Supply of promotional and branding material for merseta — three-year contract (bid 006-2027-MAR)

Closing

• 20 November 2026 at 12:00 — hand delivery to the tender box only.

Advert / issue date

• 16 October 2026.

Briefing session

• 30 October 2026 at 10:00 — non-compulsory, held virtually on Microsoft Teams.

Bid validity

• 150 calendar days from the closing date.

Contract period

• Approximately 3 years, from 01 April 2027 to 31 March 2030.

Briefing session

• Date: 30 October 2026.
• Time: 10:00.
• Venue: Microsoft Teams (virtual).
• Attendance is not compulsory.
• The session also serves as a clarification meeting; the joining link is provided in the bid document.

SCM enquiries

• Contact: Ntombifuthi Motha
• Email: [email protected]
• Telephone: 083 680 3593

Technical enquiries

• Contact: Ntombifuthi Motha
• Email: [email protected]
• Telephone: 083 680 3593

Submission address

Ground Floor Reception

8 Hillside Road

Metropolitan Park Block C

Parktown

Johannesburg

2193

Fraud and ethics reporting

• Toll-free hotline: 0800 333 057
• Email: [email protected]
• Reports may be made anonymously.

Submission method

• Deliver by hand: deposit into the tender box at Ground Floor Reception, 8 Hillside Road, Metropolitan Park Block C, Parktown, Johannesburg, 2193.
• Faxed and emailed bids are not accepted.
• Late bids are not accepted.
• Closing: 20 November 2026 at 12:00.

Copies and format

• 1 x bound hardcopy bid with all supporting documents.
• 1 x USB flash drive containing the full bid and supporting documents in PDF.
• Bids must be in English, clearly headed, page-numbered, with a contents list and consistent numbering.
• No alterations, erasures or omissions; any correction must be initialled in black ink by the signatory.
• merSETA accepts no liability for a faulty or malfunctioning USB drive.

Returnable documents

• SBD 1 (Invitation to Bid): completed and signed cover offer with bidder, CSD and contact details.
• SBD 4 (Declaration of Interest): discloses state employment or relationships involving directors, shareholders or controlling persons.
• SBD 6.1 (Preference Points Claim): claims the specific-goal preference points.
• SBD 3.1 / Pricing Schedule: full pricing for all items across the three years.
• Certificate of Authority / delegation of authority, plus a board resolution or equivalent authorising the signatory.
• SARS tax compliance status, verified through CSD or the SARS website.
• CSD registration with the MAAA number.
• CIPC/CIPRO certificate confirming active company registration.
• Joint venture agreement, where the bid is submitted by a JV or consortium.
• Company profile, graphic designer CV, account manager CV and reference letters for the functionality evaluation.
• Supporting documents for each specific goal claimed (B-BBEE certificate or affidavit, CIPC certificate, ID or CSD record).

Disqualification risks

• Incomplete bids that do not respond to the requirements may be rejected at merSETA's discretion.
• Failure to submit a comprehensive pricing schedule results in disqualification.
• Failure to confirm a requested extension of the bid validity period in writing renders the bid null and void.
• Bids that fail the mandatory/administrative stage may be disqualified.
• Contacting merSETA officials other than the listed bid contacts, without prior written approval, disqualifies the bidder.
• A change in the bidder's composition, control or structure after submission without merSETA's prior written consent is a ground for disqualification.
• Incorrect or misleading information may lead to disqualification or revocation of an award.

Documents to be completed and submitted with the bid

• SBD 1 (Invitation to Bid) — signed offer with bidder, CSD and contact details.
• SBD 4 (Declaration of Interest) — discloses state employment and related interests.
• SBD 6.1 (Preference Points Claim) — claims specific-goal points.
• Pricing Schedule / SBD 3.1 — full three-year pricing.
• Certificate of Authority / delegation of authority for the signatory.
• SARS tax compliance status, verified via CSD or SARS.
• CSD registration number (MAAA number).
• CIPC/CIPRO certificate confirming active registration.
• Joint venture agreement, where applicable.
• Supporting documents for each preference goal claimed.
• Company profile, graphic designer CV, account manager CV and reference letters.
• Evidence responding to the functionality criteria.

Three-stage evaluation

• Stage 1: Mandatory and administrative compliance.
• Stage 2: Functionality and technical responsiveness.
• Stage 3: Price and preference points.

Stage 2 threshold

• Minimum qualifying score: 60% for functionality. Bidders below this are not evaluated further.

Stage 3 scoring (80/20 preference system)

• Price: maximum 80 points.
• Specific goals: maximum 20 points.
• Total: 100 points.
• The 80/20 system applies to requirements valued up to R50 000 000 including all applicable taxes.

Specific goals and points

• Black people ownership of 51% or more: 6 points.
• Black women ownership of 30% or more: 4 points.
• Black youth ownership of 30% or more: 4 points.
• White women ownership of 30% or more: 2 points.
• Ownership by people with disabilities: 4 points.
• Total available: 20 points.

