Design, layout, photography and printing of bcmda annual report 2026/2027 — 172-page report, 30 copies, 20 tourist attraction photographs

Closing date and time: 13 October 2026 at 12:00.

No compulsory briefing or site visit stated.

Enquiries:

• Contact: Z. Madabane
• Email: [email protected]
• Telephone: not provided

Submission address:

Buffalo City Metropolitan Development Agency

69 Frere Road

Vincent

East London

5201

(Corner of Frere Road and Windsor Road, use entrance at Windsor Road)

Submission method: hard copy in a sealed envelope, clearly marked with the tender reference and description.

Submission address: Quotations Box, Buffalo City Metropolitan Development Agency, 69 Frere Road, Vincent, East London (corner of Frere Road and Windsor Road, use entrance at Windsor Road), 5201.

Closing date and time: 13 October 2026 at 12:00.

Returnable forms (all must be completed, signed and submitted):

• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the agency.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific-goal points under the 80/20 system.
• MBD 7.1 (Contract Form – Purchase of Goods/Works/Services): formal offer and acceptance.
• MBD 8 (Declaration of Bidder’s Past Supply Chain Management Practices): declares any restrictions, convictions or contract failures.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• Declaration of Bidder: authorises tax clearance, confirms no tender defaulter listing, no fraud/corruption convictions, no conflict of interest.

Additional mandatory documents:

• Proof of CSD registration (summary report or CSD number on proposal).
• Proof that the bidder’s municipal accounts are not in arrears for more than 3 months (municipal statements, debt clearance certificate, or lease agreement with lessor confirmation).
• Proof that all directors’ municipal accounts are not in arrears for more than 3 months (same evidence options).
• At least 2 letters of reference/completion for previous printing, graphic design and photography projects, with aggregated Rand value of at least R50 000 (purchase orders, invoices or appointment letters not accepted).

Disqualification risks:

• Any returnable form left unsigned or omitted.
• Quotations received after the closing time.
• Emailed or faxed quotations.
• Use of Tippex or erasable ink.
• Failure to submit the mandatory reference letters.
• Bidder or director in the service of the state.

Evaluation stages:

1. Compliance evaluation – all mandatory documents and forms submitted.
2. Mandatory requirements – proof of track record (2 reference letters, aggregated value ≥ R50 000).
3. 80/20 preference point system (PPPFA):

• Price: 80 points (lowest acceptable price scores 80).
• Specific goals: 20 points, allocated as follows:

• B-BBEE Level 1 contributor: 8 points (B-BBEE certificate required).
• Enterprise located within BCMM area: 7 points (proof of municipal account).
• Enterprise majority-owned by black women: 2 points (detailed CSD report or B-BBEE certificate).
• Enterprise majority-owned by black youth: 2 points (detailed CSD report or B-BBEE certificate).
• Enterprise majority-owned by disabled person(s): 1 point (medical practitioner proof, SARS exemption or CSD report).

Total: 100 points.

No minimum qualifying score stated; bids failing compliance or mandatory requirements are non-responsive.

Scope: design, layout, photography and printing of the BCMDA Annual Report 2026/2027, including tourist attraction projects within Buffalo City.

Deliverables:

• Design concept.
• Design and layout of 172-page annual report (editing included).
• Re-layout of Annual Financial Statements.
• Design includes images, infographics and/or illustrations.
• Photography: 5 tourist attractions in BCMM, 5 edited high-resolution photographs per attraction (20 photographs total).

Printing specifications:

• Size: 210 mm x 275 mm.
• Pages: 172 pages including double-sided cover.
• Cover: 250 GSM double-sided with glossy laminate (velvet/matt/glossy options noted in pricing schedule).
• Inside pages: 115 GSM gloss (matt/gloss options noted in pricing schedule).
• Binding: perfect bound.
• Quantity: 30 copies.

Reporting: progress and completion reported to the Chief Executive Officer.

Quality: all work performed and supervised by suitably qualified staff; assignments signed off by Engagement Partner or Director.

