Supply and delivery of custom trophies and medals for joburg city theatres (re-advertised tender)

• Closing Date and Time: 11 August 2026 at 12:00.
• No compulsory briefing session is indicated.
• Clarification deadlines: Queries must be submitted at least five working days before the closing date.
• Bid validity period: Bids must remain open for acceptance for at least 120 calendar days after the closing date.

• For all bid enquiries, contact:

• Keabetswe Senne: [email protected]
• Ntombizodwa Zulu: [email protected]

• Department: Supply Chain Management.
• Physical submission address: Tender Box, Reception Area, 1st Floor, Joburg Theatre, 163 Civic Boulevard, Braamfontein.
• All communication must be via email and must include the bid number (00395/26) in the subject line. Telephonic queries will not be entertained.

• Submit your bid in a sealed envelope marked with the tender number and description, and your company name and address.
• Deliver to the Tender Box at Joburg Theatre Complex, 1st Floor, Loveday Street, Braamfontein, by 12:00 on 11 August 2026. Late submissions will not be accepted.
• Use the official tender forms provided; do not retype or re-draft them. Complete all sections in black ink.
• Include all compulsory returnable documents: MBD1 (Invitation to Bid), MBD2 (Tax Clearance), MBD3.1 (Pricing Schedule), MBD4 (Declaration of Interest), MBD6.1 (Preference Points Claim), MBD8 (Past SCM Practices), MBD9 (Independent Bid Determination), Authority to Sign, Record of Addenda.
• Provide proof of entity registration (CIPC), SARS Tax PIN/VAT registration, CSD summary report (not older than 30 days), valid B-BBEE certificate or sworn affidavit for EMEs/QSEs.
• Submit a current municipal rates and taxes invoice for your office (not in arrears >90 days) or a certified lease agreement with utility bill. If operating from a residential address, provide an affidavit.
• Provide audited annual financial statements or current financial statements if not legally required to audit.
• Provide a valid Letter of Good Standing from the Compensation Fund (COIDA) or a COIDA tender letter if you have no employees.
• Provide certified copies of ID/passport for directors/members.
• Bids must remain valid for at least 120 days after the closing date.
• Telegraphic, postal, fax, and email submissions are not accepted.
• Improper lobbying of officials or councillors will result in immediate disqualification and blacklisting.

The bidder must be a registered business with a valid tax clearance certificate, be registered on the National Treasury's Centralized Supplier Database, and have a valid B-BBEE certificate. The bidder must also provide proof of current and valid SARS Tax Pin and VAT registration certificate, and a current or latest Municipal Rates and Taxes invoice for the bidder's office/premises.

• Scope: Supply and delivery of high-quality customised trophies, medals, plaques, and related award items for Joburg City Theatres' events, ceremonies, and recognition programmes.
• Required product categories:

• Trophies: Gold, silver, bronze, sports, corporate, acrylic, glass/crystal, wooden shields, resin/metal, floating cups, perpetual trophies.
• Medals: Gold, silver, bronze, custom branded, die-cast, sports, participation, achievement, commemorative.

• Services: Custom branding, engraving, logo printing, ribbon customisation, artwork proofs, and accurate personalisation.
• Delivery: Must deliver to designated JCT locations. Standard orders within 5–10 working days; urgent orders within agreed timelines.
• Quality: All items must be high-quality, defect-free, match approved samples, and durable.
• Team capability: Bidder must demonstrate availability of production personnel, branding/engraving specialists, delivery/logistics support, customer support, and quality assurance processes.
• The successful bidder will supply on an as-and-when-required basis for a three-year contract period.

• Bidders must propose an approach and solutions that are a probable fit for JCT's requirements.
• All categories in the tender document must be completed.

• Bidders must demonstrate company experience in manufacturing and supplying trophies and medals:

• 5+ years experience: 20 points.
• 4 years: 15 points.
• 3 years: 10 points.
• 2 years: 5 points.
• Less than 2 years or no proof: 0 points.

