1. ROAD ACCIDENT FUND HEAD OFFICE RAF/2012/00002 DATE: 25 JANUARY 2012
ROAD ACCIDENT FUND - MENLYN

2. AGENDA 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
Closing

3. RAF INTEGRATED ANNUAL REPORT
OVERVIEW

4. 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

5. 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

6. 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 proof-reading.

7. Costing
we will provide detail to potential service providers regarding the number of copies to be distributed to Parliament and the regions.

8. QUESTIONS?

9. 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.

10. 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 to:

11. 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

12. 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

13. Evaluation
90/10 principle will be used.
Price and BEE

14. QUESTIONS

15. THANK YOU