RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 1

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1 SOUTH AFRICAN NATIONAL AIDS COUNCIL 2nd Floor, Block E, Hatfield Gardens 333 Grosvenor Street HATFIELD, PRETORIA 0001 BID/RFQ NUMBER: RFP SANAC 04/01/2018 CLOSING DATE: 27 April 2018 CLOSING TIME: 11:00 AM BID VALIDITY PERIOD: 90 DAYS (COMMENCING FROM THE BID CLOSING DATE) DESCRIPTION OF BID: THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES FOR A PERIOD OF THREE (3) YEARS Please Indicate whether the bidder is a : Service Provider or Independent Consultant RFP CAN BE DELIVERED TO THE FOLLOWING ADDRESS: 2ND FLOOR, BLOCK E, HATFIELD GARDENS 333 GROSVENOR STREET HATFIELD, PRETORIA 0001 No submission will be accepted FOR ATTENTION: Procurement Officer- BL Mthombeni RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 1

2 PART A INVITATION TO BID YOU ARE HEREBY INVITED TO BID FOR REQUIREMENTS OF THE (NAME OF DEPARTMENT/ PUBLIC ENTITY) BID NUMBER: RFP SANAC 0401/2018 CLOSING DATE: 27 April 2018 CLOSING TIME: 11:00 DESCRIPTION THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES FOR A PERIOD OF THREE (3) YEARS THE SUCCESSFUL BIDDER WILL BE REQUIRED TO FILL IN AND SIGN A WRITTEN CONTRACT FORM (SBD7). BID RESPONSE DOCUMENTS MAY BE DEPOSITED IN THE BID BOX SITUATED AT (STREET ADDRESS) SANAC Trust Offices 2ND FLOOR, BLOCK E, HATFIELD GARDENS 333 GROSVENOR STREET HATFIELD, PRETORIA, 0028 SUPPLIER INFORMATION NAME OF BIDDER POSTAL ADDRESS STREET ADDRESS TELEPHONE NUMBER CODE NUMBER CELLPHONE NUMBER FACSIMILE NUMBER CODE NUMBER ADDRESS VAT REGISTRATION NUMBER TCS PIN: OR CSD No: B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE [TICK APPLICABLE BOX] Yes No B-BBEE STATUS LEVEL SWORN AFFIDAVIT Yes No IF YES, WHO WAS THE CERTIFICATE ISSUED BY? RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 2

3 AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) AND NAME THE APPLICABLE IN THE TICK BOX AN ACCOUNTING OFFICER AS CONTEMPLATED IN THE CLOSE CORPORATION ACT (CCA) A VERIFICATION AGENCY ACCREDITED BY THE SOUTH AFRICAN ACCREDITATION SYSTEM (SANAS) A REGISTERED AUDITOR NAME: [A B-BBEE STATUS LEVEL VERIFICATION CERTIFICATE/SWORN AFFIDAVIT(FOR EMEs& QSEs) MUST BE SUBMITTED IN ORDER TO QUALIFY FOR PREFERENCE POINTS FOR B-BBEE] ARE YOU THE ACCREDITED REPRESENTATIVE IN SOUTH AFRICA FOR THE GOODS /SERVICES /WORKS OFFERED? Yes No [IF YES ENCLOSE PROOF] ARE YOU A FOREIGN BASED SUPPLIER FOR THE GOODS /SERVICES /WORKS OFFERED? Yes [IF YES ANSWER PART B:3 BELOW ] No SIGNATURE OF BIDDER CAPACITY UNDER WHICH THIS BID IS SIGNED (Attach proof of authority to sign this bid; e.g. resolution of directors, etc.) TOTAL NUMBER OF ITEMS OFFERED BIDDING PROCEDURE ENQUIRIES MAY BE DIRECTED TO: DATE TOTAL BID PRICE (ALL INCLUSIVE) TECHNICAL INFORMATION MAY BE DIRECTED TO: DEPARTMENT/ PUBLIC ENTITY SANAC Trust CONTACT PERSON Nelson Dlamini CONTACT PERSON Beullah Mthombeni TELEPHONE NUMBER TELEPHONE NUMBER FACSIMILE NUMBER FACSIMILE NUMBER ADDRESS Nelson@sanac.org.za ADDRESS beullah@sanac.org.za RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 3

