Provision of print media advertisement services for richmond local municipality (36 months)

Technical enquiries: Mr Nkosinathi Ngubane, Supply Chain Manager, Tel: (033) 212 2155, Email: [email protected].

SCM/Bid Document enquiries: Mr Sandile Sithole, Tel: (033) 212 2155, Email: [email protected].

Submission address: Richmond Municipality, 57 Shepstone Street, Richmond, 3780.

Submit sealed tender documents endorsed with 'Tender No. RLM-14/2025/2026 PROVISIONS OF ADVERTISEMENT IN THE PRINT MEDIA' to the official tender box at Richmond Municipality, 57 Shepstone Street, Richmond, 3780, between 08h00 and 16h00, Monday to Friday. Late, facsimile, or electronic bids will not be accepted. Public opening follows at 10h00 on 01 June 2026.

Required returnable documents (failure to submit any will disqualify the bid):

• MBD 1: Invitation to Tender
• MBD 2: Valid Original Tax Clearance Certificate (no certified copies accepted)
• MBD 4: Declaration of Interest
• MBD 6.1: Preferential Procurement Claim Form
• MBD 8: Declaration of Past Supply Chain Management Practice
• MBD 9: Certificate of Independent Bid
• Company profile
• Proof of enterprise ownership (CIPC registration)
• Certified copies of owner’s ID (within 6 months)
• Letter of good standing
• Recent Statement of Rate Accounts (Municipal Utility Bill) or Lease Agreement
• Reference letters as per functionality requirements
• Proof of registration with Central Supplier Database (CSD)

Bid documents cost R611.50 (non-refundable) and are obtainable from the Budget and Treasury Office during normal working hours. Tenders must be completed on official forms provided and submitted in full. No extensions will be granted.

Mandatory requirements:

• Registration on the National Treasury Central Supplier Database (CSD).
• Valid Original Tax Clearance Certificate (no certified copies).
• No restrictions on the National Treasury’s Database of Restricted Suppliers or Register for Tender Defaulters.
• No convictions for fraud/corruption or SCM abuse in the past 5 years.
• Submission of all compulsory returnable documents (MBD 1-9).

Functionality evaluation (minimum 70 points required to proceed to second stage):

• Proof of company registration or account executive as a member of an advertising practitioners' association: 30 points.
• Letters of appointment from clients for advertising services (2020–present; 8 points per letter, max 40 points).
• Past experience on similar assignments: 1-2 years = 10 points; 3-4 years = 20 points; 5+ years = 30 points.

Second stage: 80:20 Preference Points System:

• Price: 80 points.
• Specific goals (B-BBEE status, e.g., 51% black-owned, women/youth-owned, or local ownership within Richmond/KZN): 20 points.

Scope: Design, drafting of layout, and translation of all Richmond Municipality advertisements for print media over 36 months.

Key deliverables:

• Professional artwork, type-setting, and final copy for printing, subject to Municipality approval.
• Securing cost-effective media rates and submitting proof of actual advert costs with invoices.
• Placing advertisements as specified; failure to meet deadlines or specifications results in no payment and mandatory erratum at bidder’s expense.
• Municipality reserves the right to cancel non-compliant advertisements.

Requirements:

• Tangible proof of capacity to handle high-volume requests efficiently and timeously.
• Detailed schedule of allocated resources (availability, skills, experience).
• Understanding of government advertising frameworks and local government recruitment.
• Clear indication of rates for setting up and compiling advertisements.
• Contract duration: 36 months, with commencement date mutually agreed. Municipality may terminate with one month’s written notice.

Bidder must provide:

• Comprehensive company profile.
• Job titles, qualifications, skills, and experience of personnel involved in advertising.
• List of actual accounts handled (recruitment advertising focus), including contract values and references.
• Name and contact details of the Account Executive for Municipality liaison.

Pricing must be quoted in South African Rand (ZAR), inclusive of VAT.

Requirements:

• Submit a detailed price schedule for black-and-white advertisements in specified newspapers (Sunday Times, The Natal Witness, Ilanga, Government Gazette).
• Prices must cover: Vacancies, Tenders, Notices, and Gazette columns (1x1 column size).
• First-year prices remain firm for 12 months from award date.
• Indicate escalation costs for Year 2 and Year 3 as a percentage increase, aligned with the Consumer Price Index (CPI).
• Municipality pays only the actual media rates; bidder must secure the most cost-effective rates and provide proof.
• Invoicing must align with tendered rates and services provided.

Mandatory compliance requirements:

• Registration on the Central Supplier Database (CSD) is compulsory for eligibility.
• Valid Original Tax Clearance Certificate (no certified copies) must be submitted with the bid. For consortia/joint ventures, each party must submit a separate certificate.
• B-BBEE Status Level Verification Certificate or Sworn Affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.
• Declaration of Interest (MBD 4) to disclose any relationships with state employees or conflicts of interest.
• Declaration of Past Supply Chain Management Practices (MBD 8) to confirm no history of fraud, corruption, or SCM abuse.
• Certificate of Independent Bid Determination (MBD 9) to confirm no collusive bidding.
• Proof of company registration (CIPC) and certified copies of owner’s ID (within 6 months).
• No bids accepted from persons in the service of the state or their immediate family involved in evaluation/adjudication.
• Foreign suppliers must complete the Pre-Award Questionnaire (Part B:3) and provide proof of accreditation if applicable.