Sasseta: supply of marketing branding materials (contract until 31 march 2030)

• SASSETA is a Schedule 3A Public Entity seeking a supplier for branding materials and promotional items for events and exhibitions.
• The contract runs from appointment date until 31 March 2030.
• Items are to be supplied on an ad-hoc basis as required.
• Detailed specifications are in Annexure B (Pricing Schedule).
• The service provider reports to the SASSETA Marketing and Communications Manager.
• All intellectual property and data are confidential and owned by SASSETA; a confidentiality agreement is required.
• POPIA compliance: Bidder information is used only for evaluation and archived per SASSETA policies.

• Closing date for submission: 21 July 2026.
• Closing time: 15:00.
• No compulsory briefing session is indicated.

• Contact person for bidding procedure and technical enquiries: Koena Legodi.
• Email for submissions and enquiries: [email protected].
• Physical address, phone number, and other contact details are not provided in the document.

• Submit your quotation and all supporting documents by email to [email protected] no later than 21 July 2026 at 15:00.
• The quotation must be on your company letterhead.
• You must complete and submit all the following Standard Bidding Documents (SBDs) from the bid document pack:

• SBD 1: Invitation to Quote (requires attachment of proof of authority).
• SBD 3.3: Pricing Schedule.
• SBD 4: Bidder’s Disclosure.
• SBD 6.1: Preference Points Claim Form.

• You must also submit:

• A completed and unaltered Annexure B (Pricing Schedule). Non-submission, incomplete, or altered Annexure B leads to automatic disqualification.
• Initial each page of Annexure A (General Conditions of Contract - GCC) and submit it with your response.
• Your National Treasury Central Supplier Database (CSD) registration document.
• Documents required for claiming specific goals: a valid B-BBEE Certificate or Sworn Affidavit, valid CIPC company registration documents, certified copies of identity documents of company directors, and a CSD report.

• Failure to submit any mandatory document will lead to disqualification or specific goal points not being awarded.
• Use only the SASSETA-attached SBD forms; do not submit forms from other entities.
• Quotations must be in PDF format.
• Prices quoted must be valid for 90 days from the closing date.
• A firm delivery period/date must be indicated.

Bidders must be registered on the National Treasury Central Supplier Database (CSD) by closing date. Must provide valid tax compliance status (TCS pin or CSD number). Cannot be persons in service of the state, companies with directors who are persons in service of the state, or close corporations with members who are persons in service of the state. Must comply with POPIA and intellectual property protections. Must sign confidentiality agreement upon award. Foreign suppliers must answer residency questions in SBD 1 Part B.

• Scope: Supply and delivery of marketing branding materials and promotional items for SASSETA events and exhibitions on an ad-hoc basis.
• Required items include:

• Single-sided and double-sided 55-inch floor stand interactive digital information displays.
• Branded exhibition table.
• Double-sided pull-up slimline banner.
• Branded Cressi tuna bag.
• Branded Godox CB-06 hard carrying case with wheels.
• Hard travel case with 4 spinner wheels and handles.
• Interactive digital information displays.
• Repairs and maintenance.

• Detailed specifications are recorded in Annexure B (Pricing Schedule).
• Delivery: Items must be delivered as and when required.
• Contract duration: From date of appointment until 31 March 2030.
• Reporting: The service provider reports directly to the SASSETA Marketing and Communications Manager.
• Travel and accommodation: If travel is required, the successful bidder must follow SASSETA's travel policy (e.g., claim mileage at Department of Transport rates, book economy flights, use cost-effective transport, accommodation up to R1,400 per night per person). All travel requires prior approval.
• Intellectual property and confidentiality: All products, data, and information are confidential and owned by SASSETA. A confidentiality agreement must be signed.
• POPIA compliance: Bidder information will be used solely for evaluation and archived per SASSETA records management policies.

• Submit firm prices only; non-firm prices are not considered.
• Prices must be valid for 120 days from the closing date (as per SBD 3.1; note RFQ clause states 90 days—clarify with SASSETA).
• Complete and submit Annexure B (Pricing Schedule) without alteration.
• Submit Annexure B in Excel format for evaluation and a signed PDF for audit.
• Ensure all items in Annexure B are quoted for; incomplete submissions lead to disqualification.
• Total cost includes delivery.
• Prices escalate with CPIX on contract anniversary.
• Travel and accommodation reimbursed at Department of Transport rates.

• Submit firm, all-inclusive prices valid for 90 days from the closing date (RFQ states 90 days; SBD 3.1 states 120 days—follow the RFQ's 90 days as per clause 1.11.1).
• Prices must be inclusive of VAT.
• You must submit a completed Annexure B (Pricing Schedule) in Excel format for evaluation and a signed PDF version for audit.
• Do not alter any details on Annexure B; incomplete or altered submissions lead to automatic disqualification.
• Ensure all items listed in Annexure B are quoted for.
• Total cost, including delivery, will be considered for evaluation.
• Prices will escalate with CPIX on the contract anniversary.
• The successful service provider will be reimbursed for travel and accommodation disbursements at Department of Transport rates, subject to submission of invoices/receipts and prior approval.