Claiming points

• Evidence per goal: valid B-BBEE certificate or affidavit, CIPC B-BBEE certificate, CIPC certificate, ID or CSD record.
• Points not supported by documents submitted with the bid are treated as not claimed.
• merSETA may require a bidder to substantiate any preference claim at any time.
• merSETA may negotiate terms and price with qualifying bidders and is not obliged to accept the lowest offer.

Scope

• Supply of promotional and branding material for merSETA over a three-year period, with quarterly delivery rates (four deliveries per year).

Part A — promotional material (estimated quantity per annum)

• String bags: 5 000 — 33(l) x 42(h) cm, 80g/m² non-woven, pattern design bottom panel, drawstring.
• Cotton tote bags: 5 000 — 33.5(w) x 34.5(h) cm, 25cm handle, 340g cotton, black or neutral.
• Cotton backpacks: 5 000.
• Mathematical instrument sets: 5 000 — branded geometry and drafting tools in a case.
• Blue pens: 5 000 — branded, hexagonal grip, 0.8mm fine point.
• Black pens: 5 000 — branded, hexagonal grip, 0.8mm fine point.
• Stationery sets: 5 000 — cotton/polyester 18.5cm(l) x 10cm(w) pencil case with pen, pencil, rubber, ruler and sharpener.
• Plastic water bottles: 5 000 — 500ml, white/clear, leak proof, 6W x 18H cm, dishwasher safe.
• Glass water bottles: 5 000 — 500ml, white/clear, leak proof, 6W x 18H cm, dishwasher safe.
• 8GB USB drives: 5 000 — black, model USB880, write speed 12MB/s, read speed 20MB/s, 59 x 19 x 10 mm.
• Lanyards: 5 000 — branded, with conference pouch, clear PVC, card size 6cm x 9cm.
• Scientific calculators EL-531WHB: 1 500 — 12-digit.
• Scientific calculators FX-82ZA Plus II: 1 500.
• merSETA career booklets: 10 000 — A5 portrait, full colour, 200gsm white cover, 120gsm matte inside pages, 16 pages including four cover pages; content and artwork supplied by merSETA.
• Paper bags: 1 000 — landscape, A4 size.
• 5-pack highlighters: 5 000 — assorted colours, 1–5mm chisel tip, fast-drying water-based low-odour ink, non-toxic, up to 450m writing length, 1 hour cap-off time.
• Lunchboxes: 5 000 — 850ml, rectangular.

Part B — branding material (estimated quantity per annum)

• Tablecloths: 20 — polyester, 3.1m(w) x 2.2m(l).
• Caps: 1 500 — polyester, 6-panel.
• Beanies: 1 500 — 100% acrylic.
• Bucket hats: 1 500 — polycotton twill with draw cord and toggle stopper.
• Foldable tables: 10 — 1.2m plastic folding trestle table.
• Round neck T-shirts: 2 000 — 100% cotton, short sleeve.
• Chairs: 20 — 600D Titan camping armchair, 250kg capacity, blue.
• Gazebos: 10 — water-resistant polyester and 600D skin, aluminium frame, 3m(w) x 3m(l); bag 158cm(l) x 28cm(w) x 28cm(h).
• Banners: 70 — dye-sublimation print, double-sided, sock fit, 850 x 1500mm, including print, bag and unit.
• A4 notebooks: 8 000 — PU material, 14cm(w) x 21cm(h) x 1.5cm(d).

Delivery

• Delivery rates are priced quarterly, four times per year, for each of the three contract years.

Evidence required for the functionality evaluation

• Company profile.
• Curriculum vitae of the graphic designer.
• Curriculum vitae of the account manager.
• Reference letters.
• Supporting documents responding to the functionality criteria.

Note

• No minimum number of years' experience or minimum number of reference projects is stated in the available document text.

Format

• Part A: promotional material; Part B: branding material.
• Unit price and total price required for each item in Year 1, Year 2 and Year 3, with a grand total for the three years.
• Quarterly delivery rates (four per year) must be priced in each part.
• Sub-totals per year, VAT at 15%, and totals per year must be shown.
• Prices in South African Rand, VAT inclusive where applicable.
• Pricing must cover the full contract duration and be all-inclusive; no additional costs outside the contract amount will be accepted.
• Failure to submit a comprehensive pricing schedule results in disqualification.
• The offer must remain valid for 150 days from the closing date.

Part A items and estimated annual quantities

• String bags 5 000; cotton tote bags 5 000; cotton backpacks 5 000; mathematical instrument sets 5 000; blue pens 5 000; black pens 5 000; stationery sets 5 000; plastic water bottles 500ml 5 000; glass water bottles 500ml 5 000; 8GB USB drives 5 000; lanyards 5 000; scientific calculators EL-531WHB 1 500; scientific calculators FX-82ZA Plus II 1 500; merSETA career booklets 10 000; paper bags 1 000; 5-pack highlighters 5 000; lunchboxes 5 000.

Part B items and estimated annual quantities

• Tablecloths 20; caps 1 500; beanies 1 500; bucket hats 1 500; foldable tables 10; round neck T-shirts 2 000; chairs 20; gazebos 10; banners 70; A4 notebooks 8 000.

