Supply delivery & installation of marketing materials – duncan village ct – eastern cape

Closing date and time: 09 November 2026 at 12:00

No briefing or site visit is mentioned.

Enquiries:

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

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 only, in a sealed envelope. Emailed and faxed quotations are not accepted.

Envelope must be clearly marked: NOTICE : SUPPLY, DELIVERY AND INSTALLATION OF MARKETING AND PROMOTIONAL MATERIAL FOR DUNCAN VILLAGE COMMUNITY TOURISM ORGANISATION.

Deposit in the Quotations Box at: 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 time and date: 12:00 on 09 November 2026.

Quotations received after the closing time will not be considered, for any reason.

Quotations must be sealed, completed in full and signed. Unsigned quotations will be rejected.

Use of Tippex or erasable ink will render the quotation non-responsive.

Prices must be inclusive of VAT where applicable.

All quotations remain valid for 90 days after the closing date.

Returnable forms (all must be completed and signed):

• MBD 4 (Declaration of Interest): discloses any connection between bidders, directors or shareholders and persons in the service of the state.
• MBD 6.1 (Preference Points Claim): claims points for specific goals under the 80/20 system; must include supporting proof.
• MBD 7.1 (Contract Form – Purchase of Goods/Works/Services): Part I is the offer, binding the bidder to the quoted prices for the validity period.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): discloses any past abuse, convictions, arrears or terminated contracts.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Declaration of Bidder: authorises tax clearance checks, confirms no tender default listing, no fraud convictions, and no conflict of interest.
• CSD registration proof: summary report or CSD supplier number.
• Proof of completion of at least 2 previous marketing/promotional material projects, at aggregated value of at least R100,000 (reference or completion letters only; no purchase orders, invoices or appointment letters).
• Proof that the bidder's and its directors' municipal accounts are not in arrears for more than 3 months: municipal statements showing age of debt, a stamped debt clearance certificate, or lease agreements with lessor's confirmation.
• Valid proof for each specific goal claimed in MBD 6.1.

Disqualification risks:

• Missing, unsigned or incomplete returnable forms.
• Late, emailed, faxed or incorrectly delivered quotations.
• Failure to meet any compliance or mandatory requirement.
• Submitting a quotation from a person in the service of the state as defined in the Local Government Municipal Finance Management Act.
• Using Tippex or erasable ink.

BCMDA is not bound to accept the lowest or any quotation and may accept the whole or part of it.

Evaluation is in three stages:

A. Compliance evaluation – all mandatory documents and requirements must be present and correct.

B. Mandatory requirements – proof of relevant experience (ref letters) and municipal account clearance.

C. 80/20 preference point system in line with the PPPFA.

Points allocation:

• Price: 80 points
• Specific goals: 20 points
• Total: 100 points

Price points are calculated using the 80/20 formula: Ps = 80(1 - (Pt - Pmin)/Pmin).

Specific goals points per goal (with required proof):

• B-BBEE Level 1 contributor: 8 points (B-BBEE certificate confirming Level 1 status)
• Enterprise located within BCMM municipal area: 2 points (proof of municipal account as per tender conditions)
• Enterprise owned by majority black women: 4 points (detailed CSD report or B-BBEE certificate demonstrating black women ownership)
• Enterprise owned by majority black youth: 4 points (detailed CSD report or B-BBEE certificate demonstrating black youth ownership)
• Enterprise owned by majority disabled person(s): 2 points (proof from registered medical practitioner / SARS exemption (ITR-DD Form) or detailed CSD report)

If proof for specific goals is not submitted, those points are not claimed.

Scope: Design, production, supply, delivery and installation of marketing and promotional material for Duncan Village Community Tourism Organisation.

Component 1 – Side-Road Directional Tourism Signboards (5 units, including installation):

• Each board 1400mm x 500mm, brown background, white wording.
• Frame of 22mm x 22mm square cubing galvanized steel, fixed with pop rivets.
• Fixed to 75mm diameter galvanized poles with 4 bolts, nuts and washers.
• Two poles per board: 75mm diameter x 2m galvanized steel.
• Concrete hole: 600mm deep x 400mm.
• Wording includes 2 logos (BCMDA and the tourism product).
• Must be weather-resistant, corrosion-resistant, reflective/high-visibility where required, and comply with road traffic, road signage and municipal regulations.
• Final wording, arrows, destinations, logos, colours and placement must be approved by BCMDA before installation.

Component 2 – Deluxe Steel Gazebos (5 units):

• Approximately 3m x 3m.
• Durable steel frame, corrosion-resistant and treated.
• Durable, weather-resistant canopy.
• Suitable for outdoor exhibitions, activations and promotional events.
• Easy to erect, dismantle and transport; include carry/storage bags and all fittings.
• Carry approved BCMDA branding.

Component 3 – Telescopic Banners (5 units):

• Each 3 meters (length not specified but likely height).
• Professionally designed with high-resolution images and approved BCMDA/DVCTO branding.
• Durable printing material, suitable for indoor and outdoor use.
• Include telescopic/support stands and protective/storage bags.
• Final artwork must be approved before printing.

Component 4 – Backdrop Banners (5 units):

• Finished size 2,500mm W x 2,500mm H.
• Material: Premium 440-510 gsm outdoor PVC blockout banner.
• Full-colour, high-resolution UV digital printing, matte/anti-glare finish.
• Safe zone: important text/logos at least 100mm from edges.
• Reinforced/hemmed edges, heavy-duty eyelets every 300-400mm, reinforced corner patches.
• Wind protection: wind-relief slits or mesh PVC for exposed locations.
• Heavy-duty freestanding frame or tensioned backdrop system, engineered for wind.
• Banner must be securely tensioned.
• Final artwork must be approved by BCMDA before production.

