Panel of communication agencies for DHA: 3-Year comprehensive services tender

• Bid closing date: 17 July 2026.
• Bid closing time: 11:00 (South African time).
• Non-compulsory virtual briefing session: Monday, 29 June 2026, from 10:00 to 11:00 via Microsoft Teams (link provided in document).
• Deadline for clarification requests: close of business one week before the bid submission deadline.
• Bid validity period: 90 days after the closing date.

• For bidding procedure enquiries: Lettie Mbatha, email [email protected], telephone (012) 406 2570.
• For technical enquiries: Joseph Mohajane, email [email protected], telephone (012) 406 2691; and Nqobile Chonco, email [email protected], telephone (012) 406 2789.
• Submission address: Online via the e-Tender portal only. No physical submission address is provided.

• Submit bids online via the National Treasury e-Tender portal at https://www.etenders.gov.za/. Hardcopy, faxed, or emailed bids are not accepted.
• Ensure your bid status shows 'Submitted' before the closing time. Late submissions will not be considered.
• The bid must include a completed Technical Bid and Financial Bid separately, each clearly marked 'Original Technical Bid' and 'Original Financial Bid'.
• Required returnable documents: SBD 1 (Invitation to Bid), Letter of Authority, SBD 4 (Bidder’s Disclosure), CSD report, company profile, Pricing Schedule (SBD 3), Pricing Schedule Annexure/Fee Structure, Preferential Points Claim Forms (SBD 6.1), and a valid SANAS B-BBEE certificate or sworn affidavit for EMEs/QSEs.
• For joint ventures/consortia: submit a signed joint venture agreement, separate tax compliance certificates/PINs/CSD numbers for each party, a consolidated B-BBEE certificate, and complete SBD forms using joint venture information.
• Bids must be valid for 90 days after the closing date. Shorter validity periods will be rejected.
• Do not contact the Department about your bid from submission until contract award; doing so may lead to disqualification.

Unable to extract eligibility criteria

Scope: Appointment of a panel of communication agencies to provide comprehensive communication services to the Department of Home Affairs on an as-and-when-required basis for three years, with a possible two-year extension.

• Service areas:
• Development of digital/social media campaigns: campaign execution, content creation, influencer marketing, analytics, live streaming.
• Creative content development, editorial services, and multimedia production: writing, editing, translation (including Sign Language and Braille), graphic design, motion graphics.
• Media planning and buying: advertising plans, media space procurement across traditional, digital, and new media.
• Deliverables: Campaign development, multimedia content, media plans, and live streaming support as required.
• Location: Primarily at DHA Head Office in Pretoria; travel to all nine provinces may be required ad hoc.
• Contract duration: Three years, extendable by two years subject to performance.
• Special conditions: Successful bidder must sign a non-disclosure agreement and Service Level Agreement, develop a skills transfer programme, and attain positive security screening.

• Bidders must demonstrate understanding of scope through a presentation on a DHA-specific project: develop a campaign concept for the 'Home Affairs @ Home' programme with a R5 million budget, covering all service areas.
• Presentation assessed on understanding of process flow, strategic approach, software used, creativity, budgetary considerations, and project action plan.

• Relevant experience: Submit signed, dated reference letters (not older than 5 years) for each chosen functional area. More letters yield higher scores (up to 25 points).
• Portfolio of evidence: Provide examples of previous work in chosen areas; scored from poor to excellent (up to 25 points).
• Personnel CVs: Submit CVs for assigned professional capacity; scored based on years of experience (minimum 3 years for full points).

• Mandatory requirements: Project Lead must have NQF Level 7 qualification; key personnel must have NQF Level 6 qualifications.
• Department reserves right to verify qualifications through SAQA.
• Bidders must complete and sign mandatory requirement tables in the bid document.

• Use Pricing Schedule (SBD 3) to indicate a ceiling price for the project, inclusive of all taxes.
• Specify period required to commence after acceptance, estimated man-days, and confirm rates are firm for the full contract period.
• Fee structure: Provide management/facilitation fee as a percentage of total cost for each service area for Years 1, 2, and 3.
• Financial bid must be submitted separately from technical bid.

• Pricing must be quoted in South African Rands, inclusive of all taxes, duties, transportation, insurance, and incidental costs.
• Prices must be fixed for the contract duration; variable price quotations will be rejected.
• Submit a ceiling price for the project on the Pricing Schedule (SBD 3).
• Fee structure: Bidders must provide a management/facilitation fee as a percentage of total cost for each service area (Digital/Social Media, Creative Content/Multimedia, Media Planning/Buying) for Years 1, 2, and 3. Actual costs will be on a pass-through basis with quotations provided as needed.
• Financial bid must be submitted separately from the technical bid.
• The Department will evaluate financial bids only from bidders whose technical bids are accepted.

• Tax compliance: Provide a valid SARS Tax Compliance Status (TCS) PIN or certificate. If not available, provide CSD number. For joint ventures/consortia, each party must submit separate TCS/CSD documentation.
• Central Supplier Database (CSD): Registration on the National Treasury CSD is mandatory. Submit CSD report.
• B-BBEE: Submit a valid SANAS B-BBEE certificate or a certificate issued by CIPC. EMEs/QSEs may submit a sworn affidavit.
• Company registration: Provide CIPC registration certificate.
• Personnel qualifications: Project Lead must have NQF Level 7 qualification; key personnel must have NQF Level 6 qualifications.
• No state employees or restricted suppliers are allowed to bid.
• Foreign bidders must comply with local laws and tax obligations.

• Contract award: Department reserves right to accept/reject any bid, vary quantities at award, and award to one or more bidders.
• Post-qualification: Department will verify winning bidder's financial, technical, and production capabilities before award.
• Contract signing: Successful bidder must sign and return contract within 2 days of notification.
• Termination: Failure to comply with contract conditions may lead to cancellation with potential claims for damages.
• Assignment: Contractor may not cede, assign, or transfer contract without prior written authority.
• General Conditions of Contract (GCC) apply and must be initialed on every page.

• Functionality scoring (100 points total):
• Technical proposal (65 points): Relevant experience (25 points), portfolio of evidence (25 points), CVs of personnel with minimum 3 years' experience (15 points).
• Presentation (35 points): Shortlisted bidders present a campaign concept for the 'Home Affairs @ Home' programme, demonstrating understanding of scope.
• Minimum pass score: 70 points (70%) on functionality to proceed to price and B-BBEE evaluation.
• Price and B-BBEE (80/20 split): Price (80 points), preferential points for women-owned, black-owned, and disabled-owned enterprises (20 points total).