Install Outdoor Advertising/billboard - Eastern Cape

Returnable Documents:

The Department is seeking a Service Provider/ Service Providers to lease space in state-owned properties for BILLBOARD ADVERTISING for a period of three (3) years as per specification of the Department. The installation of billboards and subsequent advertising is deemed to comply with all legislative requirements and municipal by-laws and must be read with the Departmental Policy on Outdoor Advertising on State- Owned Properties which is available on the Departmental website. The list of State-occupied buildings for installation of billboards for outdoor advertising is attached as an annexure on the last page of this specification. (Table 1). EQUIPMENT REQUIREMENTS It will be the responsibility of the Service Provider to make the necessary site visits to confirm the availability of space for installation and related requirements. The successful Service Provider shall provide new or like new equipment which is approved in terms of Departmental requirements, Occupational Health and Safety standards, and in terms of quality specifications of the South African Bureau of Standards (SABS). DELIVERY AND INSTALLATION Equipment shall be delivered, installed and operational at all awarded locations within a period of sixty (60) calendar days from the signature date of the lease agreement. Equipment shall be installed so as to present an attractive, professional and uniform configuration which is in line with national approved advertising standards. Equipment shall be secured to provide for safe, secure operation and to prevent tipping/shifting or falling. All delivery and installation costs shall be the responsibility of the Service Provider. MAINTENANCE, REPAIRS AND SCHEDULING The Department shall expect prompt service from the Service Provider in response to advertising equipment that is not operational, and problems related to damaged equipment failure or product complaints. Service calls shall be responded to within twenty-four (24) hours from Department notification to Service Provider. If equipment repairs cannot be made on site, and downtime is determined by the Department to be excessive, the Service Provider may be requested to replace the equipment with a loaner/ replacement unit until such time as repairs can be completed or the Service Provider provides a permanent replacement. Lost, stolen or damaged equipment shall be replaced or repaired (as applicable) at no cost to the Department MONTHLY PAYMENTS Upon award of contract, the successful Service Provider shall adhere to the remittance/ payment procedure below. Reports and revenue checks should be received no more than twenty-five (25) days after the end of a monthly cycle. The monthly statement shall include the following: A. Billboard number and description B. Erf number and physical address where available C. Total number of adverts flighted per month D. Amount due to the Department of 40 Losses of revenue as a result of vandalism, and natural factors etc., shall not be deducted from proceeds to be paid to the Department. Other unforeseen losses related to the advertisement will be for the service providers account. No tobacco or alcohol products shall be advertised by the Service Provider on Department property. DEFAULT IN PAYMENT The monthly report of gross receipts and the monthly payments due to the Department must be submitted no later than twenty-five (25) calendar days after the last day of preceding month. OTHER SERVICE PROVIDER RESPONSIBILITIES A. Provide all necessary labour and supervision to accomplish the tasks detailed herein. The Service Provider personnel shall be adequately trained, present a professional appearance and be readily identified by uniform or identification badge as an employee of the Service Provider while on Department property. B. The Service Provider will work with the Department representative to determine the need for area signage and, if required, provide such signage at no cost to the Department. The Service Provider should present plans for merchandising or marketing promotions and secure prior approval before implementation of any such activities. No signs, advertising or promotions shall be initiated by the Service Provider without prior approval by the Department. C. The Service Provider shall be responsible for the maintenance and cleanliness of the property on which the billboard is installed. The Service Provider shall be responsible for the removal of their equipment within sixty (60) business days from contract