Objectives

The primary objective of this tender is to appoint a suitable service provider responsible for the comprehensive production of the Road Accident Fund’s (RAF) Annual Report for 2025-2026. This includes designing, copyediting, proofreading, layout, printing, distribution, and creating an interactive PDF version of the report.

Scope

The scope encompasses all activities related to the development and delivery of the RAF’s Annual Report, including:

• Design and layout of the report
• Copyediting and proofreading of content
• Printing of the physical reports
• Distribution of the printed reports
• Creation of an interactive PDF version of the report

The service provider must also ensure the security and confidentiality of sensitive information throughout the process, adhering to relevant data protection standards.

Technical Requirements

The technical requirements include:

• Implementation of organisational and security measures to protect confidential, personal, and sensitive data, in compliance with the Protection of Personal Information Act (POPIA) and RAF policies.
• Secure handling, transportation, and storage of physical and digital documents, including lockable containers, secure transportation protocols, and access controls.
• Physical security measures such as lockable cabinets, fire suppression systems, surveillance, and controlled access points.
• Digital security measures including firewalls, intrusion detection, encryption, and compliance with data protection laws.
• Protocols for incident reporting, response, and breach mitigation.
• Vetting and oversight of third-party service providers handling personal information.

Skills and Requirements

The service provider must demonstrate:

• Experience in designing, editing, proofreading, and printing annual reports or similar publications.
• Capability to create interactive PDF documents with user-friendly features.
• Strong understanding of data security and confidentiality protocols, especially regarding sensitive and personal data.
• Ability to implement organisational security measures, including physical and digital safeguards.
• Compliance with relevant legislative and regulatory frameworks, including POPIA.
• Proven track record in managing secure document handling, transportation, and storage.
• Capacity to monitor and control access to physical and digital records effectively.