R E Q U E S T F O R P R O P O S A L S

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1 P.O. Box 3209, Houghton, 2041 Block A, Riviera Office Park, 6-10 Riviera Road, Riviera R E Q U E S T F O R P R O P O S A L S H D A D E S I G N A N D P R I N T I N G O F N E W S L E T T E R S, A N N U A L R E P O R T A N D O T H E R A D H O C M A R K E T I N G M A T E R I A L S PROPOSALS TO BE SUBMITTED BY NOT LATER THAN 12 NOON ON TUESDAY 05 th MAY 2015

2 Terms of Reference for Proposal HDA design and printing of newsletters, annual report and other ad hoc marketing materials 1. Introduction The Housing Development Agency (HDA) is a national public development agency which promotes sustainable communities by making well located and appropriately planned land available for the development of human settlement. As its primary activity, the HDA assembles state, private and communal land and releases it for development. In addition HDA provides project delivery support services to organs of state at local, provincial and national level. Informal settlements upgrading and project management services are a particular focus of the organisation. 2. Overview The HDA requires a dedicated design company to produce communications and marketing materials for a one year period (2015/16 starting in May 2015). 3. Scope of Work Proposals and budgets must take note of the following: Response and turn around times Regular meetings as and when required with the client during the year of the appointment, with very regular, often emergency meetings during the production cycle of the annual report (up to 20 meetings) Annual report includes the writing up of the non-financial component of the report Annual report is produced under intense pressure and with tight turn around times. Service provider to set aside dedicated time during the production cycle of the annual report (during June/July) to accommodate same day meetings, last minute changes (often with client at service provider s place of work checking the final copy and changes as they are being made), corrections etc 3.1 Newsletters HDA quarterly stakeholder newsletter The HDA News (quartely external stakeholder newsletter) requires a new and improved design, as well as editing, proofreading and printing. The HDA requires a quotation to do the redesign of the newsletter, as well as quarterly layout (design A3 folded to A4 portrait) and printing of 1000 colour copies of the HDA quarterly newsletters for May 2015; August 2015; November 2015; and February 2016 editions. Printing of the HDA A4 roll-fold: Description : A3 folded to A4 portrait Colour : Print CMYK both sides Folded and trimmed to size Folded : 297 mm deep x 210 mm wide Stock : HQ White Matt 170gsm (or similar) Quantity : 1000 per edition (editions May 2015, August 2015, November 2015, February 2016)

3 3.1.2 NUSP newsletter (pdf) The NUSP newsletter requires improvements to the existing design, as well as layout to final pdf for electronic distribution of two A4 page NUSP newsletter (produced every second month) for May 2015; July 2015; September 2015; November 2015; January 2016; and March 2016 editions, including editing HDA staff newsletter (pdf) Layout based on existing design (but with design improvements) to final pdf for electronic distribution of between four and six A4 page HDA staff newsletter produced monthly from May 2015 to April 2016 (x 11 editions with a combined December/January issue), including editing. 3.2 Annual report The HDA requires the writing, layout, design, editing and proof-reading, and printing of its annual report for the financial year 2014/2015. Design and Layout: Layout: The layout of the annual report is required to follow the generally accepted standards required for annual reports in the public sector, specifically those relating to public entities. Page layout will be A4 portrait and will be 56 pages including cover. Design: The design for the annual report should be an innovative, yet simple use of design elements to ensure that the content and official nature of the document is not detracted from. The HDA s CI manual should be used as a guide. At least 15% of the publication will contain images. Printing of the Annual Report: Number of Pages : 52 pages plus front and back cover Number of Copies : 500 Colour : Full colour Bond : A4 cover (300g to 360g) and A4 inner pages (115 to 130g) Binding : Section sewn with cover drawn on to make a spine Type of Printing : Litho printing Delivery : HDA, Killarney offices, Johannesburg Final deliverables: Design and Layout: An innovative design and layout for the annual report with the deliverable being a print ready document in PDF. The HDA also requires a final version of the annual report in PDF format for uploading onto its website and for purposes, as well as five discs (printed discs and jewel case covers) copied with high and low res versions of the annual report Printing: 500 copies of quality printed annual reports 3.3. HDA Act and Regulations booklets for printing Print existing HDA Act and Regulations booklets. PDF of existing booklet to be provided. Printing of the HDA Act and Regulations booklet: Description : A6 4 page cover and 60 text page saddle stitched portrait booklet Quantity : 1000 Size : 148mm deep x 105mm wide Stock : Cover: Hi Q Gloss 200gsm Text : Hi Q Gloss 90gsm Colour : Cover: cmyk both sides, Text: black and white

