Graphic design & document visualisation services – tourism infrastructure tender (eastern cape)

Closing date and time: 09 November 2026 at 12:00.

Enquiries

• Contact: Z. Madabane
• Email: [email protected]

Submission address

Buffalo City Metropolitan Development Agency

69 Frere Road (corner of Frere Road and Windsor Road) - use the entrance at Windsor Road

Vincent

East London, 5201

Submission method: Hard copy only in a sealed envelope. No emailed or faxed quotations will be accepted.

Envelope must be clearly marked with the notice title: PROVISION GRAPHIC DESIGN AND DOCUMENT VISUALISATION SERVICES FOR TWO TOURISM INFRASTRUCTURE FUNDING PROPOSALS AND THREE INVESTMENT LAND PARCEL PACKAGES.

Deposit the sealed envelope in the quotations box at the offices of the Buffalo City Metropolitan Development Agency before the closing time.

Use of Tippex or erasable ink renders the bid non-responsive.

Quotations must be signed and completed in full; unsigned submissions are rejected.

Quotation is valid for 90 days after the closing date.

Returnable forms (all must be completed and signed):

• MBD 4 (Declaration of Interest): disclose any director/shareholder who is in the service of the state or related to evaluation/adjudication staff.
• MBD 6.1 (Preference Points Claim): claim points for specific goals under the 80/20 system.
• MBD 7.1 (Contract Form - Offer): binds the bidder to the quoted prices and confirms authority to sign.
• MBD 8 (Declaration of Past Supply Chain Management Practices): disclose any restrictions, convictions, arrears, or terminated contracts.
• MBD 9 (Certificate of Independent Bid Determination): certify no collusion or price disclosure with competitors.
• Declaration of Bidder form.

Failure to submit any required document will make the bid non-responsive and exclude it from award consideration, except additional proof for specific goals.

The BCMDA does not accept responsibility for quotations incorrectly delivered by courier; ensure the quotation is in the box before closing.

Evaluation stages: A. Compliance evaluation, B. Mandatory requirements, C. Preference point scoring.

Preference point system: 80/20 as per the PPPFA.

Scoring break-down:

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Price formula for the 80/20 system uses the lowest acceptable tender as the benchmark.

Specific goals include B-BBEE level, enterprise located in the BCMM municipal area, majority black women ownership, majority black youth ownership, and majority disabled ownership (see complianceRequirements for points).

Bidders not submitting proof for specific goals will be treated as not claiming those points.

Scope: Provide graphic design and document visualisation services for four documents - two Tourism Infrastructure Funding Proposals and three Investment Opportunity Packages (land parcels).

Tourism Infrastructure Funding Proposals (x2):

• Design and professionally format each proposal.
• Develop an artistic impression / graphical representation of the envisioned project.
• Content may include cover page, executive summary, project background and rationale, tourism development opportunity, project objectives, site and location information, project concept, tourism market opportunity, socio-economic impact, implementation arrangements, project implementation programme, project budget, funding requirements, funding model, proposed infrastructure, development components, expected outcomes, risk considerations, maps and site plans, photographs and visual material, contact information, and a closing/call-to-action section.
• Both proposals must share a consistent BCMDA design identity while allowing each project a visual treatment reflecting its unique characteristics.

Investment Opportunity Packages (x3 land parcels):

• Develop a professional investment package for each of the three land parcels.
• Content may include investment opportunity summary, property description, location and accessibility, locality maps, site photographs, aerial imagery, available infrastructure and services, property/site characteristics, development opportunities, potential tourism/commercial uses, development concept or illustrations, planning/zoning information, investment rationale, potential economic benefits, development parameters, key investment considerations, contact details, and investor call-to-action.
• Design and content must be tailored to each property's characteristics and investment proposition.

Detailed graphic design services:

• Creative concept and visual identity: develop overall concept, templates, colour palettes, typography, graphic elements, cover pages, section dividers, and incorporate BCMDA branding; ensure consistency across all four documents.
• Document layout: page layout, numbering, headings/sub-headings, tables, charts, captions, headers/footers, contents pages, cross-referencing, call-out boxes.
• Infographics and data visualisation: component diagrams, benefit infographics, funding-flow diagrams, timelines, development-phase diagrams, economic impact graphics, tourism statistics visualisations, investment proposition graphics, KPI graphics.
• Maps and spatial information: professionally format and present maps and spatial data supplied by BCMDA or its consultants, including locality maps, regional maps, site location maps, land parcel boundaries, access/connectivity diagrams, proximity maps, site plans. The service provider is not responsible for land surveying, cadastral verification, GIS analysis, or town planning unless separately agreed in writing.
• Photography and imagery: incorporate photographs, aerial imagery, renders, and other material supplied by BCMDA; recommend additional images for approval; ensure third-party images are appropriately licensed.
• Financial information: professionally present budgets, funding requirements, cost breakdowns, investment values, projections, and financial indicators supplied by BCMDA; the provider presents accurately but does not verify the underlying data.

