Objectives

The primary objective of this Request for Quotation (RFQ) is to procure a qualified service provider for the design, production, framing, and timely delivery of official certificates and event programmes specifically intended for the Office of the Speaker of Council.

Scope

The contract covers the supply and delivery of two distinct product categories:

• A3 Framed Certificates: 107 units. Includes single-artwork design and layout, precision cutting, insertion into A3 frames with moulding 370, and application of the Buffalo City Metropolitan Municipality (BCMM) logo.
• A5 Programmes: 120 units. High-quality printing on specified paper stock with the BCMM logo integrated.

All items must be delivered within 7 to 21 days after the municipality issues an official purchase order. Manufacturing or delivery may not commence until the successful bidder receives and acknowledges the signed purchase order.

Technical Requirements

Bidders must satisfy strict mandatory compliance and evaluation criteria:

• Mandatory Submissions: Proof of prior experience supplying identical goods (official order, invoice, and completion certificate/delivery note), a written guarantee of delivery within the 7–21 day window, and physical samples of the certificate paper and frame material submitted to the Supply Chain Management unit before the closing deadline.
• Database & Tax Compliance: Active registration on both the BCMM Supplier Database and the national Central Supplier Database (CSD). Verified tax compliance status is mandatory; expired or invalid records will result in disqualification.
• Statutory Declarations: Completion of all required Municipal Bidding Documents (MBDs), including declarations of interest, past supply chain management practices, and independent bid determination to prevent collusive bidding.
• Evaluation Framework: Quotations are assessed using an 80/20 preference point system. Eighty percent of scoring is based on price competitiveness. Twenty percent is allocated to specific socio-economic goals, primarily B-BBEE contributor status levels and supplier locality (prioritising businesses operating within Buffalo City or the Eastern Cape).
• Contractual Terms: Pricing must remain fixed for the contract duration. The agreement will be administered under the National Treasury’s General Conditions of Contract 2015. Post-award inspections or laboratory tests are not required.

Skills Requirements

Although not explicitly itemised, the scope inherently demands the following operational competencies:

• Print & Graphic Production: Expertise in digital layout, colour matching, premium paper selection, logo integration, and precision framing assembly.
• Logistics & Fulfilment: Proven capacity to handle fragile, framed materials and execute reliable last-mile delivery within a compressed 7–21 day turnaround.
• Procurement & Administrative Compliance: Ability to navigate municipal tendering protocols, maintain accurate regulatory registrations, prepare legally binding declarations, and adhere to fixed-price contracting without variation claims.

Key Terms & Definitions

Moulding 370: A standardised frame profile or trim specification dictating the width, depth, and finish of the certificate holders.

80/20 Preference Point System: A South African public procurement model where 80 points are awarded for price and 20 points for transformation objectives (B-BBEE level and geographic locality).

Central Supplier Database (CSD): The national government’s unified online registry used to verify supplier legitimacy, tax standing, and historical performance.

Purchase Order Mandate: A strict contractual condition prohibiting any work, production, or delivery until an official, signed purchase order is formally issued by the municipality.