4 PART B TERMS AND CONDITIONS FOR BIDDING 1. BID SUBMISSION: 1.1. BIDS MUST BE DELIVERED BY THE STIPULATED TIME TO THE CORRECT ADDRESS. LATE BIDS WILL NOT BE ACCEPTED FOR CONSIDERATION ALL BIDS MUST BE SUBMITTED ON THE OFFICIAL FORMS PROVIDED (NOT TO BE RE-TYPED) OR ED 1.3. BIDDERS MUST REGISTER ON THE CENTRAL SUPPLIER DATABASE (CSD) TO UPLOAD MANDATORY INFORMATION NAMELY: (BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS; AND BANKING INFORMATION FOR VERIFICATION PURPOSES). B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION WHERE A BIDDER IS NOT REGISTERED ON THE CSD, MANDATORY INFORMATION NAMELY: (BUSINESS REGISTRATION/ DIRECTORSHIP/ MEMBERSHIP/IDENTITY NUMBERS; TAX COMPLIANCE STATUS MAY NOT BE SUBMITTED WITH THE BID DOCUMENTATION. B-BBEE CERTIFICATE OR SWORN AFFIDAVIT FOR B-BBEE MUST BE SUBMITTED TO BIDDING INSTITUTION THIS BID IS SUBJECT TO THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT 2000 AND THE PREFERENTIAL PROCUREMENT REGULATIONS, 2017, THE GENERAL CONDITIONS OF CONTRACT (GCC) AND, IF APPLICABLE, ANY OTHER LEGISLATION OR SPECIAL CONDITIONS OF CONTRACT. 2. TAX COMPLIANCE REQUIREMENTS 2.1 BIDDERS MUST ENSURE COMPLIANCE WITH THEIR TAX OBLIGATIONS. 2.2 BIDDERS ARE REQUIRED TO SUBMIT THEIR UNIQUE PERSONAL IDENTIFICATION NUMBER (PIN) ISSUED BY SARS TO ENABLE THE ORGAN OF STATE TO VIEW THE TAXPAYER S PROFILE AND TAX STATUS. 2.3 APPLICATION FOR TAX COMPLIANCE STATUS (TCS) OR PIN MAY ALSO BE MADE VIA E-FILING. IN ORDER TO USE THIS PROVISION, TAXPAYERS WILL NEED TO REGISTER WITH SARS AS E-FILERS THROUGH THE WEBSITE BIDDERS MAY ALSO SUBMIT A PRINTED TCS TOGETHER WITH THE BID. 2.5 IN BIDS WHERE CONSORTIA / JOINT VENTURES / SUB-CONTRACTORS ARE INVOLVED, EACH PARTY MUST SUBMIT A SEPARATE PROOF OF TCS / PIN / CSD NUMBER. 2.6 WHERE NO TCS IS AVAILABLE BUT THE BIDDER IS REGISTERED ON THE CENTRAL SUPPLIER DATABASE (CSD), A CSD NUMBER MUST BE PROVIDED. 3. QUESTIONNAIRE TO BIDDING FOREIGN SUPPLIERS 3.1. IS THE BIDDER A RESIDENT OF THE REPUBLIC OF SOUTH AFRICA (RSA)? YES NO 3.2. DOES THE BIDDER HAVE A BRANCH IN THE RSA? YES NO 3.3. DOES THE BIDDER HAVE A PERMANENT ESTABLISHMENT IN THE RSA? YES NO 3.4. DOES THE BIDDER HAVE ANY SOURCE OF INCOME IN THE RSA? YES NO IF THE ANSWER IS NO TO ALL OF THE ABOVE, THEN, IT IS NOT A REQUIREMENT TO OBTAIN A TAX COMPLIANCE STATUS / TAX COMPLIANCE SYSTEM PIN CODE FROM THE SOUTH AFRICAN REVENUE SERVICE (SARS) AND IF NOT REGISTER AS PER 2.3 ABOVE. NB: FAILURE TO PROVIDE ANY OF THE ABOVE PARTICULARS MAY RENDER THE BID INVALID. RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 4

5 PART C RETURNABLE DOCUMENTS CHECKLIST OF RETURNABLE SCHEDULES AND DOCUMENTS Please adhere to the following instructions Tick in the relevant block below, the documents and schedules that form part of your response Ensure that the following documents are completed and signed where applicable: Use the prescribed sequence in attaching the annexes that complete the Bid Document Should all of these documents not be included, the bidder may be disqualified on the basis of non- compliance/ nonresponsiveness ADMINISTRATIVE RESPONSIVENESS CRITERIA: Bid form must be properly received on the bid closing date and time specified on the invitation, fully completed and signed in ink. Copies will not be acceptable. Submission of applicable Resolution by the Legal Entity, or consortium / joint venture, authorising a dedicated person(s) to sign documents on behalf of the firm / consortium / joint venture. Submission of a Tax Clearance Certificate or a TCS Pin. Copies of the Founding Statement CIPC Document Certified copies of South African Identity Documents or Valid Passports of Members. Directors / owner (In a case of a sole proprietor or Partnership) Certified copies of all latest share certificates, in case of a Company A Joint Venture Agreement in case of a Joint Venture List of traceable references of previous and present clients, (Company name, department, branch, contact person with office telephone number, website and address) Company Profile Completed SBD Documents, 1, 2, 3.3, 4, 7, 8, 6.1, 9, and the General Condition of Contract The use of correction fluid is strictly prohibited and will lead to disqualification, If any corrections are made on the bidding document, it needs to be initialled by the bidder Summary Report of Central Supplier Database (CSD). RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 5

6 PART D STANDARD BIDDING DOCUMENTS TAX CLEARANCE CERTIFICATE SBD 2 TAX CLEARANCE CERTFICATE / PIN REQUIREMENTS 1. It is a condition of bid that the taxes of the successful bidder must be in order, or that satisfactory arrangements have been made with South African Revenue Service (SARS) to meet the bidder s tax obligations. 2. In order to meet this requirement bidders are required to complete in full the attached form TCC 001 Application for a Tax Clearance Certificate and submit it to any SARS branch office nationally. The Tax Clearance Certificate requirements are also applicable to foreign bidders/individuals who wish to submit bids. 3. SARS shall the n furnish the bidder with a Tax Clearance Certificate that shall be valid for a period of one (1) year from the date of approval. 4. The original Tax Clearance Certificate must be submitted together with the bid. Failure to submit the original and valid Tax Clearance Certificate shall result in the invalidation of the bid. Certified copies of the Tax Clearance Certificate shall not be acceptable. 5. In bids where Consortia / Joint Ventures / subcontractors are involved, each party must submit a separate Tax Clearance Certificate. RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 6