Deliverables (minimum quantities):

• Overall creative concept/design direction: 1
• Document design/template: 1
• Tourism Infrastructure Funding Proposal: 2
• Investment Package – Land Parcel: 3
• Infographics/visualisations: as required
• Map/site-plan visualisation: as required
• Print-ready PDF documents: 10
• Digital/optimised PDF documents and QR codes: 5
• Editable source files: 5 sets
• Final graphic assets developed specifically for BCMDA: as applicable

Design requirements: documents must be modern, professional, visually appealing, easy to read and navigate, communicate complex information clearly, use appropriate infographics/visualisations, use high-quality imagery, maintain consistent branding, be suitable for funders and investors, for electronic distribution, and for professional printing.

Methodology (5 phases):

• Phase 1 Inception: meeting and briefing, review source information, confirm audiences and structures, agree programme.
• Phase 2 Creative Direction: concepts, cover pages, typography, colour palette, sample pages, approval.
• Phase 3 Document Development: full design, layout, infographics, maps, charts, tables, image integration, draft production.
• Phase 4 Review and Amendments: incorporate BCMDA consolidated comments; at least two rounds of revisions per document.
• Phase 5 Finalisation: quality assurance, final PDFs, print-ready and digital files, handover of editable source files.

Project management: report to designated BCMDA project representative; maintain regular communication, progress updates, version control, identify delays/risks, attend project meetings, maintain work programme, obtain approval before major stages.

BCMDA responsibilities: provide source information, logo and CI guidelines, technical/financial info, approved maps/spatial info, photographs/visuals, consolidated comments, facilitate access to technical personnel, approve concepts, review drafts within agreed timeframes, approve final deliverables.

Provider responsibilities: provide skilled personnel, develop creative concept, design and layout, develop approved infographics, present maps/charts/tables, integrate imagery, maintain version control and backups, protect confidentiality, meet deadlines, incorporate revisions, conduct quality assurance, supply final PDFs and editable source files.

Intellectual property: all final artwork, layouts, infographics and materials developed specifically for BCMDA become BCMDA property upon settlement of agreed fees; provider must deliver final PDFs, editable source files, packaged design files, final graphics, and other project files needed for future editing. Pre-existing IP remains subject to ownership and licensing.

Confidentiality: provider must not disclose, publish, use for promotion, or share confidential information without approval.

Place of performance: work may be done remotely with virtual meetings; provider may need to attend meetings or workshops at BCMDA offices or project locations.

Contract management: provider reports to BCMDA's designated Project Manager, who coordinates, instructs, monitors deliverables/risks, facilitates approvals, and recommends acceptance of final deliverables.

Expected outcome: four high-quality documents suitable for presentation to development finance institutions, government departments, institutional investors, private-sector investors, tourism stakeholders, and strategic development partners.

Mandatory experience requirements:

• At least 2 letters of reference/completion for previous projects designing investment promotion or tourism/investment promotional brochures/catalogues, with Rand value of work totalling at least R100,000. Purchase orders, invoices, appointment letters are not accepted.
• A graphic designer with at least 3 years' experience must provide detailed CVs demonstrating that experience.

Provider capacity requirements:

• At least 3 years' professional graphic design experience.
• Demonstrable experience designing professional reports, proposals, investment documents, prospectuses, business cases or similar.
• Strong information-design and infographic capabilities.
• Experience with maps and spatial information.
• Experience producing documents for both digital and print.
• Strong visual communication skills, proficiency in design software, ability to work to tight deadlines, strong attention to detail.

Advantageous experience: tourism development, property development, investment promotion, infrastructure development, development finance, government/public-sector projects, economic development.

Proposed team must include at least a Lead Graphic Designer/Project Manager and additional design/visualisation resources as required. Proposal must include names, roles, qualifications (where applicable), years of experience, relevant project experience, and portfolio/examples.

Portfolio: must submit a portfolio demonstrating relevant experience, preferably including funding proposals, investment proposals, prospectuses, tourism publications, property investment brochures, infrastructure/project proposals, annual reports, corporate profiles, infographics or similar.

Before final submission, the provider must conduct quality assurance covering: layout consistency, typography, page numbering, image quality, alignment and spacing, charts and tables, maps, branding, cross-references, PDF functionality, print readiness, and overall visual quality.

Provider must flag any obvious inconsistencies or missing information identified during design.

Substantive accuracy of technical, financial, legal, engineering, planning and property information remains with BCMDA and/or relevant specialists, not the provider.

Prices must cover all costs to complete the assignment, unless identified as exclusions.

Bidder must indicate whether prices are VAT inclusive or exclusive.

