Objectives

The primary objective is to appoint a qualified supplier to produce, deliver, install, and dismantle marketing and branding materials for the Buffalo City Metropolitan Municipality’s “Women in Business” fashion show event. The municipality aims to secure reliable execution of branded exhibition setups and promotional collateral that strictly adhere to its corporate identity and event requirements.

Scope of Work

• Exhibition Stalls: Supply, branding, setup, and post-event dismantling of five (5) stalls measuring 3m x 3m each, finished with BCMM logos and official colour schemes.
• Pull-Up Banners: Design approval, production, and delivery of five (5) BCMM-branded pull-up banners.
• Design & Layout Services: Processing of five (5) marketing material design/layout files. Note: BCMM will supply the final artwork, which must receive formal unit approval before any printing or production begins.

Technical Requirements

• Proven Experience: Submission of four sets of appointment letters or purchase orders, each accompanied by corresponding stamped invoices and signed delivery notes for comparable branding and marketing projects.
• Delivery Timeline: All goods and services must be delivered, installed, and ready for use within eight to twelve weeks of receiving an official BCMM purchase order.
• Quality & Compliance: Materials must match BCMM branding specifications. Original B-BBEE verification certificates or sworn EME/QSE affidavits are mandatory. Valid Central Supplier Database (CSD) registration and up-to-date tax compliance status are compulsory.
• Documentation: Completion of all standard municipal bidding schedules, including conflict-of-interest declarations, preference point claims, past supply chain conduct statements, and independent bid determination certificates.

Skills Requirements

• Expertise in large-format printing, banner manufacturing, and structural fabrication for temporary exhibitions.
• Competency in event logistics, including safe on-site installation and efficient post-event dismantling.
• Ability to accurately interpret and reproduce municipal branding guidelines without deviation.
• Strong project coordination skills to manage approval workflows, meet strict delivery windows, and handle last-minute logistical adjustments.
• Familiarity with public sector procurement compliance, record-keeping, and performance reporting standards.

Key Terms & Unusual Requirements

80/20 Preference Point System: Evaluations allocate 80% of scoring to price competitiveness and 20% to specific socio-economic goals, primarily B-BBEE contribution levels and business locality within the Eastern Cape province.

Purchase Order Trigger: No work, delivery, or service rendering may commence until BCMM issues a formal, signed purchase order. Premature execution invalidates the submission.

Locality Preference: Additional points are awarded to suppliers physically operating within Buffalo City boundaries, with reduced points for entities located elsewhere in the Eastern Cape, and zero points for those outside the province.

MBD Compliance Framework: The tender relies on standardized Municipal Bidding Documents (MBDs) to certify independence from collusive practices, declare state employee conflicts, claim preference points, and confirm past contractual conduct. Incomplete or unsigned MBDs automatically render a quotation non-responsive.