7 6. Copies of the TCC 001 Application for a Tax Clearance Certificate form are available from any SARS branch office nationally or on the website 7. Applications for the Tax Clearance Certificates may also be made via efiling. In order to use this provision, taxpayers shall need to register with SARS as efilers through the website RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 7

8 ATTACH ORIGINAL AND VALID TAX CLEARANCE CERTIFICATE / TAX COMPLIANCE STATUS PIN ISSUED ON THIS PAGE RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 8

9 SBD 4 DECLARATION OF INTEREST 1. Any legal person, including persons employed by the state¹, or persons having a kinship with persons employed by the state, including a blood relationship, may make an offer or offers in terms of this invitation to bid (includes a price quotation, advertised competitive bid, limited bid or proposal). In view of possible allegations of favouritism, should the resulting bid, or part thereof, be awarded to persons employed by the state, or to persons connected with or related to them, it is required that the bidder or his/her authorised representative declare his/her position in relation to the evaluating/adjudicating authority where- - the bidder is employed by the state; and/or - the legal person on whose behalf the bidding document is signed, has a relationship with persons/a person who are/is involved in the evaluation and or adjudication of the bid(s), or where it is known that such a relationship exists between the person or persons for or on whose behalf the declarant acts and persons who are involved with the evaluation and or adjudication of the bid. 2. In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. 2.1 Full Name of bidder or his or her representative:. 2.2 Identity Number: 2.3 Position occupied in the Company (director, trustee, shareholder²): Company Registration Number: Tax Reference Number:. 2.6 VAT Registration Number: The names of all directors / trustees / shareholders / members, their individual identity numbers, tax reference numbers and, if applicable, employee / persal numbers must be indicated in paragraph 3 below. ¹ State means (a) any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No. 1 of 1999); (b) any municipality or municipal entity; (c) provincial legislature; (d) national Assembly or the national Council of provinces; or (e) Parliament. ² Shareholder means a person who owns shares in the company and is actively involved in the management of the enterprise or business and exercises control over the enterprise. 2.7 Are you or any person connected with the bidder YES / NO presently employed by the state? If so, furnish the following particulars: Name of person / director / trustee / shareholder/ member: Name of state institution at which you or the person connected to the bidder is employed : Position occupied in the state institution:... RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 9

10 Any other particulars: If you are presently employed by the state, did you obtain YES / NO the appropriate authority to undertake remunerative work outside employment in the public sector? If yes, did you attached proof of such authority to the bid YES / NO document? (Note: Failure to submit proof of such authority, where applicable, may result in the disqualification of the bid If no, furnish reasons for non-submission of such proof: Did you or your spouse, or any of the company s directors / YES / NO trustees / shareholders / members or their spouses conduct business with the state in the previous twelve months? If so, furnish particulars: Do you, or any person connected with the bidder, have YES / NO any relationship (family, friend, other) with a person employed by the state and who may be involved with the evaluation and or adjudication of this bid? 2.9.1If so, furnish particulars Are you, or any person connected with the bidder, YES/NO aware of any relationship (family, friend, other) between any other bidder and any person employed by the state who may be involved with the evaluation and or adjudication of this bid? If so, furnish particulars Do you or any of the directors / trustees / shareholders / members YES/NO of the company have any interest in any other related companies whether or not they are bidding for this contract? If so, furnish particulars:. RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 10

11 .. 3 Full details of directors / trustees / members / shareholders. Full Name Identity Number Personal Tax Reference Number State Employee Number / Persal Number 4 DECLARATION I, THE UNDERSIGNED (NAME) CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS CORRECT. I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS DECLARATION PROVE TO BE FALSE... Signature. Position.. Date Name of bidder RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 11

12 SBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2017 This preference form must form part of all bids invited. It contains general information and serves as a claim form for preference points for Broad-Based Black Economic Empowerment (B-BBEE) Status Level of Contribution NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT REGULATIONS, GENERAL CONDITIONS 1.1 The following preference point systems are applicable to all bids: the 80/20 system for requirements with a Rand value of up to R (all applicable taxes included); and - the 90/10 system for requirements with a Rand value above R (all applicable taxes included). a) The value of this bid is estimated to not exceed R (all applicable taxes included) and therefore the 80/20.. preference point system shall be applicable; or b) Either the 80/20 preference point system will be applicable to this tender 1.3 Points for this bid shall be awarded for: (a) Price; and (b) B-BBEE Status Level of Contributor. 1.4 The maximum points for this bid are allocated as follows: POINTS PRICE 80 B-BBEE STATUS LEVEL OF CONTRIBUTOR 20 Total points for Price and B-BBEE must not exceed Failure on the part of a bidder to submit proof of B-BBEE Status level of contributor together with the bid, will be interpreted to mean that preference points for B-BBEE status level of contribution are not claimed. 1.6 The purchaser reserves the right to require of a bidder, either before a bid is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the purchaser. 2. DEFINITIONS (a) (b) (c) (d) B-BBEE means broad-based black economic empowerment as defined in section 1 of the Broad-Based Black Economic Empowerment Act; B-BBEE status level of contributor means the B-BBEE status of an entity in terms of a code of good practice on black economic empowerment, issued in terms of section 9(1) of the Broad-Based Black Economic Empowerment Act; bid means a written offer in a prescribed or stipulated form in response to an invitation by an organ of state for the provision of goods or services, through price quotations, advertised competitive bidding processes or proposals; Broad-Based Black Economic Empowerment Act means the Broad-Based Black Economic Empowerment Act, 2003 (Act No. 53 of 2003); RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 12

