Appointment of a public relations service provider for the mining qualifications authority (mqa) – 3-Year contract

Purpose of the document:

• Draws attention to general conditions applicable to government bids, contracts, and orders.
• Ensures familiarity with the rights and obligations of all parties involved in doing business with the government.

Mandatory requirements:

• Valid tax clearance certificate from SARS.
• No record of corrupt or fraudulent practices (as defined in GCC Clauses 1.4 and 1.13).
• Not listed on the Register for Tender Defaulters or restricted from public sector business.
• Legal registration to operate in South Africa (for local suppliers).
• Ability to provide performance security (e.g., bank guarantee) as specified in SCC.

Preferred requirements:

• Proven experience in public relations, media management, and stakeholder communication (preferably in the mining or education sector).
• Demonstrated ability to develop and execute multi-channel PR campaigns.
• Familiarity with South African media landscape and regulatory environment.
• Existing relationships with key stakeholders in the mining qualifications or TVET sector.
• Compliance with B-BBEE (Broad-Based Black Economic Empowerment) requirements (if applicable).

Scope and standards:

• Goods and services must conform to standards specified in bidding documents.
• Suppliers must not disclose contract details or use purchaser-provided information without prior written consent.
• All documents provided by the purchaser remain their property and must be returned upon request.

Quality and inspection:

• Suppliers must ensure goods and services comply with contract specifications.
• Premises must be open for inspection by the purchaser or their representative at reasonable hours if required.
• Pre-bidding testing costs are for the bidder’s account.
• If inspections reveal non-compliance, the supplier bears the cost of inspections and must replace or rectify the goods/services at their own expense.
• Non-compliant supplies may be rejected and must be removed or replaced by the supplier.
• The purchaser may inspect, test, or analyze supplies post-delivery and reject non-compliant items.

Intellectual property:

• Suppliers must indemnify the purchaser against third-party claims of patent, trademark, or industrial design infringement.

Payment terms:

• Method and conditions of payment are specified in the Special Conditions of Contract (SCC).
• Suppliers must submit an invoice with a copy of the delivery note and fulfill other contractual obligations.
• Payments will be made within 30 days of invoice submission.
• Payments will be in South African Rand unless otherwise stipulated in SCC.
• Prices quoted in the bid are final unless adjusted as per SCC or bid validity extension requests.

Performance security:

• Performance security (bank guarantee, irrevocable letter of credit, or cashier’s cheque) must be furnished within 30 days of contract award.
• Performance security will be discharged and returned within 30 days of contract completion, including warranty obligations.

Tax and legal compliance:

• Suppliers must provide a valid tax clearance certificate issued by SARS before contract award.
• No contract will be awarded to bidders with outstanding tax matters.
• Suppliers must not engage in corrupt, fraudulent, or collusive practices.

Industrial participation:

• Suppliers must comply with the National Industrial Participation Programme (NIPP) if applicable to the contract.
• Suppliers must adhere to local content and industrial participation requirements as specified in the contract.

Industrial participation:

• The National Industrial Participation Programme (NIPP) applies to contracts subject to NIP obligations.
• Suppliers must adhere to local content and industrial participation requirements as specified in the contract.

General conditions:

• The General Conditions of Contract (GCC) form part of all bid documents and cannot be amended.
• Special Conditions of Contract (SCC) supplement the GCC for specific bids. In case of conflict, SCC provisions prevail.

Contract duration, termination, and penalties:

• The purchaser may terminate the contract for default, insolvency, or engagement in corrupt/fraudulent practices.
• Suppliers may face penalties for delays, calculated using the current prime interest rate for each day of delay.
• Force majeure events may relieve suppliers from penalties or termination for default.
• Suppliers must notify the purchaser promptly of any force majeure event and continue performance as far as practical.

Amendments and assignments:

• Contract amendments must be in writing and signed by both parties.
• Suppliers cannot assign obligations without the purchaser’s prior written consent.
• Subcontracts must be notified to the purchaser in writing.

