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

• Any person (natural or juristic) may submit an offer.
• Bidders must complete a declaration form as required by legislation to ensure transparency, accountability, impartiality, and ethics.

• Closing date: 10 July 2026.
• Closing time: 11:00.
• Your offer must remain valid for 120 days from the closing date.

• For bidding procedure enquiries: Contact Ms Tsholo Dilape via email at [email protected].
• For technical information: Contact Ms Merle Clark via email at [email protected].

1) Bidders must complete all sections of the pricing schedule (SBD 3.3), 2) All prices must be in South African Rand including all applicable taxes (VAT, PAYE, income tax, UIF, SDL), 3) Certified invoices must align with quoted rates, 4) Expense claims require supporting documentation, 5) Bids must remain valid for 120 days from closing date, 6) Contact persons for procedural (Ms Tsholo Dilape) and technical (Ms Merle Clark) queries are specified.

• The scope is for public relations services using media and communication tools and platforms.
• The service provider will plan and oversee public relations activities to ensure effective communication with all MQA stakeholders.
• The contract period is three years.

• This is a pricing schedule for professional services (Public Relations).
• Bid number: MQA/01/26-27.
• Closing: 10 July 2026 at 11:00.
• Offer must be valid for 120 days from the closing date.
• You must provide:
• A total ceiling price inclusive of all taxes.
• Hourly and daily rates for all personnel involved.
• A phased breakdown of the project with cost per phase and man-days.
• Detailed travel expenses (actual costs only, with proof).
• Detailed other expenses (e.g., accommodation) with proof.
• The period to commence after acceptance.
• Estimated total man-days for completion.
• Confirmation if rates are firm for the full contract period; if not, detail adjustment basis.

• You must submit your bid price in South African Rand (RSA currency), inclusive of all applicable taxes.
• You must indicate a ceiling price based on the total estimated time for completion of all phases, including all expenses.
• You must provide a detailed pricing schedule including:
• Hourly and daily rates for all persons involved in the project.
• A breakdown of project phases with cost per phase and estimated man-days.
• Detailed travel expenses (only actual costs recoverable with proof).
• Detailed other expenses (e.g., accommodation, telephone) with proof required.
• You must state the period required to commence the project after acceptance.
• You must provide the estimated total man-days for project completion.
• You must indicate if quoted rates are firm for the full contract period; if not, detail the basis for adjustments (e.g., CPI).
• 'All applicable taxes' includes VAT, PAYE, income tax, UIF contributions, and skills development levies.

• 'All applicable taxes' includes VAT, PAYE, income tax, UIF contributions, and skills development levies.
• For other expenses (e.g., accommodation), certified invoices will be checked for correctness and must be accompanied by proof of expense.

Closing date: 10 July 2026 at 11:00. Non-compulsory briefing session: 25 June 2026 at 10:00 via Microsoft Teams (Meeting ID: 371 604 617 891 511, Passcode: Ft2v8wq2). Attendance is not mandatory but recommended.

Non-compulsory briefing session: 25 June 2026 at 10:00 via Microsoft Teams. Join link: https://teams.microsoft.com/meet/371604617891511?p=wKjXjjTyiF7xh4c8iA. Meeting ID: 371 604 617 891 511, Passcode: Ft2v8wq2. Attendance is recommended but not mandatory.

Technical enquiries: Merle Clark (Email: [email protected], Phone: 011 547 2616) or Tsholo Dilape (Email: [email protected], Phone: 011 547 2628).

Submit the following returnable documents to avoid disqualification: Proof of registration on Central Supplier Database (CSD), Valid Tax Clearance Certificate, B-BBEE Certificate of Measured Entity, SBD 1 (Invitation to Bid) fully completed and signed, SBD 3.3 (Pricing) fully completed and signed, SBD 4 (Declaration of Interests) fully completed and signed, SBD 6.1 (Preference Points Claim) fully completed and signed. Include CVs indicating where experience was acquired, with certified copies of qualifications attached. Qualifications must be certified within 6 months prior to the closing date. Missing documents may result in disqualification, but the MQA may request outstanding information within 7 working days after the closing date, provided it does not affect the substance of the proposal or give unfair advantage.