termination, or it will be considered abandoned property and disposed of by the Department. D. At the end of the contract, the Service Provider will be required to restore the area where the billboard was installed to its original condition. E. The construction and installation of the billboard must be carried out with the utmost regard for safety and security. In addition to any requirements of the Machinery and Occupation Safety Act No. (as amended), and the Construction Regulations 2003 (as amended), protection measures to be taken in terms of the contract are to meet the related legislative requirements of all state departments concerned. F. If at the time the Bidder proposes to use any form of machinery within any road reserve, the area shall be cordoned off appropriately and if necessary, a flagman shall be on duty at all times while such machines are operating. THE DEPARTMENT WILL PROVIDE: A. Space for installation of billboards. CONDITIONS OF BID The successful bidder will be required to enter into a written agreement with the Department of Public Works and Infrastructure (DPWI) subject to the general and specific conditions listed below and any other conditions that may be required, but mutually agreeable to either party. The DPWI shall not be liable for any damage to any signs however caused. Bidders will be required to indemnify the DPWI against any claims which might arise from the erection, location, material or condition of the advertising structure on state land, and shall take suitable public liability insurance, in the name of the Bidder and the DPWI against any material damage and third-party liability. of 40 The Bidder has the right to amend the advertising on the advertising structures at any time without reference to DPWI or its officials. Should the Department consider any advertising information to be offensive or in poor state, the Department reserves the right to have it removed either by the Bidder or if he/she fails to do so, by its own officials at the expense of the Bidder. The Department will not accept any responsibility for any damage to any advertising material in the event of it being removed by Departmental personnel. Should the DPWI consider that at any time the Bidder is not fulfilling his/her obligations in terms of the contract, and if after due notice to do so the Bidder is still in default, the DPWI may terminate the Bidder whereupon the Service Provider must remove the billboard/billboards and make good all state property to the satisfaction of the Accounting Officer of the Department and any other party (e.g. municipality) that may have jurisdiction over the damaged property. Failure to do this, the Department may itself remove the advertising structures and recover the expense of doing so from the Bidder. Any concessions awarded will also be subject to the following specific conditions: a) The bidder must submit a comprehensive set of documentation showing the exact locality of the proposed structures to be installed (erected), a technical drawing illustrating the design and technical specifications of the advertising structures. OWNERSHIP OF THE BILLBOARDS The advertising structure shall remain the property of the Bidder on termination of the contract and shall be removed within sixty (60) days from termination of the contract. Should the Bidder fail to remove the advertising structure within the stipulated time period, the Department shall have it removed at the cost of the Bidder of 40 TABLE 1: LIST OF APPROVED PROPERTIES AT WHICH THE BILLBOARDS WILL BE INSTALLED COORDINATES ORDINARY/ DISTRICTNO. TOWN NAME ERF NO. DIGITAL OFFICE LONGITUDE LATITUDE /LED 1 Buffalo City Metro Bhisho 1 27.432 -32.847 King Williams Buffalo City Metro 1319 2 Town 27,164 -32.741 3 Joe Gqabi Aliwal North 3102 26.707 -31.706 Nelson Mandela Despatch 1136 4 Bay 25.434 -33.799 Nelson Mandela Despatch 3386 5 Bay 25.487 -33.799 Nelson Mandela Hunters 3360 6 Bay Retreat 25.475 -33.956 Nelson Mandela Korsten 3144 7 Bay 25.585 -33.915 Nelson Mandela Parsons Vlei 966 8 Bay 25.484 -33.941 Nelson Mandela Uitenhage 7066 9 Bay 25.421 -33.753 Nelson Mandela Jeffrey's Bay 4857 10 Bay 24.902 -34.028 Nelson Mandela Summerstrand 1450 11 Bay 25.656 -33.993 Nelson Mandela Algoa Bay 1427 12 Bay 25.558 -33.903 Nelson Mandela Bethelsdorp 193 13 Bay 25.502 -33.849 Nelson Mandela Bethelsdorp 3627 14 Bay 25.500 -33.876 Nelson Mandela Bethelsdorp 4706 15 Bay 25.490 -33.868 Nelson Mandela Port Elizabeth 3184, 3188, 16 Bay Central 3189,3190,3198 25.603 -33.692 17 Buffalo City Metro Kaysers Beach 86 27.608 -33.210 Nelson Mandela Aberdeen 1997 18 Bay 24.054 -32.474 19 Joe Gqabi Aliwal North 1755 26.707 -30.697 of 40 BID EVALUATION This bid will be evaluated in three (03) phases as follows (a) Phase One: Compliance, responsiveness to the bid rules and conditions (b) Phase Two: Bidders passing phase 1 above will thereafter be evaluated on functionality (c) Phase Three: Bidders passing all phases above will thereafter be evaluated on Price PHASE ONE: COMPLIANCE, RESPONSIVENESS TO THE BID RULES AND CONDITIONS Bids which are late, incomplete, unsigned or submitted by facsimile or electronically, will not be accepted. Bidders’ proposals must meet the following minimum requirements and supporting documents must be submitted with the completed bid document in a sealed envelope in the bid box at the closing date and time. Failure to comply will automatically eliminate the bid for further consideration: 1. Bids must be submitted on the original documents and bids which are late, incomplete, unsigned or submitted by facsimile or electronically, will not be accepted. 2. The following Declarations must be duly completed and signed: (SBD4). Does the bidder or any of its Directors / Trustees / Shareholder / Members / Partners or any person having a controlling interest in the enterprise have any other related enterprise whether or not they are bidding for this contract such interest must be disclosed on question 2.3.1 of SBD 4. 3. The Form SBD1 “Part A” should be completed and “Part B” must be fully completed (date, signature, amount) 4. SBD 3.1 – Pricing Schedule – Firm Prices – must be completed 5. Annexure A - Resolution to sign must be completed and signed (if applicable): 6. Bidders must be a legal entity. In the event of a subService Provider or joint ventures or consortiums a signed agreement by all parties must be submitted with the bid. Also see notes to the “Authority to Sign”. Failure to submit a compliant agreement with the bid will automatically eliminate the bid for further consideration. PHASE TWO: EVALUATION OF FUNCTIONALITY The functionality criteria and maximum score in respect of each of the criteria are as follows: FUNCTIONALITY CRITERIA MAXIMUM POINTS SCORE A. Project Development Proposal 80 B. Local Economic Development 20 TOTAL SCORE 100 Bidder should score a minimum of 50 points for further evaluation. of 40 Table 1: FUNCTIONALITY EVALUATION CRITERIA: MINIMUM POINTS TO BE SCORED ON THE FUNCTIONALITY IS 50 POINTS FOR FURTHER EVALUATION. Table 1: Functionality and Evaluation Criteria Max Points Points Scored 45 Project Implementation Proposal: - Planning & Design with clear timelines 25 Project Project Proposal 1 Implementation - Installation and ongoing 20 maintenance No Submission 0 Qualifications and Experience 25 1 Team Member with minimum of NQF 7 or higher in Marketing/Sales qualification and 25 minimum of 2 years relevant experience. Qualification and Experience of the 1 Team Member with minimum of team. Provide NQF 6 or higher in Experience and Qualification of team 2 CVs and Marketing/Sales qualification and 15 Qualifications of minimum of 4 years relevant the team experience. No Submission 0 Head Office Municipal Account or Lease 30 within the Agreement 1 Eastern Cape No Municipal Account or Lease 0 Province Agreement Local Economic Development Head Office Municipal Account or Lease 10 outside the Agreement Eastern Cape No Municipal Account or Lease 0 Province Agreement Total Points 100 of 40 PHASE THREE EVALUATION ON NEW PPPFA and SPECIFIC GOALS THE PREFERENTIAL PROCUREMENT POLICY FRAMEWORK ACT WILL BE APPLIED AND THE 80/20 OR 90/10 PREFERENCE POINTS SYSTEM WILL BE APPLICABLE FUNCTIONALITY CRITERIA MAXIMUM MAXIMUM POINTS POINTS SCORE SCORE POINTS FOR PRICE 80 90 SPECIFIC GOALS 20 10 TOTAL POINTS 100 100 Please note: 1. Bidders need to complete and sign SBD 6.1 to claim points for specific goals. Failure will lead in non-awarding of points for specific goals 2. The Department intends to award this to the highest point scorer as per item (erf), unless circumstances justifies otherwise 3. All information will be verified through CSD (if applicable) 4. SBD 6.1 is attached 5. A medical certificate from a medical practitioner with a practise number must be attached to claim points for disability 6. A Cipro certificate (CK) and certified ID copy/s must be attached as proof of ownership to claim points for specific goals. Despite any delays, the service provider will be granted 60 days, and the rental will commence at expiry of 60 months, unless the department agrees otherwise with