Objectives

The primary objective is to procure high-quality, corporate-branded presentation folders and ecological pens for municipal operations. The tender seeks to achieve value for money while complying with the municipality’s Supply Chain Management policy, specifically integrating price competitiveness with socio-economic transformation goals through the Preferential Procurement Regulations of 2022.

Scope

• Supply and delivery of 1,000 corporate branded presentation folders.
• Supply and delivery of 500 ecological pens featuring chrome clips and tips.
• All branding artwork will be provided by the municipality; suppliers must submit physical proofs for written approval prior to production.
• Delivery must be completed on or before 6 November 2026 to the designated municipal stores.
• Pricing must be quoted per item, with all delivery charges included in the unit rate.

Technical Requirements

• Presentation Folders: Full-colour, high-quality double-sided printing. Dimensions: A3 (440mm × 495mm flat), folding to 305mm × 230mm. Must include an inner pocket with dedicated slots for business cards.
• Ecological Pens: Barrel manufactured from recycled wood pulp. Polished chrome clip and tip. Black ink refill. Fully corporate branded.
• Quotation Validity: Minimum 90 days from the closing date.
• Compliance Documentation: Mandatory submission of MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim Form), MBD 9 (Certificate of Independent Bid Determination), active CSD registration, B-BBEE verification certificate or affidavit, and proof of locality (valid municipal account or lease agreement/owner affidavit).
• Evaluation Framework: Uses an 80/20 preference point system. Eighty points are allocated to price, ten to B-BBEE status level, and ten to geographical locality. Incomplete or missing compulsory documentation results in disqualification or zero points.
• Contract Formation: Only an official order or appointment letter issued by the municipality constitutes a legally binding contract.

Skills Requirements

While not explicitly itemised, successful execution requires demonstrated experience in commercial printing and promotional product manufacturing. Suppliers must possess the technical capability to manage client-supplied artwork, execute accurate pre-production proof approvals, maintain consistent print quality, and meet strict municipal delivery deadlines. Administratively, suppliers must have proficiency in navigating South African municipal procurement frameworks, accurately completing standardised compliance forms, and issuing VAT-compliant tax invoices per Section 20(4) of the VAT Act. Financial stability and reliable logistics coordination are also essential to fulfil delivery obligations without penalty.

Explanation of Key Terms & Conditions

• 80/20 Preference Point System: A scoring methodology where 80% of evaluation points are determined by price competitiveness, and 20% are awarded for specific socio-economic goals (B-BBEE contribution level and business locality).
• MBD Forms: Standardised municipal bidding templates used to declare conflicts of interest, claim preference points, and certify that bids were independently determined without collusive practices.
• Locality Preference: Points awarded based on the supplier’s operational address falling within the Saldanha Bay Municipality, West Coast District, or Western Cape province. Requires verifiable proof via municipal utility accounts or formal lease arrangements.
• VAT Invoice Compliance: Invoices must strictly adhere to Section 20(4) of the VAT Act. Non-compliant or invalid invoices will delay payments, with all financial responsibility and risk resting solely on the supplier.