Submit: Short profile of the bidder, all documents required per evaluation criteria, and detailed cost/fee breakdown for services.

Scope: Provide public relations services to the MQA for 3 years, using all media and communication tools to plan and oversee PR activities for effective stakeholder communication. Key deliverables: Advisory role on MQA’s 2025-2030 Communication Strategy and media/technological trends. Develop and present a 3-year Public Relations and Media Strategy aligned with MQA’s 5-year Communication Strategy. Media liaison: Collate and analyse media coverage, ensure sufficient MQA media placement (print, online, broadcast), produce publicity materials (brochures, videos, press releases, etc.), develop media practitioner network, respond to media queries (with MQA approval), organise press conferences/interviews, and position MQA successes in media. Advertising: Seek partnerships/sponsorships, place max 8 adverts/annum in targeted mining/sector publications (e.g., SA Mining, Mining Indaba, Business Day). Content development: Create 8 large and 12 smaller campaigns/annum, including social media, podcasts, website content, graphic design, and promotional materials for MQA events (e.g., AGM, Mining Skills Lekgotla). Social media: Support MQA platforms (X, Instagram, YouTube, Facebook, LinkedIn, TikTok) with content and graphic design. Events: Provide PR support for 8 annual MQA events and 5 stakeholder engagement activities, ensure media coverage. Reporting: Monthly reports on PR strategy accomplishments, media releases, analytical reports, technical reports, and brand assessment. Training: Provide media/spokespersons training to max 50 MQA personnel over 3 years. Media monitoring: Use own media monitoring services to advise MQA. Project management: Ensure adequate resourcing, accessibility, and continuity. Report to MQA’s Customer Service and Communication Unit.

Submit a comprehensive project outline with deliverables and milestones for MQA approval. Include a project execution plan with deliverables, timelines, and suitable resources. The MQA will approve the plan before project commencement. Example of a previous project plan (excluding confidential information) must detail: process, tasks, resources, timeframes, and risk identification. Higher scores awarded for plans including reputation management strategy.

Project team members with foreign qualifications must submit SAQA certificate of valuation. Proposal must include names of personnel to be evaluated; failure results in zero points. CVs must detail where experience was acquired and include certified copies of qualifications. Qualifications must be certified within 6 months prior to the closing date. Reference letters must be from different clients, on client letterhead, signed by relevant officials, dated, and include contact details. Letters must detail comprehensive PR activities undertaken and confirm successful execution or client satisfaction. MQA may contact references for verification; non-confirmation results in non-compliance. For Account Managers: Minimum 5 years’ experience in managing PR activities for clients and working on PR campaigns/projects. Qualifications: Relevant Bachelor’s degree (NQF Level 7) or higher in PR, communications, or journalism. Professional registration with bodies like PRISA, SACIA, ACASA, or SACOMM is advantageous. For Junior Account Managers: Minimum 3 years’ experience in PR projects/campaigns. Qualifications: Relevant Diploma (NQF Level 6) or higher in PR, communications, or journalism. Professional registration is advantageous.

Pricing must be in South African Rand (ZAR) and include VAT. Quoted price must be itemised per scope of work. The MQA may negotiate price with the preferred service provider, but negotiation will not: allow unfair advantage, disadvantage other bidders, or result in a higher price than submitted. Payment will only be made for acceptable, timeously delivered work.

Mandatory compliance documents: Proof of registration on Central Supplier Database (CSD), Valid Tax Clearance Certificate, B-BBEE Certificate of Measured Entity (or Sworn Affidavit for Exempted Micro Enterprises). Failure to submit B-BBEE Certificate results in zero points for evaluation. Additional forms: SBD 1 (Invitation to Bid), SBD 3.3 (Pricing), SBD 4 (Declaration of Interests), SBD 6.1 (Preference Points Claim). All forms must be fully completed and signed. For foreign qualifications, submit SAQA certificate of valuation. CVs must indicate experience location and include certified copies of qualifications. Qualifications must be certified within 6 months prior to closing date. The MQA may verify references and disqualify non-compliant letters.

