Objectives

The primary objective is to appoint a qualified service provider to design, produce, and deliver marketing and branding materials for the Buffalo City Metropolitan Municipality’s Directorate of Sport, Recreation & Community Development. The procurement aims to secure reliable, cost-effective, and timely supply of promotional collateral to support municipal events, campaigns, and community engagement initiatives.

Scope of Supply

The successful bidder will be responsible for the design, layout, printing, and delivery of the following items:

• 4 wall banners (3m x 2.25m) supplied with bags and pegs
• 5 printed gazebos (3x3m) with side walls, bags, and pegs
• 5 sharkfin banners (3m) with protective cases and ground stakes
• 5 pop-up banners (2m x 1m)
• 3 street banners (10m x 1.2m) equipped with ropes and eyelets
• 1 design and layout service
• 150 printed posters
• Mounting and removal services for 150 posters
• Procurement of necessary municipal permissions and levies for poster mounting (4 units)

Technical Requirements

• Delivery Guarantee: Bidders must provide documented proof of their ability to guarantee delivery within one to two business days after receiving an official municipal purchase order.
• Pricing Structure: All quoted rates must be fixed for the contract duration and inclusive of VAT where applicable. Discrepancies between figures and words will be resolved in favour of the written amount.
• Order Trigger: No goods may be delivered or services rendered until an official BCMM Purchase Order is issued and signed.
• Documentation Compliance: Submissions must include all mandatory municipal bidding schedules, including declarations of interest, past supply chain practices, and independent bid determination certificates.
• Evaluation Readiness: While no physical inspections are mandated during evaluation, bidders must be prepared to furnish samples or additional commercial documentation if formally requested.

Skills and Experience Requirements

• Industry Experience: Minimum of two to three years of proven operational experience in marketing and branding material production.
• Track Record: Submission of three prior appointment letters or order confirmations demonstrating relevant marketing service delivery.
• Financial & Regulatory Compliance: Active registration on the Central Supplier Database (CSD) and BCMM Supplier Database, valid tax clearance status, and current Broad-Based Black Economic Empowerment (BBBEE) certification.
• Entity Structure: Open to sole proprietors, companies, partnerships, joint ventures, and consortia. Joint ventures must attach a formal agreement outlining governance, authorised signatories, duration, and profit-sharing arrangements.
• Exclusions: Any individual or entity classified as being in the service of the state is strictly prohibited from participating.

Explanation of Key Terms and Conditions

• 80/20 Preference Points System: A South African procurement evaluation model where 80% of the total score is awarded based on competitive pricing, and 20% is allocated to socio-economic goals. In this tender, the 20% is distributed between BBBEE contributor status and geographic locality (prioritising suppliers operating within Buffalo City or the Eastern Cape).
• Central Supplier Database (CSD): A national government-mandated online registry used to verify supplier registration, financial stability, and tax compliance. Award cannot proceed without a verified CSD profile.
• BBBEE Status Levels: A regulatory framework measuring black South African ownership and economic participation. Suppliers are graded from Level 1 (highest empowerment) to Non-Compliant. Higher levels attract additional preference points during contract adjudication.
• Persons in the Service of the State: A legally defined category encompassing municipal employees, elected officials, and public entity staff. Statutory regulations bar these individuals from bidding on municipal contracts to eliminate conflicts of interest and ensure fair competition.