Public relations and media services for the mining qualifications authority (mqa) – 3-Year contract

The document outlines general conditions for government contracts, including:

• Goods and services must conform to standards specified in bidding documents.
• Suppliers must not disclose contract details or use purchaser-provided information without prior written consent.
• All documents provided by the purchaser remain their property and must be returned upon request.
• Suppliers must allow inspections of their records and premises if required by the purchaser.
• Suppliers must indemnify the purchaser against third-party claims of patent, trademark, or industrial design infringement.

Quality management and inspection:

• Suppliers must ensure goods and services comply with contract specifications.
• Premises must be open for inspection by the purchaser or their representative at reasonable hours if required.
• Pre-bidding testing costs are for the bidder’s account.
• If inspections reveal non-compliance, the supplier bears the cost of inspections and must replace or rectify the goods/services at their own expense.
• Non-compliant supplies may be rejected and must be removed or replaced by the supplier.
• The purchaser may inspect, test, or analyze supplies post-delivery and reject non-compliant items.

Payment terms:

• Method and conditions of payment are specified in the Special Conditions of Contract (SCC).
• Suppliers must submit an invoice with a copy of the delivery note and fulfill other contractual obligations.
• Payments will be made within 30 days of invoice submission.
• Payments will be in South African Rand unless otherwise stipulated in SCC.
• Prices quoted in the bid are final unless adjusted as per SCC or bid validity extension requests.
• Performance security (bank guarantee, irrevocable letter of credit, or cashier’s cheque) must be furnished within 30 days of contract award.
• Performance security will be discharged and returned within 30 days of contract completion, including warranty obligations.

Compliance requirements:

• Suppliers must provide a valid tax clearance certificate issued by the South African Revenue Service (SARS) before contract award.
• No contract will be awarded to bidders with outstanding tax matters.
• Suppliers must comply with the National Industrial Participation Programme (NIPP) if applicable to the contract.
• Suppliers must ensure all goods and services adhere to the standards mentioned in the bidding documents.
• Suppliers must not engage in corrupt, fraudulent, or collusive practices.

B-BBEE and local content:

• The National Industrial Participation Programme (NIPP) applies to contracts subject to NIP obligations.
• Suppliers must adhere to local content and industrial participation requirements as specified in the contract.

Contractual terms:

• The General Conditions of Contract (GCC) form part of all bid documents and cannot be amended.
• Special Conditions of Contract (SCC) supplement the GCC for specific bids. In case of conflict, SCC provisions prevail.
• Contract duration, termination, and penalties:
• The purchaser may terminate the contract for default, insolvency, or engagement in corrupt/fraudulent practices.
• Suppliers may face penalties for delays, calculated using the current prime interest rate for each day of delay.
• Force majeure events may relieve suppliers from penalties or termination for default.
• Suppliers must notify the purchaser promptly of any force majeure event and continue performance as far as practical.
• Contract amendments must be in writing and signed by both parties.
• Suppliers cannot assign obligations without the purchaser’s prior written consent.
• Subcontracts must be notified to the purchaser in writing.
• Disputes will first be resolved through mutual consultation, then mediation, and finally in a South African court if unresolved.
• The contract is governed by South African law and must be written in English.
• Suppliers are liable for taxes, duties, and levies as per their locality (foreign or local).
• The National Industrial Participation Programme (NIPP) applies to applicable contracts.

Submit the following returnable documents: A completed and signed Declaration of Interest form (SBD 4). Bidders must disclose: - Employment by the state (if applicable) for the bidder, directors, trustees, shareholders, members, partners, or any person with controlling interest. - Relationships with any person employed by the Mining Qualifications Authority (MQA). - Interests in any other related enterprise bidding for this contract. Failure to submit a true and complete disclosure will result in automatic disqualification.

Bidders must certify compliance with the following: - No listing in the Register for Tender Defaulters or the List of Restricted Suppliers. - Bid must be independent, without collusion with competitors. - No prior or current consultation with MQA officials regarding the bid (except for clarification requests). - No involvement in drafting the specifications or terms of reference for this bid. Non-compliance may result in: - Bid rejection. - Reporting to the Competition Commission for investigation. - Criminal investigation by the National Prosecuting Authority (NPA). - Restriction from conducting business with the public sector for up to 10 years.

Closing date: 10 July 2026 at 11:00 AM. Compulsory briefing session: 25 June 2026 at 10:00 AM via Microsoft Teams (Meeting ID: 371 604 617 891 511, Passcode: Ft2v8wq2).

