Objectives

The primary objective is to appoint a recognised newspaper publisher to deliver integrated print and digital advertising services for the Mossel Bay Municipality over a three-year contract period.

Scope of Work

• Print Distribution: Publication of municipal advertisements in tabloid-sized or larger newspapers across the Garden Route municipal districts (Mossel Bay, George, Knysna, Hessequa, and Bitou).
• Circulation Thresholds: Minimum verified circulation of 3,500 copies per edition within the Mossel Bay Municipal area, with distribution extending to outlying communities including Vleesbaai, Herbertsdale, Buisplaas, Brandwag, Friemersheim, and Ruiterbos.
• Digital Engagement: Maintenance of active online platforms meeting minimum audience benchmarks: Facebook (≥150,000 followers), WhatsApp Channel (≥30,000 subscribers), and YouTube (≥10,000 subscribers).
• Content & Approval Workflow: Advertising material must not exceed 60% of the main editorial body. All advertisements require municipal sign-off prior to publication, with proofs submitted for review.
• Pricing Framework: Submission of unit rates for various print dimensions (black and white and full colour), spot placements, and digital campaigns, structured across three annual pricing tiers aligned with the contract duration.

Technical Requirements

• Regulatory Compliance: Valid Tax Compliance Status PIN from SARS, current municipal rates and taxes clearance (or legally binding lease agreements/affidavits confirming non-liability), and a Compensation Commissioner Letter of Good Standing.
• Documentation Standards: Original, fully completed bid forms (strictly no retyping or alterations), certified board resolutions authorising the signatory, and complete submission of all mandatory municipal procurement forms.
• Performance Verification: Independent circulation audits, verifiable social media analytics, detailed ward-level distribution schedules, and B-BBEE verification certificates or sworn affidavits.
• Joint Ventures: If applicable, a fully executed joint venture agreement must accompany the bid, with each partner enterprise submitting separate tax clearance and B-BBEE documentation.
• Evaluation Model: Bids will be scored using an 80/20 or 90/10 preference point system, allocating points for price competitiveness, B-BBEE status level, and geographical locality.

Skills Requirements

Bidders must demonstrate established operational capacity in newspaper publishing, digital media management, and regional distribution logistics. Essential competencies include:

• Proven experience managing high-volume print and digital advertising campaigns for public sector clients.
• Robust editorial compliance workflows to guarantee pre-approval processes are executed without delay.
• Logistical expertise to maintain consistent physical distribution networks across urban centres and rural municipal wards.
• Administrative proficiency in adhering to strict public procurement regulations, performance monitoring frameworks, and audit-ready reporting standards.

Key Terms & Unusual Requirements

• 80/20 / 90/10 Preference Point System: A South African public procurement scoring model where total points are split between price (80 or 90 points) and socio-economic goals (20 or 10 points), specifically B-BBEE status and local business location. The exact system applied is determined after bids are received based on the lowest acceptable tender.
• Run of Site: A digital advertising term referring to display ads placed anywhere on the publisher’s website without guaranteed specific positioning, homepage priority, or dedicated landing page allocation.
• Spot Placement: A fixed, predetermined position within the print edition where advertisements will appear, ensuring consistent reader visibility.
• B-BBEE: Broad-Based Black Economic Empowerment, a regulatory framework requiring bidders to submit verified status levels to qualify for preferential procurement points and promote economic transformation.