Pricing format

• A detailed pricing schedule must be submitted for the full three-year contract duration, split into Part A (promotional material) and Part B (branding material).
• Prices must be quoted in South African Rand and include VAT where applicable; the schedule shows VAT at 15%.
• Unit prices and totals are required for Year 1, Year 2 and Year 3, plus a grand total for the three years.
• Pricing must be all-inclusive of all costs of delivering the goods; no costs outside the contract amount will be entertained.
• Quarterly delivery rates (four per year) must be priced.
• Failure to submit a comprehensive pricing schedule results in disqualification.

Validity

• The offer must remain valid for 150 days from the closing date.

Contract value

• The 80/20 preference system applies, which covers requirements valued up to R50 000 000 including all applicable taxes.

Note

• No bid security, performance guarantee, retention or payment-term provisions are stated in the available document text.

Registration and status

• CSD registration with the National Treasury is mandatory; the bidder must supply the CSD MAAA number.
• SARS tax compliance status is mandatory and will be verified through CSD or the SARS website.
• Active registration with CIPC is required, with a CIPC/CIPRO certificate attached.

B-bbee

• A B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.
• Supporting evidence for each specific goal claimed: B-BBEE certificate or affidavit, CIPC B-BBEE certificate, CIPC certificate, ID or CSD record.

Signing authority

• A single entity must submit a board resolution or equivalent authorising the signatory.
• A joint venture or consortium must submit the JV agreement, proof of the lead member's authority, and a consolidated B-BBEE certificate where preference points are claimed.

Mandatory returnable items

• SBD 1 (Invitation to Bid) — completed and signed offer.
• SBD 4 (Declaration of Interest) — mandatory disclosure of interests.
• SBD 6.1 (Preference Points Claim) — claims specific-goal points.
• SBD 3.1 / Pricing Schedule — mandatory full pricing.
• Certificate of Authority / delegation of authority — mandatory.
• Joint venture agreement — mandatory where applicable.
• CIPC certificate — required.

Other obligations

• Bidders must submit correct and true information; false information is a ground for disqualification.
• Bidders must not contact merSETA officials other than the listed bid contacts without prior written approval.
• Bidders must confirm any requested extension of bid validity in writing, failing which the bid is disqualified.
• Directors or shareholders listed on the Register of Tender Defaulters or the List of Restricted Suppliers are automatically disqualified.

Contract

• Duration approximately 3 years, 01 April 2027 to 31 March 2030.
• The successful bidder enters into a service level agreement with merSETA; the bid itself is not an offer of contractual relations.
• Bid validity: 150 calendar days from the closing date; merSETA may request an extension in writing and the bidder must confirm in writing or be disqualified.

Obligations on the bidder

• Information supplied under the bid is treated as confidential and remains merSETA's property; bidders may be required to sign confidentiality agreements.
• All material and data submitted becomes merSETA's sole property, except material clearly identified as copyrighted, trade secret or proprietary.
• Bidders indemnify merSETA against claims arising from its refusal to disclose material marked confidential.
• Bidders must raise any ambiguity, error or inconsistency in the bid documents with merSETA for clarification; where an inconsistency with the General Conditions of Contract is not raised, the General Conditions prevail.
• No contact with merSETA employees, advisors or officials other than the listed bid contacts without prior written approval; no employment offers to merSETA staff involved in the bid.
• Bidders must certify independent submission and no collusive tendering, in line with the Competition Act.
• merSETA may appoint an independent probity auditor to monitor the process and the contract period.

Governing framework

• PFMA, SCM prescripts, the Constitution and the Preferential Procurement Policy Framework Act.

Grounds for disqualification

• Breach of confidentiality, contact policy or independent submission rules.
• Corruption, bribery or impropriety in this or any other government procurement process.
• Submitting incorrect or untrue information.
• Changing the bidder's composition, control or structure after submission without merSETA's prior written consent.
• Material failure to meet the mandatory requirements, unless waived by merSETA.

Mandatory requirements

• Completed and signed SBD 1.
• Completed SBD 4 (Declaration of Interest).
• Completed SBD 6.1 (Preference Points Claim).
• Full pricing schedule (SBD 3.1).
• SARS tax compliance status verified through CSD or the SARS website.
• Certificate of authority or delegation of authority for the signatory.
• CSD registration with the MAAA number supplied.
• CIPC certificate for active company registration.
• Joint venture agreement where the bid is submitted by a JV.
• Non-submission of mandatory items may result in disqualification.

Three-stage evaluation

• Stage 1: mandatory and administrative compliance.
• Stage 2: functionality and technical responsiveness; minimum qualifying score 60%.
• Stage 3: price and preference points under the 80/20 system.

Scoring

• Price: maximum 80 points.
• Specific goals: maximum 20 points.
• Total: 100 points.

Specific goals

• Black people ownership 51% or more: 6 points.
• Black women ownership 30% or more: 4 points.
• Black youth ownership 30% or more: 4 points.
• White women ownership 30% or more: 2 points.
• People with disabilities ownership: 4 points.
• Unsupported claims score no points.