13 (e) (f) (g) (h) (i) (j) EME means an Exempted Micro Enterprise in terms of a code of good practice on black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act; functionality means the ability of a tenderer to provide goods or services in accordance with specifications as set out in the tender documents. prices includes all applicable taxes less all unconditional discounts; proof of B-BBEE status level of contributor means: 1) B-BBEE Status level certificate issued by an authorized body or person; 2) A sworn affidavit as prescribed by the B-BBEE Codes of Good Practice; 3) Any other requirement prescribed in terms of the B-BBEE Act; QSE means a qualifying small business enterprise in terms of a code of good practice on black economic empowerment issued in terms of section 9 (1) of the Broad-Based Black Economic Empowerment Act; rand value means the total estimated value of a contract in Rand, calculated at the time of bid invitation, and includes all applicable taxes; 3. POINTS AWARDED FOR PRICE 3.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS A maximum of 80 or 90 points is allocated for price on the following basis: 80/20 or 90/10 Pt P min Pt P min Ps 801 or Ps 901 P min P min Where Ps = Points scored for price of bid under consideration Pt = Price of bid under consideration Pmin = Price of lowest acceptable bid 4. POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR 4.1 In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement Regulations, preference points must be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table below: B-BBEE Status Level of Contributor Number of points (90/10 system) Number of points (80/20 system) Non-compliant contributor 0 0 RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 13

14 5. BID DECLARATION 5.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must complete the following: 6. B-BBEE STATUS LEVEL OF CONTRIBUTOR CLAIMED IN TERMS OF PARAGRAPHS 1.4 AND B-BBEE Status Level of Contributor:. = (maximum of 20 points) (Points claimed in respect of paragraph 7.1 must be in accordance with the table reflected in paragraph 4.1 and must be substantiated by relevant proof of B-BBEE status level of contributor. 7. SUB-CONTRACTING 7.1 Will any portion of the contract be sub-contracted? (Tick applicable box) YES NO If yes, indicate: i) What percentage of the contract will be subcontracted.... % ii) The name of the sub-contractor.. iii) The B-BBEE status level of the sub-contractor..... iv) Whether the sub-contractor is an EME or QSE (Tick applicable box) YES NO v) Specify, by ticking the appropriate box, if subcontracting with an enterprise in terms of Preferential Procurement Regulations,2017: Designated Group: An EME or QSE which is at last 51% owned by: Black people Black people who are youth Black people who are women Black people with disabilities Black people living in rural or underdeveloped areas or townships Cooperative owned by black people Black people who are military veterans OR Any EME Any QSE EME QSE 8. DECLARATION WITH REGARD TO COMPANY/FIRM 8.1 Name of company/firm:. 8.2 VAT registration number:. 8.3 Company registration number: TYPE OF COMPANY/ FIRM Partnership/Joint Venture / Consortium One person business/sole propriety Close corporation Company (Pty) Limited [TICK APPLICABLE BOX] RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 14

15 8.5 DESCRIBE PRINCIPAL BUSINESS ACTIVITIES 8.6 COMPANY CLASSIFICATION Manufacturer Supplier Professional service provider Other service providers, e.g. transporter, etc. [TICK APPLICABLE BOX] 8.7 Total number of years the company/firm has been in business: 8.8 I/we, the undersigned, who is / are duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the B-BBE status level of contributor indicated in paragraphs 1.4 and 6.1 of the foregoing certificate, qualifies the company/ firm for the preference(s) shown and I / we acknowledge that: i) The information furnished is true and correct; ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form; iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and 6.1, the contractor may be required to furnish documentary proof to the satisfaction of the purchaser that the claims are correct; iv) If the B-BBEE status level of contributor has been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the purchaser may, in addition to any other remedy it may have (a) (b) (c) (d) (e) disqualify the person from the bidding process; recover costs, losses or damages it has incurred or suffered as a result of that person s conduct; cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation; recommend that the bidder or contractor, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, be restricted by the National Treasury from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and forward the matter for criminal prosecution. WITNESSES SIGNATURE(S) OF BIDDERS(S) 2.. DATE:.. RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 15

16 [The tenderers BEE Verification Certificate or A Sworn certified Affidavit must be inserted here] RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 16

