Edit Design Layout And Production Of

Summary

REQUEST FOR QUOTATION
(Over R30 000 up to a transaction value of R500 000 VAT included)
EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES
LTAQ034-20/21
Kindly furnish us with a written quotation as detailed in the enclosed schedule

The quotation must be submitted on the letterhead of your business and submitted into
the quotation box not later than 24 FEBRUARY 2021 @ 12H00 AT THE LTA’S QUOTATION
BOX

The following conditions will apply:
1) Price(s) quoted must be valid for at least sixty (60) days from date of your offer

2) Price(s) quoted must be firm and inclusive of VAT

3) A firm delivery period must be indicated

4) These quotations will be evaluated in terms of the 80/20 preference point system as
prescribed in the Preferential Procurement Regulations (2017) and for this purpose the
enclosed forms SBD 4, SBD 6.1, SBD 8 & SBD 9 must be scrutinized, completed and
submitted together with your quotation

5) The successful provider will be the one scoring the highest points in terms of the
Preferential Procurement Regulations (2017)
6) Limpopo Tourism Agency Reserves the right to appoint more than one (01) Service
Provider
LTAQ034- 20/21- EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES
TERMS OF REFERENCE
EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES
1. INTRODUCTION
Limpopo Tourism Agency is a schedule 3c PFMA entity established in terms of Section 5
of the Limpopo Tourism Act of 2009, as repealed, to amongst others promote and
offer a sustainable and diverse tourism experience through strategic marketing
(destination marketing) and support and facilitate tourism development programmes,
collaborations with stakeholders and sector transformation

Limpopo Tourism Agency (LTA) hereby request for quotation from experienced
marketing brochures production service providers

2. BACKGROUND
LTA will be embarking on various marketing campaigns throughout the year and
requires services of a branding collateral service provider to replenishment/ edit,
design, layout and production of Marketing collateral in a form of brochures (Limpopo
Maps and Destination guide brochures for the Entity

3. OBJECTIVE
• Increase brand visibility and ensure Limpopo remains top of mind during this period
• Create awareness about Limpopo as a tourism destination
• Inspire travellers to book their next domestic holiday in Limpopo
• Information dissemination
4. SCOPE OF WORK
The scope of the project is to produce and to supply Branding material to Limpopo
Tourism Agency as per the specification below:
a) Design the material to the acceptable standard as requested and approved by LTA
end user (user refers to the Integrated Destination Marketing Division also known as
IDM)

LTAQ034- 20/21- EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES
b) Layout the design material to the acceptable standard as requested and approved by
LTA end user

c) Produce quality material, to the acceptable standard as requested and approved by
LTA end user

d) All branding collateral should be delivered to Limpopo Tourism Agency Head Office
to be checked and recorded by at least two officials, one from IDM and one from
procurement office

5. PRICING SCHEDULE
ITEM DESCRIPTION AMOUNT
1. Edit, Design, Layout and production of Limpopo Maps

10 000 High quality gloss paper, full colour. (Sample available in LTA
Offices)
2. Design, Layout and production of Limpopo Destination guides
2000 high quality gloss paper, full colour (Sample available in LTA offices)
TOTAL CONTRACT VALUE OF ABOVE (CEILING PRICE) R
15% VAT INCLUSIVE
NB: Please note that content will be provided by LTA

6. SPECIAL CONDITIONS
a. The Limpopo Tourism Agency reserves the right to reject any proposal/bid to be found
to be inadequate or non-complaint to the Terms of Reference

b. Limpopo Tourism Agency will disqualify the application by a service provider who
failed to deliver the material to LTA on time before