Component 5 – Professional Marketing Video (1 production):

• Showcase Duncan Village as a community tourism destination.
• Content to cover tourism attractions, heritage, cultural assets, products, initiatives, activities, experiences, events, local businesses, community members, routes and character of Duncan Village.
• Professional videography, HD or higher quality, lighting, sound, editing, colour correction, music/audio, voice-over/interviews, titles/captions, approved logos, transitions and graphics.
• All third-party material must be licensed/cleared.
• Work with BCMDA to identify content; submit preliminary filming schedule for approval.
• Draft video for review, allow reasonable amendments, final approval by BCMDA before acceptance.

Component 6 – 64G USB Flash Drives (150 units):

• Each new, unused, good quality, containing the final approved video.
• Tested before delivery, appropriately labelled/packaged.
• Must incorporate QR codes linking to BCMDA's approved digital platforms, investment opportunities, tourism information and contact channels.

Design and branding:

• All materials must have consistent visual identity with BCMDA-approved branding.
• No unapproved logos, slogans, images or branding.
• Process: BCMDA provides branding → supplier develops concepts → concepts reviewed → amendments → final written approval → production.
• No production before written approval of artwork.

Implementation phases:

• Phase 1: Inception and planning – kick-off meeting, confirm requirements, branding, develop work programme.
• Phase 2: Design – signboard, banner, gazebo branding, video concept/storyboard, submit for approval.
• Phase 3: Production and filming – supply signboards, produce gazebos, print banners, film, edit.
• Phase 4: Quality control and approval – inspect materials, review draft video, corrections, final approval.
• Phase 5: Delivery – deliver all physical materials, install signboards, deliver digital video, produce and deliver 150 USBs, final handover.

Timeframe:

• Project must be delivered within 6 weeks from inception meeting and agreement.
• Provide delivery programme: designing, manufacturing/preparation, expected installation date, expected delivery date, site preparation requirements.
• Delays must be communicated immediately with reasons and revised delivery date.

Warranty:

• Written warranty covering manufacturing and workmanship defects.
• State warranty period, items covered, exclusions, process for reporting and rectifying defects.
• Defects attributable to poor workmanship/manufacturing rectified at supplier's cost.

Bidders must submit proof of completion of previous projects in the supply and delivery of marketing/promotional material. At least 2 letters of reference or completion detailing the Rand value of work performed, with an aggregated value of at least R100,000. Purchase orders, invoices or appointment letters are not accepted as proof.

The service provider is responsible for ensuring all materials meet the specifications.

BCMDA may inspect materials before final acceptance.

Defective, damaged, incorrectly branded, poorly printed or otherwise non-compliant materials may be rejected.

Rejected items must be rectified or replaced at the supplier's own cost if the defect is attributable to the supplier.

Final artwork must be approved in writing before production begins.

Quality control is part of Phase 4, including inspection of physical materials and review of draft video.

Pricing schedule structure:

• Signboards including installation: quantity 5, unit price and amount excl. VAT.
• Gazebos: quantity 5.
• Telescopic banners: quantity 5.
• Backdrop banners: quantity 5.
• Tourism marketing video: quantity 5 (as listed).
• 64G USB with QR code: quantity 150.

Totals for amount excl. VAT, VAT, and total incl. VAT must be provided.

All prices inclusive of VAT where applicable.

Pricing schedule – each item quoted with unit price and amount exclusive of VAT:

1. Signboards including installation: quantity 5
2. Gazebos: quantity 5
3. Telescopic banners: quantity 5
4. Backdrop banners: quantity 5
5. Tourism marketing video: quantity 5 (likely 1 production, but schedule lists 5)
6. 64G USB with QR code: quantity 150

Total, VAT and total incl. VAT must be shown.

All prices must be inclusive of VAT where applicable.

No bid security, bond, retention or payment terms are mentioned beyond standard contract.

Mandatory compliance:

• Central Supplier Database (CSD) registration: submit summary report or CSD supplier number.
• Tax compliance: Declaration of Bidder authorises BCMDA to obtain tax clearance from SARS; also Declaration of Bidder confirms no tender default listing and no fraud/corruption convictions in the last five years.
• Municipal account arrears: bidder and its directors must not have municipal accounts in arrears for more than 3 months. Proof via account statements, stamped debt clearance certificate, or lease agreement with lessor's confirmation.
• Persons in the service of the state as defined in the Local Government Municipal Finance Management Act are not eligible.
• B-BBEE: preference points for specific goals per MBD 6.1 (see evaluation criteria). Required evidence depends on the goal claimed: B-BBEE certificate, CSD report, municipal account, medical practitioner/SARS exemption.

No CIDB grading or other professional registrations are required for this procurement.

No specific health and safety requirements beyond general workplace safety are stated. Signboard installation must not create a traffic hazard and must comply with applicable road traffic and municipal regulations.

General Conditions of Contract apply.

A Service Level Agreement will be signed on acceptance of the offer, detailing contract conditions.

The successful bidder must provide a written warranty covering manufacturing and workmanship defects. The warranty must state the period, items covered, exclusions, and the process for reporting and rectifying defects.

Any defects attributable to poor workmanship or manufacturing must be rectified at the supplier's cost within a reasonable period.

Payment terms: BCMDA will pay within 30 days after receipt of invoice accompanied by proof of delivery note.

Quotation validity: 90 days from closing date.

Evaluation on 80/20 basis (PPPFA). Stages: Compliance evaluation, Mandatory requirements, and Preference points. Price gets 80 points, specific goals 20 points, total 100. Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).