17 SBD 8 DECLARATION OF BIDDER S PAST SUPPLY CHAIN MANAGEMENT PRACTICES 1 This Standard Bidding Document must form part of all bids invited. 2 It serves as a declaration to be used by institutions in ensuring that when goods and services are being procured, all reasonable steps are taken to combat the abuse of the supply chain management system. 3 The bid of any bidder may be disregarded if that bidder, or any of its directors have- a. abused the institution s supply chain management system; b. committed fraud or any other improper conduct in relation to such system; or c. failed to perform on any previous contract. 4 In order to give effect to the above, the following questionnaire must be completed and submitted with the bid. Item Question Yes No 4.1 Is the bidder or any of its directors listed on the National Treasury s Database of Restricted Suppliers as companies or persons prohibited from doing business with the public sector? (Companies or persons who are listed on this Database were informed in writing of this restriction by the Accounting Officer/Authority of the institution that imposed the restriction after the audi alteram partem rule was applied). Yes No The Database of Restricted Suppliers now resides on the National Treasury s website( and can be accessed by clicking on its link at the bottom of the home page If so, furnish particulars: 4.2 Is the bidder or any of its directors listed on the Register for Tender Defaulters in terms of section 29 of the Prevention and Combating of Corrupt Activities Act (No 12 of 2004)? The Register for Tender Defaulters can be accessed on the National Treasury s website ( by clicking on its link at the bottom of the home page If so, furnish particulars: Yes No 4.3 Was the bidder or any of its directors convicted by a court of law (including a court outside of the Republic of South Africa) for fraud or corruption during the past five years? If so, furnish particulars: Yes No RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 17

18 4.4 Was any contract between the bidder and any organ of state terminated during the past five years on account of failure to perform on or comply with the contract? If so, furnish particulars: Yes No SBD 8 CERTIFICATION I, THE UNDERSIGNED (FULL NAME) CERTIFY THAT THE INFORMATION FURNISHED ON THIS DECLARATION FORM IS TRUE AND CORRECT. I ACCEPT THAT, IN ADDITION TO CANCELLATION OF A CONTRACT, ACTION MAY BE TAKEN AGAINST ME SHOULD THIS DECLARATION PROVE TO BE FALSE.... Signature. Position.. Date.. Name of Bidder RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 18

19 CERTIFICATE OF INDEPENDENT BID DETERMINATION SBD 9 1 This Standard Bidding Document (SBD) must form part of all bids¹ invited. 2 Section 4 (1) (b) (iii) of the Competition Act No. 89 of 1998, as amended, prohibits an agreement between, or concerted practice by, firms, or a decision by an association of firms, if it is between parties in a horizontal relationship and if it involves collusive bidding (or bid rigging).² Collusive bidding is a pe se prohibition meaning that it cannot be justified under any grounds. 3 Treasury Regulation 16A9 prescribes that accounting officers and accounting authorities must take all reasonable steps to prevent abuse of the supply chain management system and authorizes accounting officers and accounting authorities to: a. disregard the bid of any bidder if that bidder, or any of its directors have abused the institution s supply chain management system and or committed fraud or any other improper conduct in relation to such system. b. cancel a contract awarded to a supplier of goods and services if the supplier committed any corrupt or fraudulent act during the bidding process or the execution of that contract. 4 This SBD serves as a certificate of declaration that would be used by institutions to ensure that, when bids are considered, reasonable steps are taken to prevent any form of bid-rigging. 5 In order to give effect to the above, the attached Certificate of Bid Determination (SBD 9) must be completed and submitted with the bid: ¹ Includes price quotations, advertised competitive bids, limited bids and proposals. ² Bid rigging (or collusive bidding) occurs when businesses, that would otherwise be expected to compete, secretly conspire to raise prices or lower the quality of goods and / or services for purchasers who wish to acquire goods and / or services through a bidding process. Bid rigging is, therefore, an agreement between competitors not to compete. RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 19

20 SBD 9 CERTIFICATE OF INDEPENDENT BID DETERMINATION I, the undersigned, in submitting the accompanying bid: (Bid Number and Description) in response to the invitation for the bid made by: (SANAC Trust) do hereby make the following statements that I certify to be true and complete in every respect: I certify, on behalf of: that: (Name of Bidder) 1. I have read and I understand the contents of this Certificate; 2. I understand that the accompanying bid will be disqualified if this Certificate is found not to be true and complete in every respect; 3. I am authorized by the bidder to sign this Certificate, and to submit the accompanying bid, on behalf of the bidder; 4. Each person whose signature appears on the accompanying bid has been authorized by the bidder to determine the terms of, and to sign the bid, on behalf of the bidder; 5. For the purposes of this Certificate and the accompanying bid, I understand that the word competitor shall include any individual or organization, other than the bidder, whether or not affiliated with the bidder, who: (a) (b) (c) has been requested to submit a bid in response to this bid invitation; could potentially submit a bid in response to this bid invitation, based on their qualifications, abilities or experience; and provides the same goods and services as the bidder and/or is in the same line of business as the bidder RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 20

21 SBD 9 6. The bidder has arrived at the accompanying bid independently from, and without consultation, communication, agreement or arrangement with any competitor. However communication between partners in a joint venture or consortium³ will not be construed as collusive bidding. 7. In particular, without limiting the generality of paragraphs 6 above, there has been no consultation, communication, agreement or arrangement with any competitor regarding: (a) prices; (b) geographical area where product or service will be rendered (market allocation) (c) methods, factors or formulas used to calculate prices; (d) the intention or decision to submit or not to submit, a bid; (e) the submission of a bid which does not meet the specifications and conditions of the bid; or (f) bidding with the intention not to win the bid. 8. In addition, there have been no consultations, communications, agreements or arrangements with any competitor regarding the quality, quantity, specifications and conditions or delivery particulars of the products or services to which this bid invitation relates. 9. The terms of the accompanying bid have not been, and will not be, disclosed by the bidder, directly or indirectly, to any competitor, prior to the date and time of the official bid opening or of the awarding of the contract. ³ Joint venture or Consortium means an association of persons for the purpose of combining their expertise, property, capital, efforts, skill and knowledge in an activity for the execution of a contract. RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 21