Dispute resolution:

• Disputes will first be resolved through mutual consultation, then mediation, and finally in a South African court if unresolved.

Legal framework:

• The contract is governed by South African law and must be written in English.
• Suppliers are liable for taxes, duties, and levies as per their locality (foreign or local).

Industrial participation:

• The National Industrial Participation Programme (NIPP) applies to applicable contracts.

Bidders must use the provided reference letter template (Annexure A) to obtain verifiable references. The template must be completed by current or former clients and include: bidder and client legal names, project description, recommendation (yes/no with reasons if no), project duration, contact person details, reference date, and signature on company letterhead.

Evaluation will focus on: prior or ongoing experience in PR services, as evidenced by client references; verifiability and relevance of references; and accuracy and completeness of bidder documentation, including legal name and all required details.

Bidders must use the provided reference letter template (Annexure A) to obtain verifiable references. The template must be completed by current or former clients and include: bidder and client legal names, project description, recommendation (yes/no with reasons if no), project duration, contact person details, reference date, and signature on company letterhead.

The service provider will support the Mining Qualifications Authority (MQA) with public relations services. This includes utilising media and communication tools/platforms to plan and oversee PR activities, ensuring effective communication with all MQA stakeholders for a period of three years.

Closing date: 10 July 2026 at 11:00.

For bidding procedures: Ms Tsholo Dilape, Email: [email protected]. For technical information: Ms Merle Clark, Email: [email protected].

Submit a completed SBD 3.3 pricing schedule with all required details. The offer must remain valid for 120 days from the closing date (10 July 2026). Include certified invoices for all claimed expenses, with proof of costs attached. Pricing must explicitly cover all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Clearly indicate whether rates are firm for the full contract period or if adjustments (e.g., CPI-based) will apply.

Evaluation is open to all bidders meeting MQA’s procurement policies. Compliance with South African tax regulations (VAT, PAYE, etc.) is mandatory. Technical capability to deliver PR services using modern media and communication tools will be assessed. Financial transparency, including auditable cost breakdowns, is required.

Provide a ceiling price for the total project, including all phases, expenses, and applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Break down pricing by: phases, cost per phase, and man-days. Include rates for all personnel (hourly/daily) and other expenses (e.g., travel, accommodation, reproduction costs). Travel expenses must specify rate/km, total km, or class of air travel. Only actual costs are recoverable, and proof must accompany invoices. State if rates are firm for the contract period or provide adjustment details (e.g., CPI).

The Mining Qualifications Authority (MQA) invites bids for the appointment of a service provider to deliver public relations services. The scope includes using media and communication tools/platforms to plan and oversee PR activities, ensuring effective communication with all MQA stakeholders for a period of three years.

Bidding procedure enquiries: Ms. Merle Clark, Telephone: 011 547 2600, Email: [email protected]. Technical information: Ms. Tsholo Dilape, Telephone: 011 547 2600, Email: [email protected].

Submit proposals electronically to [email protected] by 10 July 2026 at 11:00 AM. Alternatively, deposit bid documents in the bid box at: No. 7 Anerley Road (Block B: Reception), Parktown, Johannesburg, 2193. Late bids will not be accepted. Use only the official forms provided (do not re-type). The successful bidder must complete and sign the SBD7 contract form.

General requirements: Must be a registered legal entity (proof of registration required). Must comply with South African tax obligations (TCS PIN or CSD number required). Must provide B-BBEE status level verification (certificate or sworn affidavit for EMEs/QSEs). Foreign bidders must disclose residency, branch, permanent establishment, or income source status in South Africa. Preference points: Awarded for B-BBEE compliance (based on status level). Local suppliers may receive preference under the Preferential Procurement Policy Framework Act, 2000. Exclusions: Late bids are disqualified. Failure to submit mandatory documentation (B-BBEE, TCS, CSD) may invalidate the bid.

Scope: Provide public relations services to the Mining Qualifications Authority (MQA) for three years. Deliverables: Utilise media and communication tools/platforms to plan and oversee PR activities. Ensure effective communication with all MQA stakeholders.

