Invitation to register on the database panel of service providers for specialised services in the field of communications for a period of 36 months

Closing date: Wednesday, 23 September 2026 at 12h00 noon.

Technical enquiries: Mr Sbonelo Cebekhulu, email [email protected]. SCM enquiries: Mr Sabelo Zulu, phone 034 329 7200, email [email protected]. Submission address: Reception area at B9356, Amajuba Road, Section 1, Madadeni.

Completed bid documents in sealed envelopes endorsed "Bid No. P2026/01 PANEL OF SERVICE PROVIDERS FOR THE SPECIALISED SERVICES IN THE FIELD OF COMMUNICATIONS FOR A PERIOD OF 36 MONTHS" must be deposited in the Municipality's tender box located in the reception of the Amajuba District Municipality before the closing date. Bids that are not sealed and numbered will not be considered. Late bids will not be considered. Bids must be submitted on the official forms provided (not to be re-typed). Returnable documents: certified ID copies of all members/directors or sole proprietor; bank details with original cancelled cheque or bank letter; all Municipal Bidding Documents (MBDs) completed and returned; copy of CSD registration; copy of company registration documents; for joint ventures, CKs of each member; ID copies of directors; copy of current municipal account (not owing more than 90 days) or lease agreement or certified affidavit for residence; printed copy of SARS Tax Pin; completed and signed MBDs. Failure to fully complete or providing incorrect information in declarations will render the bid non-responsive.

Service providers are required to submit the following: Certified ID copies of all members/directors of company or sole proprietor; Bank details (together with an original cancelled cheque/ bank stamp or original letter from financial institution); ALL MUNICIPAL BID DOCUMENTS (MBD) MUST BE COMPLETED AND RETURNED. FAILURE TO FULLY COMPLETE AND / OR PROVISION OF INCORRECT INFORMATION IN THE DECLARATION WILL BE REGARDED AS A NON-RESPONSIVE TENDER; Copy of CSD (Central Supplier Database); Copy of company registration documents; For Joint Venture Agreements, attach the CK's of each of the joint venture members (if applicable); ID(s) copies of company director(s); Copy of current municipal account for all Director/s and Company, not owing more than 90 days or copy of lease agreement from the relevant leasing authority. If the business is operated from the residence of one of the Director/s, an original affidavit, certified, must be submitted stating the address of the premises from your local SAPS office. In a case where the directors are not liable for the payment of rates/taxes, an affidavit commissioned by SAPS stating that the director is not liable for the payment of rates must be submitted. In case the director does not own property/is a tenant, leasing agreement should be submitted to confirm the place of residence. Tenders who are not registered with any municipality for the payment of rates and services due to their location may submit proof of residence / business address certified by a Municipal Councillor, but only if the residence is the same address as the business address, accompanied by an affidavit commissioned by SAPS. If the bidder's place of work or the address is located in rural settlement under traditional council, the bidder must submit the proof of resident certified by the traditional council leader and proof of resident certified by ward councillor. Printed copy of SARS Tax Pin for further verification. Completed and signed Municipal Bidding Document attached to the tender document.

Evaluation is on functionality and the 80/20 preference point system. Functionality: bidders must score at least 20 points to be listed on the panel. Functionality criteria: (1) Traceable references — verifiable appointment letters or purchase orders worth at least R50 000 each within the last ten years; minimum two required; 3 letters = 15 points, 2 letters = 10 points, 0-1 letter = 0 points. (2) Financial viability — bank rating from a registered financial institution not older than 12 months; rating A or B = 20 points, C = 15, D = 5. Total functionality points = 35. Price: 80 points. Specific goals: 20 points. Specific goals and points: business owned more than 50% by black person = 5; gender = female = 5; youth = 2; disability = 3; promotion of business located within Amajuba District Municipality = 5. Verification documents required for each goal.

The panel covers five categories: A Marketing and Communications (graphic design, printing of brochures, publications such as annual reports and newsletters, marketing booklets, business cards); B Project and Events Management (event and artist co-ordination, local festival organising, major campaigns); C Branding Services (corporate gifting, pull-up and stage banners, advertising mobile trailer, branding of municipal property and reception areas, outdoor billboards, vehicle branding); D Media Relations and Media Buying (media training, small-scale advertising campaigns, procurement of radio slots on stations such as Ukhozi FM, Gagasi FM, Radio 2000, SA FM, Metro FM, Radio 702, Newcastle Community Radio, Radio Abusekho Ubunzima, Christian Radio Station FM; television slots on SABC Morning Live, ENCA News, News Africa, 1KZN TV); E Research, Concept Development and Survey Services (market research surveys, marketing and media consultancy, concept development, proof reading, editing and translation, economic impact assessment surveys, event assessment surveys). Service providers must have in-depth understanding of the public and development sector, be creative and innovative, have exceptional design skills, be highly articulate with excellent verbal and written skills, and bring passion about local government into their work.