Pricing schedule line items (with quantities):

• Development of overall creative concept/master document template and design system: 1
• Graphic design and layout – Funding Proposal 1 & 2: 2
• Graphic design and layout – Investment Package Land Parcel 1, 2 & 3: 3
• Infographic development, map/site-plan visualisation and formatting: 1
• Charts/tables/financial data visualisation, image integration and photo treatment: 1
• Quality assurance including revisions and final approval: 1
• Final print-ready PDF production: 10 (quantity 10)
• Final digital/optimised PDF production: 4 (quantity 4)
• Packaging and handover of editable source files: 1
• Project management and coordination: 1

Provide sub-total, VAT amount, and total price.

Pricing must include all costs necessary to complete the assignment, unless explicitly excluded.

Bidder must state whether prices are VAT inclusive or exclusive.

Pricing schedule items (with quantities):

• Development of overall creative concept/master document template and design system: 1
• Graphic design and layout – Funding Proposal 1 & 2: 2
• Graphic design and layout – Investment Package Land Parcel 1, 2 & 3: 3
• Infographic development, map/site-plan visualisation and formatting: 1
• Charts/tables/financial data visualisation, image integration and photo treatment: 1
• Quality assurance including revisions and final approval: 1
• Final print-ready PDF production: 10
• Final digital/optimised PDF production: 4
• Packaging and handover of editable source files: 1
• Project management and coordination: 1
• Sub-total, VAT %, and total lines must be completed.

All quotations valid for 90 days after closing date.

Mandatory compliance (failure results in non-responsiveness):

• Registration on the National Treasury Central Supplier Database (CSD), with a summary report or CSD supplier number on the proposal.
• Complete and submit MBD 4, MBD 6.1, MBD 7.1, MBD 8, MBD 9 and Declaration of Bidder forms.
• Meet all minimum requirements for compliance evaluation and the mandatory requirements in section 8 of the terms of reference.
• Submit valid proof for specific goals claimed under MBD 6.1.
• Proof that the bidder's municipal accounts are not in arrears for more than 3 months - must be one of:
• statements of municipal accounts showing the age of municipal debt; or
• a debt clearance certificate from the respective municipality, stamped and signed; or
• a signed lease agreement supported by written confirmation from the lessor that the bidder is not in arrears.
• Same proof required for each of the bidder's directors.
• Provide proof of completion of previous projects in designing and developing investment promotion or tourism/investment promotional brochures or catalogues - at least 2 letters of reference/completion detailing the Rand value of work, aggregated value of R100 000 or more. Purchase orders, invoices, and appointment letters are not accepted.
• Graphic designer with 3 years' experience must attach detailed CVs demonstrating that experience.

Disqualification risks:

• Quotations received after closing time.
• Unsigned quotations, or submitted by fax or email.
• Quotations from persons in the service of the state as defined in the Local Government Municipal Finance Management Act (including municipal council members, municipal officials, and employees of national/provincial departments or public entities).
• Use of Tippex or erasable ink.
• Missing any mandatory document.
• Failure to meet all minimum requirements for compliance evaluation.

B-BBEE / specific goals (20 points total):

• B-BBEE Level one contributor: 10 points - submit B-BBEE certificate confirming level one status.
• Enterprise located within the BCMM municipal area: 2 points - submit proof of municipal account as per tender conditions.
• Enterprise owned by majority black women: 3 points - submit detailed CSD report or B-BBEE certificate demonstrating black women ownership.
• Enterprise owned by majority black youth: 3 points - submit detailed CSD report or B-BBEE certificate demonstrating black youth ownership.
• Enterprise owned by majority disabled persons: 2 points - submit proof from a registered medical practitioner, SARS exemption (ITR-DD form), or detailed CSD report.

Failure to submit proof for specific goals means those points are not claimed.

Suppliers must also complete MBD 8 declarations that the bidder and its directors are not restricted from doing business with the public sector, not on the Register for Tender Defaulters, not convicted of fraud/corruption in the past five years, not in arrears with municipal charges for more than three months, and have not had a contract with any organ of state terminated for failure to perform in the past five years.

No specific health and safety requirements are stated for this assignment; the work is office/design-based and may be performed remotely.

General Conditions of Contract apply.

Contract form (MBD 7.1) includes an offer and acceptance; an SLA will be signed upon acceptance detailing contract conditions.

Payments: within 30 days after receipt of invoice accompanied by proof of delivery.

Quotation validity: 90 days after closing date.

Intellectual property: all final artwork developed for BCMDA belongs to BCMDA upon settlement of fees.

Confidentiality obligations apply to all project information.

Contract management under a designated BCMDA Project Manager.

Anticipated duration: approximately 6 weeks from appointment and receipt of source information.

BCMDA reserves the right not to accept the lowest or any tender and may accept whole or part of the tender.

Evaluation follows three stages: compliance evaluation, mandatory requirements, then the 80/20 preference point system.

Price is scored using the PPPFA formula: Ps = 80 (1 - (Pt - Pmin) / Pmin), where Ps is scored points, Pt is the tender's price, and Pmin is the lowest acceptable tender price.

Specific goals add up to 20 points as per the table. Bidders must indicate how they claim points for each goal and provide the required proof.