Communication agency services for lepelle northern water – 3-Year contract

Closing date: 20 November 2026 at 11:00

Compulsory briefing session: 29 October 2026 at 11:00

Venue: 01 Landros Mare Street, Lepelle House, Polokwane, 0699

Tender validity: 150 days from closing date

Contract period: 3 years

Advert published and documents available: 16 October 2026

A compulsory briefing session will be held on 29 October 2026 at 11h00 at 01 Landros Mare Street, Lepelle House, Polokwane, 0699.

Bidding procedure enquiries:

• Contact: Happiness Baloyi
• Telephone: 015 295 1800
• Email: [email protected]

Technical enquiries:

• Contact: Joe Makhafula
• Telephone: 015 295 1800
• Email: [email protected]

General enquiries:

• Email: [email protected]
• Telephone: 015 295 1800

Submission address:

Lepelle Northern Water Head Office

01 Landros Mare Street

Polokwane, 0700

Submission method: deposit in the bid box at Lepelle Northern Water Head Office, 01 Landros Mare Street, Polokwane.

Closing time: 20 November 2026 at 11:00.

Bids must be submitted on the official forms provided, not re-typed.

Returnable forms and documents:

• SBD 1 (Invitation to Bid): completed and signed as the offer cover page.
• SBD 6.1 (Preference Points Claim): claims specific-goal points under the 80/20 system.
• SBD 4 (Declaration of Interest): discloses any state employment or connections to the procuring institution; false disclosure disqualifies.
• SBD 3.1 (Pricing Schedule – Firm Prices): completed with Year 1, 2 and 3 rates.
• Valid SARS Tax PIN (or CSD number if no PIN).
• Company registration documents / CIPC (CK).
• Valid B-BBEE certificate or sworn affidavit.
• CSD registration summary report (all JV partners must submit).
• Proof of municipal rates and taxes account (not older than 3 months) or lease agreement / traditional authority letter.
• Certified ID copies of directors (not older than 6 months).
• Proof of authority to sign (e.g. company resolution).
• JV agreement (if applicable) showing lead partner and percentage split totalling 100%.

Disqualification risks:

• Late bids are not accepted for consideration.
• Failure to provide or comply with any of the above particulars may render the bid invalid.
• All bid documents must be completed in full in black ink; no tampering with correction fluid, sticky notes, or any other alteration.
• Bids from persons in the service of the state, or companies with directors in the service of the state, will not be considered.

Evaluation is conducted in 4 stages:

Stage 1 – Administrative Compliance: submission of SBD 1, SBD 6.1, valid SARS Tax PIN, CIPC registration, and valid B-BBEE certificate or sworn affidavit.

Stage 2 – Mandatory Requirements: JV agreement (if applicable), signed SBD 4 and SBD 3.1, CSD registration summary, proof of municipal rates/lease, certified ID copies of directors, and all documents completed in full in black ink. Failure leads to disqualification.

Stage 3 – Functionality (Technical Evaluation): minimum qualifying score of 70 points to proceed to Stage 4. Points are allocated as follows:

• Company Experience – Media Buying: 15 points (5 reference letters = 15, 4 = 10, 3 = 8, 2 = 6, 1 = 4, none = 0).
• Company Experience – PR Services, Events, Promotional Material: 15 points (same scale).
• Company Experience – Media Monitoring: 10 points (5 reference letters = 10, 4 = 8, 3 = 6, 2 = 4, 1 = 2, none = 0).
• Key Personnel Experience – Media Buying: 15 points (10+ years = 15, 7-9 = 10, 5-6 = 5, <5 = 0).
• Key Personnel Experience – PR Services: 15 points (same scale).
• Key Personnel Experience – Media Monitoring: 15 points (same scale).
• Value-Added Initiatives: 15 points (3+ initiatives with quantified monetary value/AVE = 15, 2 = 10, 1 = 5, none or unquantified = 0).

Reference letters must be signed, on official letterhead, showing scope of work and start/end dates, with verifiable contact details (email, phone, website). They will be verified with the issuing organisation.

Key personnel must hold a relevant degree/diploma in Communications, PR, Marketing, Advertising, Journalism, or Media Studies; certified copies of qualifications and ID (not older than 6 months) must be attached. An organogram with job titles and experience must be attached or no points are awarded.

Stage 4 – Price and Specific Goals (80/20 system):

• Price: maximum 80 points, scored using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific Goals: maximum 20 points – SMME (CSD report) 5, 100% Black women ownership (CSD) 5, 100% Black ownership (CSD) 5, Black youth (minimum 1 director) (CSD) 5.
• Only bidders meeting the functionality threshold proceed to this stage. The bidder with the highest total points is recommended for award.

Lepelle Northern Water requires a professional communication agency to provide communication support and representation across three main areas:

1. Media Buying (as and when required):

• Procure media advertising on behalf of LNW; the cost of media itself is borne by LNW.
• Develop media buying strategies based on LNW's communication and awareness strategies.
• Manage production processes: artwork design, photography, videography, copywriting, radio recordings, desktop publishing, and formatting for placement.
• Submit media placement reports and proof of publication after every campaign.
• Identify preferred media platforms and optimise engagement.

