Request for Tender. Tender Number: BIM 244/2016

Transcription

1 Page 1 of 7 Request for Tender Terms of Reference: Terms of Reference to be followed for the appointment of service providers to render printing services to the SANBI Graphics & Editing unit Tender Number: BIM 244/2016 The SANBI Graphics & Editing unit of the South African National Biodiversity Institute (SANBI) wishes to appoint three Service Providers, each on a three-year contract to provide consistently high quality printed products. The print media to be produced will include books, notelets, cards, banners, folders, speciality/promotional items (e.g. pens, lanyards, etc.) or any other litho or digitally printed products required by SANBI in order to distribute biodiversity information according to SANBI s mandate. During the three year contract period, all three Service Providers will be requested to quote for specialised printing work as and when required. The work will be awarded to the Service provider in accordance with the most reasonable quote. 1. Background The SANBI dates back to 1903, with botanical research as its mainstream activity. During the times of several predecessor organisations up to the implementation of the National Environmental Management: Biodiversity Act. 10 of 2004 (NEMBA), when SANBI came into existence, information generated by scientific research staff within the organisation was published through various vehicles. The SANBI leads and coordinates research; monitors and reports on the state of biodiversity in South Africa; provides knowledge and information; gives planning and policy advice; pilots best-practice management models in partnership with stakeholders; and engages in ecosystem restoration and rehabilitation, thus bridging the gap between science, knowledge, policy and implementation. The SANBI s mandated activities rely heavily on the knowledge and information base provided by SANBI s print media, with particular reference to SANBI publications. These publications are available as hard copies. Electronic versions can be

2 Page 2 of 7 downloaded from the SANBI website, and can also be accessed on the Biodiversity Heritage Library website. SANBI s publications and other printed products are distributed locally as well as internationally via the SANBI Bookshop and the SANBI Libraries exchange agreements with other local and international libraries. The reputation of SANBI s knowledge base depends largely on the print and electronic media produced by SANBI Graphics & Editing, which includes: SANBI publications and monograph series: Strelitzia series (botanical science) Suricata series (zoological science) SANBI Biodiversity Series (occasional reports on workshops, technologies, projects, symposia and other activities) Flowering Plants of Africa (peer-reviewed, biennial, botanical research journal) These publications, except for the biennial Flowering Plants of Africa, are produced and printed according to how and when manuscripts are submitted, and schedules for editing and design. Other print media: Ad hoc publications Brochures, pamphlets, banners, z-cards, leaflets, stickers, bookmarks and CDs (including CD labels and case covers) Speciality/promotional items 2. Requirements of the Service Provider The Service Provider will be expected to: Provide quotes as per print specifications provided by the SANBI graphic designers within requested time frames. Provide all the required supporting services with regard to the printing and production of hard copy print media as outlined above. Deliver final print media products according to required standards strictly within requested time frames. Ensure high quality printing according to latest technology and printing developments in the publishing industry. Liaise with subcontractors or source any related services in order to complete printing processes and ensure delivery. Provide a collecting and delivery service to and from SANBI s Pretoria campus.

3 In the case of print media: Page 3 of 7 Prepare and provide one set of proofs for preprint approval by SANBI Graphics & Editing. Provide an advance copy of high profile publications should it be required in the specifications (within specified time frames). All processes related to printed products will be aligned with SANBI s mandate, procedures and policies. 3. Requirements for proposal The proposal must specifically include: 3.1 A response to the terms of reference: A brief description of the approach and adherence to the specific requirements as set out above. This should demonstrate an understanding of the digital and litho printing industry. Include this information in the short history as required in Table 1, point 6. Examples of work, including two hard copies of books printed, as well as other print media (preferably full colour) (for evaluation criteria, see Table 2, criterion 2a). Demonstration of the ability to provide specialised all-round printing services besides books (for evaluation criteria, see Table 2, criterion 2). Details of the Service Provider, including profile, general capacity and for key staff, relevant qualifications, skills, experience and track record in support of the required skills and competencies. List the current or past print projects you have been involved with and clearly indicate your role (for evaluation criteria, see Table 2, criterion 2). At least three traceable references, including names and contact details of any past or present clients to which similar services have been supplied over the past three years. Indicate what the project entailed and your role in it (for evaluation criteria, see Table 2, criterion1b). 3.2 Evidence of the following: Membership of Printing South Africa. Membership ensures that a printer aligns itself to certain guidelines and standards in the printing industry. Experience: the service provider should have relevant experience in the printing industry. Location of offices within 100 kilometres of the Pretoria National Botanical Garden.

