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Invitation to Tender

Tender Name: Provision of Annual Report to the PPECB.

Tender Number: RFP/MC/AR/2019/50

Date of Issue Thursday, 24 October 2019Compulsory Briefing N/AClosing Date 15 November 2019 at 15h00Method of Submission Tender box, PPECB Main Reception Enquiries Procurement Unit E-mail: thabilel@ppecb.comPPECB business hours 08:15 – 16:45 Category Books and Journals

CONTENTS

1 Invitation to Tender.........................................................................................................32 PPECB Background........................................................................................................3

3 Timeline for the bid process..........................................................................................3

4 Scope of Terms of Reference........................................................................................4

5 Tender Information and Instructions............................................................................6

6 Requirements for Tender Submission..........................................................................7

7 Bid Evaluation.................................................................................................................7

7.1 Pre-Qualification Criteria............................................................................................7

7.2 Evaluation Criteria.....................................................................................................8

7.3 B-BBEE and Price.....................................................................................................8

8 Special Conditions..........................................................................................................8

9 Insurance.........................................................................................................................8

10 Revisions to Request for Proposal...............................................................................911 Reservations...................................................................................................................9

12 Form of Contract.............................................................................................................913 Further Information.........................................................................................................9

14 Preferential Procurement Requirement......................................................................10

14.1 Points awarded for price..........................................................................................10

14.2 Points awarded for B-BBEE status level of contribution..........................................10

14.3 Technical Evaluation................................................................................................10

14.4 Objective Criteria.....................................................................................................11

14.5 Technical Criteria – Paper based............................................................................12

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1.2.3.4.5.6.

6.1.6.16.26.36.46.5

1 Invitation to Tender

Bidders are invited to tender for the provision of Design and Print Services for the purpose of the Annual Report of the Perishable Products Export Control Board (PPECB). The appointed service provider will enter into a written contract agreement for two years with the option to renew for a third year. The project will apply to the PPECB’s 2019-2020 and 2020-2021 Annual Reports. The contract will commence on 1 January 2020 and end on 31 August 2021.

Bidders must comply with the instructions of all the requirements of this Invitation to Tender. Non-compliance may lead to a tender not being considered by the PPECB.

2 PPECB Background

PPECB is a Schedule 3A Public Entity that is constituted and mandated in terms of the PPEC Act, No 9, of 1983 to perform cold chain services. PPECB also delivers inspection and food safety services as mandated by the Department of Agriculture, Forestry and Fisheries under the APS Act, No.119 of 1990.

PPECB’s executive Authority is the Minister of Agriculture, Rural Development and Land Reform who appoints the board members. The board comprises of representatives from the perishable product industries.

PPECB employs more than 500 people, who deal with more than 200 products and 500 varieties. There are 50 service types, over 30 offices in 11 production regions, at more than 1,500 locations. A large percentage of staff are inspectors and therefore not office bound. In addition to these offices PPECB also has a number of sub offices that operate on a seasonal or ad-hoc basis.

PPECB, mandated by the Department of Agriculture, Rural Development and Land Reform, has been delivering end-point inspection services on perishable products destined for export since 1991. Inspectors, stationed across the country; deliver inspection services on 200 product types at more than 1500 locations.

PPECB is responsible for South Africa's cold chain management and ensures that products for export are handled, stored and transported at specific temperatures and optimum conditions.

Please visit PPECB’s website on www.ppecb.com for more information on the PPECB.

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3 Timeline for the bid process

The period of validity of tender and the withdrawal of offers, after the closing date and time is 180 days. The project timeframes of this bid are set out below:

Activity Due Date

Advertisement of bid on Government e-tender portal and PPECB Website 24 October 2019

Briefing and clarification session N/A

Bid closing date 15 November 2019 at 15h00

Notice to bidder(s) PPECB will endeavor to inform bidders of the progress until conclusion of the tender.

All dates and times in this bid are South African standard time.

Any time or date in this bid is subject to change at PPECB’s discretion. The establishment of a time or date in this bid does not create an obligation on the part of PPECB to take any action or create any right in any way for any bidder to demand that any action be taken on the date established. The bidder accepts that, if PPECB extends the deadline for bid submission (the Closing Date) for any reason, the requirements of this bid otherwise apply equally to the extended deadline.

4 Scope of Terms of Reference

In order to be considered for the above appointment, all interested parties are to submit the following:

A comprehensive proposal as per the proposal detail below. This proposal is to be submitted with the tender response and presented to the PPECB at their offices in Plattekloof at an agreed upon date following the submission of the tender documents. Bidders must make themselves available for this presentation. Failure to present will be grounds for disqualification. Additional hardcopies of the proposal are to be provided to the PPECB during the presentation.