Ownership: all drafted documents and reports become BCMDA property; delivered in electronic (Word and PDF) and hard copy formats.

Contractual: successful bidder must sign a Service Level Agreement covering poor performance, communication protocol and execution plan; bound by BCMDA Code of Conduct and Confidentiality.

Methodology not explicitly required in the submission; however, the scope implies the following approach:

• Develop design concept for the annual report.
• Execute design and layout of 172-page report, including editing.
• Re-layout Annual Financial Statements.
• Incorporate images, infographics and/or illustrations.
• Conduct photography at 5 tourist attractions in BCMM (5 edited high-resolution photos per attraction).
• Print 30 copies to the specified specifications (size, paper, binding).
• Deliver final report in electronic and hard copy formats.
• Report progress to the Chief Executive Officer.
• Operate under a signed Service Level Agreement covering performance, communication and execution plan.

Mandatory experience evidence:

• At least 2 letters of reference/completion for previous projects in printing, graphic design and photography.
• Letters must detail the Rand value of work performed.
• Aggregated value of referenced projects must be at least R50 000.
• Purchase orders, invoices and appointment letters are not accepted as proof.
• Failure to submit the required letters (or fewer than 2) renders the bid non-responsive.

No specific key personnel qualifications or CV requirements stated.

Pricing schedule structure (bidder to complete):

1. Annual Report 2026/2027 – Design and Layout (design concept, design and layout of 200-page annual report, re-layout of Annual Financial Statements, design includes images/infographics/illustrations) – quantity 1.
2. Photography – 20 edited high-resolution photographs (5 tourist attractions in BCMM, 5 photos per attraction) – quantity 20.
3. Annual Report Printing – size 210x275 mm, 172 pages including double-sided cover, cover 250 GSM double-sided with velvet/matt/glossy laminate, inside pages 115 GSM matt/gloss, perfect bound, 30 copies – quantity 30.

Pricing format: unit cost and total per line item; subtotal excluding VAT, VAT at 15%, total including VAT.

All prices inclusive of VAT where applicable.

Pricing schedule (to be completed by bidder):

1. Annual Report 2026/2027 – Design and Layout (design concept, 200-page layout, re-layout of Annual Financial Statements, images/infographics/illustrations) – quantity 1.
2. Photography – 20 edited high-resolution photographs (5 per tourist attraction) – quantity 20.
3. Annual Report Printing – size 210x275 mm, 172 pages, cover 250 GSM, inside 115 GSM, perfect bound, 30 copies – quantity 30.

Pricing format: unit cost and total per line item; subtotal excluding VAT, VAT at 15%, total including VAT.

All prices must be inclusive of VAT where applicable.

Quotation validity: 90 days after closing date.

Payment terms: BCMDA undertakes to pay within 30 days after receipt of invoice accompanied by proof of delivery (per MBD 7.1 acceptance form).

No bid security, bond, guarantee or retention requirements stated.

No minimum turnover or financial capacity threshold stated.

Eligibility and mandatory compliance:

• CSD registration: must be registered on National Treasury Central Supplier Database; submit summary report or reflect CSD number on proposal.
• Tax: valid tax compliance status (implied by CSD and MBD 4 tax reference/VAT number fields).
• Municipal accounts: bidder and all directors must not be in arrears for more than 3 months; evidence via municipal statements, debt clearance certificate, or lease agreement with lessor confirmation.
• Not in the service of the state (as defined in the Local Government Municipal Finance Management Act).
• Completed and signed returnable forms: MBD 4, MBD 6.1, MBD 7.1, MBD 8, MBD 9, Declaration of Bidder.
• Experience: at least 2 letters of reference/completion for printing, graphic design and photography projects, aggregated value ≥ R50 000 (purchase orders, invoices, appointment letters not accepted).

