DESIGN, MANAGEMENT AND PRODUCTION OF BOTSWANA NATIONAL SPORT COMMISSION ANNUAL REPORT

DESIGN, MANAGEMENT AND PRODUCTION OF BOTSWANA NATIONAL SPORT COMMISSION ANNUAL REPORT

RFQ NO: BNSC/RFQ/003/2026

1. INTRODUCTION 

The Botswana National Sport Commission (BNSC) was established through the Botswana National Sport Commission Act, 2014 (Act No. 30 of 2014). This Act provides the legal framework for the BNSC, outlining its functions, powers, and responsibilities in relation to sport development and administration in Botswana. The Act also addresses the registration of sport associations, doping control, and other related matters. 

2. BACKGROUND 

The Botswana National Sport Commission (BNSC) requests quotations from qualified and experienced local companies for the design, management, and production of the 2025/26 Annual Report. The appointed service provider will be responsible for proofreading and editing content, consolidating information, photography, and delivering a complete design, layout, printing, and digital production of the Annual Report.

3. SCOPE OF WORK 

a.Content Development

BNSC will provide all written content for the Annual Report, including strategic highlights, financial data, operational performance, and National Sport Associations thirtysix (36) submissions. This content will have been internally developed and externally reviewed by the selected entity.

The appointed service provider will be expected to proofread and edit the provided content for clarity, coherence, and consistency. The focus will be on formatting and integrating this content into a professionally designed layout.

b. Design and Layout

• Develop a visually engaging and professional design that aligns with BNSC’s brand identity and visual guidelines, under the direction of the Marketing and Communications team.
• Structure the layout for optimal readability, using appropriate typography, fonts, and formatting styles.
• Incorporate infographics, charts, and data visuals to simplify complex financial and operational information.
• Ensure all design elements adhere to BNSC’s corporate branding standards.

c. Photography and Imagery

• Provide professional, high-resolution photographs that represent National Sport Associations’ activities, operations, impact, and values.

• Ensure all imagery used, including stock images, is properly licensed or royalty-free. Where required, engage local professional photographers.
• Organize and manage professional photography for the Board (10), Executive (5), including the provision of a makeup artist.

• All pictures purchased for the report will remain the intellectual property of the BNSC and shall be used only for the purposes of the Annual Report.

d. Print Production

• Oversee the printing and binding of 50 high-quality hard copies of the Annual Report.
• Recommend paper specifications for both the cover and inner pages. Approval must be obtained from BNSC before final printing.
• Conduct quality checks throughout the production process to ensure consistency, colour accuracy, and high production standards.

• Propose two binding options to be approved by the BNSC

• Include premium finishing options such as Spot UV, embossing, or foil stamping where appropriate.

e. Digital Report

• Produce a digital version of the report, optimised for multiple devices including desktop, tablet, and mobile.
• Include interactive features such as clickable links, embedded multimedia (e.g., videos), and a flipbook version for BNSC’s website and other platforms.
• Deliver the digital version in an accessible format  (e.g. PDF) and ensure ease of online viewing or download.
• Provide support in securely hosting the flipbook version for easy stakeholder access.

• Load and deliver the approved digital report to BNSC on an external storage device (e.g. a pen drive).

• Produce independent NSA reports to be used by specific NSA (extract each NSA report as a stand alone)

f. Project Management

• Assign a dedicated project manager who will serve as the main point of contact and oversee the entire project from start to finish.
• Assign a dedicated copywriter who will provide copywrite service to the project

• Maintain regular communication with the BNSC team to ensure alignment on deliverables and timelines.

• Submit a detailed timeline indicating key milestones, review periods, production phases, and final delivery.
• Organise regular status updates on the progress of the report.

g. Review and Approval

• Submit a first draft for BNSC’s review. Incorporate all feedback and required changes in a timely manner. (The BNSC team will follow a ladder approval system, which may lead to multiple changes and reviews of different draft versions).
• Final printing and publishing should only be done upon receipt of the signed and approved final copy of the sample by the BNSC Chief Executive Officer

Additional Requirements

• Adopt sustainable printing practices where possible, including use of eco-friendly materials and methods.
• Comply with applicable legal and regulatory reporting standards in Botswana, and relevant corporate governance frameworks.

Technical Specifications

• Quantity: 50 printed copies and 1 digital version
• Maximum Pages: 200
• Size: A4 (Portrait based on approved design)
• Cover Paper: Hi-Q titan plus matt 300gsm (or approved alternative)
• Inner Pages: Hi-Q titan plus matt 148gsm (or approved alternative)
• Print: Full colour throughout, Spot UV finish
• Binding: Propose binding as per current corporate trends

Note: The consultant may propose printing and binding technical specifications as per current trends

Pricing Requirements

Quotation must include a full pricing breakdown. Lump sum pricing will not be accepted. Pricing must cover:

• Editing and proofreading
• Layout and design

• Photography and image licensing (For each NSA, there should be at least one picture.)

• Printing and binding
• Digital version development
• Project management and coordination

Timeline

The appointment arising from this quotation process shall be for a once off period (2025/26 report). The selected service provider will be expected to support the design, management, and production of the BNSC Annual Report within the contract period under terms and timelines agreed with BNSC.

All work, including delivery of printed and digital copies, must be completed by 25th September 2026. A production schedule aligned to this deadline must accompany the quotation.

Evaluation Criteria

The following will form the basis for evaluation:

• Clear understanding of BNSC’s mandate and operations
• Strategic and creative approach to report structure and layout
• Demonstrated experience in producing annual reports
• Strength in editing and content polishing
• Creative quality of previous design work

Company Profile and Team Composition

Each proposal must be accompanied by:

• A portfolio of recent work, particularly in annual report production
• At least three (3) references from previous clients within the last 5 years
• Resumes and role descriptions of all team members involved in the project. These should be in relation to the project
• Demonstrated knowledge of legal and governance reporting standards relevant to public entities

• Mock-ups of proposed designs (three iterations), inclusive of the cover page, contents page, and one additional page.

• Rationale for the proposed designs/design theme.

Please confirm receipt of this RFQ and submit the quotation, along with all required documentation, by the date indicated in the cover communication.

8. Proposal Submission Requirements

Technical Proposal

• Company/Consultant profile. 
• Understanding of the assignment. 
• Proposed methodology and work plan. 
• Relevant experience and references. 

Financial Proposal

• Detailed cost breakdown for the consultancy services. 

The eligibility criteria for RFQ are:

Local companies should be registered with the Public Procurement regulatory Authority in the following categories:

PPRA CODES AND SUB CODES

PPRA code :

• 138 Marketing and Public relations services 

Sub-code

•  01 Marketing Services 

• 02 advertising services 

• 03 public relations 

Valid tax clearance status or exemption thereof by BURS.

CIPA extract, certificate of incorporation 

Evaluation Criteria

To qualify for financial evaluation, bidders must score a minimum of 70% overall. Proposals will be evaluated based on:

9. Rights Reserved

BNSC reserves the right to accept or reject any proposal and is not bound to award the contract to the lowest bidder or any bidder.

10. Submission Details

Proposals should be submitted no later than 19^th June 2026 at 1500HRS.Submissions should be addressed to:

Procurement Department

Botswana National Sport Commission (BNSC)

Plot 145, Gaborone International Finance Park, Block B Ground floor, 2 and 5

procurement@bnsc.co.bw and copy bndereki@bnsc.co.bw  & mmangole@bnsc.co.bw