the party. NB: All Information provided will be subject to risk assessment. of 40 PRICING SCHEDULE – FIRM PRICES SBD 3.1 NOTE: ONLY FIRM PRICES WILL BE ACCEPTED. NON-FIRM PRICES (INCLUDING PRICES SUBJECT TO RATES OF EXCHANGE VARIATIONS) WILL NOT BE CONSIDERED Name of bidder.......................................... Bid number: SCMU5-25/26-0069 Closing Time 11:00 Closing date: 10 February 2026 OFFER TO BE VALID FOR PERIOD UP UNTIL AWARD FROM THE CLOSING DATE OF BID. BID FOR APPOINTMENT OF SERVICE PROVIDER TO INSTALL OUTDOOR ADVERTISING/BILLBOARD IN THE STATE- OWNED FACILITIES THROUGH LEASING OF SPACE WITHIN THE EASTERN CAPE PROVINCE. AMOUNT PAYABLE TO THE AMOUNT PAYABLE DEPARTMENT FOR ALL TO THE ERF NO. OF BILLBOARDS TO BE BILLBOARDS PER MONTH DEPARTMENT FOR NO. DISTRICT OFFICE TOWN NAME NO. INSTALLED (EXCL.VAT) ALL BILLBOARDS (Rate/m2 x Size x No. of billboards) FOR 12 MONTHS (EXCL.VAT) 1 Buffalo City Metro Bhisho 1 King Williams Buffalo City Metro 1319 2 Town 3 Joe Gqabi Aliwal North 3102 4 Nelson Mandela Bay Despatch 1136 Nelson Mandela Bay Despatch 3386 5 Nelson Mandela Bay Hunters 3360 6 Retreat Nelson Mandela Bay Korsten 3144 7 Nelson Mandela Bay Parsons Vlei 966 8 Nelson Mandela Bay Uitenhage 7066 9 Nelson Mandela Bay Jeffrey's Bay 4857 10 11 Nelson Mandela Bay Summerstrand 1450 of 40 AMOUNT PAYABLE TO AMOUNT PAYABLE THE DEPARTMENT FOR TO THE TOWN NO. OF BILLBOARDS TO BE ALL BILLBOARDS PER DEPARTMENT FOR NO. DISTRICT OFFICE ERF NO. NAME INSTALLED MONTH (EXCL.VAT) ALL BILLBOARDS FOR 12 MONTHS (EXCL.VAT) 12 Nelson Mandela Bay Algoa Bay 1427 Nelson Mandela Bay Bethelsdorp 193 13 Nelson Mandela Bay Bethelsdorp 3627 14 Nelson Mandela Bay Bethelsdorp 4706 15 Nelson Mandela Bay Port 3184, 3188, Elizabeth 3189,3190,3198 16 Central Kaysers Buffalo City Metro 86 17 Beach 18 Nelson Mandela Bay Aberdeen 1997 19 Joe Gqabi Aliwal North 1755 A SUB TOTAL - YEAR 1 B SUB TOTAL - YEAR 2 (YEAR 1 PLUS 8% ESCALATION B = A + 1,08) C SUB TOTAL - YEAR 3 (YEAR 2 PLUS 8% ESCALATION C = B + 1,08) D SUB TOTAL FOR THREE YEARS (D = A + B + C) E ADD VAT @ 15% (IF APPLICABLE) E = D x 0,15 F GRAND TOTAL FOR THREE YEARS (F = D + E) This amount must be carried over to The total amount for the 3-year lease should include a minimum escalation of 8% per annum. of 40 SBD 6.1 PREFERENCE POINTS CLAIM FORM IN TERMS OF THE PREFERENTIAL PROCUREMENT REGULATIONS 2022 This preference form must form part of all tenders invited. It contains general information and serves as a claim form for preference points for specific goals. NB: BEFORE COMPLETING THIS FORM, TENDERERS MUST STUDY THE GENERAL CONDITIONS, DEFINITIONS AND DIRECTIVES APPLICABLE IN RESPECT OF THE TENDER AND PREFERENTIAL PROCUREMENT REGULATIONS, 2022 1. GENERAL CONDITIONS 1.1 The following preference point systems are applicable to invitations to tender: - the 80/20 system for requirements with a Rand value of up to R50 000 000 (all applicable taxes included); and - the 90/10 system for requirements with a Rand value above R50 000 000 (all applicable taxes included). 1.2 To be completed by the organ of state (delete whichever is not applicable for this tender). a) The applicable preference point system for this tender is the 90/10 preference point system. b) The applicable preference point system for this tender is the 80/20 preference point system. c) Either the 90/10 or 80/20 preference point system will be applicable in this tender. The lowest/ highest acceptable tender will be used to determine the accurate system once tenders are received. 1.3 Points for this tender (even in the case of a tender for income-generating contracts) shall be awarded for: (a) Price; and (b) Specific Goals. 1.4 To be completed by the organ of state: The maximum points for this tender are allocated as follows: POINTS POINTS PRICE 80 90 SPECIFIC GOALS 20 10 Total points for Price and SPECIFIC 100 100 GOALS of 40 1.5 Failure on the part of a tenderer to submit proof or documentation required in terms of this tender to claim points for specific goals with the tender, will be interpreted to mean that preference points for specific goals are not claimed. 1.6 The organ of state reserves the right to require of a tenderer, either before a tender is adjudicated or at any time subsequently, to substantiate any claim in regard to preferences, in any manner required by the organ of state. 