Appointment of advertising agencies panel (36 months) – mpumalanga tender

Procurement enquiries:

• Contact: Mr. Sibusiso Gwebu
• Email: [email protected]
• Telephone: 013 253 7601
• Fax: 013 253 1889

Technical enquiries:

• Contact: Mr. Meshack Mashilo
• Email: [email protected]
• Telephone: 013 253 7603
• Fax: 013 253 1889

Tender box address:

Emakhazeni Local Municipality

25 Scheepers Street

Belfast, 1100

Mpumalanga

Municipality office: 25 Scheepers Street, Belfast, 1100. Tel: (013) 253 7600, Fax: (013) 253 1696.

Submission method: completed tenders in black ink, sealed in an envelope, endorsed with 'Project No: ELM 26-27/10/04: APPOINTMENT OF A PANEL OF ADVERTISING AGENCIES FOR A PERIOD OF THIRTY-SIX (36) MONTHS', deposited in the Tender Box at Emakhazeni Local Municipality, SCM Office, 25 Scheepers Street, Belfast, 1100.

Closing time: 24 November 2026 at 12H00. Late, faxed, emailed, or telegraphic tenders will not be accepted.

Bids must be submitted on official forms, not retyped. All pages and returnable schedules must be completed and signed; failure results in automatic disqualification.

Returnable documents (all compulsory):

• Form A: Compulsory Enterprise Questionnaire (per partner for Joint Ventures)
• Form A2: Compulsory Enterprise Questionnaire for Consortia/Joint Ventures, incl. special resolution
• Form B: Record of Addenda to Tender Documents
• Form C: Authority of Signatory (with company resolution, or sole trader proof)
• Form D: Declaration of Interest (discloses any state employment connections)
• Form E: Declaration of past supply chain management practices
• Form F: Declaration of good standing regarding tax
• Form G: Declaration of Procurement above R10 Million (VAT included)
• Form H: Declaration of tenderer's litigation history
• Form I: Certificate of Independent Bid Determination (no collusion)
• Form J: Declaration of Municipal Account
• Form K: Preference Schedule (B-BBEE claims)
• Form L: Financial references/credit rating and bank details
• Form M: Proposed Key Personnel
• Form N: Schedule of Proposed Sub-Consultants
• Form O: Schedule of Previous Experience
• Form P: Schedule of Current Commitments
• Form Q: Tenderer's project structure
• Form R: Form of Indemnity

Also attach: company/CC registration certificate (both parties for Joint Venture), Joint Venture Agreement (if applicable), tax compliance status PIN, CSD registration report, and any addenda recorded.

MBD1 (Invitation to Bid) and MBD7 (Contract Form) must also be completed and signed.

Disqualification risks:

• Late, incomplete, unsigned, faxed, emailed, or electronically submitted tenders.
• Tenders not completed in black ink, or with tippex, erasable ink, or unauthorised alterations not initialled.
• Missing company registration certificates, tax compliance PIN, or CSD number.
• Failure to fully complete schedule of quantities or returnable forms.
• Scratching out without initialling, or writing over rates.
• Tampering with the tender document.
• No authority of signatory submitted.
• Attempts to influence evaluation or award.
• Municipal rates/services arrears exceeding three months.
• Poor performance on a previous municipal or state contract in the last five years (after written notice).
• Incomplete or false declaration of interest.

Evaluation is in two stages.

Stage 1 – Functionality (pass/fail, minimum 70% or 63 out of 90 points):

• Experience: similar projects in print/online advertising, digital marketing, public relations, broadcasting, or graphic design in the public sector. Provide appointment letters/purchase orders and contactable reference letters on client's letterhead.
• More than 5 appointment letters/Purchase orders: 40 points
• 2-4 appointment letters/Purchase orders: 30 points
• 1 appointment letter/Purchase order: 10 points
• Non-submission: automatic disqualification (0 points)
• Company affiliation with an official body representing South Africa's advertising and communications profession (valid registration certificate required): 20 points
• Expertise of the Account Executive (CV and qualification; and valid registration certificate with official body):
• National Diploma in Advertising, Marketing, Communications, Public Relations, or equivalent: 20 points
• Valid registration certificate with official body: 10 points
• Total for this category: 30 points
• Total functionality points: 90. Bidders scoring below 63 points are automatically eliminated.

Stage 2 – 80/20 preference point system (PPPFA):

• Price: 80 points
• Specific goals (B-BBEE): 20 points

Only bidders who achieve the minimum functionality score proceed to the preference point evaluation.

The municipality seeks to appoint a panel of advertising agencies for a period of thirty-six (36) months.

Scope includes services related to print and online media advertising, digital marketing, public relations, broadcasting, and graphic design.

Bidders must submit proof of experience in these areas (appointment letters/purchase orders) as part of functionality.

Key personnel: an Account Executive with a relevant qualification (National Diploma or equivalent) and registration with an official professional body.

No further technical specifications are provided in the available document.

No specific pricing format, bid security, guarantees, retention, or payment terms are stated.

Bids remain valid for 90 days from closing date; prices must be firm during this period and not linked to any exchange rate.

Form L requires financial references and bank details.

Form G is a declaration for procurement above R10 million (VAT included).

The municipality may request written evidence of financial, labour, and resource adequacy, and may conduct financial investigations.

Bidders must have no municipal rates or service charges in arrears for more than three months.

Note: The 80/20 preference point system implies the bid value is below the threshold for the 90/10 system (i.e., below R50 million), though the document does not state an estimated value.

Central Supplier Database (CSD) registration: mandatory – CSD number required.

Tax compliance: valid SARS Tax Compliance Status (TCS) PIN required; a printed TCS certificate may also be submitted. Foreign suppliers must complete the pre-award questionnaire (Part B:3) if not RSA resident.

Company registration: company/CC registration certificate (CIPC) required; for Joint Ventures, both parties' registrations and the JV agreement.

B-BBEE: B-BBEE status level certificate or sworn affidavit (for EMEs and QSEs) must be submitted to claim specific goals points (20 points under 80/20 system).

State employment: no bids from persons in the service of the state.

Municipal arrears: must not owe municipal rates or service charges for more than three months.

Past performance: must not have failed to perform satisfactorily on a previous municipal or state contract in the last five years (after written notice).

Declaration of Interest (Form D) and Certificate of Independent Bid Determination (Form I) must be completed; false declarations lead to disqualification.

Clearance from the municipality where the bidder is based (for municipal accounts) is required; non-rated areas require a letter confirming non-rated status.

No specific CIDB grading or professional registration requirements (other than the advertising professional body affiliation for functionality points) are stated.