A fully inclusive quotation as per the below detail. This is to be submitted with the tender documents however is not to be included in the presentation which sill strictly focus on the design presented.

Confirmation whether any textiles, paper or pulp products used in the concept are of proven local origin.

The project scope, for both the 2019-2020 and 2020-2021 Annual Reports, is detailed below:

In 2020 the PPECB will be launching a coffee table book reflecting the history of the perishable export industry and the PPECB. We thus would like the theme of the 2019-2020 Annual Report to pay homage the historical nature of the industry. How this is interpreted in the design will however be at the discretion of the service provider. The theme for the 2021 report will be communicated at a later stage.

A project manager to manage the design, layout and print process for the duration of the project. The time table and schedule are to be created by the Project Manager who is to ensure the strict adherence thereto and serve as a liaison between the PPECB, the design

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team and the printer. A high-level project plan is to be created and submitted with the proposal.

A dedicated editor to edit and cross check all language, consistency and logic within the document. Certain items may be required to be rewritten. Items which are rewritten are to be resubmitted to the PPECB for approval – track changes to be visible. Only on final sign off from the PPECB and confirmation/acceptance of changes is the item to be sent to type setting and layout. No changes are to be made without the approval of the PPECB.

All design and layout required for the PPECB Annual Report All typesetting for the Annual Report All artwork, photos and images required for the Annual Report – depending on the proposed

design the service provider may be required to provide photography services. This will be quoted on separately should the need arise.

Management of the printing process Printing of 30 digital copies – to be included in quotation however to be confirmed

prior to acceptance of final quotation Printing of 1000 or 1500 litho copies (both options to be quoted on in the proposal –

PPECB to confirm prior to final acceptance of quotation) The design of a digital version of the Annual Report for the PPECB’s website which is in the

same format as https://ppecb.com/document/annual-report-2018-2019/. The build and implementation of the design will be completed by the PPECBs website management team thus need not be included in the quote.

The creation of a powerpoint template incorporating the same theme as the Annual Report (including a cover slide, content slide options for each chapter of the Annual Report and a thank you slide). The powerpoint will be populated by the PPECB and thus the quote only need include the design of the template.

The creation and supply of packaging for 40 copies of the Annual Report. These 40 copies form part of the 1000/1500 litho print run and are to be packed by the service provider into the packaging concept and delivered at the same time as the other copies. The 40 packaged copies are to include a hard copy of the Annual Report and a flash drive.

100 flash drives which are in line with the concept created for the Annual Report. These are to be loaded with a PDF/digital version of the Annual Report by the service provider.

A CD cover design, CD envelope/sleeve, for 10 CDs; CDs are to be loaded with a PDF of the Annual Report

Photography of the PPECB Board Members and Executive Team (15 people in total) at PPECB’s offices in Plattekloof. Photos are to include one group photo of 10 people (Board Members), one group photo of 5 people (Executive Management) and individual head and shoulder photos of all 15 people or as required by the design concept. The PPECB reserves the right to cancel any aspect of the photography and supply its own photos should it so wish.

Delivery of all Annual Report elements as indicated in the scope to the PPECB’s head office in Plattekloof is to be included in all pricing. All items are to be delivered together on the date specified.

All items for the 2019-2020 Annual Report are to be delivered to the PPECB by no later than Friday 21 August 2020 unless otherwise agreed to in writing with the PPECB. The date for the 2020-2021 Annual Report will be communicated at a later stage.

The PPECB reserves the right to alter or cancel any of the above deliverables.

Proposal Detail

The proposal provided is to include a minimum of the below. The conceptual design and various design elements are to be included in the tender submission and presented to the PPECB

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following the closure of the tender. The date for this presentation will be communicated following the closure of the tender.

A concept for the look and feel of the 2019-2020 Annual Report including size, paper thickness, imagery, photography and any additional design elements. We do not have a preference here and are open to recommendations provided the concept/theme mentioned above is incorporated.

As a guide the 2018-2019 Annual Report was 104 pages, A4 portrait. Digital copies are available on our website www.ppecb.com

A minimum of the following designs is to be provided: the cover page, 2 examples of chapter header pages (the page which marks the start of a new chapter) and 2 content page designs are to be presented in the proposal. These examples are to provide a clear indication of the use of imagery, graphs, photos, graphics, font, and typesetting which will be used in the design.

A packaging concept and physical mock-up thereof is to be provided. This will be used to pack 40 copies of the report for clients, Board Members and stakeholders.

