Hiring of décor services for children's month programme – mnquma local municipality

Closing date: 03/09/2026 at 12H00. No briefing or site visit is stated.

Technical enquiries: Ms N. Mvume (Manager: SPU), 047 050 1338 / 082 576 4242, [email protected]. Bidding procedure enquiries: Mrs Y. Mqingwana (Manager: SCM), (047) 050 1156, [email protected]. Submission address: Mnquma Local Municipality, No 61 Rev Tiyo Soga Building, Blyth Street, Butterworth 4960.

Submission must be by hand into the tender box at Mnquma Local Municipality, No 61 Rev Tiyo Soga Building, Blyth Street, Butterworth 4960, before the closing time. Late, couriered, faxed or emailed tenders will not be accepted. The envelope must be sealed, with the bid number and project name on the front and the company name, address and contact details on the back. Only the original tender document will be accepted; it must not be reproduced, taken apart, or have pages omitted. Every page must be initialled. All returnable forms must be completed in non-erasable ink and returned with the bid. Required documents include: full CSD report (not older than one month), original tender document, fully completed MBD 1-9 forms, and, for partnerships/consortiums/joint ventures, a signed agreement with all parties registered on the CSD. Preferred bidders must later furnish CK/company registration, certified ID copies (not older than 6 months), tax compliance status PIN, and a municipal certificate confirming no arrears for rates, taxes or service charges exceeding three months.

Required documents: Full CSD Report (not older than one month), original tender document, fully completed tender forms including Form of Offer and all returnable MBDs (MBD1-9), signed partnership/consortium/joint venture agreement if applicable, with all parties registered on the Central Supplier Database. Preferred bidders must furnish CK/Company registration, certified ID copies not later than 6 months, Tax Compliance Status PIN, and a certificate from the municipality confirming no arrears for rates, taxes, or municipal service charges for more than three months.

Evaluation is in two stages. Stage 1: administrative compliance — bidders failing mandatory requirements are deemed non-responsive. Stage 2: 80/20 preference point system (price 80 points, specific goals 20 points). Specific goals: 10 points for promotion of South African owned enterprises (proof: fully completed and signed MBD 6.1 and full CSD report not older than one month); 10 points for promotion of enterprises located in Mnquma Local Municipality area (proof: municipal rates or confirmation letter or lease agreement). No points are awarded if proof is not submitted. Ties are broken by highest specific-goal points, then by drawing of lots.

Scope: hire of décor for the Children's Month Programme. Items required: 3-pole tent for 200 pax (qty 1); 3-metre stage with cloth covering the lower part (qty 1); jumping castles (qty 2); photo booth with Christmas decoration and wording 'Mnquma celebrates Christmas with Children' (qty 1); candy station with three different sweets (qty 1); face painting service for all children; popcorn making machine with corn kernels and packets for 100 kids (qty 1); slush making machine with premixed slush, cups and straws for 100 kids (qty 1). Strict delivery dates will be observed and penalties imposed for late delivery.

Bidders must complete Annexure B – Past Experience, which is part of the tender document. No specific minimum experience or key personnel qualifications are stated.

The document mentions 'Use of contract documents and information; inspection' but provides no tender-specific quality management requirements.

Pricing must be firm and include all taxes and costs. The pricing schedule lists: 3-pole tent for 200 pax (qty 1), 3-metre stage with cloth covering (qty 1), jumping castles (qty 2), photo booth with Christmas decoration and wording (qty 1), candy station with three different sweets (qty 1), face painting service for all children, popcorn making machine with corn kernels and packets for 100 kids (qty 1), slush making machine with premixed slush, cups and straws for 100 kids (qty 1). Prices are quoted per item, with sub-total, VAT at 15%, and total. Delivery costs must be included. Strict delivery dates are observed and penalties apply for late delivery.

Pricing must be firm, in South African Rand, and include VAT and all applicable taxes, duties, transport, overheads and other costs. The offer must remain valid for 90 days from the closing date. Prices are quoted per item in the pricing schedule. The total bid price must be stated inclusive of VAT and all charges. No bond or guarantee is specified.

Bidders must be registered on the Central Supplier Database (CSD) and submit a full CSD report not older than one month. Tax compliance: submit a valid Tax Compliance Status PIN or CSD number; a printed TCS certificate may be submitted. For consortia/joint ventures, each party must submit a separate TCS/CSD. Bidders must not be in the service of the state, not listed on the Register of Tender Defaulters or the National Treasury's Database of Restricted Suppliers, not convicted of fraud or corruption in the past five years, not owe municipal rates or taxes in arrears for more than three months, and not have had a contract terminated for non-performance in the past five years. Returnable forms: MBD 1 (Invitation to Bid), MBD 2 (Tax Clearance Requirements), MBD 3.1 (Pricing Schedule – Firm Prices), MBD 3.3 (Pricing Schedule and Specification), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 7.1 (Contract Form – Purchase of Goods/Works), MBD 8 (Declaration of Bidder's Past SCM Practices), MBD 9 (Certificate of Independent Bid Determination). Supporting schedules: Schedule 1 (Resolution of Directors/Members), Schedule 2 (Certificate of Authority for Partnerships/Consortiums/JVs), Schedule 3 (List of Other Documents). Annexures: A (Detailed Specification), B (Past Experience), C (Joint Venture Disclosure), D (Company Composition), E (Bid Checklist).

The tender offer must remain valid, irrevocable and open for written acceptance for 90 days from the closing date. Withdrawal during the validity period may incur liability for additional expenses incurred by the municipality. The contract is subject to the Mnquma Local Municipality's Supply Chain Management Policy and Combating of Abuse of the Supply Chain Management System Policy. The General Conditions of Contract (GCC) apply, including clauses on payment, prices, contract amendments, assignment, subcontracts, delays, penalties, termination for default, force majeure, termination for insolvency, settlement of disputes, limitation of liability, governing language, applicable law, notices, taxes and duties, and prohibition of restrictive practices.

The municipality is not obliged to accept any proposal and may accept whole or part. No proposals from persons in service of the state. Bidders must not be listed on the Register of Tender Defaulters or have abused the SCM system. No late, incomplete, unsigned, faxed, couriered, or emailed tenders accepted. Tender offer valid for 90 days from closing date. Award may be subject to price negotiation. The municipality may extend the tender period by notice. Tenders must be submitted by hand in a sealed envelope with bid number and project name on front, and company details on back.

Evaluation is in two stages: Stage 1 – administrative compliance (mandatory documents and requirements); Stage 2 – 80/20 preference point system: price 80 points, specific goals 20 points. Specific goals: 10 points for South African owned enterprises (proof: MBD 6.1 and CSD report), 10 points for enterprises located in Mnquma Local Municipality (proof: municipal rates, confirmation letter, or lease agreement). No points are awarded if proof is not submitted.