22 SBD I am aware that, in addition and without prejudice to any other remedy provided to combat any restrictive practices related to bids and contracts, bids that are suspicious will be reported to the Competition Commission for investigation and possible imposition of administrative penalties in terms of section 59 of the Competition Act No 89 of 1998 and or may be reported to the National Prosecuting Authority (NPA) for criminal investigation and or may be restricted from conducting business with the public sector for a period not exceeding ten (10) years in terms of the Prevention and Combating of Corrupt Activities Act No 12 of 2004 or any other applicable legislation. Signature Date. Position Name of Bidder RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 22

23 PART E PERFORMANCE RECORD PLEASE FURNISH US WITH AT LEAST FIVE REFERENCES IN THE BELOW TABLE AS THERE ARE POINTS ALLOCATED FOR EACH REFERENCE: Please INCLUDE Reference Letters to support this statement- The reference must be in line with the TOR EMPLOYER: CONTACT PERSON CONTRACT DATE AND TELEPHONE NUMBER NATURE OF SERVICE VALUE COMPLETED OR (INCLUSIVE of EXPECTED TO SIGNATURE: DATE:... (of person authorized to sign on behalf of the Tenderer) RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 23

24 CERTIFICATE OF INCORPORATION REGISTRATION CERTIFICATE / AGREEMENT / ID DOCUMENT (in a case of a Sole Proprietor) [Important note to Tenderer: Registration Certificates for Companies, Close Corporations and Partnerships, or Agreements and Powers of Attorney for Joint Ventures, or ID documents for Sole Proprietors, all as referred to in the List of Compulsory Returnable Schedules and Documents, must be inserted here] RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 24

25 SERVICE PROVIDER/ CONSULATNT (PLEASE ATTACH COMPANY PROFILE/ CURRICULUME VITAE HERE WITH SUPPORTING DOCUMENTS) RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 25

26 PART F Terms of Reference for the provision of Graphic and Printing Services 1. Background The South African National AIDS Council (SANAC) is a voluntary association of institutions established by the national cabinet of the South African Government to build consensus across government, civil society and all other stakeholders to drive an enhanced country response to HIV, TB and STIs. The main objectives of the Council are to: Foster dialogue between government, civil society and all other stakeholders and to oversee the country s response to HIV, TB and STIs; Advise government on HIV and AIDS, TB and STI policy and strategy and related matters; Strengthen the governance, leadership and management of the response to HIV, TB and STIs at national, provincial, district and local levels; Strengthen the multi-sectoral response to HIV, TB and STIs as a contribution to the overall social and economic development of South Africa, including but not limited to policy review, programme management and co-ordination, technical assistance and capacity building and sectoral support; Mobilise resources domestically and internationally to finance the response to HIV, TB and STIs, including but not limited to estimating expenditure and resource needs, fund-raising from domestic and international institutions, including Treasury, donor co-ordination and investigating new sources of funding for the multi-sectoral response and the 5-year National Strategic Plan on HIV, TB and STIs (NSP); Ensure the monitoring of progress against the targets set in the NSP and ensure mid and end of term evaluations for the prevailing NSP; Create and strengthen partnerships for an expanded national response in South Africa to HIV, TB and STI among government agencies, non-governmental organisations (NGOs), donors of funds, agencies of the United Nations, the South African private sector and people living with HIV, TB and STIs. RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 26

27 2. Purpose SANAC seeks a graphic designer and printing services company on an on-call basis, to help the office meet its need for quality design services. The successful entity will provide technical support to the Communications Unit in designing SANAC publications and contribute to the development and improvement of the design, layout and branding of materials produced by SANAC. In addition to design services, the successful entity will provide printing services. The mentioned services shall include promotional materials (caps, t-shirts, pens, diaries etc.). 3. Key Deliverables: (a) Implement SANAC s Branding policy Ensure that all publications, reports and products are produced in line with SANAC graphic guidelines; Implement the graphic guidelines in all SANAC communication products; Deliver creative and innovative ideas for print, electronic, web-based and animated presentations; Design and layout of reports and other products; Design and layout of communication and promotional materials for print and electronic distribution. (b) Improve and edit art-work, photos, charts and other graphic elements Design and layout of informational, educational and communication (IEC) materials and branding elements such as banners, posters, leaflets, books, calendars, bulletins, academic posters, flyers, cards etc.) Create animations for illustrative purposes such as presentations and more advanced solutions (DVDs/CDs packaging/ graphic digitization); Custom photo editing (restoration, noise reduction, tonal adjustment) Deliver creative graphic and technical solutions for use of new media (virtual 3D words/boxes, postcards) RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 27