A concept for the flash drive is to be provided The design of a PowerPoint template including a cover slide, 2 content slide options which

mark the start of a new chapter of the Annual Report and a thank you slide are to be provided

A quote (to be all inclusive of design, editing, printing of 1000/1500 litho copies and 30 digital, 100 flash drives, 40 packages, 10 CDs with an envelope/cover, PowerPoint template, photography of executives and Board members, online digital version, delivery, including VAT)

3 written contactable references on your client’s letterhead (to include contact details such as company name, contact name, designation, phone number, email address) for whom Annual Report design and print services have been rendered and a copy of the work completed for each reference. Should the physical copy not be available a digital PDF will suffice. Hard copies will be returned following the appointment of the service provider.

Total years’ experience of the business in the provision of Annual Report publication services along with a list of companies for which Annual Reports have been produced is to be provided

A declaration and list of all companies to whom work will be subcontracted during the duration of the contract along with the B-BBEE certificate for each of these companies is to be provided.

A CV of the proposed project manager is to be provided along with a list of Annual Reports on which the project manager has worked

A CV of the proposed editor is to be provided along with a list of Annual Reports on which the editor has worked

An outline of the structure of the business which is inclusive of all roles and clearly indicates which roles will be involved with this project

A high-level comprehensive project plan indicating timeline, deadlines, responsibilities, allocation of resources and deliverables.

5 Tender Information and Instructions

The tender submission and assessment process will be conducted in compliance with the Public Finance Management Act of 1999, Supply Chain Regulations and PPECB’s Procurement Policy. PPECB is committed to support and grow Black Economic Empowerment and Small Medium Enterprises in South Africa, emphasis being placed on procurement from historically disadvantaged South Africans.

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The following terms shall have the following meanings:

Invitation to Tender: This DocumentContact Office: The Procurement Office

PPECB, 45 Silwerboom Avenue, PlattekloofPublic Entity: Perishable Products Export Control Board (PPECB)Bidder: The person / organisation submitting a tender bid to

the PPECB under this tender.

The PPECB invites Bidders in accordance with the information in this pack to submit fixed prices for providing the required products and services.

Bidders are required to submit detailed evidence to demonstrate its ability to provide the products and services they will deliver on this tender.

The tender shall be submitted on the Forms of Tender incorporated herein. The form shall be signed by each Bidder and submitted in the manner and by the date and time stated below together with the documents listed duly completed.

The bid will consist of two parts and shall be submitted in two separate sealed envelopes indicating the name of the bidder, tender number and date.

The following documents must be submitted as part of the response to this bid request.

Form No Document Description1.       SBD 1 Invitation to Bid2.       SBD 3.1 Pricing Schedule3.       SBD 4 Declaration of Interest4.       SBD 6.1 Preference Point Claim Form5.       SBD 7.1 Contract Form:6.       SBD 8 Declaration of Bidder’s past SCM Practices7.       SBD 9 Certificate of Independent Bid Determination8. CSD Registration Proof of CSD registration (Summary report)

6 Requirements for Tender Submission

The Bidder will submit 2 envelopes as follows

Envelope 1 - The entire technical proposal/specifications (No Pricing in this envelope). Please insert a copy of the tender documents in Ms Word format on a USB stick in envelope 1 as well.

Envelope 2 – All the pricing and SBD documents indicated under Point No. 4 above.

The Standard bidding forms (SBD Forms) must be signed by an authorized person representing the bidder.

The tender and accompanying documents shall be carefully parcelled, sealed and be delivered to the Procurement Office no later than 15h00 on 15 November 2019.

Failure to comply with these instructions may result in the tender being considered ineligible.

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Written tenders will only be accepted in a sealed envelope or parcel which shall bear the word: BID: Facilities Management Services

No late tender shall be considered. Late tenders will be opened after the Contract has been awarded, for the sole purpose of identifying Bidders.

Tenders will be opened in accordance with the relevant procedures.

7 Bid Evaluation

7.1 Pre-Qualification Criteria

The following is the pre-qualifying criteria that are applicable to this tender, any bidder who does not meet them will be disqualified and shall not be evaluated further:

a) Preferential Procurement - Only Bidders with a B-BBEE status level 1 to 4 may respond to this tender, therefore proposals from bidders with B-BBEE level 5 to 8 will not be considered for this bid.

b) The bidder, its directors and Sub-contracted third parties and their directors must not be restricted to do business with the state or other organs of the state and not listed as defaulters on National Treasury database.