7. COMPETENCE REQUIREMENTS FOR SERVICE PROVIDER DESIGN TO EDIT, LAYOUT AND
PRODUCTION OF MARKETING BROCHURES FOR LIMPOPO TOURISM AGENCY
The bidder should meet the following competency requirements:
a) Service provider should be a company which specializes in design and supply of
branding material

b) Service provider must meet the requirements as stipulated in the Functionality
Criteria

c) Ability to deliver Material within strict LTA deadlines

LTAQ034- 20/21- EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES
“FORM B”
EVALUATION CRITERIA
1. RESPONSIVENESS CRITERIA – MANDATORY REQUIREMENTS
Minimum Requirements
Bidders must comply with all the minimum requirements as listed below. Failure to comply
with or submit any of the supporting documentation listed below will result in your bid being
disqualified

Please indicate with an “X”
ITEM DESCRIPTION to offer complies with the
requirements
YES NO Comment
a) Bidder must complete and sign the bid forms in full

b) Company Profile
c) Certified ID copies of shareholders

d) Proof registration with Central Database System (CSD) must be
attached to the bid

EVALUATION METHODOLOGY
In accordance with the Preferential Procurement Regulations, 2017, the bid evaluation
process shall be carried out in three Phases namely:
• Phase 1 : Administrative Compliance
• Phase 2 : Evaluation on Functionality
• Phase 3 : Evaluation in terms of Price and Preference Point Systems
1. Phase 1: Administrative Compliance (Submission of compulsory proposal
requirements by bidders and compliance to specification.)
The first phase of evaluation is checking and verification of all mandatory documents
to be submitted by the bidders and compliance to specification

Bidders are required to comply with the bidder requirements mentioned above

Certified copies or original documents will be accepted

Bidders that do not comply with the bid requirements may be regarded as non-
responsive and may be disqualified

2. Phase 2:Evaluation on Functionality
The assessment on functionality will be done in terms of the evaluation criteria and
minimum threshold as specified. The minimum qualifying score for functionality is
70% as set out below. Bidders who fail to achieve the minimum qualifying score on
functionality will be disqualified for further evaluation of price and B-BBEE status

Functionality assessment should be allocated as follows:
LTAQ034- 20/21- EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES
FUNCTIONALITY CRITERIA
COMPONENTS Weightings
A FINANCIAL ABILITY 20
Submission of letter from the Bank (we reserve the right to
verify) 20
Bank rating A 15
Bank rating B 10
Bank rating C 05
Bank rating D 0
Banking rating E downwards
B COMPANY’S EXPERIENCE (Detailed company’s profile must 20
be submitted)
Number of years the bidder has been operating

• 05 Years or more 20
• 4 Years 15
• 3 years 10
• 2 years 05
• 1 year 03
C PROVEN TRACK RECORD IN SIMILAR PROJECTS WITH 20
GOVERNMENT ENTITIES
Signed reference letters on valid letterheads that prove
experience of the company. All references will be confirmed

Reference letters must indicate the contract period, value,
and contract description

• More than Five or more reference letters 20
• Four reference letters 15
• Three reference letters 10
• Two reference letters 05
• Less than two reference letters 03
D PREVIOUS PROJECTS EXECUTED IN SIMILAR PROJECTS 20
• Between R400 000 – R500 000 20
• Between R300 000 – R399 000 15
• Between R200 000 and R299 000 10
• Between R100 000 and R199 000 05
• Below R100 000 03
Please provide evidence/ letter of appointment/Purchase
order

E CV OF KEY PERSONNEL AND EXPERIENCE 20
Years of Experience of Key Staff of similar work
• 5 + Years 20
• 4-3 Years 15
• 2-1 Years 10
• Less than 1 Year 05
Please provide evidence/ CV
TOTAL 100
NB: MINIMUM QUALIFYING SCORE FOR FUNCTIONALITY IS 70%
LTAQ034- 20/21- EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES
3. Phase 3: Evaluation in terms of Price and Preference Point Systems
Only bids that achieve the minimum qualifying score/percentage for functionality
will be evaluated further in accordance with the 80/20 preference point system
prescribe in Preferential Procurement Regulations 6 and 7

