Tender Summary: Supply and Delivery of Calendars and Diaries

Objectives

The primary objective is to appoint a qualified service provider for the design, production, and delivery of custom-printed calendars and diaries for the Harry Gwala District Municipality. The tender aims to secure competitive, VAT-inclusive pricing while ensuring strict adherence to municipal supply chain management regulations, preferential procurement frameworks, and quality standards.

Scope

The contract encompasses the complete lifecycle of stationery production for the 2027 calendar year, including layout design, printing, finishing, and delivery. Required quantities are:

• 10,000 units of A2 wall calendars
• 120 units of desk calendars
• 300 units of A4 diaries
• 200 units of A5 diaries

Bidders must quote exactly per specification. The municipality retains the right to accept bids in whole or in part, reject unmarket-related pricing, or cancel the tender if necessary. All submissions must be sealed and delivered by the stipulated closing date.

Technical Requirements

All items must comply with precise material, design, and finishing specifications:

• Wall Calendars: Glossy texture with a metal holder at the top. Must feature an incorporated image alongside the municipality’s vision, mission statements, and the 2027 year designation.
• Desk Calendars: Must incorporate a designated picture and include a pre-printed schedule of council meeting dates (dates to be provided by the municipality post-appointment).
• Diaries (A4 & A5): Printed in municipal colours with a standard cover texture. Must include gold metal corner protectors. The municipality’s full name and logo must be applied using gold foil on all diaries.
• Executive Diaries: Diaries for Exco members and Heads of Department must feature the recipient’s initials and surname foiled in gold at the bottom left of the front cover.
• Compliance Documentation: Bids must include completed MBD1, MBD4, MBD6.1, MBD8, and MBD9 forms. Providers must hold a valid tax clearance certificate or SARS PIN, be registered on both the municipal and Central Supplier Databases, and submit proof that municipal rates are not in arrears for more than 90 days. Lease agreements or sworn affidavits are required to verify business and director residential addresses.

Skills Requirements

No formal academic qualifications are mandated, but bidders must demonstrate proven experience in commercial offset/digital printing, graphic layout design, and bulk logistics. Providers must possess the technical capability to execute precision finishing processes, manage variable personalisation (executive initials), maintain colour consistency across large print runs, and guarantee timely delivery aligned with municipal operational timelines.

Key Procurement & Evaluation Framework

Evaluation utilises the mandatory 80/20 preference point system, allocating 80 points to price competitiveness and 20 points to specific socio-economic goals. The sole specific goal awards 20 points to enterprises physically located within the KwaZulu-Natal province, requiring verifiable proof via utility bills, lease agreements, company registration, and director identification documents. Bids from individuals currently in the service of the state are strictly excluded.

Clarification of Specialised Terms

• Foiled in Gold: Refers to hot foil stamping, a premium printing technique where metallic gold leaf is thermally transferred onto substrates under pressure, creating a durable, reflective finish.
• Gold Metal Corner Protectors: Small metallic caps affixed to diary corners to prevent fraying, enhance structural durability, and provide a decorative upgrade.
• 80/20 Preference Point System: A standard South African public procurement model where 80% of scoring weight prioritises cost efficiency, while 20% rewards targeted economic development objectives, such as supporting local provincial enterprises.
• MBD Forms: Standardised Municipal Bidding Documents legally required to ensure transparency, declare potential conflicts of interest, verify past supply chain conduct, and certify that bids were prepared independently without collusion.