28 Note: Detailed specifications for each individual assignment will be given to the selected entity as and when the need arises. (c) Qualifications and Expertise The successful entity is required to meet the following criteria: Strong theoretical and practical background in graphic design, including the use of various design software; Demonstrate a clear and mature style of design and understanding of the communication requirements of SANAC; Proven track record of graphic elements production with knowledge of printing processes (offset and digital) and colour management; Good understanding of new and evolving technologies and digital platforms; Knowledge of standard software packages Experience in working with development and non-profit organisations Note: Should provide the following: CVs for personnel; reference list; copy of catalogue of catalogue samples of the design work, if possible (d) Duration of the contract The duration of the contract will be three (3) years. 4. Evaluation / Selection Criteria (a) Criteria A Compulsory Requirements / Administrative Responsive Compliance Bidders will be first evaluated on terms of the minimum requirements / gatekeepers. Bidders who do not fulfil all the requirements or do not submit the required documents will be disqualified. Those who fulfil all the minimum requirements or have submitted the required documents will be further evaluated on criterion B which is the functionality. (b) Criterion B Functionality Functionality is worth 100 points. The minimum threshold is 70 points overall. Phase1: Functionality points consist of Evaluation on proposal with a minimum threshold of 50 points out of 70 Points. Bidders are required to obtain 50 points out of 70 point to be shortlisted for presentations Phase 2: Bidders who obtain the minimum of 20 points out of 30 will be shortlisted from presentations. RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 28

29 Phase 3: Shortlisted bidders who do not obtain an overall score of 70 points will not be evaluated on Price and BEE. Below is the Functionality point s breakdown Quality criteria Evaluation Criteria Max points Tenderer s Experience An overview of your company ownership and management portfolio, 20 Attach a minimum of three latest reference letters from your largest contactable and reputable clients with similar required scope of Provide the company work and related projects i.e. planning, sorting, printing and mailing profile and a list of client references (Maximum points will be awarded to tenderer who has 5 years relevant experience or more. (Points will be allocated on a sliding scale of 4 points for each year s experience) Client references (Three or more traceable relevant reference with positive feedback). Points will be allocated on a sliding scale of 4 points Project for each year s experience) C.V s and Qualifications for the Graphic Designer and Production 10 management including Portfolio evidence Experience and qualification of Project managers Proven experience of graphic production from start to published/printed product with knowledge of printing processes (offset and digital) and colour management ( Attach Evidence) 10 Please provide CV Graphic Designer and Production Manager Who have 5 years relevant experience or more. (Points will be allocated on a sliding 10 scale of 2 points for each year s experience) Printing Machine Capacity ( Attach the Machines pictures 10 used in Production) Presentations These criteria will be evaluated using the format as detailed in the 30 table below. Suitability of the Service Provider will be evaluated based on the following scoring: 4 = Most Suitable- 30 Points; 3 = Suitable- 20 Points; 2 = Average 10 Point; 1 = Not suitable- 5 Points Maximum possible score for quality (Ms) (70 points minimum Threshold) 100 RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 29

30 5. PRICING DATA No admin costs should be charged for the duration of the contract. The Tenderer must price ALL items contained in the Pricing Schedule (inclusive of VAT) refer to SBD 3.3 and detailed price Breakdown on their company letter head. The bidder may, at their discretion, provide alternative pricing proposals. In doing so, the bidder must elaborate in detail and should limit alternative proposals to no more than 2. Rates are to include all costs with no unspecified cost to arise. Yearly price increases must be Included and clearly indicated in the pricing Schedule, The rate remains fixed but subject to price escalation on the anniversary of the contract of no more than CPI as released by Stats SA from time to time. This must be agreed and is not automatic (if applicable). Below is the pricing schedule: Description Description Size & Texture Price Per Unit Bulk Quantity Bulk Quantity Price (Bidders must indicate) Cover design for reports R R & Printing Content layout R R SANAC Newsletter R n/a R (supplied in PDF) Business Cards R 5000 R Posters R 1000 R Leaflets / Flyers R 5000 R Annual Report R 500 R Organisational Reports R 1000 R SANAC Folders R 5000 R SANAC Magazine (printed) R 2500 R RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 30

31 Branded notebooks R 1500 R USBs R 5000 R Lapel Red Ribbons (metal) Conference/Shopping bags Banners (pull-ups/ backdrops/ sharkfins/ pop-ups) R 5000 R R 5000 R R 6 pull-ups R 12 shark fins R 6 pop-ups R 2 backdrops R 6. Submission of proposals Prospective service providers must submit their proposals in one envelope with the technical proposal including the following: Proof of business/ consultancy registration A response to the terms of reference. A project plan that states the methodology and approach for accomplishing the task, project phases if applicable, time frames and outputs (excluding cost for the project). profile of the organization and description of similar work undertaken (attach similar work undertaken), Contact numbers, names and CVs of workers/ consultants assigned to the project, including their roles and responsibilities, One Original hard copy and a copy (2 proposals) of the technical proposal and a USB/ CD with a soft copy of the technical proposal in pdf format. All relevant completed SBD documentation Tax Clearance certificate/ TCS pin and the BBB-EE CSD Summary report RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 31

32 The following information must be visibly marked on the envelope: Name of the Organization: Province: Closing date: Technical proposal Failure to comply with these conditions will result in a proposal being disqualified Closing date for proposals The closing date for the submission of proposals is 27 April 2018, 2018 at 11:00 A.M. Proposals must be submitted at SANAC Trust offices at physical address 333 Grosvenor Street, Hatfield, Pretoria. General conditions The general conditions of the contract prescribed by PFMA will be applicable to the call for proposals. Special conditions a) The applicant must have experience in Graphic Designer & Printing Services b) SANAC Trust reserves that right to award work to one or more service providers. c) SANAC Trust reserves the right not to award the contract should it deem fit not to award. d) SANAC Trust reserves the right to contact any applicants to seek clarity on any matter included in the proposal documents. e) It will be expected of the successful service provider to sign a contract with SANAC Trust prior to the commencement of any work. f) The contract shall initially be valid for a period of three years as from the date of signing of the service level agreement by both parties. g) Payment of invoices will be effected within 30 days after receipt of an invoice and a satisfactory detailed document (to be approved by SANAC Trust) from the service provider. 7. Contact Person/s at SANAC for enquiries: Communications Officer: Nelson Dlamini nelson@sanac.org.za Communications Manager: Kanya Ndaki kanya@sanac.org.za RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 32

