This Tender Has Expired

Closing date: 10 March 2026

Closing time: 11:00 AM

Bid validity: 90 days from closing date

(No other briefing or site‑visit dates are mentioned in the document.)

Technical enquiries – Ms Phuti Mauda (SCM), Tel: 015 633 4616, Email: [email protected]

Budget & Treasury enquiries – Mr Daniel Mathekga (MD), Tel: 015 633 4561, Email: [email protected]

• Submit one sealed envelope clearly marked with the bid number and description; no fax or email bids accepted.
• Deliver the envelope to the bid box at Unit 170 BA, Civic Centre, Lebowakgomo (postal code 0737) on or before 10 March 2026, 11:00 AM.
• Late submissions will be rejected.
• All required MBD forms (1, 3.1, 4, 6.1, 8, 9) must be completed in indelible ink, signed/initialed and attached.
• Include company registration certificate, certified ID copies of directors (not older than 3 months), tax compliance PIN or CSD number, authority resolution (if multiple directors), and proof of municipal rates (or affidavit/lease/letter of traditional authority) not older than 90 days.
• Bids must be valid for 90 days from the closing date; extensions require written acceptance.
• All bidders must be registered on the National Treasury Central Supplier Database (CSD).

Phase 1 – Administration compliance (responsiveness):

• Proper sealed envelope, correct address, submission before deadline.
• Completion of all mandatory MBD forms; all pages signed/initialed; no tip‑ex use.
• Attach required supporting documents (registration, IDs, tax PIN/CSD, etc.).

Phase 2 – Functionality (technical score):

• Minimum 80 points required to proceed.
• Points awarded for experience (up to 50), financial standing (up to 30), PAMSS certification (up to 20) and other functional criteria.

Phase 3 – Price and specific goals:

• Price carries 80 points (firm prices only, all taxes inclusive).
• Preference/special‑goal points total 20 points (black‑ownership, local residence, women‑owned, disabled‑owned, youth‑owned as per CSD).
• Total possible score 100 points; lowest/highest acceptable tender will determine final ranking.

Disqualification occurs if any phase score falls below the required threshold.

Scope: Provide a comprehensive mailing and SMS solution for municipal billing and information notices for 36 months.

Deliverables:

• Process and mail an average of 17 476 monthly accounts, including printed statements (A4 80 gsm, full colour) and information notices.
• Email statements to all customers with email addresses and send SMS billing alerts within 4 days of receiving the billing file.
• Secure File Transfer Protocol (SFTP) transmission of billing files in compliance with the PoPI Act.
• Secure website link for consumers to view/download statements and make payments; must support all desktop and mobile operating systems.
• Ability to handle data in CSV, tab‑delimited, comma‑delimited, text and PDF formats.
• Provide PAMSS grading certification.
• Monthly electronic file delivery to municipality and quarterly physical disk delivery of PDFs.
• Daily written reports on delivered/undelivered statements and monthly summary reports.
• 48‑hour turnaround for sample sign‑off and 24‑hour turnaround to submit sample for approval.
• Maintain sufficient stock of pre‑printed stationery and allow rapid artwork changes.
• Ensure data integrity, confidentiality and quality control; issue tax‑compliant statements.

Pricing must be submitted on the firm‑price schedule (MBD 3.1); only firm prices accepted, all applicable taxes inclusive.

All delivery costs must be included in the bid price.

Bid validity period: 90 days from closing date.

Payment terms: Municipality will pay within 30 days of receipt of a correct invoice and delivery note.

No specific bond or guarantee requirements are stated.

• Tax compliance: Provide SARS PIN or Tax Compliance Status (TCS) certificate; if no TCS, provide CSD number.
• All bidders must be registered on the Central Supplier Database (CSD).
• No bids accepted from persons in the service of the state; related persons must disclose any relationships.
• Provide declarations on foreign supplier status, joint‑venture arrangements, and any outstanding municipal rates.
• Submit required declarations (interest, past SCM practices, independent bid determination).
• Compliance with Preferential Procurement Policy Framework Act (80/20 point system) and related specific goals.
• No specific B‑BEE level is mandated beyond the preference points.