Objectives

The primary objective of this tender is to appoint a service provider to distribute newsletters and ad hoc communication materials for the City of Cape Town. The goal is to ensure efficient, reliable, and wide-reaching distribution within the municipal boundary, supporting the City's communication and engagement strategies.

Scope

The scope of work includes:

• Distribution of the staff newsletter to approximately 17,000 recipients across various city buildings, including drop-off points and contact persons.
• Distribution of the CityNews community newsletter to residents in designated areas and at specified locations such as libraries, bus stations, and subcouncils.
• Ad hoc distribution, placement, and collection of communication materials such as posters, leaflets, and boxes at various City facilities and venues.
• Collection and delivery of communication materials, including setting up and removing posters and display stands.
• Provision of distribution services that accommodate fluctuating volumes and locations, with proof of vehicle registration and capacity.

Technical Requirements

The technical requirements include:

• Use of registered, roadworthy vehicles suitable for volume and distance.
• Provision of proof of vehicle registration and capacity.
• Ability to count and count out newsletters and materials accurately per drop-off point and day.
• Contact with City officials twice daily to report progress, problems, and updates.
• Provision of a single, all-inclusive charge per distribution round, considering fluctuating fuel prices.
• Compliance with health and safety standards, including occupational health and safety legislation and registration with relevant authorities.
• Provision of proof of vehicle insurance, public liability, and other relevant insurances.
• Adherence to specified delivery timelines and reporting requirements.
• Use of specified or equivalent trade names, and compliance with City’s distribution and confidentiality protocols.

Skills Requirements

The tenderer must demonstrate:

• Experience in distribution of printed materials, preferably within municipal or similar environments.
• Capability to handle volumes of print and distribution logistics efficiently.
• Proven track record of reliable service delivery, with references for similar work in the past five years.
• Competence in vehicle operation, route planning, and timely delivery.
• Ability to communicate effectively with City officials and report progress regularly.
• Compliance with occupational health and safety standards and registration requirements.
• Financial stability and compliance with tax and legal obligations.