• Mandatory registration on the National Treasury Central Supplier Database (CSD) by the closing date and time. Provide your CSD registration number.
• Tax Compliance: Submit your SARS Tax Compliance Status (TCS) PIN or a printed TCS certificate. If registered on CSD but no TCS, provide your CSD number.
• B-BBEE: Submit an original/certified copy of a valid B-BBEE certificate or sworn affidavit to qualify for preference points.
• Company registration: Submit valid CIPC company registration documents.
• Director identification: Submit certified copies of identity documents for company directors.
• Disclosure: Complete SBD 4 (Bidder’s Disclosure) declaring any relationships with state employees or conflicts of interest.
• Foreign suppliers: If applicable, answer the questionnaire in SBD 1 Part A regarding residency, branch, income, and tax liability in RSA.
• No bids accepted from persons in the service of the state or companies with directors/members in the service of the state.

• The General Conditions of Contract (GCC) in Annexure A form part of the contract. Initial each page and submit with your bid.
• Intellectual property: The SASSETA logo and all intellectual property are owned by SASSETA. Unauthorized use may result in legal action.
• Confidentiality: All products, data, and information are confidential and require a signed confidentiality agreement.
• POPIA compliance: Bidder information is processed for evaluation only and archived per SASSETA records management policies.
• Anti-corruption: Report suspicious calls to the SASSETA Anti-Corruption Hotline at 0800 162 111.
• The organ of state reserves the right to negotiate terms and not accept the lowest quotation.

• Points are awarded using the 80/20 preference point system.
• Price score formula: Ps = 80(1 - (Pt - Pmin) / Pmin).
• Specific goals points (total 20):

• 10 points for at least 100% Black people ownership.
• 5 points for at least 30% Black women ownership.
• 5 points for at least 30% Black youth ownership.

• Submit proof (B-BBEE certificate/sworn affidavit, CIPC documents, director IDs, CSD report) to claim points; non-submission means no points awarded.
• Fraudulent claims may lead to disqualification, contract cancellation, recovery of damages, restriction from public sector business, and criminal prosecution.

This document contains the General Conditions of Contract (GCC) for government procurement, covering definitions, application, standards, use of contract documents, patent rights, performance security, inspections, packing, delivery, insurance, transportation, and incidental services. Specific details for this tender will be in the Special Conditions of Contract (SCC).

• Special Conditions of Contract (SCC) relevant to this bid must be compiled separately and will supplement the General Conditions of Contract. In case of conflict, the SCC provisions prevail.

• Goods supplied must conform to standards mentioned in the bidding documents and specifications.
• 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.
• The supplier indemnifies the purchaser against third-party patent, trademark, or industrial design infringement claims.

• Payment method and conditions will be specified in the SCC.
• Supplier must submit an invoice with a copy of the delivery note.
• Payments will be made promptly, but no later than 30 days after invoice submission.
• Payment will be in Rand unless otherwise stipulated in SCC.
• Prices quoted in the bid cannot vary except as authorized in SCC or bid validity extension.

• No contract will be concluded with a bidder whose tax matters are not in order. A valid original tax clearance certificate from SARS is required prior to award.
• The National Industrial Participation (NIP) Programme applies to contracts subject to NIP obligation.
• Collusive bidding (bid rigging) is prohibited under the Competition Act. Violations may lead to bid invalidation, contract termination, restriction from public sector business for up to 10 years, and damages claims.

• The National Industrial Participation (NIP) Programme administered by the Department of Trade and Industry applies to contracts subject to the NIP obligation.

• The GCC forms part of all bid documents and may not be amended.
• Special Conditions of Contract (SCC) supplement the GCC; in case of conflict, SCC prevails.
• Definitions include key terms like closing time, contract, contract price, corrupt practice, force majeure, fraudulent practice, goods, imported content, local content, and services.
• GCC applies to all bids, contracts, and orders unless otherwise indicated.
• Purchaser is not liable for bid preparation expenses; a non-refundable document fee may apply.
• Tender invitations are published in the Government Tender Bulletin.
• Performance security must be provided within 30 days of award, in the form of a bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque.
• Inspection, testing, and analysis provisions apply; costs are borne by the supplier if non-compliant.
• Packing must prevent damage during transit and comply with special requirements.
• Delivery terms and documents are specified in SCC.
• Goods must be fully insured as per SCC.
• Incidental services (e.g., assembly, training) may be required at agreed rates.
• Warranty: goods must be new, unused, defect-free; warranty valid for 12 months after delivery or 18 months after shipment.
• Payment terms specified in SCC; payments within 30 days of invoice.
• Prices are fixed except as per SCC or bid validity extension.
• Contract amendments require written agreement.
• Assignment and subcontracting require purchaser’s prior written consent.
• Delays may lead to penalties or termination.
• Penalties for late delivery calculated using prime interest rate.
• Termination for default, corrupt/fraudulent practices, or insolvency.
• Force majeure provisions excuse delays due to unforeseen events.
• Disputes resolved first by mutual consultation, then mediation, then South African courts.
• Liability is limited to the contract price, excluding indirect losses.
• Contract is in English and governed by South African law.
• Notices are sent by mail to the bidder’s address.
• Tax clearance certificate required from SARS.
• NIP Programme applies if applicable.
• Collusive bidding is prohibited; violations may result in restrictions and penalties.