33 PRICING SCHEDULE (Professional Services)- Please include your Quotation as well in you company letterhead- Cost Breakdown and Activities to be conducted SBD 3.3 NAME OF BIDDER: BID NO.: CLOSING TIME 11:00 CLOSING DATE... OFFER TO BE VALID FOR DAYS FROM THE CLOSING DATE OF BID. ITEM NO DESCRIPTION BID PRICE IN RSA CURRENCY **(ALL APPLICABLE TAXES INCLUDED) 1. The accompanying information must be used for the formulation of proposals. 2. Bidders are required to indicate a ceiling price based on the total estimated time for completion of all phases and including all expenses inclusive of all applicable taxes for the project. 3. persons who will be involved in the project and rates applicable (certified invoices must be rendered in terms hereof) R.. 4. person and position DAILY RATE R R R phases according to which the project will be completed, cost per phase and man-days to be spent R R R RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 33

34 5.1 Travel expenses (specify, for example rate/km and total km, class of air travel, etc.). Only actual costs are recoverable. Proof of the expenses incurred must accompany certified invoices. DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT R R R R R TOTAL: R ** all applicable taxes includes value- added tax, pay as you earn, income tax, unemployment insurance contributions and skills development levies 5.2 Other expenses, for example accommodation (specify, eg. star hotel, bed and breakfast, telephone cost, reproduction etc.). On basis of these particulars, certified invoices will be for correctness. Proof of the expenses must accompany invoices. DESCRIPTION OF EXPENSE TO BE INCURRED RATE QUANTITY AMOUNT R.. R R.. TOTAL: R. 6. Period required for commencement with project after acceptance of bid. 7. Estimated man-days for completion of project RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 34

35 8. Are the rates quoted firm for the full period of contract? *YES/NO 9. If not firm for the full period, provide details of the basis on which adjustments will be applied for, for example consumer price index. NB: TERMS AND CONDITIONS WILL APPLY TO PRICING: VAT WILL BE PAID TO VAT VENDORS, AND CONTRACT WILL BE AWARDED TO COMPLIANT BIDDER. Bidders must include their VAT Certificate and Tax Clearance Certificate or TCS Pin Also Attach your pricing schedule together with the project breakdown or list of activities. Price must be fixed for the entire period at a Rand Value RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 35

36 PART G GENERAL CONDITIONS OF CONTRACT (GCC) TABLE OF CLAUSES 1. Definitions 2. Application 3. General 4. Standards 5. Use of contract documents and information; inspection 6. Patent rights 7. Performance security 8. Inspections, tests and analysis 9. Packing 10. Delivery and documents 11. Insurance 12. Transportation 13. Incidental services 14. Spare parts 15. Warranty 16. Payment 17. Prices 18. Contract amendments 19. Assignment 20. Subcontracts 21. Delays in the supplier s performance 22. Penalties 23. Termination for default 24. Dumping and countervailing duties 25. Force Majeure 26. Termination for insolvency 27. Settlement of disputes 28. Limitation of liability 29. Governing language 30. Applicable law 31. Notices 32. Taxes and duties RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 36

37 1. Definitions 1. The following terms shall be interpreted as indicated: 1.1 Acceptable bid means any bid, which, in all respects, complies with the specifications and conditions of the bid as set out in the bid document. 1.2 Bid means a written offer in a prescribed or stipulated form in response to an invitation by an organ of State for the provision of goods, works or services. 1.3 Black enterprise means an enterprise that is 50,1% owned by black persons and where there is substantial management control. Ownership refers to economic interest while management refers to the membership of any board or similar governing body of the enterprise. 1.4 Black empowered enterprise means an enterprise that is at least 25,1% owned by black persons and where there is substantial management control. Ownership refers to economic interests. Management refers to executive directors. This is whether the black enterprise has control or not. 1.5 Black people includes all African, Coloured or Indian persons who are South African citizens by birth or by descent or who were naturalised prior to the commencement of the constitution in In addition, the term also includes black people who became South African citizens after the constitution s commencement but who would have been able to be naturalised prior to this, were it not for the Apartheid laws which prohibited naturalisation of certain persons. This means that an African, Coloured or Indian person who was not a South African citizen before the commencement of the constitution in 1993 but who would have been entitled to apply to be naturalised prior to 1993, will also be considered a black person and therefore a beneficiary of BEE. 1.6 Black woman-owned enterprise means an enterprise with at least 25,1% representation of black women within the black equity and management portion. 1.7 Closing time means the date and hour specified in the bidding documents for the receipt of bids. 1.8 Comparative price means the price after the factors of a non-firm price and all unconditional discounts that can be utilised have been taken into consideration. RFP FOR THE PROVISION OF GRAPHIC DESIGN AND PRINTING SERVICES Page 37