4 3.4. NUSP brochure The NUSP brochure needs redesigning, updating and printing. Printing of the NUSP brochure Description : A3 landscape brochure Quantity : 3000 Size : A3 folded to 297mm x 140mm Stock : Cover: 250gsm Mega Art Gloss White or similar Colour : Print CMYK both sides 3.5 HDA brochures The HDA requires a service provider to write brochure copy, edit, proof read and redesign the HDA brochure. Printing of the HDA A4 roll-fold: Description : A4 roll-fold: 3 panels (one side) 6 panels (both sides) Colour : Print CMYK both sides Fold : Folded and trimmed to size Size : Flat: 297 mm deep x 630 mm wide Folded : 297 mm deep x 210 mm wide Stock : HQ White Matt 170gsm (or similar) Quantity : HDA notebooks Update existing HDA notebook with current photographs, information and contact details. Pdf of existing booklet can be provided to service provider. Printing of the HDA A5 notebook: Description : A5 spiral bound notebook (soft cover) 140 pages plus cover Cover : Cover lithoed in 4 colours both sides and matt laminated one side only, 4 pp x text lithoed in 4 colours, 132 pp lithoed in 1 colour Trimming : Trimmed to size, collaged into sets with front and back covers and spiral bound Stock : Cover Glass Art White, 300gsm, Inside Camelot Catridge 90gsm (or similar quality) Quantity : Ad hoc design and layout of additional communications and marketing materials Hourly rate for a maxium of 30 hours to be quoted in proposal for ad hoc design services. Note this should include the total cost of the 30 hours. 4. Evaluation The evaluation process is based on: The HDA needs to be satisfied, in all respects, that the organisation selected has the necessary resources, qualifications and abilities for this project, and that all submissions are regarded in a fair manner in terms of evaluation criteria and process

5 Table 1-Functionality Criteria CRITERIA Curriculum vitae of the team SUB-CRITERIA Qualifications in writing, design, layout, proof reading and print management (at least two full-time staff members with access to freelance staff if necessary), five years experience and knowledge in the area of design, postgraduate degree for writing component WEIGHTING/ POINTS 10 Previous work in similar initiatives, eg corporate brochures, newsletters and annual reports: 1-2 examples of marketing and/or communications materials (6 Points) 3-4 examples of marketing and/or communications materials (13 Points) 5 and above examples of marketing and/or communications materials (20 Points) 20 Understanding of the work References for work in similar initiatives (please provide testimonial letters): 1-2 Testimony Letter (6 Points) 3-4 Testimony Letter (13 Points) 5 and above Testimony Letter (20 Points) Quality and responsiveness of the project proposal towards the scope of work as described in this terms of reference (40 Points) Approach and methodology Methodology and approach clearly 10 describing the work flow for a design and print project (10 Points) TOTAL 100

6 The general methodology of selection will be that proposals will first be evaluated on their technical ability to perform the task. Any proposals scoring below 70% of the points noted in the table below will be disqualified for the second evaluation. The second evaluation of technically competent proposals will be evaluated against Price and B-BBEE using an 80/20 Price/B-BBEE formula. The following criteria will be used for point s allocation for price and B-BBEE compliance on an 80/20 point system:- Table 2 Price and B-BBEE CRITERIA SUB-CRITERIA WEIGHTING/ POINTS Price Detailed budget breakdown 80 B-BBEE (Status Level Verification Certificate) B-BBEE Level Contributor 20 TOTAL 100 The HDI proposal will be evaluated as per PPPFA regulations. 5. General 5.1 5elow are compulsory requirements for this service It is important to note that the successful person will work under the supervision of a HDA representative, abide by HDA s Code of Conduct, and other organisational guidelines Kindly complete and submit the HDA Supplier Registration form if not already on our database and submit together with: Valid original tax clearance certificate. SBD Forms (SBD4, SBD6.1, SBD8 and SBD9) obtainable from HDA Website: Under compliance checklist. Valid and Original or Certified B-BBEE Status Level Verification Certificates issued by the following agencies SANAS, IRBA or CCA. 5.2 Further information regarding technical matters can be sent an to: Kate.Shand@thehda.co.za or at tel: , and 5.3 Further information regarding supply chain matter and queries can be sent via to: sindisiwe.mweli@thehda.co.za or at tel: Terms and Conditions. 6.1 HDA undertakes to pay in full within thirty (30) days, all valid claims for work done to its satisfaction upon presentation of a substantiated claim/invoice. 6.2 No payment will be made where there is an outstanding information/work by the service provider/s.

7 7 Submission of Quotation Quotations should be submitted on or before the 05 th MAY 2015 by no later than 12h00 to the HDA s head office: Block A, Riviera Office Park 6-10 Riviera Road Killarney Johannesburg The selection of the qualifying proposal will be at the HDA s sole discretion. The HDA does not bind itself to accept any particular bid/proposal, and the HDA reserves the right not to appoint the service provider.