B-BBEE / specific goals (for preference points, not a disqualification criterion):

• B-BBEE Level 1 certificate: 8 points.
• Enterprise located in BCMM area: 7 points (municipal account proof).
• Majority black women ownership: 2 points (CSD report or B-BBEE certificate).
• Majority black youth ownership: 2 points (CSD report or B-BBEE certificate).
• Majority disabled ownership: 1 point (medical practitioner proof, SARS exemption or CSD report).

No CIDB grading required (non-construction).

No local content percentage stated.

B-BBEE / specific goals for preference points (80/20 system):

• B-BBEE Level 1 contributor: 8 points – valid B-BBEE certificate confirming Level 1 status.
• Enterprise located within BCMM area: 7 points – proof of municipal account as per tender conditions.
• Enterprise majority-owned by black women: 2 points – detailed CSD report or B-BBEE certificate demonstrating black women ownership.
• Enterprise majority-owned by black youth: 2 points – detailed CSD report or B-BBEE certificate demonstrating black youth ownership.
• Enterprise majority-owned by disabled person(s): 1 point – proof from registered medical practitioner, SARS exemption (ITR-DD form), or CSD detailed report.

Total specific goals points: 20.

Failure to submit proof for claimed goals means points are not claimed; no minimum B-BBEE level required for eligibility.

Contract form: MBD 7.1 (Form of Offer and Acceptance) constitutes the contract upon acceptance by BCMDA.

Service Level Agreement: successful bidder must sign an SLA detailing poor performance remedies, communication protocol and execution plan.

Code of Conduct and Confidentiality: appointed provider bound by BCMDA policies.

Reporting: progress and completion reported to the Chief Executive Officer.

Quality assurance: all work performed, supervised and reviewed by suitably qualified staff; assignments signed off by Engagement Partner or Director.

Intellectual property: all drafted documents and reports become BCMDA property; delivered in electronic (Word and PDF) and hard copy formats.

Payment: within 30 days of invoice with proof of delivery (per MBD 7.1 acceptance).

Validity: quotations valid for 90 days after closing date.

No liquidated damages, penalty clauses or termination provisions detailed in the document.

Special conditions:

• Appointed provider bound by BCMDA Code of Conduct and Confidentiality.
• BCMDA reserves the right to reject inadequate or non-compliant proposals.
• Successful bidder must sign a Service Level Agreement covering poor performance, communication protocol and execution plan.
• Reporting to the Chief Executive Officer.
• All work performed, supervised and quality assured by suitably qualified staff; assignments signed off by Engagement Partner or Director.
• All deliverables become BCMDA property; provided in electronic (Word, PDF) and hard copy.
• Quotations valid for 90 days after closing.
• No emailed or faxed quotations accepted.
• BCMDA not responsible for incorrectly delivered courier quotations.
• BCMDA not bound to accept lowest or any quotation; may accept whole or part.

Mandatory submission requirements (non-responsive if omitted):

• CSD registration proof (summary report or CSD number).
• Completed and signed MBD 4, MBD 6.1, MBD 7.1, MBD 8, MBD 9, Declaration of Bidder.
• Municipal account status for bidder and all directors (not in arrears >3 months) via statements, debt clearance certificate, or lease with lessor confirmation.
• At least 2 reference/completion letters for printing, graphic design and photography projects with aggregated value ≥ R50 000.
• No use of Tippex or erasable ink.
• Quotation sealed, signed, submitted in hard copy only (no email, no fax).
• Quotation valid for 90 days.
• Bidder not in the service of the state.

Evaluation process:

1. Compliance evaluation – all mandatory documents and forms submitted.
2. Mandatory requirements – track record proven by 2 reference letters (aggregated value ≥ R50 000).
3. 80/20 preference point system:

• Price: 80 points (formula: Ps = 80 × (1 – (Pt – Pmin)/Pmin)).
• Specific goals: 20 points (B-BBEE Level 1: 8; BCMM location: 7; black women ownership: 2; black youth ownership: 2; disabled ownership: 1).

Total: 100 points.

No minimum qualifying score stated.