Mandatory registration: Bidders must register on the Central Supplier Database (CSD) and upload: business registration, directorship/membership/identity numbers, tax compliance status, and banking details. Tax compliance: Submit a Tax Compliance Status (TCS) PIN issued by SARS or a printed TCS with the bid. If no TCS is available but registered on CSD, provide a CSD number. B-BBEE: Submit a B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points. Consortia/joint ventures/sub-contractors: Each party must submit separate proof of TCS/PIN/CSD number. Foreign suppliers: Must answer additional questions regarding residency, branch, permanent establishment, or income source in South Africa.

A briefing session will be conducted for the tender. Attendance is not compulsory but is in your best interest. No specific date, time, or venue for the briefing is provided in the document.

For technical enquiries: Amanda Masilo - Email: [email protected], Phone: 011 547 2616. Tsholo Dilape - Email: [email protected], Phone: 011 547 2628.

Submit all required returnable documents to avoid disqualification. Required documents: Proof of CSD registration, Valid Tax Clearance Certificate, B-BBEE Certificate (or Sworn Affidavit for exempted micro-enterprises), fully completed and signed SBD 1, SBD 3.3, SBD 4, and SBD 6.1. Include CVs indicating where experience was acquired, with certified copies of qualifications attached. Qualification certificates must have a date stamp valid for 6 months prior to the closing date. The MQA may contact bidders within 7 working days after closing to address outstanding information, but this will not affect the substance of the proposal or give unfair advantage. Submit a short profile of the bidder, all documents required per evaluation criteria, and a detailed cost/fee breakdown for services.

Submit the following returnable documents: A short profile of the bidder. All documents required as per the evaluation criteria. Details of the cost/fee breakdown for the services to be rendered.

Evaluation occurs in three phases: Compliance, Functionality, and Pricing/Specific Goals. Phase 1 (Compliance): Mandatory documents include Proof of CSD registration, Valid Tax Clearance Certificate, B-BBEE Certificate (or Sworn Affidavit), and completed SBD forms (1, 3.3, 4, 6.1). Failure to submit these results in disqualification. Phase 2 (Functionality): Minimum score of 70/100 required to proceed. Evaluation areas and weights: Reference Letters (30%) - Minimum 3 compliant letters from different clients detailing PR work in the last 5 years. Company Profile (20%) - Detailed profile with 5+ years’ PR experience, financial info, client list, and testimonials. Account Manager Experience (10%) - CVs of 2+ personnel with 5+ years’ PR project management experience. Account Manager Qualifications (10%) - Relevant bachelor’s degree (NQF Level 7+) in PR/communications/journalism; professional body registration (e.g., PRISA) preferred. Junior Account Manager Experience (10%) - CVs of 2+ personnel with 3+ years’ PR experience. Junior Account Manager Qualifications (10%) - Relevant diploma/degree (NQF Level 5+); professional registration preferred. Project Plan Example (10%) - Submit a past PR project plan with tasks, resources, timeframes, and risk/reputation management. Phase 3 (Pricing and Specific Goals): 80/20 preference points system. Price (80 points), Specific Goals (20 points). B-BBEE points: Level 1 (15), Level 2 (14), Level 3 (10), Level 4 (8), Level 5 (6), Level 6 (5), Level 7 (4), Level 8 (2), Non-compliant (0). Additional points for promotion of black women (2), youth (1), disabled persons (1), and rural area residents (1).

