Tender Summary: Appointment of Service Provider to Supply and Deliver Marketing and Branding Sports Equipment

Objectives

The primary objective is to appoint a qualified service provider to manufacture, brand, and deliver a comprehensive range of sports apparel, equipment, awards, and promotional materials for the Directorate of Sport, Recreation & Community Development at the Buffalo City Metropolitan Municipality.

Scope

The successful bidder will supply and deliver the following branded items across multiple sports disciplines and event needs:

• Sports Apparel & Kits: Rugby tops, blazers, soccer kits (PSL level), netball kits (NPL level), race t-shirts, and branded camp chairs/tables.
• Sports Equipment: Soccer balls (PSL level), netball balls (NSA level), rugby balls (Curre Cup level), boxing gloves (Everlast Elite 2), head guards, and mouth guards.
• Awards & Recognition: Gold award trophy cups, gold medals, and silver medals.
• Event Branding Materials: Banner wall media backdrops, branded tablecloths, and slim line bannerwalls.

Technical Requirements

Bidders must adhere to strict material specifications, delivery timelines, and compliance protocols:

• Material & Construction Standards: Apparel must meet durability and performance criteria (e.g., polyester/acrylic blends, flatseam construction, fast-dry technology, fully lined blazers). Medals require domed epoxy resin infill for a high-sheen finish. Event backdrops and tablecloths must utilize high-resolution dye-sublimation printing on 100% polyester fabric.
• Delivery Timeline: All goods must be delivered within 8–12 weeks following the issuance of an official BCMM Purchase Order.
• Pricing Structure: Quotations must be fixed for the contract duration, inclusive of VAT, and cover all associated costs. Discrepancies between numerical figures and written amounts will be resolved in favor of the written amount.
• Compliance & Documentation: Bidders must be registered on the BCMM Supplier Database and Central Supplier Database (CSD), maintain valid tax clearance, and submit mandatory Municipal Bidding Documents (MBDs) including declarations of interest, past supply chain practices, and independent bid determination.
• Submission Protocol: Quotations must be submitted exclusively via the municipality’s e-procurement vendor portal before the stipulated deadline. Physical, email, or telegraphic submissions are invalid.

Skills & Experience Requirements

To ensure capability and relevance, bidders must demonstrate:

• Industry Experience: A minimum of three (3) years’ proven experience in marketing and branding specifically within a municipality or government entity.
• Technical Expertise: In-house personnel with recognized qualifications and practical capabilities in graphic design and sports merchandise branding.
• Portfolio Evidence: Documented proof of previous successful branding and marketing projects executed for metropolitan municipalities.
• Reference Verification: Formal communication with past clients will be conducted; failure to respond within one business day results in immediate disqualification.

Key Procurement Terms & Evaluation

80/20 Preference Points System: A standard South African public procurement framework where 80% of evaluation points are allocated to price competitiveness, and 20% to specific socio-economic goals, primarily Broad-Based Black Economic Empowerment (BBBEE) status levels and supplier locality within the Eastern Cape/Buffalo City boundaries.

Dye-Sublimation Printing: A specialized digital printing method that transfers dye directly onto polyester using heat, ensuring vibrant, fade-resistant, and seamless branding ideal for event backdrops and table covers.

Domed Epoxy Resin Infill: A protective coating applied to medals during manufacturing to create a glossy, durable, and professional finish while securing custom printed inserts.

Evaluation will prioritize responsive bids meeting all mandatory criteria, followed by scoring based on the 80/20 price and preference point system. Contracts will only commence upon receipt of an official purchase order, and BCMM reserves the right to accept partial quotations or request clarifications without altering competitive positioning.