Supply, delivery, and printing of promotional materials for city of johannesburg transport department (rea vaya & phase 1c)

Contact person: Carol Moeng

Email: [email protected]

Phone: 069 568 6492

Department: Transport Department, City of Johannesburg

Submission address: Quotation box at Sappi Building (Reception), 48 Ameshhoff Street, Braamfontein, Johannesburg (opposite Food Lovers & Dis-Chem).

Opening address: Group Head: Strategic Supply Chain Management, 15th Floor, Metro Centre, 158 Civic Boulevard Street, Braamfontein.

Submit a sealed quotation envelope to the quotation box at Sappi Building (Reception), 48 Ameshhoff Street, Braamfontein, Johannesburg (opposite Food Lovers & Dis-Chem) by 03 June 2026 at 10h30. Envelopes must clearly display: RFQ number (COJ0104-25/26), description, closing date, and time.

Required forms (all must be signed or the RFQ will be disqualified):

• Conditions of Quotation (Form A)
• Specification (Form B)
• RFQ Checklist
• Form of Quotation and Acceptance (Form C)
• Statement of Authorization (Form D)
• MBD 4: Declaration of Interest (Form E)
• MBD 8: Declaration of Tenderer’s Past SCM Practices (Form F)
• MBD 9: Certificate of Independent Bid Determination (Annexure G)
• Declaration on State of Municipal Account (Form H)
• Article of Agreement (OHS Act, 1993) (Form I)
• MD1 6.1: Preference Points Claim Form (Form J)

Mandatory supporting documents:

• Certified copy of Company Registration Document (CIPC)
• Proof of business address: Rates & Taxes Invoice OR Certified Copy of Lease Agreement OR Affidavit from Lessor (certified by Commissioner of Oath/SAPS) for the company and all directors
• Certified Copy of B-BBEE Certificate or Sworn Affidavit
• Original Tax Clearance Certificate or SARS One-Time Pin Code
• Central Supplier Database (CSD) Number
• City of Johannesburg Supplier Database Number

Practical submission rules:

• Quotations must be completed in black ink. No correction fluid (e.g., Tipp-Ex) allowed on price schedules or Bills of Quantities.
• All pages must be initialed, and the quotation must be signed.
• Prices must be in ZAR, VAT-exclusive, and firm for 30 days. No price increases will be considered after submission.
• All price alterations must be crossed out in ink and initialed. Unquoted items must have a line drawn through the space.
• Quotations must include delivery charges and labor for off-loading.
• Suppliers must be registered on the City of Johannesburg Supplier Database (forms available on www.joburg.org.za).
• No goods/services may be delivered before an official purchase order is issued.
• False declarations on MBD forms may lead to automatic disqualification.

Evaluation will use the 80:20 preference point system as per the Preferential Procurement Policy Framework Act and Regulations, 2022:

• Price: 80 points (lowest acceptable price scores highest; formula: Ps = 80(1 - (Pt - Pmin)/Pmin))
• Preferential Goals: 20 points (maximum), allocated for:
• Business owned by 51% or more Black People
• Business owned by 51% or more Women
• Enterprise located within the City of Johannesburg Metropolitan Municipality

Disqualification risks:

• Bidder or directors listed on National Treasury’s prohibited database or Register for Tender Defaulters.
• Bidder or directors convicted of fraud/corruption in the past 5 years.
• Municipal rates/taxes or service charges in arrears for >3 months (company or directors).
• Failure to submit valid Tax Clearance Certificate or SARS Pin (may be requested within 7 days if not submitted initially).
• Evidence of collusive bidding or abuse of SCM system (MBD 9 and MBD 8 declarations).
• Unsigned or incomplete forms.
• Use of correction fluid on pricing documents.

Note: The lowest price or any quotation will not necessarily be accepted. The City reserves the right to accept the whole or any portion of a quotation.

Scope: Supply, delivery, and printing of promotional materials for the City of Johannesburg Transport Department, including Rea Vaya and Rea Vaya Phase 1C (new route from Joburg CBD to Alexandra/Sandton).

Service provider must:

• Design artwork, layout, and graphic elements.
• Produce and deliver materials as per specified quantities and technical details.