7.2 Evaluation Criteria

Responses will be evaluated using a predetermined set of evaluation criteria. The evaluation criteria is designed to reflect the PPECB’s requirements in terms of identifying a suitable service provider and ensure the selection process is transparent and afford all the bidders a fair opportunity for evaluation and selection.

During the evaluation process, the PPECB may require a bidder’s representative to answer questions with regards to the proposal and/or require certain bidders to make a formal presentation to the evaluation team.

7.3 B-BBEE and Price

The tender responses will be evaluated on the 80/20 point system. Please provide detailed breakdown of all direct and indirect costs associated with the contract, including all fees if any for the full contract period.

PPECB supports and is committed to the Broad-Based Black Economic Empowerment (“B-BBEE”) objectives as defined in the Broad-Based Black Economic Empowerment Act 53 of 2003 (“the B-BBEE Act”). The B-BBEE status of the Service Provider will therefore be used in the evaluation criteria for this RFP. Each Service Provider responding to this RFP must also submit the following:

(i) A B-BBEE rating certificate issued by a member of and accredited B-BBEE rating agency.

(ii) Details on ownership by black people, reflected through equity ownership and control.

(iii) Details of the Product and/or Services that the Service Provider intends to procure from Black Empowered Enterprises and/or Black Enterprises in respect of this RFP. These include:

a. Full contact details of such entities and their representatives.

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b. Full details about the specific product and/or services to be procured from such entities.

8 Special Conditions

a) PPECB reserves the right to reject any proposal found to be inadequate or non-compliant to the Terms of Reference.

b) The Bidder may not intend to assign, in whole or in part, any of its obligations to perform in terms of the contract to any third party, unless disclosed and prior consent is obtained in writing.

c) A bidder may not intend to cede his right to payment in terms of a contact to a third party without prior written consent.

d) PPECB may reject bid if doesn’t comply with the instruction of submission of the proposal referred to above.

9 Insurance

The successful Service Provider will be responsible for its work and every part thereof, and for all materials, tools, equipment, appliances, and property of any and all descriptions issued in connection with this Request for Proposal.

Upon award of contract and prior to beginning work, the successful Service Provider must provide proof of insurance. Please provide a sample certificate of insurance that indicates your company’s limitations of liability as part of your RFP response.

10 Revisions to Request for Proposal

If it becomes necessary to revise any part of this Request for Proposal an addendum setting out such revisions will be provided to all Service Providers on E-Tenders and PPECB website.

11 Reservations

a) PPECB’s decision/s regarding the acceptance or non-acceptance of a Proposal shall be final and PPECB is not obliged to furnish any reason for such decision.

b) Proposals shall be considered and evaluated against a pre-determined evaluation value structure determined by PPECB. All Suppliers shall provide all information requested in this RFP in order to facilitate the evaluation process. Suppliers shall strictly adhere to the instructions stated in this RFP. PPECB shall not be bound to divulge such evaluation criteria but may do so in its sole and absolute discretion.

c) PPECB may, during and after the evaluation of the Proposals and in its sole and absolute discretion, decide to:

To reject all proposals. Accept one or more Proposals; Accept a Proposal other than the lowest priced Proposal; Consider or accept any Proposal not conforming with the requirements of this RFP; Refuse to consider any Proposal not conforming with the requirements of this RFP; Ask any Supplier to supply further information after the closing date; Cancel this RFP or any part thereof at any time;

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Award the contract pursuant to this RFP or any part thereof to any one or more Suppliers; or Re-issue this RFP at any time after the closing date.

12 Form of Contract

The PPECB and the successful Bidder will enter into a written contract and/or Service Level Agreement in respect of the products and services detailed in this Invitation to Tender.

The form of contract and/or Service Level Agreement will be as agreed between the PPECB and the successful Bidder.

13 Further Information

For further information a Bidder may contact the Procurement Office at the address shown below

Physical Address PPECB, 45 Silwerboom Avenue, PlattekloofPostal Address PPECB

The Procurement OfficePO Box 15289, Panorama, 7506

Contact number +27 21 9301134Enquiries Thabile Langa – thabilel@ppecb.com

Ppecb-procurement@ppecb.com Operating Hours 08h15 – 16h45 (Monday to Friday)

14 Preferential Procurement Requirement

The following preference point systems are applicable to all bids whereby preference points shall be awarded for Price and B-BBEE Status Level of Contribution.

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included).

Preference points for this bid shall be awarded for:

Price; and B-BBEE Status Level of Contribution.

14.1 Points awarded for price

A cost estimate for the contract period of the year, which must include related assumptions and details make up.