• Submit a company profile clearly indicating years of operation and similar service experience.
• Provide reference letters (on client letterhead, signed, with contactable references) for similar work completed. More references yield higher scores.
• An experienced account representative must be assigned to work with JCT's Supply Chain Management department.

• The bidder must demonstrate a team with quality assurance processes.
• Key personnel required: Production staff, branding/engraving specialists, delivery/logistics support, and customer support personnel.

• Bidders must fully complete the official pricing schedule (MBD3.1).
• All prices must be in South African Rand, VAT inclusive, and firm for the contract duration.
• Prices must include all costs: supply, transport, delivery, off-loading, labour, equipment, materials.
• Delivery costs are the supplier's responsibility and must be included in the bid price.
• The bid must remain valid for 120 days from the closing date.
• Failure to provide complete price information invalidates the bid.

• All prices must be quoted in South African Rand and include VAT.
• Prices must be firm for the duration of the contract; no price escalation claims will be considered.
• Pricing must include all costs: supply, transport, delivery, off-loading, labour, equipment, materials, with no extra charges.
• Payment terms: Payment will be made within 30 days after submission of a valid invoice accompanied by a delivery note.
• Bidders must provide proof of financial standing:

• Current municipal rates and taxes invoice for business premises (not in arrears >90 days) OR a certified lease agreement with utility bill.
• If operating from a residential address, an affidavit confirming this.
• Municipal rates and taxes invoices for all directors OR a certified lease agreement/affidavit.
• Current audited annual financial statements or current financial statements if not required to audit.

• Bids must include a fully completed pricing schedule (MBD3.1). Failure to provide complete price information invalidates the bid.

• Mandatory registrations and certificates:

• Valid Central Supplier Database (CSD) registration summary report (not older than 30 days).
• Proof of entity registration (CIPC documentation).
• Valid SARS Tax PIN and VAT registration certificate (or rationale if not VAT registered).
• Valid B-BBEE certificate or sworn affidavit on DTI template for EMEs/QSEs.
• Letter of Good Standing from the Compensation Fund (COIDA) or a COIDA tender letter if the bidder has no employees.

• Other compliance:

• Certified copies of South African ID documents or valid passports for all directors/members.
• Compliance with the Occupational Health and Safety Act and all relevant regulations; a suitable health and safety plan must be provided.
• Compliance with all labour laws relating to wages and employment conditions.
• The bidder must have a local office within the Johannesburg Municipality.

• The bid is subject to the Preferential Procurement Policy Framework Act (PPPFA) 2022 regulations.

• The contractor must ensure compliance with the Occupational Health and Safety Act and all its regulations.
• A suitable health and safety plan appropriate for the contract must be submitted.
• The contractor must comply with all labour laws governing wages and employment conditions.
• Proof of registration with the Compensation Fund (COIDA) is mandatory before commencement of work.

• Contract period: Three years, subject to annual review and budget availability.
• Indemnity: The contractor agrees to use JCT premises at their own risk and indemnifies JCT against all claims for loss, damage, injury, or death arising from their occupancy or work, except for wilful acts or gross negligence by JCT.
• Compliance: The contractor must comply with the Occupational Health and Safety Act and all relevant regulations, and provide a suitable health and safety plan.
• Workmen's Compensation: The contractor must provide proof of registration with the Compensation Fund (COIDA) and remain registered for the contract duration.
• Assignment: The supplier cannot assign any part of the contract without JCT's prior written consent.
• Penalties: Failure to deliver on time may result in financial penalties and/or contract termination.
• Amendments: Contract terms can only be changed via written amendment signed by both parties.

• The bid evaluation follows a three-stage process: Administrative compliance, Functionality, and Price/Preference points.
• The contract award will be based on the highest score from the 80/20 preference point system.
• The appointed service provider will be engaged for a period of three years, subject to annual performance reviews and budget availability.
• Bidders must have a local office within the Johannesburg Municipality.
• Penalties for delivery delays: JCT may deduct a penalty calculated on the delivered price of delayed goods using the current prime interest rate for each day of delay.