2. DEFINITIONS (a) “tender” means a written offer in the form determined by an organ of state in response to an invitation to provide goods or services through price quotations, competitive tendering process or any other method envisaged in legislation; (b) “price” means an amount of money tendered for goods or services, and includes all applicable taxes less all unconditional discounts; (c) “rand value” means the total estimated value of a contract in Rand, calculated at the time of bid invitation, and includes all applicable taxes; (d) “tender for income-generating contracts” means a written offer in the form determined by an organ of state in response to an invitation for the origination of income-generating contracts through any method envisaged in legislation that will result in a legal agreement between the organ of state and a third party that produces revenue for the organ of state, and includes, but is not limited to, leasing and disposal of assets and concession contracts, excluding direct sales and disposal of assets through public auctions; and (e) “the Act” means the Preferential Procurement Policy Framework Act, 2000 (Act No. ). 3. FORMULAE FOR PROCUREMENT OF GOODS AND SERVICES 3.1. POINTS AWARDED FOR PRICE 3.1.1 THE 80/20 OR 90/10 PREFERENCE POINT SYSTEMS A maximum of 80 or 90 points is allocated for price on the following basis: 80/20 or 90/10 Pt−Pmin Pt−Pmin Ps= 80(1− ) or Ps= 90(1− ) Pmin Pmin Where Ps = Points scored for price of tender under consideration Pt = Price of tender under consideration Pmin = Price of lowest acceptable tender of 40 3.2. FORMULAE FOR DISPOSAL OR LEASING OF STATE ASSETS AND INCOME GENERATING PROCUREMENT 3.2.1. POINTS AWARDED FOR PRICE A maximum of 80 or 90 points is allocated for price on the following basis: 80/20 or 90/10 Pt−Pmax Pt−Pmax Ps= 80(1+ ) or Ps= 90(1+ ) Pmax Pmax Where Ps = Points scored for price of tender under consideration Pt = Price of tender under consideration Pmax = Price of highest acceptable tender 4. POINTS AWARDED FOR SPECIFIC GOALS 4.1. In terms of Regulation 4(2); 5(2); 6(2) and 7(2) of the Preferential Procurement Regulations, preference points must be awarded for specific goals stated in the tender. For the purposes of this tender the tenderer will be allocated points based on the goals stated in table 1 below as may be supported by proof/ documentation stated in the conditions of this tender: 4.2. In cases where organs of state intend to use Regulation 3(2) of the Regulations, which states that, if it is unclear whether the 80/20 or 90/10 preference point system applies, an organ of state must, in the tender documents, stipulate in the case of— (a) an invitation for tender for income-generating contracts, that either the 80/20 or 90/10 preference point system will apply and that the highest acceptable tender will be used to determine the applicable preference point system; or (b) any other invitation for tender, that either the 80/20 or 90/10 preference point system will apply and that the lowest acceptable tender will be used to determine the applicable preference point system, then the organ of state must indicate the points allocated for specific goals for both the 90/10 and 80/20 preference point system. of 40 Table 1: Specific goals for the tender and points claimed are indicated per the table below. (Note to organs of state: Where either the 90/10 or 80/20 preference point system is applicable, corresponding points must also be indicated as such. Note to tenderers: The tenderer must indicate how they claim points for each preference point system.) Number of Number of Number of Number of points points points points claimed allocated claimed allocated (80/20 (90/10 (90/10 The specific goals allocated (80/20 system) system) system) system) points in terms of this tender (To be (To be (To be (To be completed by completed by completed completed the organ of the tenderer) by the organ by the state) of state) tenderer) Historically Disadvantaged Individual: - (a) 100% black ownership 7 3 (b) 51% to 99% black ownership 4 2 (c) Less than 51% black 0 0 ownership Black women ownership: - (a) 100% black women 6 3 ownership (b) 30% to 99% black women 4 2 ownership (c) Less than 30% black women 0 0 ownership Black youth ownership: - (a) 100% black youth ownership 5 3 (b) 30% to 99% black youth 2 1 ownership (c) Less than 30% black youth 0 0 ownership People with disability: - (a) 20% or more disabled people 2 1 ownership (b) Less than 20% disabled 0 0 people ownership DECLARATION WITH REGARD TO COMPANY/FIRM 4.3. Name of company/firm............................................................................... 4.4. Company registration number: ..................................................................... 