Supply and delivery of 10-Year commemorative medals for the chief albert luthuli walk and fun run 2026

• Luthuli Museum is a Schedule 3A public entity subsidised by the National Department of Sports, Arts & Culture.
• Project: Supply and delivery of special 10-year commemoration medals for the Chief Albert Luthuli Walk and Fun Run 2026.
• Quantity: 105 medals.
• Medal specifications: 70 mm diameter, 6 mm thickness, 120 g weight, die-cast zinc alloy, antique bronze finish with gold highlights, 25 mm custom ribbon.
• Design: Front includes branding, anniversary feature, portrait relief, running figures, banner, wreath. Reverse includes portrait medallion, slogan 'ONE COMMUNITY, ONE LEGACY, 10 YEARS STRONG', family silhouette, landmark elements.
• Quality: Free from defects, individually inspected.
• Packaging: Individual protective sleeves, reinforced cartons.

• Closing date and time: 20 July 2026 at 10:00.
• RFQ issue date: 15 July 2026.
• No briefing, site visit, or clarification deadlines are stated.

• For enquiries: [email protected] (contact before closing date).
• Submission location: [email protected] (email submissions only).
• No phone numbers or physical addresses for contact are provided.

• Submit one soft copy via email to [email protected] by 20 July 2026 at 10:00.
• Hand-delivered proposals will not be accepted.
• Late or incomplete submissions will be invalidated.
• Complete and sign the quotation invitation document as the authorised company representative.
• Required returnable documents (checklist):

1. Central Supplier Database Full Registration Report
2. Pricing Schedule/Quotation on separate company letterhead
3. Valid SARS Tax Pin
4. BBBEE Affidavit/Certificate
5. CIPC Registration Documents
6. Director(s) Certified ID Copy
7. SBD 4 – Bidder Declaration
8. SBD 6.1 – Preferential Procurement Claim Form
9. General Conditions of Contract (GCC) – initial all pages

• The bidder bears all costs of preparing and submitting the RFQ; Luthuli Museum is not liable for any expenses.
• Luthuli Museum reserves the right to:

• Not accept the lowest or any RFQ.
• Not evaluate RFQs that do not strictly comply.
• Select based on information received and enter negotiations with preferred bidders.
• Contact bidders for clarification during evaluation.
• Award to one or more bidders, withdraw the RFQ, accept RFQs in part or full, or cancel the RFQ.
• Select bidders for further negotiations based on greatest benefit, not necessarily lowest cost.

• A formal contract or letter of intent is required for acceptance.

Mandatory: Valid SARS Tax Pin, BBBEE affidavit/certificate, full CSD registration, CIPC registration documents, certified director ID copies, completed SBD 4 and SBD 6.1 forms. Specific goals points allocated for: 100% Black equity ownership (10 points), ≥51% women equity ownership (4 points), 100% youth equity ownership (4 points), disabled ownership (2 points). Bidders failing mandatory criteria are eliminated.

• Project: Luthuli Walk & Fun Run – 10-Year Commemoration Medal.
• Purpose: Production of commemorative finisher/participation medals for the 10-year anniversary event.
• Quantity: 105 medals.
• Medal Specifications:

• Diameter: 70 mm
• Thickness: 6 mm
• Approximate weight: 120 g
• Material: Die-cast zinc alloy
• Finish: Antique bronze with gold highlights
• Ribbon: 25 mm full-colour custom branded polyester ribbon

• Design Requirements:

• Front face: Luthuli Walk & Fun Run branding, 10th anniversary feature, portrait relief artwork, running figures, commemorative banner, wreath motif.
• Reverse face: Portrait medallion, slogan 'ONE COMMUNITY, ONE LEGACY, 10 YEARS STRONG', family silhouette, regional landmark elements.

• Quality Requirements:

• Medals must be free from casting defects, sharp edges, plating inconsistencies.
• Each medal must be individually inspected prior to delivery.

• Packaging and Delivery:

• Each medal individually packaged in a protective sleeve.
• Supplied in reinforced cartons.
• Pricing must include tooling, artwork, production, packaging, delivery, and applicable taxes.

• Medals must be free from casting defects, sharp edges, and plating inconsistencies.
• Each medal must be individually inspected prior to delivery.
• Supplier must not disclose contract documents or information without purchaser's prior written consent.
• Purchaser may inspect supplier's records and have them audited.

• Provide pricing schedule/quotation on separate company letterhead.
• Pricing must include tooling, artwork, production, packaging, delivery, and applicable taxes.
• Specify delivery address: Luthuli Museum, 3233 Nokukhanya Luthuli Street, Groutville, KwaDukuza, 4450.
• Indicate delivery period after order receipt.
• State whether delivery period is fixed (Yes/No).
• State whether price(s) are fixed (Yes/No).
• State whether quote is strictly to specification (Yes/No).
• Authorised representative must sign, indicating capacity and date.