4 Page 4 of Other supporting documents: The Standard Bidding (SBD) forms (included in the bid documentation) must be completed with this proposal. The successful bidder will be required to register as an entity on the National Treasury Central Suppliers Database (accessed through A valid B-BBEE Status Level Certificate (please see the note under Table 2 of the evaluation criteria). 3.4 Costing estimate for product as specified in Appendix 1 Please note: The costing/estimate for Appendix 1 together with all the other required documents (see Table 1) are to be submitted in three packs (one original and two copies), with all documents included in all three packs. Table 1: List of required documents/items for submission (in addition to the standard SBD forms and B-BBEE certificate) Documents to be provided 1. Two examples (hard copies) of books and other print media previously produced 2. Two examples of quotes provided for these particular print products 3. Two copies of delivery notes that were issued with the delivery of the two abovementioned printed products 4. A pricing model for the specification attached as Appendix 1 5. Proof of membership of Printing South Africa 6. Short background on history and experience in the printing industry (±200 words) should include a brief summary of the approach and adherence to the specific Included (please tick relevant box)

5 requirements as required in point 2 of this document. 7. References Page 5 of 7 4. Evaluation criteria The Preferential Procurement Policy Framework Action (. 5 of 2000) and SANBI procurement processes applies to these terms of reference. Table 2: Criteria for measuring functionality 1. Technical merit of proposal: a. Approach and commitment to future time frames according to specifications: Assessment of time frames for previous print work, viz. two delivery notes and two related estimates/costing (requested in Table 1). Assessment of estimates of requested specifications provided in Appendix 1 (requested in Table 1). b. Presentation of documentation submitted for tender: quality, correctness and neatness of documentation that was submitted. 2. Evidence of competencies based on examples of work provided: a. Assessment of examples of two hard copies of books as well as other print media (requested in Table 1): Quality of printing work (clean edges, no smudges, no misprinted images, perfect registration of full colour work, colour standard of full colour printing, paper stock used) Binding (folding and cutting, smooth paper edges, neatness of stitching, stapling/glue/perfect binding) Imposition of pages (correct order of total number of pages) b. Capacity and experience of Service Provider Short history with background on Service Provider in Table 1, point 6, which includes: - Experience of key staff - Relevant projects completed 40 total (20) 60 total (25) (5) TOTAL 100 Service Providers who fail to score a minimum of 70 points out of a possible 100 points on the functionality criteria will not be eligible for further consideration.

6 Page 6 of 7 As price is not relevant to this tender, the second stage of evaluation of bids will focus solely on preference points as determined from the bidders B-BBEE Status Level of certificate. The three Service Providers scoring the highest will be selected. 5. Nature of appointment and contractual arrangements In order to ensure a sufficient level of competition, especially in terms of pricing, three (3) service providers will be identified for appointment, and contracted to provide printing services as specified in this document. The contracts will be drawn up between SANBI and the Service Providers. For each printing job, a quote will be obtained from each of the three appointed Service Providers. The job will be awarded to the Service Provider who provides the most reasonable quote. Accountability and accounting will be to the Deputy Director: SANBI Graphics & Editing. Invoices will be paid for deliverables received as agreed upon in the contract. Invoices must indicate the deliverables produced. upfront payments will be made. SANBI will pay for the satisfactory completion and delivery of print work within 30 days of the invoice received (addressed to the South African National Biodiversity Institute, attention: Deputy Director: SANBI Graphics & Editing). 6. Compulsory briefing session A compulsory briefing session will be held. Date and time: 29 August 2016 at 10:00 Venue: Biodiversity Centre Auditorium, Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria, Pretoria. 7. Proposal submissions Closing date for submission of responses: 09 September 2016 Service Providers are to submit the following: Three (3) packs of proposals, with estimate details for Appendix 1 and all other required documentation as specified in Table 1 to be included with all three packs in one package. NB: Failure to provide three (3) complete packs of the required documents as specified in Table 1 will lead to your bid being disqualified.

7 Page 7 of 7 Applications can be submitted in the tender box located in the Biodiversity Building at the Pretoria National Botanical Garden, 2 Cussonia Avenue, Brummeria, Pretoria, during office hours (08:00 16:00). Alternatively, applications can be posted to the following address: Deputy Director: Supply Chain Management South African National Biodiversity Institute (SANBI) Private Bag X101, Silverton 0184 Tender Number: BIM 244/2016 Important: all documents must be compiled and clearly labelled as required. te: ed and faxed submissions will not be accepted. Late submissions will be disqualified. Requests for further information: Requests for more information on the technical aspects of this tender must be directed to the Deputy Director: SANBI Graphics & Editing, Ms Sandra Turck ( s.turck@sanbi.org.za; telephone: ). For more information on the Supply Chain Management section requirements, contact the Deputy Director: Supply Chain Management, Mr Abram Mogashoa ( a.mogashoa@sanbi.org.za; telephone: ).