ROAD ACCIDENT FUND HEAD OFFICE RAF/2012/00002 DATE: 25 JANUARY 2012

1. ROAD ACCIDENT FUND • HEAD OFFICE • RAF/2012/00002 • DATE: 25 JANUARY 2012 • ROAD ACCIDENT FUND - MENLYN

2. AGENDA • Welcome • Introduction of the RAF team • Circulation of the Attendance Register • Brief Presentation by RAF Annual Report team (Finance and Corporate Communications) • Q & A • Procurement process • Q & A • Closing

3. RAF INTEGRATED ANNUAL REPORT OVERVIEW

4. Integrated Annual Report Objectives The publication of the RAF’s Integrated Annual Report will seek to: • Officially report to Parliament and RAF’s stakeholders • Report on the operational activities and financial results of the RAF of the year under review • Improve accessibility to the RAF • Compliance in terms of the Public Finance Management Act ,King III report on Corporate Governance and Global Reporting Initiative • Tabling of the Integrated Annual Report within deadline

5. Scope of Work This Request for Proposal require and will include the following: • Bidders will be responsible for the editing, graphic design, layout, proof-reading and printing of the RAF’s Integrated Annual Report. • The tender will be extended over 3 years (2012, 2013,2014). • The report comprises: an approximately 4 page cover spread, 220 inner pages as well as 5 leaves of tabbed inserts. • Page sizes: Cover – 300X950mm, Text – 297X210mm, Tabbed inserts – 225X297mm • Printing:Cover (full colour throughout) – Mongani 300gsm Matt paper + Machine UV varnish both sides, Text (full colour throughout) – Mongani 170gsm Gloss paper, Tabbed Inserts (full colour throughout) – Mongani 250gsm Matt paper + Machine/UV varnish • Finishing:Cover – Matt Laminated both sides and spot Gloss UV varnish outside only. Affix double-sided tape, paste and cut to size, punch and wire-bound • Desktop publishing files: Original publishing files for both MAC and/or PC (e.g. Quark Express, In Design or similar) must be provided • Integration of Software: Software used must be able to integrate with MS Office applications and be compatible with RAF’s Corporate Identity (“CI”) manuals • Overtime, Resources and Backups: Must be provided at all times to make amendments to information if and when required • Photographer, make-up artist, stylist: To be provided by bidder for image purposes • Photographic stock library: Bidder should have applicable library • Sound Financial background: Bidder must comply to RAF’s payment terms and conditions • Outsourcing of functions: No outsourcing except for printing will be allowed

6. Technical / Functional Requirements Technical /functionality will be evaluated against the following detailed requirements: • Experience – Extensive skills in editing, designing, layout, proof reading and printing of Annual Reports is required. Bidder must be able to provide a list of clients and examples of reports completed • Design and reproduction of documents on website – Abilityto design electronic copy of report in HTML & PDF and reproduction on website. Bidder must be able to provide examples • Design options – It will be expected of the bidder to submit at least 3 examples of the proposed RAF Annual report design and layout options inclusive of graphs, charts and tables in line with the latest RAF CI guidelines • Editing and proof-reading – Ensure a „golden thread“ between different reports in terms of contents, language and written style. Editing must be done by a qualified person. A minimum of 5 year‘s experince is required. Bidder must provide CV‘s of persons responsible for editing and proof-reading.

7. Costing • we will provide detail to potential service providers regarding the number of copies to be distributed to Parliament and the regions.

8. QUESTIONS?

9. Details of the Bid • Request for proposals: Appointment of a service provider for the design, layout editing, proof-reading and printing of the RAF’s Integrated Annual Report for a period of 3 years. • Closing date 2 February 2012. • All questions/ enquiries must be forwarded in writing not later than 11:00 on 26th January 2012. Questions/ Answers will be published on the RAF website by 27th January 2012.

10. Details of the Bid Documents can be couriered or hand delivered at the reception during: Mondays - Fridays Working hours 7h45 a.m. – 16h00 p.m. Please ensure that register is signed at reception • Closing date and time should be strictly adhered to: 2 February 2012 at 11h00 a.m. All questions outside this forum will be via email to: tsholok@raf.co.za

11. Compliance • Compulsory Documents (Valid original Tax Clearance Certificate) • Page 5-Checklist of documents to be submitted • Please ensure that document is signed where required • Complete proposal should be submitted

12. Evaluation • Functionality Bidders who score 60% out of 75% will be shortlisted for presentations Bidders who score 75% out of 90% will be shortlisted for Site Visit Bidders who score 80% out of 100% on functionality including presentations and site visits will be shortlisted for pricing

13. Evaluation • 90/10 principle will be used. Price and BEE

14. QUESTIONS

15. THANK YOU