B-BBEE Status Level contributes 15 points (Level 1: 15, Level 2: 14, Level 3: 10, Level 4: 8, Level 5: 6, Level 6: 5, Level 7: 4, Level 8: 2, Non-compliant: 0). Promotion of Black Woman/Youth/Disabled/Rural Area contributes 5 points (Black Woman-owned: 2, Black Youth-owned: 1, Black Disabled-owned: 1, Black Rural Area-owned: 1). Submit original/valid B-BBEE Status Level Verification Certificate or certified copies from SANAS-accredited agencies or IRBA-approved auditors. Exempted Micro Enterprises must submit a letter from the Accounting Officer. Non-submission results in zero points for specific goals.

Contract duration: Maximum 3 years from appointment date. Work commences upon contract signing. Scheduling and resource allocation will be agreed upon between MQA and the service provider. The MQA reserves the right to: terminate the contract for non-performance or poor quality, award the contract to multiple bidders, pay only for acceptable and timeous work, and not award the bid. Service provider must accept Supply Chain Management’s general conditions of contract. Any mutually accepted suggestions during progress meetings become part of the contract. Service provider must be available in Gauteng at their own cost as required.

Submit the following with your tender: SBD 6.1 Preference Points Claim Form (mandatory). Failure to submit required proof or documentation for preference points will result in no points being awarded for specific goals.

Must submit valid B-BBEE documentation; must complete company/firm declaration specifying business type; must provide proof of ownership demographics if claiming additional specific goal points; tender must comply with Preferential Procurement Regulations 2022; all documentation must be submitted with tender.

B-BBEE Certificate or Sworn Affidavit required to claim preference points for B-BBEE status and ownership goals. Fraudulent claims may result in disqualification, cost recovery, contract cancellation, 10-year business restriction, or criminal prosecution.

• The supplier must not disclose contract documents or information without the purchaser’s prior written consent.
• The purchaser may inspect the supplier’s records and have them audited.
• Goods supplied must conform to standards mentioned in the bidding documents and specifications.

• You must provide a valid tax clearance certificate issued by SARS. No contract will be awarded if tax matters are not in order.
• The National Industrial Participation (NIP) Programme administered by the Department of Trade and Industry applies to contracts subject to the NIP obligation.
• Be aware of definitions for corrupt and fraudulent practices, which can lead to termination and restriction from public sector business.
• The General Conditions of Contract (GCC) form part of all bid documents and may not be amended.
• Special Conditions of Contract (SCC) supplement the GCC; in case of conflict, the SCC provisions prevail.

• The General Conditions of Contract (GCC) apply to all bids and form part of the bid documents; they may not be amended.
• Special Conditions of Contract (SCC) are compiled separately for each bid and supplement the GCC. In case of conflict, the SCC provisions prevail.
• Key contractual terms include definitions (e.g., closing time, contract, corrupt practice), payment terms (within 30 days, in Rand unless specified), performance security requirements, warranties, penalties for delays, termination clauses, dispute resolution (mediation then South African courts), and applicable South African law.
• The contract is written in English; all correspondence must be in English.
• The purchaser is not liable for bid preparation costs; a non-refundable document fee may apply.
• Notices are sent by mail to the address provided in the bid.

Bidders must demonstrate relevant experience through the CV template, including proof of qualifications (NQF level specified), work history in relevant roles, and professional references. Compliance with the exact template format is mandatory for bid submission.

• The bidder must use the provided CV template to address the bid requirements.
• The template requires personal details, a summary of work experience, a summary of academic qualifications, and references.
• For work experience, detail the position to be held, organisation, relevant duties, year, and duration.
• For academic qualifications, list the institution, qualification obtained, NQF level, and year obtained.
• Include references with name, surname, company, job title, and contact details.