• Provide pricing schedule/quotation on a separate company letterheaded price schedule.
• Pricing must include tooling, artwork, production, packaging, delivery, and applicable taxes.
• Delivery address: Luthuli Museum, 3233 Nokukhanya Luthuli Street, Groutville, KwaDukuza, 4450.
• Indicate delivery period after order receipt.
• Specify whether delivery period is fixed (Yes/No).
• Specify whether price(s) are fixed (Yes/No).
• Specify whether quote is strictly to specification (Yes/No).
• The bidding price must remain binding and open for acceptance for the stipulated period.
• Authorised company representative must sign with capacity and date.

• Mandatory documents for submission (see submission guidelines checklist).
• Supplier Registration: Must register on the National Treasury Central Supplier Database (CSD) per National Treasury circular 4A of 2016/17 prior to submitting a bid.
• Tax Compliance: Valid SARS Tax Pin required.
• B-BBEE: BBBEE Affidavit/Certificate required.
• Company Registration: CIPC Registration Documents required.
• Identity Verification: Certified ID copies of directors required.
• Standard Bidding Documents: SBD 4 (Declaration of Interest) and SBD 6.1 (Preferential Procurement Claim Form) required.
• General Conditions of Contract (GCC) must be initialed on all pages.
• Preference Points: Specific goals for B-BBEE equity ownership (Black, Women, Youth, Disability) as per evaluation criteria.
• Declaration of Interest (SBD 4) must be completed to disclose any state employment or relationships with evaluators.
• Failure to submit required proof for preference points means points are not claimed.

• BBBEE Affidavit/Certificate is a mandatory document.
• Preference points for specific goals under the 80/20 system:

• 10 points for 100% Black equity ownership.
• 4 points for 51% or more Women equity ownership.
• 4 points for 100% Youth equity ownership.
• 2 points for Disability equity ownership (proof: Doctor’s Notification of Disability).

• Points are cumulative.
• Submit certified ID copies of directors (not older than 3 months) and CIPC documents or shareholder certificate to claim points.
• Failure to submit proof means no points are claimed.

• The General Conditions of Contract (GCC) apply and form part of the bid documents.
• Key clauses include:

• Definitions: Standard procurement terms defined.
• Performance Security: May be required within 30 days of award; forms include bank guarantee or certified cheque.
• Warranty: Goods must be new, unused; warranty period is 12 months after delivery or 18 months after shipment.
• Payment: Made within 30 days of invoice submission, in Rand unless otherwise specified.
• Prices: Fixed as quoted, except for authorised adjustments.
• Delivery Delays: Supplier must notify purchaser of delays; penalties may apply for late delivery.
• Penalties: Deducted from contract price based on prime interest rate for each day of delay.
• Termination: Purchaser may terminate for default, corrupt practices, or insolvency.
• Force Majeure: Supplier not liable for events beyond control.
• Dispute Settlement: Resolution via mutual consultation, mediation, or South African courts.
• Governing Language: English.
• Applicable Law: South African law.
• Taxes: Supplier responsible for all taxes; tax clearance certificate required.

• Special Conditions of Contract (SCC) may supplement GCC and prevail in case of conflict.

• Luthuli Museum does not bind itself to accept the lowest or any RFQ.
• No RFQ deemed accepted until formal contract/letter of intent executed.
• Museum reserves rights to not evaluate non-compliant RFQs, select based on information, contact bidders for clarification, award to one or more, withdraw RFQ, accept RFQs in part or full, cancel RFQ, and select for negotiations based on greatest benefit.
• Bidder bears all costs of preparation and submission; Museum not liable for any costs.

• Submit quotation with all requested information by the closing date and time.
• Late or incomplete submissions invalidate the quotation.
• Provide supplier name, CSD number, postal address, cell/telephone, email, contact person, signature, bid price.
• Register on CSD prior to submission.
• Complete SBD 4 Declaration of Interest, disclosing state employment, relationships with evaluators, and other interests.
• Submit required returnable documents as per checklist.

• Two-stage evaluation: Mandatory criteria and Price & Specific Goals.
• Mandatory criteria: SARS Tax Pin, BBBEE Affidavit/Certificate, CSD Full Registration Report, CIPC Registration Documents, Director’s Certified ID Copy, SBD Forms and GCC.
• Price and Specific Goals use 80/20 preference point system.
• Specific Goals points: Race HDP (10), Gender HDP (4), Youth (4), Disability (2).
• Points claimed via SBD 6.1 form.
• Organ of state may require substantiation of claims.