Bidding procedure enquiries: Ms. Merle Clark, Telephone: 011 547 2600, Email: [email protected]. Technical information: Ms. Tsholo Dilape, Telephone: 011 547 2600, Email: [email protected].

Submit proposals electronically to [email protected] by the closing date and time (10 July 2026, 11:00 AM). Alternatively, deposit bid response documents in the bid box at: No. 7 Anerley Road (Block B: Reception), Parktown, Johannesburg, 2193. Late bids will not be accepted. Bids must be submitted on the official forms provided (not re-typed). The successful bidder must fill in and sign a written contract form (SBD7).

Appointment of a service provider to support the MQA with public relations services. This includes utilising media and communication tools/platforms to plan and oversee public relations activities, ensuring effective communication with all MQA stakeholders for a period of three years.

Bidders must register on the Central Supplier Database (CSD) to upload mandatory information: business registration, directorship/membership/identity numbers, tax compliance status, and banking details. Submit a B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points. Provide a Tax Compliance Status (TCS) PIN issued by SARS or a printed TCS with the bid. If no TCS is available but the bidder is registered on CSD, provide a CSD number. For consortia/joint ventures/sub-contractors, each party must submit separate proof of TCS/PIN/CSD number. Foreign suppliers must answer additional questions regarding residency, branch, permanent establishment, or income source in South Africa.

Submit the SBD 6.1 Preference Points Claim Form as part of the tender. Failure to submit required proof or documentation for specific goals will result in no preference points being awarded for those goals. The organ of state may request substantiation of preference claims at any time.

B-BBEE compliance is required to claim preference points. Submit a valid B-BBEE Certificate or Sworn Affidavit to verify status level and ownership criteria (black women, youth, people with disabilities, or rural residents). Fraudulent claims may result in disqualification, cost recovery, contract cancellation, or a 10-year restriction from government business.

Bidders must use the provided reference letter template (Annexure A) to obtain verifiable references. The template must be completed by current or former clients and include: bidder and client legal names, project description, recommendation (yes/no with reasons if no), project duration, contact person details, reference date, and signature on company letterhead.

For bidding procedures: Ms Tsholo Dilape, Email: [email protected]. For technical information: Ms Merle Clark, Email: [email protected].

Submit the following: A completed pricing schedule (SBD 3.3) with all required details. Ensure the offer is valid for 120 days from the closing date. Include certified invoices for all expenses claimed, with proof of costs attached. Specify all applicable taxes (VAT, PAYE, income tax, UIF, skills development levies) in the pricing. Clearly state if rates are firm for the contract period or if adjustments (e.g., CPI-based) will apply.

Provide a ceiling price for the total project, including all phases, expenses, and applicable taxes (VAT, PAYE, income tax, UIF, skills development levies). Break down pricing by: phases, cost per phase, and man-days. Include rates for all personnel (hourly/daily) and other expenses (e.g., travel, accommodation, reproduction costs). Travel expenses must specify rate/km, total km, or class of air travel. Only actual costs are recoverable, and proof must accompany invoices. State if rates are firm for the contract period or provide adjustment details (e.g., CPI).

For technical enquiries:

• Amanda Masilo: Email [email protected], Phone 011 547 2616.
• Tsholo Dilape: Email [email protected], Phone 011 547 2628.

• Submit all required returnable documents. Failure to submit will lead to disqualification.
• Documents required: Proof of CSD registration, Valid Tax Clearance Certificate, B-BBEE Certificate, fully completed and signed SBD 1, SBD 3.3, SBD 4, SBD 6.1.
• Include CVs indicating where experience was acquired, with certified copies of qualifications attached.
• Qualification certificates must have a date stamp valid for 6 months prior to the closing date.
• The MQA may contact bidders within 7 working days after closing to address outstanding information, but this will not affect the substance of the proposal or give unfair advantage.

a. A short profile of the bidder.

b. All the documents required as per the evaluation criteria.

c. Details of the cost/fee breakdown for the services to be rendered.

