Public relations, media, digital and reputation management services for the social housing regulatory authority (3 years)

Enquiries:

• Contact: Supply Chain Management Unit (no individual name provided)
• Email: [email protected]
• Telephone: not specified

Submission address:

• Physical delivery to SHRA premises (tender/bid box or reception). Exact street address not stated in document.

Service delivery: SHRA Marketing and Communications Unit, ideally Gauteng-based with national footprint across all 9 provinces.

Submission method: one hard copy and one soft copy on USB in PDF format, sealed in a clearly marked envelope (company name, bid description, RFB number). No faxed or emailed bids accepted. Delivery to SHRA premises (tender/bid box or reception). Closing: 30 October 2026 at 11:00. Late bids not considered under any circumstances.

Returnable documents (all must be completed, signed and submitted):

• SBD 1 (Invitation to Bid): cover page with bidder details and signed offer.
• SBD 3.3 (Pricing Schedule): all-inclusive unit rates for each deliverable, plus hourly/daily rates for team categories.
• SBD 4 (Declaration of Interest): discloses state employment or connections of directors/shareholders.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under 80/20 system.
• General Conditions of Contract (Annexure A): initial every page.
• Technical approach (Part 7): detailed methodology, project plan with person-days and resources, organogram, work plan.
• Team details (Part 8): CVs (max 2 pages each) highlighting relevant experience and qualifications.
• Experience (Part 9): minimum five contactable reference letters on client letterheads for similar projects within past two years.
• CSD registration proof (Part 10): valid National Treasury Central Supplier Database registration.
• Original/certified copy of valid B-BBEE certificate (or consolidated scorecard for trusts/consortia/JV, or sworn affidavit for EMEs ≤R10M turnover).

Disqualification risks: missing or unsigned returnable forms; late submission; failure to respond to clarification requests within 5 working days; non-compliance with bid conditions.

Two-stage evaluation: functionality first, then price and preference (80/20).

Functionality criteria (weighted, scored 1-5 each):

1. Understanding of scope (10%): from no relevance (1) to full scope in own words with examples of similar projects (5).
2. Methodology and project plan (25%): from short/irrelevant (1) to full scope with timeframes, deliverables, person-days and resources per activity (5).
3. Team leader qualification (15%): no relevant degree (1) to Master's or above in marketing/communications/PR etc. (5).
4. Team members qualification (10%): no relevant degree (1) to at least one key member with Master's and others with honours/bachelor's/diplomas (5).
5. Team leader experience (15%): <5 years (1) to >15 years in PR strategy, marketing, crisis communication, media, events, stakeholder engagement (5). Minimum 10 years required for score 3.
6. Team members experience (10%): none with 3 years (1) to all with ≥6 years relevant experience (5). Minimum 3 years each required for score 3.
7. Company track record (15%): 1-2 reference letters (1) to 8+ letters (5). Minimum 5 letters on client letterhead for similar projects within past 2 years.

Minimum functionality threshold: 70% (weighted average). Bidders below 70% eliminated; no price or preference points considered.

Presentations: SHRA may invite bidders meeting 70% for presentations; if held, functionality score becomes 50% original + 50% presentation average.

Price evaluation: total evaluated price inclusive of VAT (estimated quantities for comparison only; actual work via task orders).

Preference points: 80/20 system (bid value ≤R50M). Specific goals per SBD 6.1.

Objective criteria: if top two bidders within 15% points difference, award may go to highest specific goals score.

Scope: Professional public relations, media relations, digital communication, reputation management, events coverage, brand awareness and publication support for SHRA for 3 years (36 months).

