REQUEST FOR PROPOSAL HOS-07/2016

DESCRIPTION / Hosmed Medical Scheme hereby issues an invitation for proposals to supply Designing, Printing and posting services for the Scheme
DATE ISSUED / 23.07.2016
CLOSING DATE / 12.08.2016 (12h00)
DELIVERY ADDRESS
Please submit 5 hard copies clearly labelled Hosmed RFP 07/2016 / Hosmed Medical Scheme Number 8 Victoria Link Route 21 Corporate Park
Irene
0178
ATTENTION / Dr Vusi Memela
Principal Officer
ENQUIRIES /

Terms of Reference to supply services for Designing, Printing and posting services for the Scheme

  1. INTRODUCTION

Hosmed is an open Medical Scheme providing health care to more than 74 000 beneficiaries with 25800 Principal Members. For more than 27years, Hosmed has provided cover to a variety of employment groups in both the Local Government and the Private sector. We are very proud to be a Traditional Medical Scheme. In 2015 we achieved an A- Global Credit Rating, which indicates a strong and stable financial position. Our main aim is to provide the most comprehensive cover to our members at affordable rates. Striving towards personalized service and sustainable excellence in customer care, our simple, user friendly benefits, address healthcare needs of our members.

  1. SERVICES REQUIRED – Scheme Stationery

2017 Scheme Material needs to design and printed for the 2016 Window Period that starts 1st October up to 31st December 2016. The material will also be used to market the Scheme during the 2017.

Our target market is the South African Local Government Municipal Employees, Corporate Companies as well as young and healthy individual members.

  1. SCOPE OF WORK

3.1 Hosmed Medical Scheme Brochures – NEW DESIGN, LAYOUT & PRINTING

  1. 100% Contribution table Summary Brochures for Individual and Corporate Company groups

Quantity50k (current design 12 printed pages)

  1. 40% Contribution Table Summary Brochures for SALGA environment receiving a 60% Subsidy

Quantity100k (current design 12 printed pages)

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  1. Full Booklet Brochures for all existing members and for Stakeholders

Quantity35k Update on current design 40 printed pages

  1. Look and Feel design to be translated to PowerPoint designs
  2. Member letter 2017 – letter from scheme to members to promote the new benefits for 2017 – (current letter for 2016 4 pages)
  3. Fly notes for postage

Note: C to F requires design, layout, printing and postage of member packs to the current membership total of 25800 (Process to commence during November 2016 and January 2017)

4.1Hosmed Medical Scheme Stationery – EXISTING DESIGN – UPDATES AND PRINTING

4.1.1Membership Application form – FULL (4 Pager)

4.1.2Membership Application form - One-Pager CORPORATE CLIENTS

4.1.3Membership Application form - One-Pager SALGA

4.1.4City of Tshwane Application form (2-pager)

4.1.5Option Selection form (1-pager)

4.1.6Membership Update form (1-pager)

4.1.7Addition of dependant form (2-pager)

4.1.8Chronic Registration Forms (2-pager)

4.2Desktop Tent Calendars

4.3Customized Notepads

4.3.1Branded Hosmed & Contact Detail

4.3.220 Pages

4.3.3Self-Cover

4.4Hard Cover (not Branded) at the back

4.5Hosmed A5 Flyers - NEW DESIGN, LAYOUT & PRINTING

4.6Posters for Marketing and Branding at events X 2 Different designs and format Hosmed Posters A2 sizes - NEW DESIGN, LAYOUT & PRINTING

Require 4 x different designs and layouts

Costing for,4.1 to 4.6, must range from 5k/10k/15k/20k and should reflect the unit prices

All current stationery can be viewed on

*Although you are required to provide us with a proposal in terms of the above criteria, we also welcome any innovation.

  1. PRICING:
  2. A separate quotation per item reflecting the unit price including and excluding VAT.
  1. EVALUATION CRITERIA

The merit of the proposal will be evaluated using the following criteria:

Category / Points
PROVEN TRACK RECORD AND EXPERIENCE/REPUTABLE COMPANY
  • Demonstrable experience
/ 20
PRODUCT OFFERING QUALITY
  • High quality samples
  • Capacity of Organisation
  • Turn Around Times
  • Flexibility
  • Ability to deliver on short notice
/ 40
PRICE OFFERING
  • Demonstrate value for money
/ 20
TRANSFORMATION
  • BEE rating and degree of transformation
/ 20
TOTAL / 100
  1. COMPULSORY DOCUMENTATION

The service provider should submit the following compulsory documentation:

  • Legal company registration documents andCompany Profile
  • A valid South African tax clearance certificate
  • Proof of VAT registration where applicable
  • BEE accreditation certification and indication of black ownership and management percentages / shareholder certificate
  • Contactable client list and references
  1. GENERAL TERMS AND CONDITIONS

This RFP shall not be construed as a contract or a commitment of any kind. This request for proposals in no way obligates Hosmed to award a contract, nor does it commit the Hosmed to pay any cost incurred in the preparation of the proposal.

Suppliers are solely responsible for their own expenses, if any, in preparing and submitting an offer to this Request for Proposal. This would include any costs incurred during functional demonstrations and subsequent meetings and negotiations.

In addition to the written proposal, Hosmed may request shortlisted suppliers to make a presentation at an agreed date. Preference will be given to Black Owned Companies.

Any questions concerning this RFP should be submitted in writing via email to Mr Ruvaan Meintjies, ,

  1. Billing Procedures

Proposers are informed that the billing procedures of the selected firm are subject to the review and prior approval of Hosmed Medical Scheme before compensation of services can occur. Contractor's invoices shall include the Hosmed Medical Scheme contract number, an itemized statement of the work done during the billing period, and shall not be submitted more frequently than once a month. Payment shall be made by Hosmed Medical Scheme on a Net 30-day basis upon approval of Contractor invoice.

  1. METHOD OF SUBMISSION

Please submit 5 hard copies clearly labelled Hosmed RFP 07/2016 to 8 Victoria Link, Route 21 Corporate Park, Irene, 0178

Email one copy to –

Company Profile & Pricing Proposal: Please submit two separate attachments

Closing Date: 12 August 2016

The scheme reserves the right to change the closing date for all RFP submissions

Closing Time: 12h00

(Please note that no late submissions will be accepted)

The scheme, in its sole and absolute discretion reserves the right to amend any part or the whole of this document should there be changes in the Scheme’s business direction, and/ or for any reason whatsoever.

age 1 of 5

8 Victoria Link | Route 21 Corporate Park | Irene | 0178

P O Box 16148 | Doornfontein 2028 | | Telephone 0861 467633

Registration Number: 1537

BOARD OF TRUSTEES: Mr. SD Langa (Chairperson), Adv. PS Schutte (Vice Chairperson). MS. N Netili, Mr. NJ Erasmus, Ms. TS Kekana,

Ms. P Dumelakgosi, Ms. L Motlhamme, Mr. N Monyela, Dr. A Nhlanhla, Mr. AF Mazza | Dr AV. Memela (Principal Officer)