Supply, delivery and offloading of magazines to city of tshwane libraries (12-Month as-required contract)

Closing date: 24 September 2026

Closing time: 10:00

Compulsory briefing session: Date not clearly stated in document (text shows "Date: 17 24 September" which appears corrupted); Time: 10:00; Venue: Es'kia Mphahlele Community Library, Ground Floor, Sammy Marks Building, cnr Madiba and Lilian Ngoyi Street, Pretoria CBD. Attendance is compulsory – bidders disqualified if they fail to attend and sign the register.

Bid validity period: 90 days from closing date.

Supply Chain Management enquiries: Josia Masenya, Tel: (012) 358 0658, Email: [email protected]

Technical enquiries: Evelyn Nkgadima, Tel: 012 358 8924, Email: [email protected]

Submission address (online): City of Tshwane e-tender portal (no physical tender box).

Postal/physical address for correspondence: Tshwane House, 320 Madiba Street, Pretoria, 0001.

Submission method: Online via the City of Tshwane e-tender portal only. Do not deposit responses in the physical tender box.

Closing date and time: 24 September 2026 at 10:00.

Bid validity: 90 days from closing date.

Returnable forms and documents (all must be completed, signed in black ink, and submitted):

• MBD 1 (Invitation to Bid): signed offer cover page with bidder details and authorised signatory.
• MBD 4 (Declaration of Interest): discloses state employment or relationships of directors/shareholders.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific-goal points with supporting proof.
• MBD 7.2 (Contract Form – Rendering of Services): signed by successful bidder after award.
• MBD 8 (Declaration of Past SCM Practices): declares any restrictions, convictions, or contract failures.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Company Registration Certificate (CIPC).
• Tax Clearance Certificate or SARS TCS PIN (or valid CSD number).
• B-BBEE Certificate or sworn affidavit (for EME/QSE).
• Municipal rates and taxes statement (not older than 3 months, not in arrears >90 days) for the bidding company and all SA-based owners/directors/major shareholders; or signed lease agreement; or letter from local councillor for informal/rural areas.
• CSD summary report.
• Audited financial statements for the most recent three years (or from date of establishment if younger), signed by auditor; or proof that the bidder is not legally required to prepare audited financials.
• Joint Venture agreement (if bidding as a JV), signed by all parties, plus all above documents for each partner.
• Compulsory briefing session attendance register signed by bidder (see Important Dates).
• Pricing schedule: all 20 items must be quoted; incomplete schedule leads to disqualification. Corrections must be crossed out in ink and initialled; no correction fluid (Tippex) allowed.

Disqualification risks:

• Late submission (after 10:00 on 24 September 2026).
• Missing or unsigned returnable forms/documents.
• Use of correction fluid on pricing schedule.
• Failure to attend compulsory briefing session.
• Incomplete pricing schedule.
• Non-compliant tax status or expired CSD registration.
• Municipal accounts in arrears >90 days for company or its directors/shareholders.
• Failure to declare interests per MBD 4.

Two-stage evaluation:

Stage 1 – Administrative Compliance (pass/fail):

• CSD registration with valid CSD number.
• Tax compliance status compliant (TCS PIN or CSD verification).
• Municipal rates and taxes up to date (not in arrears >90 days) for bidding company and all SA-based owners/directors/major shareholders (statements ≤3 months old, or lease/councillor letter).
• All MBD forms (1, 4, 6.1, 8, 9) fully completed, signed in black ink by authorised signatory; delegation of authority letter if signatory is not a director/member/owner/shareholder.
• Audited financial statements (last 3 years or from establishment) signed by auditor, or proof of exemption from audit requirement.
• JV agreement and partner documents (if applicable).
• Attendance at compulsory briefing session (register signed).
• Complete pricing schedule (all 20 items quoted, no Tippex, corrections initialled).

Stage 2 – Preference Point System (80/20):

• 80 points for price (lowest acceptable price scores 80; formula per PPPFA Regulations 2022).
• 20 points for specific goals, allocated as follows:

• B-BBEE status level: Level 1 = 8, Level 2 = 7, Level 3 = 6, Level 4 = 5, Level 5 = 4, Level 6 = 3, Level 7 = 2, Level 8 = 1, Non-compliant = 0. Proof: valid certified B-BBEE certificate or sworn affidavit (EME/QSE) or CIPC B-BBEE certificate.

