Tender Summary: Supply and Delivery of Annual Reports

Objectives

The primary objective is to procure comprehensive design, production, and delivery services for two consecutive annual reports (2024/25 and 2025/26) for the Independent Development Trust (IDT). The tender aims to secure a qualified service provider capable of transforming provided textual and financial data into professionally branded, visually engaging, and accurately edited institutional publications.

Scope of Work

The successful bidder will manage the full production lifecycle of both annual reports. Responsibilities include:

• Developing initial design concept proposals for client selection.
• Executing full layout, typesetting, editing, and formatting according to the client brief.
• Sourcing or designing supplementary visual assets, including stock photography, icons, and dividers.
• Laying out narrative reports and annual financial statements.
• Coordinating iterative feedback from IDT and implementing all necessary revisions.
• Conducting rigorous proofreading and language editing.
• Obtaining final written sign-off before producing the definitive outputs.

IDT will supply all source text and financial data. The service provider is responsible for all creative, editorial, and production activities.

Technical Requirements

• Deliverables: Two (2) hard copies and one (1) functional, clearly labelled memory stick for the 2024/25 report; two (2) hard copies and one (1) memory stick for the 2025/26 report. Total: four (4) hard copies and two (2) memory sticks.
• Branding Compliance: Strict adherence to the IDT Corporate Identity (CI) Manual across all design and formatting stages.
• Mandatory Documentation: Submission of a hard copy of a previously completed annual report produced by the bidder.
• Pricing & Validity: Quotations must be VAT-inclusive and valid for a minimum of sixty (60) days post-closing.
• Submission Protocol: Physical submission at the specified head office by the closing date and time. Late submissions will be automatically rejected.
• Compliance Forms: Inclusion of all compulsory returnable documents, specifically SBD 4 (Bidder’s Disclosure) and SBD 6.1 (Preference Points Claim Form).

Skills Requirements

• Advanced expertise in graphic design, page layout, and typesetting for formal corporate publications.
• Proficiency in visual asset curation and creation, including image licensing, iconography, and custom design elements.
• Strong editorial capabilities for proofreading, language refinement, and factual consistency.
• Project management and client liaison skills to efficiently track revisions and manage feedback loops.
• Familiarity with South African public sector procurement compliance, including accurate completion of preferential procurement claim forms and provision of demographic verification documentation.

Key Terms and Clarifications

Preferential Procurement Regulations 2022 / 80/20 or 90/10 System: A South African public procurement evaluation framework where bids are scored primarily on price (80 or 90 points) and secondarily on socio-economic transformation goals (20 or 10 points). Points for specific goals are awarded based on enterprise demographics such as women-owned, youth-led, black-owned, or persons with disabilities enterprises. Bidders must submit verified proof to claim these additional points.

SBD Forms: Standard National Treasury bidding questionnaires used to declare conflicts of interest, state employment relationships, anti-collusion commitments, and preference point eligibility. Failure to submit or false declarations result in automatic disqualification.

Memory Stick Requirement: Digital delivery via USB drive is mandatory alongside physical copies. Drives must be fully operational, properly labelled, and contain the final approved report files in a standard, accessible format.