Bid document for Procurement of consultancy service for writing, editing, proofreading, design, layout, and printing of BIPA Reports, for the period of 36 months

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BUSINESS AND INTELLECTUAL

IDa PROPERTY AUTHORITY

Protecting Entrepreneurship and Innovation

PROCUREMENT MANAGEMENT UNIT

Request for Proposal

for

re-advertisement of Procurement of consultancy

service for writing, editing, proofreading, design,

layout, and printing of BIPA Reports, for the period of

36 months.

Procurement No: SC/RP/BIPA-16/2025

CLOSING DATE: WEDNESDAY, 04 MARCH 2026 @ 11H00

Business and Intellectual Property Authority172 Jan Jonker Road,

Ausspanplatz, 061 299 4400, kalengas@bipa.na, 18 March 2026

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Request for Proposal

LETTER OF INVITATION

Dear Sir/Madam

Subject: Procurement of consultancy service for writing, editing, proofreading,

g)

h)

design, layout, and printing of BIPA Reports for the period of 36 months.

1. You are hereby invited to submit technical and financial proposals for

Procurement of consultancy for writing, editing, proofreading, design, layout, and

printing of BIPA Reports required under Marketing and Corporate

Communication Department for the Business and Intellectual Property Authority

(BIPA) which could form the basis for future negotiations and ultimately, a

contract between you and the BIPA.

. The purpose of this assignment is to:

Conceptualise the theme of BIPA’s reports, for the period as indicated herein

above;

Develop creative designs for BIPA’s reports in line with the theme and a creative

brief;

Develop, write, edit and proofread content in collaboration with the Marketing and

Corporate Communications Division;

Complete the layout of all approved content material, including the creation of

graphs, charts and tables;

Editing and proof-reading of all written material before printing;

Design, updating and distribution of the company newsletter through email

communication;

Developing and/or printing of a comprehensive CI manual;

Design and/or printing of corporate communication material, including but not

limited to business cards, letterheads, presentations, invitation cards etc.;

Conduct photoshoots where required for purposes of the report, and availing of

photographs (copyright to belong to BIPA);

. The following documents are enclosed to enable you to submit your proposal:

(a) the Terms of Reference (TOR) [Annexure 1];

(b) | supplementary information for consultants, including a suggested format

of curriculum vitae [Annexure 2]; and

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6.

(c) a sample format of the Service Contract under which the service will be

performed [Annexure 3]

Any request for clarification should be forwarded in writing to BIPA. Request for

clarifications should be received 14 days prior to the deadline set for submission

of proposals.

The Government of the Republic of Namibia requires that

bidders/suppliers/contractors participating in the procurement in Namibia

observe the highest standard of ethics during the procurement process and

execution of contracts.

Consultants are advised to consult the website of the Procurement Policy Office:

www.mof.gov.na/procurement-policy-unit to acquaint themselves with the

legislations related to public procurement in the Republic of Namibia.

Eligibility

(a) A consultant that is under a declaration of ineligibility by the Government of

Namibia in accordance with applicable laws at the date of the deadline for bid

submission and thereafter shall be disqualified.

(b) Proposals from consultants appearing on the ineligibility lists of African

Development Bank, Asian Development Bank, European Bank for Reconstruction

and Development, Inter-American Development Bank Group and World Bank

Group shall be rejected.

(c) Consultants should submit a statement on past and present declaration of

ineligibility, if any, by any local/international agency or any termination of

contract for unsuccessful completion of assignment, giving adequate details to

enable a fair assessment.

Eligibility Criteria

To be eligible to participate in this Request for Proposal exercise, you should:

(a) have a valid company Registration Certificate entities incorporated in Namibia

with no less than 51 percent equity that is owned by Namibian citizens of

which no less than 30 percent is owned by previously disadvantaged persons.

This procurement is reserved for exclusive preference to local suppliers as per code of

good practice. Identity documents of members or share certificates in cases of PTY Ltd

should be attached.

(b) have an original valid good Standing Tax Certificate;

(c) have an original valid good Standing Social Security Certificate;

(d) have a valid certified copy of Affirmative Action Compliance Certificate, proof

from Employment Equity Commissioner that bidder is not a relevant employer,

or exemption issued in terms of Section 42 of the Affirmative Action Act, 1998;

(e) An undertaking on the part of the Bidder that the salaries and wages payable to

its personnel in respect of this proposal are compliant to the relevant laws,

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Remuneration Order, and Award, where applicable and that it will abide to sub-

clause 4.6 of the General conditions of Contract if it is awarded the contract or

(f) Have a certificate indicating SME Status

(g) | Submit sample proof of similar design works completed for other clients

over the past four (4) years

8. Submission of Proposals

The proposals from the shortlisted consultants shall be submitted in two separate

envelopes, namely Technical and Financial proposal, and should follow the form

given in Annexure 2 - "Supplementary Information for Consultants". The

proposals must be deposited into the bid box on or before: Wednesday, 04 March

2026 at the Procurement Management Unit - BIPA Office, 172 Jan Jonker

Road, Ausspannplatz at10HO00.

Please take note: Proposals should not be forwarded by electronic mail.