Scope of work for the appointed Public Relations and Media Agency over three years: Advisory Role - Analyse and advise on MQA's Communication Strategy, media trends, communication modes, and internal awareness. Strategy Development - Develop, present, and report on a Public Relations and Media Strategy aligned with MQA's five-year plan. Media Liaison - Collate media coverage, ensure placement across all platforms (print, online, broadcast, etc.), produce publicity materials (brochures, videos, press releases, etc.), develop media networks, organise press conferences, and position MQA successes. Partnerships and Advertising - Seek placement opportunities for partnerships and sponsorships. Place a maximum of 8 targeted advertisements per annum in specified sector publications (e.g., SA Mining, Mining Indaba, TVET College Times). Content Creation - Source, package, and design content for social media (X, Instagram, YouTube, Facebook, LinkedIn, TikTok), podcasts, and website. Create 8 large and 12 smaller campaigns per annum covering events, beneficiary successes, and reputation management. Event Support - Provide advisory and public relations support for MQA corporate events (e.g., Annual Consultative Conference, Mining Skills Lekgotla, AGM) and stakeholder engagement activities. Reporting - Submit monthly reports on strategy accomplishments, technical activities, ad hoc activities, and schedules. Include analytical reports, technical reports, brand assessment, and advisory service summaries. Training - Provide professional media training for up to 50 MQA personnel over three years, aligned with Spokespersons Policy. Presentations - Conduct presentations to MQA and stakeholders as required. Participation - Allocate resources to participate in MQA strategic activities to enhance service knowledge. Media Monitoring - Use your own procured media monitoring service to advise MQA and inform reports. Project Management - Ensure adequate, accessible resources for seamless delivery over three years. Report to the Customer Service and Communication Unit.

Project team members with foreign qualifications must submit a SAQA certificate of valuation. The MQA reserves the right to contact reference clients; non-confirmation renders the reference non-compliant. The proposal must indicate names of persons to be evaluated; omission results in a zero score. CVs must indicate where experience was acquired, with certified copies of qualifications attached. Qualification certificates must have a date stamp valid for 6 months prior to the closing date. Functionality evaluation includes scoring for reference letters, company profile experience, and qualifications/experience of Account Managers and Junior Account Managers as detailed in the evaluation criteria.

The service provider must ensure services are rendered according to specifications and the prescribed scope. Key quality aspects: Provide advisory role on MQA’s Communication Strategy and media trends. Develop and ensure approval of a Public Relations and Media Strategy aligned with MQA’s five-year plan. Maintain open communication with MQA senior management on all PR and media issues. Ensure sufficient media coverage and placement across all platforms (print, online, broadcast, etc.). Produce high-quality communication materials (e.g., brochures, press releases, videos, multimedia programmes). Create and design content for campaigns, events, and reputation management. Provide professional media training for MQA personnel. Submit detailed monthly and close-out reports, including analytical and brand assessment reports. Use your own procured media monitoring service to advise MQA and inform reports.

Quoted amount must be in South African Rand and include VAT. Price must be itemised according to the scope of work. The MQA may subject the award to price negotiation with the preferred service provider, provided it does not give unfair advantage, is not to the detriment of others, and does not lead to a higher price than submitted. Payment will only be made for acceptable work completed and timeously delivered.

Mandatory documents for compliance: Proof of CSD registration, Valid Tax Clearance Certificate, B-BBEE Certificate (or Sworn Affidavit for exempted micro-enterprises). Submit fully completed SBD forms (1, 3.3, 4, 6.1). For team members with foreign qualifications, submit a SAQA certificate of valuation. Certified copies of qualifications must be attached to CVs, with date stamps valid for 6 months prior to closing date. The MQA reserves the right to contact reference clients; non-confirmation renders the reference non-compliant. The proposal must indicate names of persons to be evaluated; omission results in a zero score. B-BBEE: Submit a valid B-BBEE Status Level Verification Certificate or sworn affidavit. Points awarded based on B-BBEE level: Level 1 (15), Level 2 (14), Level 3 (10), Level 4 (8), Level 5 (6), Level 6 (5), Level 7 (4), Level 8 (2), Non-compliant (0). Additional points for promotion of black women (2), youth (1), disabled persons (1), and rural area residents (1).

B-BBEE evaluation forms part of the specific goals under the 80/20 preference point system. Submit a valid B-BBEE Status Level Verification Certificate or sworn affidavit. Points awarded based on B-BBEE level: Level 1 (15 points), Level 2 (14), Level 3 (10), Level 4 (8), Level 5 (6), Level 6 (5), Level 7 (4), Level 8 (2), Non-compliant (0). Additional points for promotion of black women (2 points), youth (1), disabled persons (1), and rural area residents (1). Exempted Micro Enterprises must submit a letter from an Accounting Officer. Failure to submit B-BBEE documentation results in being a non-compliant contributor and no preference points.