Step 1: Calculation of Points for Price
1) The PPPFA prescribes that the lowest acceptable bid will score 80 points for
price. Bidders that quoted higher prices will score lower points for price on a
pro-rata basis

2) When calculating prices:
a) Unconditional discounts will be taken into account for evaluation
purposes; and
b) Conditional discounts will not be taken into account for evaluation
purposes but would be implemented when payment is affected

3) The formulae to be utilized in calculating points scored for price is as follows:
80/20 Preference point system (for acquisition of goods or services for a
Rand value equal to or above R30 000 and up to R50 million) (all
applicable taxes included)
Where:
𝑃𝑡 − 𝑃𝑚𝑖𝑛
𝑃𝑠 = 80 (1 − )
𝑃𝑚𝑖𝑛
Ps= Points scored for price of tender under consideration

Pt= Price of tender under consideration

Pmin= Price of lowest acceptable tender

4) Points scored must be rounded off to the nearest 2 decimal places

Step 2: Calculation of points for B-BBEE status level of contributor
Points will be awarded to a bidder for attaining the B-BBEE status level of
contributor in accordance with the table below:
B-BBEE STATUS LEVEL CONTRIBUTOR NUMBER OF POINTS (80/20 SYSTEM)
1 20
2 18
3 14
4 12
5 08
6 06
7 04
8 02
Non-compliant 0
Calculation of total points scored for price and B-BBEE status level of contributor

The points scored for price will be added to the points scored for B-BBEE status level of
contributor to obtain the bidders’ total points scored out of 100

LTAQ034- 20/21- EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES
SBD 4
DECLARATION OF INTEREST
1. Any legal person, including persons employed by the state¹, or persons having a
kinship with persons employed by the state, including a blood relationship, may
make an offer or offers in terms of this invitation to bid (includes a price
quotation, advertised competitive bid, limited bid or proposal). In view of
possible allegations of favouritism, should the resulting bid, or part thereof, be
awarded to persons employed by the state, or to persons connected with or
related to them, it is required that the bidder or his/her authorised
representative declare his/her position in relation to the evaluating/adjudicating
authority where-
- the bidder is employed by the state; and/or
- the legal person on whose behalf the bidding document is signed, has a
relationship with persons/a person who are/is involved in the evaluation
and or adjudication of the bid(s), or where it is known that such a
relationship exists between the person or persons for or on whose behalf
the declarant acts and persons who are involved with the evaluation and or
adjudication of the bid

2. In order to give effect to the above, the following questionnaire must be
completed and submitted with the bid

2.1 Full Name of bidder or his or her representative:
…………………………………………………………

2.2 Identity Number: …………………………………………………………………………………………………
2.3 Position occupied in the Company (director, trustee, shareholder²):
……………………………………

2.4 Company Registration Number: ……………………………………………………………………….……

2.5 Tax Reference Number: ………………………………………………………………………………….………
2.6 VAT Registration Number: ………………………………………………………………………………...

2.6.1 The names of all directors / trustees / shareholders / members, their individual
identity numbers, tax reference numbers and, if applicable, employee / persal
numbers must be indicated in paragraph 3 below

¹“State” means –
(a) any national or provincial department, national or provincial public entity or
constitutional institution within the meaning of the Public Finance
Management Act, 1999 (Act No. 1 of 1999);
(b) any municipality or municipal entity;
(c) provincial legislature;
(d) national Assembly or the national Council of provinces; or
(e) Parliament

²”Shareholder” means a person who owns shares in the company and is actively involved
LTAQ034- 20/21- EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES
in the management of the enterprise or business and exercises control over the
enterprise

2.7 Are you or any person connected with the bidder YES / NO
presently employed by the state

2.7.1 If so, furnish the following particulars:
Name of person / director / trustee / shareholder/ member: ___________________
Name of state institution at which you or the person connected to the bidder is
employed: _______________________________
Position occupied in the state institution: ______________________________
Any other particulars:
___________________________
___________________________
2.7.2 If you are presently employed by the state, did you obtain YES / NO
the appropriate authority to undertake remunerative work outside employment in
the public sector