Scope of work for the appointed Public Relations and Media Agency over three years:

• Advisory Role: Analyse and advise on MQA's Communication Strategy, media trends, communication modes, and internal awareness.
• Strategy Development: Develop, present, and report on a Public Relations and Media Strategy aligned with MQA's five-year plan.
• Media Liaison: Collate media coverage, ensure placement across all platforms, produce publicity materials, develop media networks, organise press conferences, and position MQA successes.
• Partnerships and Advertising: Seek placement opportunities for partnerships and sponsorships. Place a maximum of 8 targeted advertisements per annum in specified sector publications.
• Content Creation: Source, package, and design content for social media, podcasts, and website. Create 8 large and 12 smaller campaigns per annum covering events, beneficiary successes, and reputation management.
• Event Support: Provide advisory and public relations support for MQA corporate events and stakeholder engagement activities.
• Reporting: Submit monthly reports on strategy accomplishments, technical activities, ad hoc activities, and schedules. Include analytical reports, technical reports, brand assessment, and advisory service summaries.
• Training: Provide professional media training for up to 50 MQA personnel over three years, aligned with Spokespersons Policy.
• Presentations: Conduct presentations to MQA and stakeholders as required.
• Participation: Allocate resources to participate in MQA strategic activities to enhance service knowledge.
• Media Monitoring: Use your own procured media monitoring service to advise MQA and inform reports.
• Project Management: Ensure adequate, accessible resources for seamless delivery over three years. Report to the Customer Service and Communication Unit.

• Project team members with foreign qualifications must submit a SAQA certificate of valuation.
• The MQA reserves the right to contact reference clients; non-confirmation renders the reference non-compliant.
• The proposal must indicate names of persons to be evaluated; omission results in a zero score.
• CVs must indicate where experience was acquired, with certified copies of qualifications attached.
• Qualification certificates must have a date stamp valid for 6 months prior to closing.
• Functionality evaluation includes scoring for reference letters, company profile experience, and qualifications/experience of Account Managers and Junior Account Managers as detailed in the evaluation criteria.

• The service provider must ensure services are rendered according to specifications and the prescribed scope.
• Key quality aspects include: advisory role on communication strategy and trends, development and approval of a public relations strategy, maintaining open communication with MQA management, ensuring media coverage and placement, producing high-quality communication materials, creating content for campaigns and events, providing professional training, and detailed monthly and close-out reporting.
• The agency must use its own media monitoring service to advise the MQA and inform reports.

• Quoted amount must be in South African Rand and include VAT.
• Price must be itemised according to the scope of work.
• The MQA may subject the award to price negotiation with the preferred service provider, provided it does not give unfair advantage, is not to the detriment of others, and does not lead to a higher price than submitted.

• Mandatory documents for compliance: Proof of CSD registration, Valid Tax Clearance Certificate, B-BBEE Certificate (or score zero), fully completed SBD 1, SBD 3.3, SBD 4, SBD 6.1.
• B-BBEE: Submit a valid B-BBEE Status Level Verification Certificate or sworn affidavit. Exempted Micro Enterprises must submit a letter from an Accounting Officer.
• Qualifications: For team members with foreign qualifications, submit a SAQA certificate of valuation. Certified copies of qualifications must be attached to CVs, with date stamps valid for 6 months prior to closing date.
• The MQA reserves the right to contact reference clients; non-confirmation renders the reference non-compliant.

• B-BBEE evaluation forms part of the specific goals under the 80/20 preference point system.
• Submit a valid B-BBEE Status Level Verification Certificate or sworn affidavit.
• Points awarded based on B-BBEE level: Level 1 (15 points), Level 2 (14), Level 3 (10), Level 4 (8), Level 5 (6), Level 6 (5), Level 7 (4), Level 8 (2), Non-compliant (0).
• Additional points for promotion of black women (2 points), youth (1), disabled persons (1), and rural area residents (1).
• Exempted Micro Enterprises must submit a letter from an Accounting Officer.
• Failure to submit B-BBEE documentation results in being a non-compliant contributor and no preference points.

• Contract duration: Maximum of three years from date of appointment. Work starts on signing the contract.
• The MQA reserves the right to terminate for non-performance or poor quality work.
• Payment only for acceptable, timeously delivered work.
• The MQA may award the assignment to more than one bidder.
• The service provider must be available in Gauteng at their own cost as required.
• Suggestions accepted during progress meetings become part of the contract.
• The service provider must exhibit the highest integrity and accept only assignments they can complete competently.
• Submit detailed close-out reports at project conclusion, annual consolidated reports, and a final three-year report with recommendations.

Approvals: bid adjudication committee

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Member: Bid Adjudication Committee Member: Bid Adjudication Committee

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