Key deliverables (estimated quantities for evaluation):

• PR Implementation Plan and roll-out plan: 1 plan.
• Social media implementation plan: 1 plan.
• Social media content plans: 36 plans (monthly).
• Social media posts across approved platforms: 360 posts.
• Social media analytics reports: 36 reports.
• Media relations strategy/plan: 1 plan.
• Media statements/press releases: 36 releases.
• Key messages/brand messaging packs: 12 packs.
• Thought leadership articles/stakeholder updates: 18 articles.
• Media monitoring and rapid response reports: 36 reports.
• Reputation/crisis communication support: 120 hours.
• Event PR support and coverage: 18 events.
• Newsletter content, editing and online publishing: 12 editions (quarterly).
• Media training for SHRA spokespersons: 6 sessions.
• SHRA Database Monitoring: 36 months (restructure contacts database, create stakeholder database app, bulk mail capability, monitor database).

Team requirements:

• Team leader: degree or equivalent in marketing, communications, corporate communications, brand management, digital marketing or public relations; minimum 10 years experience in PR strategy development/implementation, marketing strategies, crisis communication, media, events, stakeholder engagement.
• Team members: degree or equivalent in same fields; minimum 3 years experience each in PR strategies, communication/marketing strategies, writing, editing, design, internal communication, reputation management, crisis communication, traditional/digital/social media, events, advertising, stakeholder engagement.
• CVs limited to 2 pages each.
• Organogram showing reporting lines within team and to SHRA.
• Work plan with person-days per activity and resource allocation.
• Additional value-added services priced separately.

Contract duration: 3 years from start date. Services on "as and when required" basis via written task orders. Payment only for approved, delivered and accepted services.

Intellectual property: all records, data, deliverables, reports, designs, concepts, source code, etc. remain confidential property of SHRA; service provider must sign confidentiality agreement and comply with POPI Act.

Travel and accommodation: economy class flights, Group B rental vehicles, accommodation per National Treasury Instruction Note rates. Third-party costs (media buying, advertising, printing, venue, travel, photography, videography, paid digital campaigns, subscriptions) reimbursable only with prior written approval.

Pricing format: fixed unit rates for each deliverable (as per pricing schedule) plus hourly/daily rates for team categories (senior consultant/team leader, consultant/specialist, junior consultant/support). Rates must substantiate fixed deliverable prices. SHRA may benchmark against DPSA Guide on Hourly Fee Rates for Consultants.

Estimated total contract value: not exceeding R50,000,000 (all taxes included) over 3 years.

Preference point system: 80/20 (price 80, specific goals 20).

Payment terms: payment only for approved, delivered and accepted services via written task orders. No work may commence without a task order confirming deliverables, timelines, approved rate/fixed fee, reporting requirements.

Third-party costs: quoted separately as reimbursable costs; require SHRA prior written approval.

Travel and subsistence: claimed at agreed rates at contracting time; economy flights, Group B rental, accommodation per National Treasury rates.

No bid security, bond, guarantee or retention mentioned.

Financial capacity: no explicit turnover threshold stated.

Mandatory eligibility:

• Valid National Treasury Central Supplier Database (CSD) registration.
• Current SARS tax compliance status (TCS/tax pin).
• Original or certified copy of valid B-BBEE certificate (or consolidated B-BBEE scorecard for trusts/consortia/JV, or letter from Accounting Officer/Auditor, or sworn affidavit for EMEs ≤R10M annual turnover).
• Completed and signed SBD 1, SBD 3.3, SBD 4, SBD 6.1.
• Initialled General Conditions of Contract (Annexure A).
• Technical approach, team details, experience references, CSD proof as per submission format.
• Minimum 5 contactable reference letters on client letterhead for similar projects within past 2 years.
• Team leader qualification and experience as specified.
• Team members qualification and experience as specified.
• Confidentiality agreement and POPI Act compliance.
• IP assignment to SHRA (all materials, data, deliverables, source code, designs, concepts).
• Non-compete: service provider may not engage in competing/conflicting business without SHRA prior written consent.
• Retention: on termination, hand over all documentation, information, software without right of retention.
• Warranties: ability to conclude agreement; no conflict of interest.
• Compliance with Prevention and Combating of Corrupt Activities Act.
• No compulsory briefing session.
• Clarification requests only in writing to [email protected] by 23 October 2026 16:00.