Bidders must be suitably qualified and experienced in the relevant fields: Marketing, Communications and Branding, Outdoor Branding, Multimedia, Media Relations, Media Buying, Events Management, and Research and Survey Services. Functionality requires verifiable appointment letters or purchase orders worth at least R50 000 each within the last ten years (minimum two).

The municipality may inspect, test or analyse supplies or services at any stage. The bidder's premises must be open for inspection by a representative of the department. If inspections show non-compliance, the supplier bears the costs and must substitute rejected supplies at its own cost. The purchaser may cancel the contract for breach.

Pricing for each assignment will be based on quotations from panel members, with a letter of engagement issued per assignment. Prices must include VAT and disbursements. Hourly rates for each service provider level must be included in the proposal. Bids are adjudicated on the 80/20 preferential point system.

Pricing: each assignment will be based on quotations from panel members, with a letter of engagement issued per assignment. Prices quoted for assignments must include VAT and disbursements. The hourly rate for each service provider (for each specific level) must be included in the proposal. Bids will be adjudicated on the 80/20 preferential point system. The municipality is not bound to accept the lowest or any bid.

Bidders must be registered on the Central Supplier Database (CSD). Submit original tax clearance certificate or Tax Compliance Status PIN or CSD number. For joint ventures, each party must submit a separate TCS certificate/PIN/CSD number. Bidders must not be persons in the service of the state. Bidders must complete and return all Municipal Bidding Documents (MBDs), including MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 8 (Declaration of Past SCM Practices), and MBD 9 (Certificate of Independent Bid Determination). Bidders must not be listed on the National Treasury's database of prohibited persons or the Register for Tender Defaulters. Bidders must not owe municipal rates and taxes in arrears for more than three months. Bidders must provide proof of residence or business address as specified.

Specific goals under the 80/20 preference point system: business owned more than 50% by black person = 5 points; gender = female = 5 points; youth = 2 points; disability = 3 points; promotion of business located within Amajuba District Municipality = 5 points. Verification documents: CSD report/company registration certificate, ID copies/CSD report, medical certificate, and municipal rates and taxes or municipal charges not older than 3 months.

The contract period is three (3) years; assignments in the last three months may continue after expiry. A contract will be concluded with each successful service provider, who must sign confidentiality and indemnity agreements. Panel members are not guaranteed any work; engagement is on an assignment basis. The municipality may award an assignment to more than one panel member or vary an instruction. Service providers may not cede or subcontract any part of the work without prior written authorisation. Service providers must declare any interest or conflict of interest; the council may summarily cancel the agreement if a conflict is discovered. All copyrights and intellectual property rights resulting from the work become the property of the council. Service providers must hand over all documents and information received from the municipality immediately after completion of the assignment. Service providers must ensure continuous quality and consistency of services. Skill transfer to the in-house communications team is required. The council reserves the right to interview shortlisted panel members for specific assignments.

A contract will be concluded with each successful service provider, who must sign confidentiality and indemnity agreements. Panel members are not guaranteed any work; engagement is on an assignment basis. The municipality may award an assignment to more than one panel member or vary an instruction. Service providers may not cede or subcontract without prior written authorisation. Service providers must declare any interest or conflict of interest; the council may summarily cancel the agreement if a conflict is discovered. The contract period is three years; assignments in the last three months may continue after expiry. Professional fees: each assignment cost based on quotations, with a letter of engagement issued; prices must include VAT and disbursements; hourly rates must be included. Service providers must hand over all documents and information received from the municipality immediately after completion. Continuous quality and consistency of services is required. All copyrights and intellectual property rights become the property of the council. Skill transfer to the in-house communications team is required. The council reserves the right to interview shortlisted panel members.

Bidders must be registered on the Central Supplier Database. Submit original tax clearance certificate or Tax Compliance Status PIN or CSD number. Completed bid documents in sealed envelopes endorsed with the bid number must be deposited in the tender box at the reception of Amajuba District Municipality before the closing date. Bids that are not sealed and numbered will not be considered. Late bids will not be considered. The municipality reserves the right not to award the lowest or any bid.

Functionality: traceable references (appointment letters or purchase orders worth at least R50 000 each within last ten years; minimum two; 3 letters = 15 points, 2 = 10, 0-1 = 0) and financial viability (bank rating not older than 12 months; A/B = 20, C = 15, D = 5). Total functionality points = 35. Bidders scoring less than 20 on functionality will not be listed. Price = 80 points, specific goals = 20 points.