2. Public Relations (PR) Services, Events, and Promotional Material (as and when required):

• Create corporate video and audio-visual material.
• Photography and videography services.
• Profile strategic projects and thought leadership initiatives.
• Crisis communications.
• Opinion (editorial) pieces and strategic placing.
• Media campaigns, consumer education, CSI communications.
• Procurement of communications services and equipment (e.g. press conferences, translations, sign language interpreters, streaming, media simulation).
• Media training for LNW executives and spokespersons (interview preparation, message development, mock interviews, crisis communication simulations).
• Media liaison and stakeholder engagement support.
• Speech writing and executive profiling.
• Enhancement of communication strategies and plans.

3. Media Monitoring (monthly basis):

• Provide media monitoring, analysis, reporting and evaluation to track and analyse media coverage.
• Brand measurement services (sentiment analysis) to assess brand health.
• Daily analysis of issues relating to LNW in the media.
• Monthly, quarterly and annual reports on LNW's media mentions.
• Measure media impact using reach, impressions, sentiment analysis, and engagement rates.
• Ad hoc analysis during crises or events.
• Monthly dashboard reports.
• Real-time media alerts for reputational risks and social media sentiment analysis.
• Media monitoring must include podcast, online news, social media, broadcast and print media.

The agency must be available to provide services diligently and professionally at all times.

Bidders must be a reputable communication, events and public relations agency with a track record and sound financial standing, compliant with SARS requirements.

Company experience is evaluated through reference letters for each area of work (Media Buying, PR Services, Media Monitoring). Reference letters must be signed, on official letterhead, showing scope of work and start/end dates, with verifiable contact details.

Key personnel must hold a relevant degree/diploma in Communications, Public Relations, Marketing, Advertising, Journalism, or Media Studies. Certified copies of qualifications and ID copies (not older than 6 months) must be attached. An organogram with specific job titles and experience indications must be attached for points to be allocated.

Experience scoring: 10+ years = 15 points, 7-9 years = 10, 5-6 years = 5, less than 5 years = 0.

No specific quality management requirements are stated beyond the general requirement to provide services diligently and professionally, and to submit media placement reports and proof of publication after every campaign.

Pricing schedule (SBD 3.1) with firm prices, valid for 150 days. Items include: Media buying management fee, Media campaign, Development of Media Buying Strategy and Media Planning, Campaign production management, PR Services/crisis communications, Event management, Translation service, Media training, Corporate video/audio-visual production, Photography, Videography, Press conference/media event support, Media monitoring, Brand sentiment analysis. Rates for Year 1, 2, 3 to be provided, with overall comparative total for 3 years. Only firm prices accepted; non-firm prices will not be considered.

Pricing format: SBD 3.1 – Pricing Schedule with firm prices only. Non-firm prices (including those subject to exchange rate variations) will not be considered.

Pricing items (each with Year 1, Year 2, Year 3 rates, all inclusive of VAT):

• Media buying management fee (per project)
• Media campaign (per campaign)
• Development of Media Buying Strategy and Media Planning (per project)
• Campaign production management (per project)
• PR Services / crisis communications (per hour)
• Event management (per hour)
• Translation service (per hour)
• Media training (per session/workshop)
• Corporate video/audio-visual production (per project)
• Photography (per assignment)
• Videography (per assignment)
• Press conference/media event support (per event)
• Media monitoring (per month)
• Brand sentiment analysis (per month)

For evaluation, a quantity of one (1) is applied to each pricing item, and Year 1, Year 2 and Year 3 rates are combined to determine the total comparative price.

Offer must be valid for 150 days from the closing date.

No bid security, guarantee, or retention is specified in the document.

CSD registration: proof of registration summary report required; all JV partners must submit.

Tax compliance: valid SARS Tax PIN required; if no PIN, provide CSD number. Each JV/consortium/subcontractor party must submit a separate TCS certificate/PIN/CSD number.

B-BBEE: valid B-BBEE certificate or sworn affidavit required.

Company registration: CIPC (CK) documents required.

Municipal rates and taxes: proof of company's or director's municipal rates and taxes account, not older than 3 months; if leased or under traditional authority, submit a valid signed lease agreement or a dated and stamped letter from the traditional authority.

Directors' ID copies: certified, not older than 6 months.

State employment: bids from persons in the service of the state, or companies with directors in the service of the state, will not be considered.

SABC account: the appointed agency must submit proof of an active SABC account in good standing within 14 days of appointment; failure may result in termination of the contract.

No specific health and safety requirements are stated in the tender document.

Contract conditions:

• The appointed agency shall focus on media buying and planning to ensure advertisements match the right audience and platforms in line with LNW's communications strategy.
• The agency must submit proof of an active SABC account in good standing within 14 days of appointment; failure may result in termination of the contract.
• The agency shall conduct target audience analysis annually, using market research, demographic data, audience insights, and media analytics.
• Media monitoring must include podcast, online news, social media, broadcast and print media.
• Proven experience in successful running of outdoor advertisement services is required.

The contract is governed by the General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC) that may apply.

Additional evaluation criteria: relevant specifications, value for money, capability to execute the contract, LNW SCM Policy, PPPFA and associated regulations, tender terms and stages. Evaluation is conducted in 4 stages: Administrative Compliance, Mandatory Requirements, Functionality (minimum 70 points to proceed), and Price and Specific Goals (80/20 system).