Objectives

The primary objective is to procure standardized, high-quality printed materials that support local governance structures and enhance municipal transparency. The municipality aims to distribute authoritative constitutional guidelines to ward committees and communicate clear service delivery commitments to the public, thereby strengthening community engagement and administrative accountability.

Scope

The procurement covers two distinct printed products:

• Ward Committees’ Constitution Booklets: 260 units required. Specifications include A5 dimensions, 115/135gsm paper weight, and exactly 24 pages per booklet.
• Service Delivery Charters: 150 units required. Specifications include A1 dimensions, 350gsm paper weight, and full lamination for durability and weather resistance.

Bidders are responsible for meeting all physical specifications, ensuring consistent print quality, and delivering the complete quantities within the timeframe stipulated by the municipality.

Technical Requirements

Suppliers must demonstrate capability in commercial printing, finishing, and quality control. Key technical mandates include:

• Precise adherence to specified paper weights, formats, and pagination.
• Professional binding for booklets and industrial-grade lamination for charters.
• Strict compliance with statutory submission requirements. Failure to provide any of the following results in immediate disqualification:
• A Central Supplier Database (CSD) report issued within the last three months.
• Completed Municipal Bid Document (MBD) forms 4, 8, and 9.
• Valid tax clearance verification (Master Registration Number, Tax Compliance Status PIN, or Tax Clearance Certificate).
• A certified copy of the bidder’s identity or business registration documents (CK).

Skills Requirements

No advanced technical certifications or specialized engineering skills are mandated. Bidders must possess standard commercial printing competencies, including offset/digital printing, paper procurement, binding, laminating, and final inspection. Administrative proficiency is equally critical, as suppliers must accurately compile, verify, and submit complex government compliance documentation. Prior experience producing official municipal or regulatory publications is highly advantageous.

Procurement Framework & Key Terms

The evaluation utilizes a 40-point preferential scoring system designed to advance socio-economic transformation:

• Historical Disadvantage Target Goals (20 points): Allocates points based on alignment with national transformation priorities.
• Additional Preferential Elements (20 points): Distributed across locality, gender, youth status (ages 18–35), race, and disability representation to prioritize historically marginalized groups.

Terminology Clarifications:

• CSD Report: An official verification document from the national Central Supplier Database confirming a supplier’s active registration and procurement eligibility.
• MBD Forms: Standardized municipal bid templates. MBD4 handles supplier registration, MBD8 addresses conflicts of interest, and MBD9 captures preferential preference claims.
• MFMA Dispute Process: Regulation 49 & 50 of the Municipal Finance Management Act establishes a formal grievance pathway. Written disputes must be lodged within 14 days of a decision, escalates to the Provincial Treasury after 60 days if unresolved, and may ultimately reach National Treasury. Judicial recourse remains available at any stage.

Submission Guidelines

All quotations must be placed in sealed envelopes clearly marked “PROCUREMENT OF CONSTITUTION BOOKLETS” and delivered to the municipal procurement office by 12:00 PM on 21 September 2026. The municipality retains full discretion to accept or reject any quotation without obligation to award to the lowest bidder.