Tender Summary

Objectives

The primary objective is to appoint a qualified service provider to supply and deliver customised gift packs to the Centralised Ward Committee under the Johannes Phumani Phungula Local Municipality. The procurement aims to support ward committee operations while strictly adhering to municipal supply chain management policies, promoting socio-economic transformation, and ensuring transparent, competitive evaluation.

Scope of Supply

The contract covers the supply and delivery of 150 gift packs. Each pack must contain:

• A slim pop-up card holder (black, for males) or a small assorted-colour wallet (for females).
• A 500ml stainless steel coffee mug or tumbler with a lid, engraved with the municipality's logo.
• All items must be housed in a foldable magnetic closure gift box available in dark green, black, or white.

Bidders must submit a firm, VAT-inclusive quotation valid for at least sixty days. The successful provider will be required to execute a written contract upon award.

Technical Requirements

• Products must strictly conform to the specified materials, dimensions, branding, and packaging requirements.
• Quotations must be presented on official business letterhead, clearly detailing quantities, unit prices, and total amounts.
• Offers must be submitted in a sealed envelope clearly marked with the tender reference and delivered to the designated drop-off location by the stipulated closing date and time.
• Late submissions will not be considered, and the municipality reserves the right to reject, accept in part, or negotiate market-related pricing.

Skills and Compliance Requirements

Bidders must demonstrate administrative competence and full regulatory compliance, including:

• Tax & Supplier Registration: Valid Tax Compliance Status (TCS) PIN or Central Supplier Database (CSD) registration.
• Corporate Documentation: Certified company registration documents, BBBEE certificate (or sworn affidavit), and certified ID copies of all directors/members.
• Financial Standing: Proof of municipal account status (not older than three months) or alternative documentation (lease agreement, landlord confirmation, or affidavit) depending on occupancy type.
• Statutory Declarations: Completion of MBD 4 (Declaration of Interest), MBD 8 (Past Supply Chain Management Practices), and MBD 9 (Certificate of Independent Bid Determination) to confirm no conflicts of interest, prior misconduct, or collusive behaviour.
• Preference Point Claiming: Ability to provide verifiable proof (IDs, CSD records, councillor/Inkosi-signed residence proofs) to claim points for black ownership and local business residency.

Explanation of Key Terms and Processes

• 80/20 Preference Point System: A standard South African procurement evaluation model where 80 points are awarded for price competitiveness and 20 points for specific socio-economic goals (primarily ownership by black individuals/women/youth and promotion of businesses within the municipality or district). Higher combined scores determine the preferred bidder.
• MBD Forms: Standard Municipal Bidding Documents mandated across South African municipalities. They serve as legal declarations to verify bidder identity, ensure transparency, prevent conflicts of interest, confirm clean past conduct, and guarantee that bids were prepared independently without collusion.
• TCS & CSD Registration: Mandatory government verification systems. TCS (via SARS) confirms a taxpayer's compliance with tax obligations, while CSD (National Treasury) maintains a central database of pre-qualified suppliers. Both are prerequisites for participating in public sector procurement.