Contract duration: Maximum of three years from date of appointment. Work starts on signing the contract. The MQA reserves the right to terminate for non-performance or poor quality work. Payment will only be made for acceptable, timeously delivered work. The MQA may award the assignment to more than one bidder. The service provider must be available in Gauteng at their own cost as required. Suggestions accepted during progress meetings become part of the contract. The service provider must exhibit the highest integrity and accept only assignments they can complete competently. Submit detailed close-out reports at project conclusion, annual consolidated reports, and a final three-year report with recommendations.

Approvals: bid adjudication committee

SCM Senior Manager Member: Bid Adjudication Committee

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Member: Bid Adjudication Committee Member: Bid Adjudication Committee

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Member: Bid Adjudication Committee Member: Bid Adjudication Committee

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The tender requires the appointment of a service provider to support the Mining Qualifications Authority (MQA) with public relations services. The scope includes: utilising media and communication tools/platforms to plan and oversee PR activities; ensuring effective communication with all MQA stakeholders; and delivering services over a three-year period.

Submit the SBD 6.1 Preference Points Claim Form as part of the tender. Include all required proof or documentation for specific goals to claim preference points. The organ of state may request substantiation of preference claims at any time before or after adjudication. Failure to submit required documentation will result in no preference points being awarded for those goals.

Evaluation uses the 80/20 preference point system. Points are allocated as follows: 80 points for price (calculated using the lowest acceptable tender as the baseline) and 20 points for specific goals. Specific goals include: B-BBEE Status Level of Contributor (max 15 points) and ownership criteria (max 5 points: 2 for ≥50% black women-owned, 1 for ≥50% black youth-owned, 1 for ≥50% black disabled-owned, 1 for ≥50% black rural-owned). All claims must be verifiable with supporting documents (e.g., B-BBEE Certificate, Sworn Affidavit). Non-compliant contributors receive 0 points.

B-BBEE compliance is mandatory to claim preference points. Submit a valid B-BBEE Certificate or Sworn Affidavit to verify status level and ownership criteria (black women, youth, people with disabilities, or rural residents). Fraudulent claims may result in: disqualification from the tendering process, recovery of costs/losses/damages by the organ of state, contract cancellation, a 10-year restriction from government business for the tenderer/contractor (or its shareholders/directors), or criminal prosecution.

The tender is open to any natural or juristic person. Bidders must adhere to principles of transparency, accountability, impartiality, and ethics as per the South African Constitution and relevant legislation. A Declaration of Interest (SBD 4) is mandatory for all bidders.

Submit a completed and signed Declaration of Interest form (SBD 4). Disclose: - If the bidder, directors, trustees, shareholders, members, partners, or any person with controlling interest is employed by the state (provide full names, ID numbers, and state employee numbers if applicable). - Any relationship with MQA employees. - Any interest in other enterprises bidding for this contract. Failure to submit a true and complete disclosure will result in automatic disqualification.

Open to natural or juristic persons. Disqualification applies if: - Bidder is listed in the Register for Tender Defaulters or the List of Restricted Suppliers. - Bidder has undeclared conflicts of interest (e.g., state employment, relationships with MQA officials, or ties to competing bidders). - Bidder engaged in collusive, corrupt, or unethical practices. Mandatory: Completed Bidder’s Disclosure form certifying no conflicts or unethical practices.

Bidders must certify: - Not listed in the Register for Tender Defaulters or the List of Restricted Suppliers. - Bid is independent, with no collusion with competitors. - No prior or current consultation with MQA officials regarding the bid (except for clarification requests). - No involvement in drafting the specifications or terms of reference. Non-compliance risks: - Bid rejection. - Reporting to the Competition Commission. - Criminal investigation by the NPA. - Public sector business restriction for up to 10 years.