• EME/QSE: 2 points. Proof: sworn affidavit or CIPC B-BBEE certificate.

• ≥51% women-owned: 2 points. Proof: certified ID copies + proof of ownership (sworn affidavit/CIPC/other).

• ≥51% owned by people with disability: 2 points. Proof: medical certificate with practice number/address/contact + proof of ownership.

• ≥51% youth-owned: 2 points. Proof: certified ID copies + proof of ownership.

• Local economic participation: City of Tshwane = 4 points, Gauteng = 2 points, National = 1 point. Proof: municipal account statement or lease agreement.

• Failure to submit proof for any claimed specific goal results in zero points for that goal.
• Market analysis clause: City may test price viability; non-viable prices may lead to disqualification or renegotiation with next highest scorer.

Scope: Supply, delivery, and offloading of magazines to City of Tshwane Library and Information Services for a 12-month period on an as-and-when-required basis.

Delivery point: Central delivery to Es'kia Mphahlele Library (Sammy Marks Building, cnr Madiba and Lilian Ngoyi Street, Pretoria CBD). The library will perform quality checks and distribute to all 58 libraries across 7 regions of the City of Tshwane Metropolitan Municipality.

Magazine titles required (20 titles, each for 12 months):

1. Car magazine
2. Fair lady
3. Garden and home
4. Glamour magazine
5. Grow to eat magazine
6. Gq magazine
7. Getaway magazine
8. Home magazine
9. Huisgenoot
10. Lose IT
11. Rooi rose
12. Sarie
13. Sarie kos
14. Taste magazine
15. True love
16. Tuis magazine
17. The gardner
18. Visi magazine
19. Weg/go!
20. Woman and home

Note: YOU MAGAZINE appears in the scope list but not in the pricing schedule; confirm with technical contact.

Quantities: Unit = 1 per title per delivery (exact frequency not specified; "as and when required").

City reserves the right to increase or decrease quantities subject to budget availability.

Contract period: 12 months from award.

Bid validity: 90 days after closing.

Pricing schedule (20 line items, unit = 1 per title):

1. Car magazine
2. Fair lady
3. Garden and home
4. Glamour magazine
5. Grow to eat magazine
6. Gq magazine
7. Getaway magazine
8. Home magazine
9. Huisgenoot
10. Lose IT
11. Rooi rose
12. Sarie
13. Sarie kos
14. Taste magazine
15. True love
16. Tuis magazine
17. The gardner
18. Visi magazine
19. Weg/go!
20. Woman and home

Note: YOU MAGAZINE listed in scope but absent from pricing schedule – clarify with technical contact.

Pricing columns: Item Number, Description, Unit, Material Amount (Excl. VAT) in Rands and cents.

Totals: Total Excl. VAT, 15% VAT, Total Incl. VAT.

All items must be quoted; incomplete schedule = disqualification.

Corrections: cross out in ink, initial each; no Tippex/correction fluid (use disqualifies item or whole quotation).

City reserves right to increase/decrease quantities subject to budget availability.

Market analysis and price negotiation provisions apply (see Financial Requirements).

Pricing format: Firm price schedule (SBD 3.1 / MBD 3.1 equivalent) – unit price per magazine title (excl. VAT), total excl. VAT, 15% VAT, total incl. VAT. All 20 line items must be priced; incomplete schedule leads to disqualification.

Price corrections: Cross out in ink and initial each alteration; no correction fluid (Tippex) permitted – use of Tippex on any item disqualifies that item; use on bill of quantities disqualifies the whole quotation.

Price validity: 90 days from closing date.

Market analysis: City reserves the right to conduct market analysis; if a price is deemed non-viable, the bidder must confirm ability to deliver at that price or be disqualified. If confirmed, a tight contract with performance penalties applies.

Price negotiation: City may negotiate a market-related price with the highest-scoring bidder; if no agreement, proceed to second and third highest. Failure to agree may lead to cancellation of the quotation.

No explicit performance bond, guarantee, or insurance requirements stated.

Payment terms: Not explicitly stated in extracted text; MBD 7.1 Part 2 indicates payment within 30 days of invoice accompanied by delivery note (standard GCC term).

