Provision of digital media services for 36 months – ulundi local municipality

• Closing date: Tuesday, 11 August 2026 at 12h00.
• No other dates (briefings, site visits, clarification deadlines) are stated in the document.

• SCM contact: Mrs N.S. Luzipho, phone 035 874 5100, fax 035 874 5174, email [email protected].
• Technical contact: Ms NG Gumede, phone 035 874 5100, fax 035 874 5174, email [email protected] (also listed as [email protected]).
• Submission address: Ulundi Municipality SCMU, Corner of Princess Magogo and King Zwelithini Street, Ulundi, 3838.

• Submit a sealed bid envelope to the Tender Box at Ulundi Municipality SCMU, Corner of Princess Magogo and King Zwelithini Street, Ulundi, 3838, by no later than 12h00 on 11 August 2026.
• Write the bid number (18/2025/2026) and closing date on the back of the envelope.
• Use only the official bid forms provided – do not retype them.
• Submit one original copy (no additional copies required).
• Late bids will not be accepted.
• Telephonic, telegraphic, telex, facsimile or e-mailed offers will not be accepted.
• Complete and sign all required returnable documents (see checklist): MBD 1, Certificate of Authority for Signatory, Compulsory Enterprise Questionnaire, Record of Addenda, CSD declarations, Schedule of Previous Similar Works, Bidder's Financial Standing, MBD 4, MBD 5 (if applicable), MBD 6.1, MBD 8, MBD 9, Pricing Schedule, Form of Offer.
• Attach mandatory documents: CSD summary report, valid tax clearance or SARS PIN, certified copy of municipal account (or lease/affidavit), certified ID copies of directors, CIPRO registration, relevant business certificates.
• Initial each page of the bid documents.
• The bid must remain valid for 90 days after closing.
• Failure to comply with any of the above may invalidate your offer.

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Bid NO. 18/2025/2026: provision of digital media

1.1 Bid Notice and Invitation to Bid 4

1.2 MBD 1: Invitation to Bid 5

1.3 Tender Data 7

2. Returnable documents

2.1 List of Returnable Documents 9

2.2 Returnable Schedules 10 – 33

4.1 Form of Offer 39

4.2 Form of Acceptance 40

5. Contract Conditions

4.1 Standard Conditions of Bid Specifications 41

4.2 General Conditions of Contract 2015 48

• Two-stage evaluation: first functionality, then price and specific goals.
• Functionality minimum threshold: 70 out of 100 points. Bids scoring below 70 are disqualified.
• Functionality scoring:
• Experience of similar services (max 50 points):
• 5+ years = 50 points
• 3 to <5 years = 30 points
• 1 to <3 years = 10 points
• 0 years = 0 points
• Proof: appointment letters.
• Tertiary qualification in digital media (max 50 points):
• Degree = 50 points
• Diploma = 40 points
• Certificate = 30 points
• No tertiary qualification = 0 points
• Proof: certified copy of qualification.
• After functionality, price and specific goals are scored using the 80/20 preference point system (80 points price, 20 points specific goals).
• Specific goals (max 20 points):
• Black ownership ≥51% = 5 points (less than 51% = 0)
• Women ownership ≥30% = 5 points (less than 30% = 0)
• Youth ownership ≥51% = 5 points (less than 51% = 0)
• Disability ownership (as per Empowerment Equity Act) = 2 points (attach certificate)
• Local presence: Ulundi = 3 points, Zululand district = 2 points, KwaZulu-Natal = 1 point, other provinces = 0 points.
• Only bidders registered on the Central Supplier Database (CSD) will be considered.
• Bidders must be tax compliant, not in service of the state, not on Register of Tender Defaulters or National Treasury prohibited list, and have no municipal arrears exceeding 3 months.

• Scope: Provision of digital media services for a period of 36 months.
• The contract is described as a 'full maintenance lease' – bidders should ensure their pricing covers full maintenance.
• The successful bidder will be required to sign a written contract (MBD 7).
• The contract will be governed by the General Conditions of Contract (GCC) 2015 and any special conditions.
• Tender documents are in English; the contract will be interpreted in English.
• No detailed technical specification (e.g., deliverables, service levels) is provided in the extracted text – refer to the full specification section (page 34) of the bid document.

