Objectives and Scope

The primary objective of this tender is to appoint a qualified advertising agent to deliver comprehensive advertising services for the Harry Gwala District Municipality over a fixed 24-month contract period. The scope encompasses the strategic planning, execution, management, and oversight of municipal advertising initiatives. The appointed agent will handle campaign development, media procurement, creative production, and performance monitoring to ensure consistent brand representation and effective public communication throughout the tenure.

Technical Requirements

Bidders must demonstrate strict compliance with administrative, financial, and operational standards. Key technical and procedural requirements include:

• Firm pricing inclusive of all applicable taxes, with bids remaining valid for 90 days after the closing date.
• Submission of mandatory municipal bid forms (MBD 1, 4, 8, and 9) and a signed MBD 6.1 form to claim preference points.
• A valid tax clearance certificate or SARS pin, alongside a Central Supplier Database (CSD) report issued within the preceding 30 days.
• Proof of registration on both the municipal database and the central supplier database.
• Municipal utility bills confirming that rates and services are not in arrears by more than 90 days for the company and all directors/shareholders.
• Valid lease agreements for corporate office space and/or director accommodation, or a supporting affidavit where accounts are held under relatives.
• All proposals must be physically sealed, clearly labeled with the tender reference and project title, and deposited in the designated bid box before the deadline. Telegraphic, telexed, or faxed submissions will be rejected.

Skills Requirements

The tender explicitly requires bidders to be formally qualified and possess demonstrable experience in advertising agency operations. While the document does not list granular technical competencies, successful applicants are expected to exhibit strong capabilities in public-sector marketing, campaign strategy, media buying, creative production, budget administration, and regulatory compliance. A proven track record in delivering structured advertising solutions for municipal or governmental entities is essential to meet the functional evaluation threshold.

Evaluation Framework

Bids undergo a two-stage evaluation process. The first stage assesses functionality and compliance, while the second stage evaluates price and specific socio-economic goals. An 80/20 preference point system applies, allocating 80 points to competitive pricing and 20 points to transformation criteria. Points are awarded based on enterprise location (prioritizing local municipal presence) and ownership demographics.

Explanation of Unusual or Complicated Terms

• MBD Forms: Standardized municipal bid documents mandated by South African public procurement legislation. They verify bidder identity, financial health, labor practice compliance, and preferential procurement eligibility.
• CSD Report: An official verification document from the Central Supplier Database that confirms a company’s legal registration, tax compliance status, and eligibility to conduct business with government entities.
• 80/20 Preference Point System: A scoring model where 80% of total points are determined by cost competitiveness, and 20% are reserved for socio-economic transformation goals. These goals incentivize local economic participation and historically disadvantaged ownership structures.