2.7.2.1 If yes, did you attached proof of such authority to the bid YES / NO
document?
(Note: Failure to submit proof of such authority, where
applicable, may result in the disqualification of the bid

2.7.2.2 If no, furnish reasons for non-submission of such proof:
_____________________________________________
_____________________________________________
______________________________________________
2.8 Did you or your spouse, or any of the company’s directors / YES / NO
trustees / shareholders / members or their spouses conduct business with the state in
the previous twelve months?
2.8.1 If so, furnish particulars:
______________________________________________
______________________________________________
2.9 Do you, or any person connected with the bidder, have YES / NO
any relationship (family, friend, other) with a person
employed by the state and who may be involved with
the evaluation and or adjudication of this bid?
2.9.1If so, furnish particulars.____________________________________________________
LTAQ034- 20/21- EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES
_________________________________________
2.10 Are you, or any person connected with the bidder, YES/NO
aware of any relationship (family, friend, other) between any other bidder and any
person employed by the state who may be involved with the evaluation and or
adjudication of this bid?
2.10.1 If so, furnish particulars

………………………………………………………………
………………………………………………………………
………………………………………………………………
2.11 Do you or any of the directors / trustees / shareholders / members YES/NO
of the company have any interest in any other related companies whether or not they are
bidding for this contract?
2.11.1 If so, furnish particulars:
……………………………………………………………………………

3 Full details of directors / trustees / members / shareholders

Full Name Identity Personal Tax State Employee
Number Reference Number Number / Persal
Number
4 DECLARATION
I, THE UNDERSIGNED (NAME)………………………………………………………………………
CERTIFY THAT THE INFORMATION FURNISHED IN PARAGRAPHS 2 and 3 ABOVE IS
CORRECT

I ACCEPT THAT THE STATE MAY REJECT THE BID OR ACT AGAINST ME IN TERMS OF
PARAGRAPH 23 OF THE GENERAL CONDITIONS OF CONTRACT SHOULD THIS
DECLARATION PROVE TO BE FALSE

………………………………….. ..……………………………………………
Signature Date
…………………………………. ………………………………………………
Position Name of bidder
LTAQ034- 20/21- EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES
SBD 6.1
PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL
PROCUREMENT REGULATIONS 2017
This preference form must form part of all bids invited. It contains general information and
serves as a claim form for preference points for Broad-Based Black Economic
Empowerment (B-BBEE) Status Level of Contribution
NB: BEFORE COMPLETING THIS FORM, BIDDERS MUST STUDY THE GENERAL
CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF
B-BBEE, AS PRESCRIBED IN THE PREFERENTIAL PROCUREMENT
REGULATIONS, 2017

1. GENERAL CONDITIONS
1.1 The following preference point systems are applicable to all bids:
- the 80/20 system for requirements with a Rand value of up to R50 000 000 (all
applicable taxes included); and
- the 90/10 system for requirements with a Rand value above R50 000 000 (all
applicable taxes included)

1.2
a) The value of this bid is estimated to not exceed R50 000 000 (all applicable taxes
included) and therefore the 80/20 preference point system shall be applicable; or
b) Either the 80/20 or 90/10 preference point system will be applicable to this tender
(delete whichever is not applicable for this tender)

1.3 Points for this bid shall be awarded for:
(a) Price; and
(b) B-BBEE Status Level of Contributor

1.4 The maximum points for this bid are allocated as follows:
POINTS
PRICE 80
B-BBEE STATUS LEVEL OF CONTRIBUTOR 20
Total points for Price and B-BBEE must not 100
exceed
1.5 Failure on the part of a bidder to submit proof of B-BBEE Status level of contributor
together with the bid, will be interpreted to mean that preference points for B-BBEE
LTAQ034- 20/21- EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES
status level of contribution are not claimed