• Experience of similar services: 5+ years = 50 points, 3-5 years = 30 points, 1-3 years = 10 points, 0 years = 0 points. Proof: appointment letters.
• Tertiary qualification in digital media: Degree = 50 points, Diploma = 40 points, Certificate = 30 points, none = 0 points. Proof: certified copy of qualification.
• Schedule of Previous Similar Works: list projects (in progress or completed) with valid signed reference letters on client letterhead, including project number, description, value, and period.
• Failure to submit valid references will result in zero functionality points for that criterion.

• Submit pricing on the official Pricing Schedule (page 38).
• Provide tender amount in figures and words.
• Pricing must be a full maintenance lease for 36 months.
• No detailed bill of quantities or rate schedule is provided in the extracted text – refer to the Pricing Break-Down Schedule (page 37).

• Provide a certified bank rating confirming ability to complete the contract, or if not possible, provide bank details (account holder, bank, branch, account number, type, branch code, contact person) and reasons for inability.
• Provide financial capacity statement with original bank stamp.
• If the bid exceeds R10 million (all taxes included), submit audited financial statements for the past three financial years.
• Complete MBD 5 (Declaration for procurement above R10 million) if applicable.
• Pricing must be submitted on the official Pricing Schedule (page 38) – no retyping.
• Tender amount must be stated in figures and words.
• No performance bonds or guarantees are mentioned in the extracted text.

• Must be registered on the Central Supplier Database (CSD) – mandatory.
• Must be tax compliant: submit valid tax clearance certificate or SARS PIN (TCS PIN).
• For consortia/JVs/sub-contractors, each party must submit separate TCS/PIN/CSD number.
• Foreign suppliers must complete the pre-award questionnaire (Part B:3) and may be exempt from TCS if not resident/liable in RSA.
• Must not be in the service of the state (as defined in MSCM Regulations).
• Must not be listed on the Register of Tender Defaulters or National Treasury's prohibited database.
• Must not have been convicted of fraud or corruption in the past five years.
• Must not have outstanding municipal rates/taxes arrears exceeding 3 months.
• Must submit certified copy of most recent municipal account (or lease agreement + landlord letter, or sworn affidavit for rural areas).
• Must submit company registration documents (CIPRO), certified ID copies of directors, and relevant business certificates.
• Complete and sign all declarations: MBD 4 (Declaration of Interest), MBD 8 (Past SCM Practices), MBD 9 (Independent Bid Determination), Compulsory Enterprise Questionnaire.
• B-BBEE: Specific goals claimed via MBD 6.1 – ownership points require supporting documentation (e.g., B-BBEE certificate, shareholding proof).

• 80/20 preference point system applies (80 price, 20 specific goals).
• Specific goals (max 20 points):
• Black ownership ≥51% = 5 points
• Women ownership ≥30% = 5 points
• Youth ownership ≥51% = 5 points
• Disability ownership = 2 points (attach certificate)
• Local presence: Ulundi = 3, Zululand = 2, KZN = 1, other = 0.
• Claim points via MBD 6.1; failure to submit proof means points not claimed.
• Municipality may request substantiation of claims.
• Fraudulent claims may lead to disqualification, contract cancellation, and legal action.

• No specific health and safety requirements are stated in the extracted text. The bid is subject to general conditions of contract and special conditions, which may include HSE obligations.

• Contract duration: 36 months.
• Subject to General Conditions of Contract (GCC) 2015 and any special conditions.
• Successful bidder must sign a written contract (MBD 7).
• The employer (Ulundi Municipality) reserves the right not to make an award.
• Misleading information may lead to disqualification with immediate effect.
• No specific termination or penalty clauses are detailed in the extracted text – refer to GCC 2015.

• Bids must be delivered on time to the correct address; late bids rejected.
• All bids must be on official forms (not retyped).
• Subject to PPPFA and Preferential Procurement Regulations, GCC, and special conditions.
• Tax compliance: submit SARS PIN or TCS certificate; each JV/consortium member must submit separately.
• Foreign suppliers: complete pre-award questionnaire.
• No bids from persons in service of the state.
• Failure to provide required particulars may render bid invalid.

• Functionality threshold: 70/100 points.
• Functionality criteria: Experience (50 points) and Tertiary qualification (50 points).
• After functionality, price (80 points) and specific goals (20 points) are scored.
• Only CSD-registered bidders considered.
• Two-stage evaluation: functionality first, then price and specific goals.