Supply and delivery of branded promotional items for amajuba district municipality disaster management

Closing date: Friday, 23 October 2026 at 12:00 noon.

Technical enquiries:

• Contact: Thulani Zwane
• Email: [email protected]
• Telephone: 034 329 7200

SCM enquiries:

• Contact: Sabelo Zulu
• Email: [email protected]
• Telephone: 034 329 7200

Submission address:

Amajuba District Municipality

Reception

B9356 Amajuba Road, Section 1

Madadeni

Submission method: sealed envelope deposited in the tender box at the Reception of Amajuba District Municipality, B9356 Amajuba Road, Section 1, Madadeni.

Envelope must be endorsed "Quotation No. Q2026/11: SUPPLY AND DELIVERY OF PROMOTIONAL ITEMS".

Unsealed or incorrectly numbered envelopes will not be considered.

Late or emailed quotations will not be considered.

Returnable documents (all must be completed and signed):

• MBD 4 (Declaration of Interest): discloses any connection to persons in the service of the state.
• MBD 6.1 (Preference Points Claim): claims specific goal points under the 80/20 system.
• MBD 8 (Declaration of Past SCM Practices): declares any past abuse, fraud, or contract failures.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusive bidding.
• MBD 7 (Contract Form): to be signed by the successful bidder.
• Certified ID copies of all members/directors or sole proprietor.
• Bank details with original cancelled cheque, bank stamp, or letter from financial institution.
• Copy of CSD registration.
• Copy of company registration documents.
• For joint ventures, CK documents of each member.
• Copy of current municipal account for all directors and company, not owing more than 90 days, or lease agreement, or SAPS affidavit as applicable.
• Proof of residence for rural settlements certified by traditional council leader and ward councillor.
• Printed copy of SARS Tax Pin.
• Completed and signed Municipal Bidding Document.

Evaluation: 80/20 preference point system (PPPFA and Preferential Procurement Regulations 2022).

Price: 80 points.

Specific goals: 20 points.

Specific goal points and verification:

• Business owned more than 50% by black person: 5 points (company registration certificate/CSD report).
• Youth: 3 points (ID copies/CSD report).
• Gender = Female: 5 points (ID copies/CSD report).
• Disability: 2 points (medical certificate).
• Promotion of enterprises located in Amajuba District: 5 points (municipal rates and taxes or municipal charges to the municipality/CSD report).

Total specific goals claimed: 20 points.

Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).

Failure to submit proof for specific goals means those points are not claimed.

The municipality is not obliged to accept the lowest or any quotation.

Supply and delivery of promotional items with printed Disaster Management branding.

Quantities:

• Rulers: 2,500
• Pens: 1,500 (500 black, 1,000 blue)
• Flyers/pamphlets: 2,000
• Key rings: 500
• USB flash drives: 20
• HDMI cables: 1

Rulers:

• 30 cm clear plastic ruler, 0.5 mm graduations, quality crystal, rounded edges, bold non-fading markings, smooth tapered edges.
• Must have Disaster Management Logo and Amajuba District Municipality Logo on each end.
• Must include emergency numbers: Amajuba DM 034 329 7400 / WhatsApp 083 594 9404; Newcastle LM 034 328 4700 / 079 542 8228; Emadlangeni LM toll-free 080 021 2165 / 034 331 3162 / 060 998 7778; Dannhauser LM 076 924 9110 / 068 398 2892; EMS 112; SAPS 10111.
• Must include slogan "Disaster Management is everybody's business".

Pens:

• Medium retractable ballpoint, transparent, line width 0.41 mm, with Disaster Management Logo and slogan.

Flyers/pamphlets:

• Tri-fold, A4 gloss paper, clearly visible text, colours preferably lime and light green.
• Sample required for approval before final printing.

Key rings:

• Double-sided printed metal, rectangular preferred (50mm x 35mm) or round (45mm diameter), enamel/epoxy dome coating, silver nickel border, split ring.
• Front: Amajuba District Disaster Management Centre Logo with text "AMAJUBA DISTRICT MUNICIPALITY DISASTER MANAGEMENT CENTRE" in dark blue, bold, centred.
• Back: heading "EMERGENCY CONTACTS" with all emergency numbers (to be provided).
• Full colour both sides, UV resistant, individually packed in clear plastic.
• One physical sample required before bulk printing.

USB drives:

• 128GB USB 3.0, metal case, silver, Type A connector.

HDMI cable:

• HDMI to HDMI, black, round, 5 m length.

Goods must conform to the standards and specifications in the bidding documents.

Pre-bidding testing is for the bidder's account.

If inspection is a bid condition, the supplier's premises must be open for inspection by the purchaser's representative.

If inspections show compliance, costs are borne by the purchaser; if non-compliance, costs are borne by the supplier.

Non-compliant supplies may be rejected; rejected supplies must be removed and replaced at supplier's cost.

If supplier fails to replace, the purchaser may procure substitute supplies at the supplier's expense.

Bill of quantities with quantities per item; bidders must provide rates and total amounts.

Items: rulers (2,500), pens (1,500), flyers/pamphlets (2,000), key rings (500), USB (20), HDMI cable (1).

Total before VAT, VAT (for VAT vendors), and total to be completed.

Pricing: bill of quantities with rates and total amounts per item, plus VAT for VAT vendors.

No bid security, performance security, or retention amounts are specified in the document.

Payment terms: not specified in the document.

CSD registration: mandatory for all bidders.

Tax compliance: submit SARS Tax Pin or TCS certificate; if no TCS, provide CSD number.

Foreign suppliers: complete the questionnaire in Part B:3; if not resident and no income in RSA, tax compliance PIN not required.

Municipal account: directors and company must not owe municipal rates/taxes more than 90 days; provide proof as specified.

No bids from persons in the service of the state.

B-BBEE: preference points claimed under specific goals (not standard B-BBEE level); proof required as per evaluation criteria.

Specific goals under the 80/20 system (20 points total):

• Business owned more than 50% by black person: 5 points (company registration certificate/CSD report).
• Youth: 3 points (ID copies/CSD report).
• Gender = Female: 5 points (ID copies/CSD report).
• Disability: 2 points (medical certificate).
• Promotion of enterprises located in Amajuba District: 5 points (municipal rates and taxes or municipal charges to the municipality/CSD report).

Proof must be submitted with the bid; failure to submit proof means points are not claimed.

Contract subject to the General Conditions of Contract (GCC) and any Special Conditions of Contract (SCC).

Successful bidder must sign MBD 7 (Contract Form).

Performance security: within 30 days of contract award, the successful bidder must furnish performance security in the amount specified in the SCC, in the form of a bank guarantee, irrevocable letter of credit, or cashier's/certified cheque. Security returned within 30 days after completion of obligations.

Warranty: goods must be new, unused, current models, free from defects; warranty valid 12 months after delivery/acceptance or 18 months after shipment, whichever is earlier.

Payment: within 30 days after submission of invoice and delivery note.

Supplier must indemnify purchaser against third-party patent/trademark/design infringement claims.

Supplier must not disclose contract information without prior written consent.

Goods must conform to specified standards; non-conforming goods may be rejected and replaced at supplier's cost.

Packing must protect goods during transit.

Insurance: goods must be fully insured against loss or damage during manufacture, transport, storage, and delivery.

Supplier may be required to provide incidental services such as assembly, commissioning, training, and maintenance.

Spare parts: supplier may be required to provide spare parts and advance notification of production termination.

Force majeure and other GCC clauses apply.

Evaluation based on 80/20 preference point system: 80 points for price, 20 points for specific goals.

Specific goals as per the table in the document.

Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).