9. Deciding Award of Contract

Part Evaluation Process Pass Rate

Part: A | Compliance with the requirements required in terms of

section 50(1) of the Public Procurement Act, 2015. Any bid

found non-compliant to this section will be excluded from the | 100%

competition and will not be evaluated further.

| Total Evaluation will be out of a possible score of 100

Part: B | Technical Evaluation will be out of a possible score of 70 50 marks

Part: C | Financial Evaluation will be out of a possible score of 30 20 Marks

Qualification and experience of the consultants shall be considered as the

paramount requirement. This is however subjected to 100% compliance with the

requirements required in terms of section 50(1) of the Public Procurement Act,

2015. The proposals will be evaluated on the basis of a maximum of 70 marks for

Technical Proposals and 30 marks for Financial proposals. Proposals from

consultants should score at least 50 marks for the Technical Proposals to be

retained for further consideration.

Only those consultants scoring a total of 70 marks on the overall assessment shall

be considered for the assignment. Negotiations will start with the Consultant

scoring the highest marks and if negotiation is not successful, negotiation will start

with the next best ranked Consultant and so on until an agreement is reached.

Should you be contacted for negotiations, you must be prepared to furnish the

detailed cost break-down and other clarifications to the proposals submitted by

you, as may be required to adjudge the reasonableness of your price proposals

10.Rights a Public Entity

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(a) Please note that the BIPA is not bound to select any of the consultants submitting

proposals.

(b) Please note that the cost of preparing a proposal and of negotiating a contract

including visits to Namibia, if any, is not reimbursable as a direct cost of the

assignment.

11.Duration of Assignment

Itis estimated that the minimum duration of the assignment shall be for a period

of 30 days from the day of advert. You should base your financial proposal on these

figures, giving an indication of man-months considered necessary by you to

undertake the assignment. The extent to be spent in Namibia and that in office

outside Namibia should be clearly indicated. The rate proposed in your

submission will be applied in case the duration of the assignment is to be

extended.

12. Validity of Proposal

You are requested to hold your proposal valid for 90 working days from the

deadline for submission of proposals during which period you will maintain,

without change, your proposed price. The Business and Intellectual Property

Authority will make its best efforts to finalize the agreement within this period.

13.Commencement date of Assignment

Assuming that the contract can be satisfactorily concluded in March 2026, you will

be expected to take up/commence with the assignment in April 2026.

14.Tax Liability

Please note that the remuneration which you receive from this contract will be

subject to normal tax liability in Namibia; but BIPA shall pay directly or reimburse

the taxes, duties, fees, levies and their impositions in Namibia related to:

(a) payments to the Consultant in connection with carrying out this assignment;

(b) equipment, materials and supplies brought into Namibia for the purpose of

carrying out the assignment, provided they are subsequently withdrawn; (This

clause shall apply only to foreign Consultants). and

(c) property brought in for your personal use provided the property is subsequently

withdrawn. (This clause shall apply only to foreign Consultants).

15. Insurance

The Consultant shall meet the cost of any insurance and/or medical examination

or treatment required by him/her in the course of performing the services.

16.Conformation of Invitation to submit proposal

We should appreciate if you would inform us by hand delivery:

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(a) your acknowledgment of the receipt of this Letter of Invitation within 7 days

and further indicate whether or not you will be submitting the proposal.

17.The Business and Intellectual Property Authority would like to thank you for

considering this invitation for submission of proposals.

Yours faithfully,

) Serle

Mr Jakob Shaanika Mwaala

Secretary to the Procurement Committee

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Enclosures:

Annexure 1: Terms of Reference.

Annexure 2: Supplementary Information to Consultant.

Annexure 3: Draft contract under which service will be performed.

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Annexure - 1

TERMS OF REFERENCE

Title of Assignment: Consultancy for writing, editing,

proofreading, design, layout, and printing of

the BIPA Reports, for BIPA for the period of

36 months.

Name of Client: Business and _ Intellectual Property

Authority (BIPA)

Expected duration of assignment: 36 months

1, BACKGROUND

The Business and Intellectual Property Authority (BIPA) has been established as the focal

point for the registration of business and industrial property. BIPA is established as a

juristic person in terms of section 3 of the BIPA Act, 2016 (Act No.8 of 2016) and is a

Public Enterprise as defined in the Public Enterprises Governance Act, 2019 (Act No.1 of

2019).

BIPA core mandate is the focal point for the registration of business and industrial

property and is responsible for administration and protection of business and intellectual

property.

BIPA is required to prepare and submit its reports in compliance with the Business and

Intellectual Property Authority Act, 2016 under section 22 of the BIPA Act, 2016.

2. OBJECTIVE (S)

BIPA seeks to engage a dynamic and highly skilled individual consultant or agency in the

role of report writer, editor and designer to support in the preparation of its Reports for

the financial years 25/26, 26/27, 27/28.

Under the supervision of the Corporate Communication Practitioner, the consultant will

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be responsible for drafting of the Annual Reports in the given timeframe and present to

BIPA a finalized product. The incumbent will consult with the Marketing and Corporate

Communications team for direction on the sourcing of content and methodologies to be

used.