Mandatory compliance documents:

• CSD registration: valid CSD number (master registration number) – compulsory per National Treasury.
• Tax compliance: SARS TCS PIN or valid CSD tax status – must be compliant before award.
• Municipal rates and taxes: Original/copy of municipal account statement (≤3 months old, not in arrears >90 days) for bidding company AND all SA-based owners/members/directors/major shareholders; or signed lease agreement; or letter from local councillor for informal/rural areas.
• Company registration: CIPC certificate.
• B-BBEE: Valid certified B-BBEE certificate, or sworn affidavit (EME/QSE), or CIPC B-BBEE certificate – required to claim preference points.
• Audited financial statements: Signed audited annual financial statements for most recent 3 years (or from date of establishment if younger); if not legally required to audit, submit proof of exemption.
• Returnable forms (all signed in black ink, no blanks, no Tippex, authorised signatory with delegation letter if not director/member/owner/shareholder):

• MBD 1 – Invitation to Bid

• MBD 4 – Declaration of Interest

• MBD 6.1 – Preference Points Claim

• MBD 7.2 – Contract Form (Rendering of Services)

• MBD 8 – Declaration of Past SCM Practices

• MBD 9 – Certificate of Independent Bid Determination

• Compulsory briefing session attendance (register signed).
• Joint Venture: signed JV agreement plus all above for each partner; JV must remain unchanged for contract duration unless City approves change.

Specific-goal proof requirements (for preference points):

• B-BBEE level: certified certificate / sworn affidavit / CIPC certificate.
• EME/QSE: sworn affidavit / CIPC certificate.
• Women ownership (≥51%): certified ID copies + ownership proof (sworn affidavit/CIPC/other).
• Disability ownership (≥51%): medical certificate (practice number, address, contact) + ownership proof.
• Youth ownership (≥51%): certified ID copies + ownership proof.
• Local economic participation: municipal account statement or lease agreement (City of Tshwane = 4 pts, Gauteng = 2 pts, National = 1 pt).

8. Certificate of independent bid determination MBD 9 Pg. 31 – 34

agreement:

(i) Bidding documents, viz

• Invitation to bid;
• Tax clearance certificate;
• Pricing schedule(s);
• Technical Specification(s);
• Preference claims for Broad Based Black Economic Empowerment Status Level

of Contribution in terms of the Preferential Procurement Regulations 2022;

• Declaration of interest;
• Declaration of bidder’s past SCM practices;
• Certificate of Independent Bid Determination;
• Special Conditions of Contract;

(ii) General Conditions of Contract; and

(iii) Other (specify)

3. I confirm that I have satisfied myself as to the correctness and validity of my bid; that the

price(s) and rate(s) quoted cover all the goods and/or works specified in the bidding

documents; that the price(s) and rate(s) cover all my obligations and I accept that any mistakes

regarding price(s) and rate(s) and calculations will be at my own risk.

that, when bids are considered, reasonable steps are taken to prevent any form of bid-

rigging.

5 In order to give effect to the above, the attached Certificate of Bid Determination (MBD 9)

must be completed and submitted with the bid:

5. Stages of evaluation

Stage 1: Administrative Compliance

Stage 2: Preference Point System

these are compulsory) Evaluation Committee)

5.2 Preference point system

The preferential points to be used will be the 80/20 points system in terms

• 80 points for price
• 20 points for specific goals

Specific goals 80/20 preference Proof of specific goals to be

BB-BEE score of companies Valid Certified copy of BBBEE

• Level 1
• 8 Points certificate. Sworn Affidavit for B
• Level 2
• 7 Points BBEE qualifying small enterprise or
• Level 3
• 6 Points Exempt Micro Enterprises or CIPC
• Level 4
• 5 Points BBBEE certificate.
• Level 5
• 4 Points
• Level 6
• 3 Points
• Level 7
• 2 Points
• Non-compliant
• 0 Points

EME and/ or QSE 2 Points Valid Sworn affidavit for B-BBEE

At least 51% of Women-owned 2 Points Certified copy of Identity Document/s

At least 51% owned companies 2 Points Medical Certificate with doctor’s

• City of Tshwane 4 Points agreement.
• Gauteng 2 Points

serves as a claim form for preference points for specific goals.

1.1 The following preference point systems are applicable to invitations to tender