Detailed specifications:

• Z-card Brochure (Scholars Credit): 6-panel concertina with power pocket, 5,000 units. Front cover: 60x90mm; back cover: 180x89mm; printed CMYK + overall matt aqueous varnish on 1 side (350gsm), glued. Insert: 78x300mm; printed CMYK both sides on 70gsm bond, white, trimmed.
• DL Flipper Cards: No pouch, 8 leaves, 5,000 units (1,000 for pedestrians/public, 2,000 for scholars). Flat size: 619x325mm; finished size: 99x237mm; printed CMYK + overall matt machine varnish both sides on 300gsm Hi-Q Matt Art; die-cut to shape/size.
• Cube Pop-Up: With/without holes, 100 units. Flat size: 368x263mm; finished size: 80x80x80mm; printed CMYK + gloss film laminated on 1 side (350gsm SBS board, white); die-cut and glued.
• Envelope: Flat size: 170x242mm; finished size: 170x85mm; printed CMYK + gloss film laminated on 1 side (350gsm SBS board, white); die-cut and insert pop-up.
• Panel Z-card (Handy 10 Panel): 5,000 units. Cover: 146x106mm; printed CMYK + overall matt aqueous varnish on 1 side (300gsm Hi-Q Matt Art). Insert: 420x1000mm; printed CMYK both sides on 70gsm bond, white, trimmed.
• Credit 8 Panel Z-card (Drivers): 2,000 units. Cover: 54x85mm; printed CMYK + gloss film laminated on 1 side (300gsm Hi-Q Matt Art); die-cut oblong with rounded corners. Insert: 234x400mm; printed CMYK both sides on 70gsm white board.
• Posters (Fares, ABT, Bus Frequency): A1 size, printed one side on 180gsm with 100 gloss; quantities: 100 each.
• Posters (A0): Printed one side on 180gsm with gloss, 50 units.
• Posters (A3): Printed one side on 180gsm with 100 gloss, 100 units.
• A5 Brochures (New Fares, ABT): A4 folded to A5, 180gsm, gloss, 10,000 units each.
• A1 Calendar: Printed one side on 200gsm with glossy finish, 5,000 units.
• Stickers: Various sizes (A4: 250 units, 5m x 1m: 20 units, A5: 100 units, 1200mm x 1850mm: 150 units) on vinyl, glossy, full color.

Note: Quantities are provided in good faith and may be adjusted by the City to align with SCM Policy thresholds. All goods must comply with the Occupational Health and Safety Act, 1993.

Pricing format and terms:

• All prices must be quoted in South African Rand (ZAR), VAT-exclusive. Non-VAT registered suppliers will be treated as non-VAT vendors.
• Prices must be firm for 30 days from submission. "Firm" prices are fixed and subject only to statutory changes (VAT, customs/excise levies).
• Prices must be all-inclusive of delivery charges. Goods must be delivered to the address specified in the quotation.
• No price increases will be considered after the closing date/time.
• Quotations must remain open for acceptance for 30 days.
• Settlement discount (2.5%) may be applied if quoted.

Exchange rate cover:

• If prices are based on exchange rates, the successful tenderer must obtain forward exchange rate cover within 14 days of order placement. Proof must be submitted with the invoice; failure to do so may result in contract cancellation.

Payment and delivery:

• Payment will be made via official purchase order. No goods/services may be delivered before the purchase order is issued and accepted.
• Successful tenderer must provide labor for off-loading/delivering.

Pricing documentation:

• Complete Form C (Form of Quotation and Acceptance) with unit prices, total prices (VAT-exclusive), and grand total.
• If prices are variable, provide cost breakdown (material, labor, transport, profit, other) and index figures/base dates (e.g., SEIFSA Table E1).
• All price alterations must be crossed out in ink and initialed. No correction fluid allowed.

Mandatory compliance documents:

• Valid Tax Clearance Certificate or SARS One-Time Pin Code (submitted with quotation). If not submitted initially, the City may request it within 7 days of notification. No contract will be awarded without valid tax compliance proof. Each party in a consortium/joint venture must submit separate certificates/pins.
• Central Supplier Database (CSD) registration. Suppliers must also register on the City of Johannesburg Supplier Database (forms available on www.joburg.org.za).
• Certified Copy of B-BBEE Certificate or Sworn Affidavit.
• Declaration on State of Municipal Account (Form H): Municipal rates/taxes or service charges in arrears for >3 months (company or directors) will disqualify the bidder. Attach copies of municipal accounts (not older than 3 months) for the company and all directors.
• MBD 4: Declaration of Interest (Form E): Disclose any relationships with persons in the service of the state (e.g., directors, shareholders, family members).
• MBD 8: Declaration of Tenderer’s Past SCM Practices (Form F): Confirm no abuse of SCM systems, fraud/corruption convictions, or contract defaults in the past 5 years. Check National Treasury’s Register for Tender Defaulters.
• MBD 9: Certificate of Independent Bid Determination (Annexure G): Certify no collusive bidding or communication with competitors regarding prices, market allocation, or bid intentions.
• Occupational Health and Safety Act Compliance: Successful tenderers must comply with OHS Act regulations (Form I).
• Company Registration: Certified copy of CIPC registration document.
• Proof of Business Address: Rates & Taxes Invoice OR Certified Lease Agreement OR Affidavit from Lessor (certified by Commissioner of Oath/SAPS) for the company and all directors.

Conditional requirements (if applicable):

• SETA Accreditation (for training suppliers): Certified copy.
• Health Certificate (for catering suppliers): Certified copy.
• CIDB Registration (for construction/building maintenance): Certified copy.