHRC policies and applicable legislation.

10.1The Commission shall be entitled to all intellectual property rights of all reports, methods, strategies, plans, and processes produced as a result of this consultancy.

10.2The service provider is not permitted to reproduce or publish any of the documents or output of this project, including any extract of same, for any purpose without the express written consent of the Commission.

10.3A breach of any of these conditions shall result in the summary termination of this contract accompanied by forfeiture of outstanding remuneration.

  1. Contact Details

Proposals can be submitted by hand or courier at the following address:

South African Human Rights Commission

Supply Chain Management

33 Hoofd Street, Forum 3

Braampark

Braamfontein

Alternatively,proposals can be submitted by e-mail to the following e-mail addresses:

or

For further information and clarification,contact Ms Gail Smith on (011) 877

Proposals which should include Company Profiles must be submitted by 15:00 on 8th September 2017

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