Tender Summary: Procurement of Promotional Material

Objectives

The primary objective is to engage a qualified service provider to design, compile, and produce high-quality legislative reference booklets and branded professional backpacks for municipal councillors. This procurement aims to enhance councillors' access to essential legal frameworks, support effective governance, and facilitate public participation, aligning with the municipality's vision of building sustainable, socio-economically vibrant communities.

Scope of Work

• Legislative Booklets: Compilation, editing, design, and printing of consolidated booklets containing critical local government legislation.
• Branded Backpacks: Supply of professional laptop/business backpacks tailored for office, field, and travel use, featuring municipal branding.
• Distribution: Delivery of up to 76 printed booklet copies, one digital PDF version, and 76 backpacks to the municipality.

Technical Requirements

Legislative Booklets

• Content: Selected municipal chapters of the Constitution, Municipal Structures Act, Municipal Systems Act, Municipal Finance Management Act, Supply Chain Management Regulations, and Code of Conduct for Councillors.
• Format & Design: A4 size, professionally bound, 150–200 pages. Must feature clear headings, municipal branding/logo, accessible typography, a glossary, and an index.
• Quality Standards: Content must be cross-checked against official gazetted legislation. Requires professional editing, proofreading, durable binding, and high-quality paper suitable for frequent use.
• Timeline: Draft submission within 30 days of appointment; final delivery within 60 days.

Backpacks

• Specifications: Black colour with embroidered municipal logo, durable water-resistant polyester/nylon fabric, padded 15.6-inch laptop compartment, multiple zippered main and organiser pockets, mesh side pocket, heavy-duty zippers, adjustable padded shoulder straps, reinforced top handle, and padded back panel.
• Dimensions & Capacity: Approximately 45 × 31 × 13–15 cm; 25–30 litre capacity.
• Style: Formal, mature, and professional.
• Quantity: 76 units.

Skills and Experience Requirements

• Proven track record in legal publishing, editorial services, or municipal documentation production.
• Submission of physical or digital samples demonstrating previous work quality is mandatory.
• Ability to meet strict municipal compliance standards, including valid tax clearance, Central Supplier Database registration, and submission of all prescribed Municipal Bidding Document (MBD) forms.
• Confirmation that no directors or owners are in the service of the state and that no municipal accounts are overdue beyond 30 days.

Unusual or Complicated Terms

• 80/20 Preference Point System: A scoring model where 80 points are allocated to price competitiveness and 20 points are reserved for designated social goals. Points are awarded based on ownership or participation levels by Black individuals, women, youth, persons with disabilities, and military veterans.
• 100% Local Content Threshold: A strict procurement condition requiring that all supplied goods must be manufactured or produced entirely within South Africa. The local content percentage is calculated using the SABS SATS 1286:2011 methodology, which excludes the value of imported components, freight, duties, and handling costs.
• MBD Documentation Suite: A standardized set of municipal bidding forms (MBD 1, 4, 6.1, 6.2, 6.4, 8, and 9) that legally bind bidders to declare tax compliance, disclose conflicts of interest, claim preference points, confirm clean supply chain history, and certify independent bid determination to prevent collusion.