1.6 The purchaser reserves the right to require of a bidder, either before a bid is
adjudicated or at any time subsequently, to substantiate any claim in regard to
preferences, in any manner required by the purchaser

2. DEFINITIONS
(a) “B-BBEE” means broad-based black economic empowerment as defined in
section 1 of the Broad-Based Black Economic Empowerment Act;
(b) “B-BBEE status level of contributor” means the B-BBEE status of an entity in
terms of a code of good practice on black economic empowerment, issued in
terms of section 9(1) of the Broad-Based Black Economic Empowerment Act;
(c) “bid” means a written offer in a prescribed or stipulated form in response to an
invitation by an organ of state for the provision of goods or services, through price
quotations, advertised competitive bidding processes or proposals;
(d) “Broad-Based Black Economic Empowerment Act” means the Broad-Based
Black Economic Empowerment Act, 2003 (Act No. 53 of 2003);
(e) “EME” means an Exempted Micro Enterprise in terms of a code of good practice
on black economic empowerment issued in terms of section 9 (1) of the Broad-
Based Black Economic Empowerment Act;
(f) “functionality” means the ability of a tenderer to provide goods or services in
accordance with specifications as set out in the tender documents

(g) “prices” includes all applicable taxes less all unconditional discounts;
(h) “proof of B-BBEE status level of contributor” means:
1) B-BBEE Status level certificate issued by an authorized body or person;
2) A sworn affidavit as prescribed by the B-BBEE Codes of Good Practice;
3) Any other requirement prescribed in terms of the B-BBEE Act;
(i) “QSE” means a qualifying small business enterprise in terms of a code of good
practice on black economic empowerment issued in terms of section 9 (1) of the
Broad-Based Black Economic Empowerment Act;
(j) “rand value” means the total estimated value of a contract in Rand, calculated at
the time of bid invitation, and includes all applicable taxes;
3. POINTS AWARDED FOR PRICE
3.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS
A maximum of 80 or 90 points is allocated for price on the following basis:
80/20 or 90/10
 Pt − P min   Pt − P min 
Ps = 801 −  or Ps = 901 − 
 P min   P min 
Where
LTAQ034- 20/21- EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES
Ps = Points scored for price of bid under consideration
Pt = Price of bid under consideration
Pmin = Price of lowest acceptable bid
4. POINTS AWARDED FOR B-BBEE STATUS LEVEL OF CONTRIBUTOR
4.1 In terms of Regulation 6 (2) and 7 (2) of the Preferential Procurement Regulations,
preference points must be awarded to a bidder for attaining the B-BBEE status level
of contribution in accordance with the table below:
B-BBEE Status Level of Number of points Number of points
Contributor (90/10 system) (80/20 system)
20
1 10
18
2 9
14
3 6
12
4 5
08
5 4
06
6 3
04
7 2
02
8 1
0
Non-compliant 0
contributor
5. BID DECLARATION
5.1 Bidders who claim points in respect of B-BBEE Status Level of Contribution must
complete the following:
6. B-BBEE STATUS LEVEL OF CONTRIBUTOR CLAIMED IN TERMS OF
PARAGRAPHS 1.4 AND 4.1
6.1 B-BBEE Status Level of Contributor: . = ………(maximum of 10 or 20
points)
(Points claimed in respect of paragraph 7.1 must be in accordance with the table
reflected in paragraph 4.1 and must be substantiated by relevant proof of B-BBEE
status level of contributor

7. SUB-CONTRACTING
7.1 Will any portion of the contract be sub-contracted?
(Tick applicable box)
LTAQ034- 20/21- EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES

LTAQ034- 20/21- EDIT, DESIGN, LAYOUT AND PRODUCTION OF BROCHURES b) Layout the design material to the acceptable standard as requested and approved by LTA end user. c) …

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