Objectives

The primary objective is to appoint a qualified service provider to design, develop, and deliver four quarterly municipal newsletters for the 2026/27 financial year. The initiative aims to effectively communicate municipal activities, developments, governance updates, and community information across all fourteen wards in both isiZulu and English.

Scope of Work

• Design and layout eight-colour-page newsletters per quarter.
• Print and deliver ten thousand copies per quarter (eight thousand in isiZulu and two thousand in English), totaling forty thousand copies annually.
• Cover all municipal events and activities, including those announced on short notice.
• Travel to all fourteen municipal wards to conduct interviews, capture photographs, and report on local developments.
• Meet strict quarterly submission deadlines: 30 September 2026 (Q1), 30 December 2026 (Q2), 30 March 2027 (Q3), and 30 June 2027 (Q4).

Technical Requirements

• Demonstrate prior experience in newsletter design and development, supported by at least three appointment letters and verifiable references.
• Submit all mandatory compliance documentation, including Central Supplier Database (CSD) registration, tax compliance verification, and completed Municipal Bidding Document (MBD) forms.
• Provide a detailed pricing schedule inclusive of VAT, with quotes remaining valid for thirty days.
• Achieve a minimum functionality score of sixty percent during evaluation.
• Comply with standard public procurement regulations, including the General Conditions of Contract and preferential procurement frameworks.

Skills Requirements

• Professional graphic design, editorial, and layout capabilities tailored for municipal communications.
• Photography and journalistic interviewing skills to capture events and conduct stakeholder interviews.
• Fluency and writing proficiency in both English and isiZulu, with evidence of language competency exceeding fifty percent.
• Proven writing expertise, demonstrated through published articles, books, or relevant academic qualifications.
• Strong project management and logistical coordination skills to manage field reporting across multiple wards while adhering to rigid production schedules.

Notable Terms and Conditions

This tender utilises an eighty/twenty Preferential Procurement Policy Framework Act (PPPFA) scoring system, where eighty points are allocated for competitive pricing and twenty points for designated ownership goals (historically disadvantaged black persons, women, and persons with disabilities meeting specified equity thresholds). Points are verified through official government databases. Additionally, bidders must complete standard Municipal Bidding Document (MBD) forms, which are statutory declarations ensuring transparency, conflict-of-interest disclosure, independent bid determination, and past supply chain management compliance. The municipality reserves the right to cancel contracts if tax compliance lapses, if functionality thresholds are not met, or if suppliers breach procurement regulations. Payments are processed within thirty days following satisfactory delivery and validated invoicing.