Objectives

The primary objectives of this tender are to engage experienced service providers for the development of newsletters and publications that reflect the City of Cape Town’s brand, communicate effectively with various audiences, and support the City’s objectives in public communication and internal engagement. Specifically, the newsletters aim to:

• Build employee pride and enthusiasm for working in the City.
• Enhance understanding of local government’s role, challenges, and needs.
• Increase awareness of individual contributions within the organization.
• Promote participation in organizational activities and value systems.
• Inform residents about City services, policies, and developments transparently.
• Support the City’s branding and reputation as a responsible and professional local government.

Scope

The scope encompasses the development, design, layout, and production of:

• Newsletters: Including a bi-monthly staff newsletter ("Contact") and quarterly resident newsletter ("CityNews").
• Publications: Including flagship reports such as the Annual Report and Development Plan, as well as ad hoc publications of varying complexity and size, both in print and digital formats.
• Design and layout services: For a range of publications, ensuring consistency with the City’s branding and style guidelines.
• Content management: Incorporating editorial content, visuals, infographics, maps, and illustrations, with responsibilities including sourcing, editing, proofreading, and final artwork production.
• Print and digital delivery: Final PDFs suitable for print and web publication, with quality control and print management.

The contract duration is 36 months, with specific deliverables and deadlines for each publication cycle.

Technical Requirements

• Development of newsletters and publications in final PDF format suitable for print and web.
• Design and layout conforming to the City’s style guide and corporate identity.
• Inclusion of infographics, maps, illustrations, and visual elements, with up to four amendments per publication.
• Provision of multiple proofing stages, with at least three full-color proofs per issue.
• Delivery of print-ready files in CMYK PDF format and web-optimized PDFs.
• Design of newsletters with a clean, reader-friendly, and accessible layout, reflecting the City’s professional image.
• Ability to produce digital, interactive, and dynamic content, alongside traditional print formats.
• Adherence to quality standards, including proofreading, editing, and quality control processes.
• Compliance with all relevant standards, policies, and legal requirements, including occupational health and safety, tax compliance, and confidentiality.

Skills Requirements

• Experience in publishing: Proven track record in developing corporate and public sector publications, newsletters, and reports.
• Design and layout expertise: Skilled in graphic design, layout, and desktop publishing, with proficiency in relevant software (e.g., Adobe InDesign, Photoshop, Illustrator).
• Content development: Strong writing, editing, proofreading, and content management skills, with ability to create engaging and accessible content.
• Visual communication: Ability to conceptualize and produce infographics, maps, charts, and illustrations that enhance understanding.
• Project management: Capable of managing multiple publications simultaneously, adhering to deadlines, and coordinating with City departments.
• Technical proficiency: Competence in final artwork production, file preparation for print and web, and quality assurance processes.
• Experience with local government/public sector: Prior experience in developing publications for government entities or similar organizations is highly desirable.
• Team capacity: Dedicated qualified personnel including account executives, graphic designers, illustrators, proofreaders, and data analysts, with CVs demonstrating relevant experience.