3. ASSIGNMENT

3.1 To develop BIPA Reports for the specified financial years by compiling and

writing all material, including relevant forewords, messages, articles, overviews

etc. as per the best practice for reports requirements, as well as corporate

governance requirements. Material shall be compiled from reports provided by

BIPA to the consultant, however the consultant will be expected to conduct

interviews with the relevant internal staff, as may be required, to ensure a

comprehensive understanding of the topic.

3.2 Once the final text has been approved by BIPA, the consultant shall ensure the

editing and proofreading of the document.

3.3. The assignment includes the graphic design and layout of the report, for which

most photographs will be provided. However, the consultant shall be required to

include stock images and photography where required. The physical size of the

report can be recommended by the consultant. All designing shall be within the

guidelines provided by the BIPA Corporate Identity Manual.

4, DELIVERABLES

4.1. 1 standard, electronic copy of the final Annual Report for each financial year

4.2 1 web-friendly electronic copy of the final Reports for each financial year

4.3. Zipped folder with high resolution photographs taken as part of the assignment

4.4 2 electronic copies of the final Biannual Landscape Report for each financial year

4.4 2 web-friendly electronic copy of the final Biannual Landscape Report for each

financial year

4.5 1 standard, web-friendly electronic copy of the final Annual Business and

Financial Plan for each financial year

4.6 1standard, web-friendly electronic copy of the final Integrated Strategic Business

Plan for each financial year

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5. REPORTING

5.1 The consultant will report to the Corporate Communication Practitioner.

6. CONSULTANCY FEE AND PAYMENT SCHEDULE

6.1 As per applicable procurement procedures.

6.2 Quotations should be cost-effective and considerate of the limited availability of

funds.

7. Requirements

The consultant will be evaluated against a combination of technical and financial criteria

(combined scoring method). Maximum score is 100% out of which technical criteria

equal 70% and financial criteria equals 30%. The technical evaluation will include the

following:

CRITERIA SPECIFIC REQUIREMENTS

e Atleast 5 years’ experience in compiling and

designing Annual Reports for clients. Having

compiled and designed annual reports for Namibian

Public Enterprises will be an added advantage.

e Bachelor’s degree in marketing (including business

strategy), advertising, designing, corporate

governance, copywriting, public relations, media,

corporate communications, digital media production

and relevant fields.

Relevant Experience

Minimum Qualifications

of the Lead Consultant

Present the following:

e Aclear fee structure (see next section)

Methodology or e Aclear commitment with turn-around times as per the

Workplan deliverables

e Proof of similar design work completed for other clients

over the past four (4) years.

e Delivery of the first electronic draft of the annual

Delivery time report shall be submitted within 6 weeks of the date

of appointment of the consultant.

Submit at least four (4) proof or testimonials from previous

References clients on similar assignments (typed official letterhead

signed by the management).

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Whereas the financial proposal carries the weight of 30 marks and the specific

assessment criteria include:

CRITERIA SPECIFIC REQUIREMENTS

Contract Cost Consultant to indicate the cost breakdown under the

Breakdown following headings:

e Concept/theme development and conceptualization

e Content Production

e Copy writing and proof reading

e Design and layout

e Photography/stock images

Relevant provisions of the Public Procurement Act, 2915 (Act No 15 of 2015)

apply,

CRITERIA USED TO EVALUATE THE BIDS

1. PART A Total Marks (70)

Layout of Documents/ presentation

1. Institution Information:

Bidding firms must submit a brief description of the organization and an outline of

recent experience on assignments of similar nature. They should provide the

following:

i. Evidence of having undertaken similar assignments in the last 4 years

with Four (4) projects done in similar assignments or recommendations

for the outlined assignments. (9 Marks)

ii. Brief description of an outline of recent experience on assignments of

similar nature with four (4) projects to the three organizations. (5 Marks)

2. Methodology and Work plan:

Institutions are expected to demonstrate an understanding of the terms of

reference by providing the following:

(a) Description of Technical Approach and Methodology (Refer to the

methodology requirements). (20 Marks)

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(b) Description of Work Plan. This should highlight the breakdown of activities

needed to carry out the assignment and the time. (15 Marks)

(c) Clear time schedule in relation to the expected time frame of this project. (10

Marks)

3. Human Resource Capacity:

Qualifications and competence of the key staff for the assignment:

e Lead consultant/Key expert should provide the assignments they have undertaken

with their reference contacts.

I. Bachelor’s degree in marketing (including business strategy), advertising,

designing, corporate governance, copywriting, public relations, media,

corporate communications, and relevant fields. (copy of degree certificate

must be attached).

(8 Marks)

i. Three years of experience in compiling and designing Annual Reports (attach CV

detailing experience) 3 Marks (1 mark for each year of experience).

Formula: Total Score x 100

Total allocated marks (70)

2. PART B Total Marks (30)

1. Feasibility of cost estimate (15 Marks)

2. Clear fee structure provided (15 Marks)

Formula: Total Score x 100

Total allocated marks (30)

TOTAL SCORE IS OUT OF 100 Marks