(i) Costs must be quoted as required(ii) The total quotation must be inclusive of VAT

NOTE: No variation, to the accepted quote, will be allowed unless the service provider has obtained prior written approval from PPECB.

Quotes should include the following:

All prices must include VAT. Service providers are welcome to add an Annexure with a more comprehensive cost

breakdown. Offer to be valid for 120 DAYS from the closing date of the Tender.

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14.2 Points awarded for B-BBEE status level of contribution

In terms of Regulation 5 (2) and 6 (2) of the Preferential Procurement Regulations, preference points will be awarded to a bidder for attaining the B-BBEE status level of contribution in accordance with the table as set out in the Preference Points Claim Form.

14.3 Technical Evaluation

The evaluation is based on functionality, which will be evaluated using the following criteria and points:

(i) Paper-based Evaluation – Phase 1 The tender submission will be technically evaluated out of a maximum of 160

points based on the bidder’s paper-based submission. A threshold of 140 points out of the 160 has been set Only bidders achieving 140 points will qualify to be evaluated for Phase 2

(ii) Price and Preference – Phase 3 All bidders meeting the set threshold will qualify to be further evaluated on B-

BBEE and Price.

14.4 Objective Criteria

(i) The PPECB reserve the right not to consider proposals from bidders who are currently in litigation with the PPECB

(ii) The PPECB further reserve the right not to award this tender to any bidder based on the proven poor record of accomplishment of the bidder in previous projects within the PPECB and the referee submitted by the bidder.

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14.5 Technical Criteria – Paper based

No Evaluation Criteria Maximum Points

Minimum Points

1. Quality of the design concept presented for the 2020-2021 Annual Report

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Meets the requirements and expectations of the panelBreakdown as per the below:Concept (10 points)

Design concept presented is creative, professional and visually appealing – 5 Points

Overall impression of the publication and its compilation is that of a high-quality professional publication – 5 Points

Theme (10 points) The theme of the design presented is in line with the guidelines

provided under the scope of the project – 5 Points The theme has been portrayed in a creative and professional

manner – 5 PointsPhotos (10 points) Photos and images are used creatively to compliment the text – 5

Points Photos and images used are professional and of a high quality – 5

Points Design (10 points) Design elements such as graphs, tables, colour usage, and

imagery demonstrate superior graphic design skills – 10 Points

Packaging and Powerpoint (10 points)

Packaging concept and physical mockup is professional and functional – 5 Points

Powerpoint concept is professional, creative and reflective of the design concept presented for the report – 5 Points

2. Comprehensive Proposal

20  All items requested under proposal detail have been included in the proposal

10 points to be deducted per item which is not included

3. Testimonial Letters

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Provide at least 3 testimonials from your current and/or previous clients in the past 5 years, whom the Annual Report design and print services have been rendered and a copy of the work completed for each testimonial is to be provided (digital copies also accepted). 3 Letters = 20 points 2 Letters = 10 points 1 Letter = 5 points

4. Company Experience 10 5 

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No Evaluation Criteria Maximum Points

Minimum Points

Total years’ experience of the business in the provision of Annual Report publication services is to be indicated along with a list of companies for which Annual Reports have been produced is to be provided. More than 5 years’ experience and list attached = 10 points Between 3 & 5 years experience and list attached = 5 points Less than 3 years experience = 0 points 5 points to be deducted if no list of previous Annual Reports is

provided5. Project Manager

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A dedicated project manager for the full duration of the project who has experience in the managing of Annual Report publications is to be provided.

A CV of the proposed project manager is to be provided along with a list of Annual Reports on which the project manager has worked.

CV of project manager attached = 10 points List of previous annual reports worked on by the project manager

= 10 points 6. Editor

20  

A dedicated editor for the full duration of the project who has experience in editing Annual Reports is to be provided.A CV of the proposed editor is to be provided along with a list of Annual Reports on which the editor has worked. CV of Editor attached = 10 points

List of previous annual reports worked on by the Editor = 10 points

7. Project Plan

20  A high-level complete project plan indicating timelines, deadlines, responsibilities, allocation of resources and deliverables is to be included. Incomplete project plans will receive 0 points. Total Points 160  

The minimum required points for the bidder to be considered for phase two is 140 points. Any bidder that scores below the minimum threshold points on criteria 1 and 4 and doesn’t meet the total minimum threshold of 140 points will be regarded as non-responsive and therefore disqualified.

VERY IMPORTANT: Technical documents must be arranged in sequence of the above criteria in a pack with clearly marked sections according to the headings listed above.

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