4.5. TYPE OF COMPANY/ FIRM  Partnership/Joint Venture / Consortium  One-person business/sole propriety  Close corporation of 40  Public Company  Personal Liability Company  (Pty) Limited  Non-Profit Company  State Owned Company [TICK APPLICABLE BOX] 4.6. I, the undersigned, who is duly authorised to do so on behalf of the company/firm, certify that the points claimed, based on the specific goals as advised in the tender, qualifies the company/ firm for the preference(s) shown and I acknowledge that: i) The information furnished is true and correct; ii) The preference points claimed are in accordance with the General Conditions as indicated in paragraph 1 of this form; iii) In the event of a contract being awarded as a result of points claimed as shown in paragraphs 1.4 and 4.2, the Service Provider may be required to furnish documentary proof to the satisfaction of the organ of state that the claims are correct; iv) If the specific goals have been claimed or obtained on a fraudulent basis or any of the conditions of contract have not been fulfilled, the organ of state may, in addition to any other remedy it may have – (a) disqualify the person from the tendering process; (b) recover costs, losses or damages it has incurred or suffered as a result of that person’s conduct; (c) cancel the contract and claim any damages which it has suffered as a result of having to make less favourable arrangements due to such cancellation; (d) recommend that the tenderer or Service Provider, its shareholders and directors, or only the shareholders and directors who acted on a fraudulent basis, be restricted from obtaining business from any organ of state for a period not exceeding 10 years, after the audi alteram partem (hear the other side) rule has been applied; and (e) forward the matter for criminal prosecution, if deemed necessary. .............................................. SIGNATURE(S) OF TENDERER(S) SURNAME AND NAME: ................................................................ DATE: ............................................................... ADDRESS: ............................................................... ............................................................... ............................................................... ............................................................... of 40 SBD 4 BIDDER’S DISCLOSURE 1. PURPOSE OF THE FORM Any person (natural or juristic) may make an offer or offers in terms of this invitation to bid. In line with the principles of transparency, accountability, impartiality, and ethics as enshrined in the Constitution of the Republic of South Africa and further expressed in various pieces of legislation, it is required for the bidder to make this declaration in respect of the details required hereunder. Where a person/s are listed in the Register for Tender Defaulters and / or the List of Restricted Suppliers, that person will automatically be disqualified from the bid process. 2. Bidder’s declaration 2.1 Is the bidder, or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest1 in the enterprise, employed by the state? YES/NO 2.1.1 If so, furnish particulars of the names, individual identity numbers, and, if applicable, state employee numbers of sole proprietor/ directors / trustees / shareholders / members/ partners or any person having a controlling interest in the enterprise, in table below. Full Name Identity Number Name of State institution 2.2 Do you, or any person connected with the bidder, have a relationship with any person who is employed by the procuring institution? YES/NO 2.2.1 If so, furnish particulars: ................................................................................................ ......................................................................................................... 1 the power, by one person or a group of persons holding the majority of the equity of an enterprise, alternatively, the person/s having the deciding vote or power to influence or to direct the course and decisions of the enterprise. of 40 SBD 4 Does the bidder or any of its directors / trustees / shareholders / members / partners or any person having a controlling interest in the enterprise have any interest in any other related enterprise whether or not they are bidding for this contract? YES/NO 2.3.1 If so, furnish particulars: ........................................................................................ ........................................................................................

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