Supply, delivery & installation of tourism interpretive boards – tender in eastern cape

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

Inception meeting: within 5 working days of appointment (not a pre-bid event).

Project duration: 6 weeks from appointment.

No pre-bid briefing or site visit mentioned.

Enquiries:

• Name: Z. Madabane
• Email: [email protected]
• Telephone: not provided

Submission address:

69 Frere Road, Vincent, East London

Corner of Frere Road and Windsor Road

Use entrance at Windsor Road

5201

Service/delivery locations: Esplanade, Duncan Village, Mdantsane, Qonce, Dimbaza.

Submission method: hard copy in sealed envelope deposited in the quotation box at the BCMDA offices.

Address: 69 Frere Road, Vincent, East London (corner of Frere and Windsor, use Windsor entrance), 5201.

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

No emailed or faxed quotations accepted.

Quotations must be sealed and completed in full.

Use of Tippex or erasable ink invalidates the bid.

Quotations valid for 90 days after closing.

Returnable forms (all must be completed and signed):

• MBD 4 (Declaration of Interest): discloses relationships with state employees.
• MBD 6.1 (Preference Points Claim): claims B-BBEE and specific goals points.
• MBD 7.1 (Contract Form): offer and acceptance for goods/services.
• MBD 8 (Declaration of Bidder's Past SCM Practices): discloses restrictions, convictions, arrears.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion.
• Declaration of Bidder form.
• CSD registration summary report or CSD number.
• Proof of municipal accounts not in arrears (bidder and directors): statements, debt clearance certificate, or lease agreement with lessor confirmation.
• Proof of previous projects: at least 2 letters of reference/completion with aggregated value >= R350,000.
• CV of graphic designer with 3 years experience.
• Completed pricing schedule.
• Proposed delivery programme.
• Health and safety plan, risk assessments, method statements (where applicable).
• Proof of B-BBEE status level (for specific goals claims).

Failure to submit any required document may result in non-responsiveness.

Evaluation stages: compliance evaluation, mandatory requirements, then 80/20 preference point system.

Price: 80 points.

Specific goals: 20 points (B-BBEE Level One status: 10 points; enterprise located within BCMM municipal area: 1 point; enterprise owned by majority black women: 4 points; enterprise owned by majority black youth: 4 points; enterprise owned by majority disabled persons: 1 point).

Total points: 100.

Minimum qualifying score not specified.

BCMDA reserves the right not to accept the lowest or any tender.

Scope: supply, delivery and installation of 55 interpretive boards along tourism routes in Buffalo City.

Locations: Esplanade (5 outdoor boards), Duncan Village, Mdantsane, Qonce, Dimbaza (50 indoor boards).

Outdoor boards (Component 1):

• Quantity: 5
• Dimensions: 1400mm x 600mm
• Material: high grade aluminium with high vandal resistance, fibreglass, high pressure laminate board, full colour single sided Chromadek on 3.5mm Correx.
• Fixing: pop rivet to 22mm x 22mm square galvanized steel frame, fixed to 75mm diameter galvanized poles with bolts, nuts, washers. Supported by 2 x 75mm diameter x 2m galvanized steel poles. Concrete foundation: 600mm deep x 400mm hole.
• Must be weather-resistant, corrosion-resistant, UV protected, anti-graffiti.

Indoor boards (Component 2):

• Quantity: 50
• Size: A1 (594mm x 841mm)
• Material: 5mm Correx, full colour single sided UV print, using existing artwork.

Design requirements:

• Visually attractive, unique to Buffalo City, reflect local identity.
• Tourism-oriented, not advertising.
• Consistent family of designs.
• Use maps, icons, illustrations, high-quality graphics and photography.
• Clear and concise language, avoid excessive text.
• High contrast, large fonts, accessible for low-vision readers.
• Legible from intended viewing distance.

Content: provided by BCMDA; service provider to package, edit, proofread. BCMDA approves final wording.

Materials and durability: outdoor boards must be designed for long-term beach-side exposure. Specify substrate, face material, protective coating, UV protection, anti-graffiti, frame, fixings, support structure, foundation, corrosion protection, expected service life, maintenance.

Structural: must withstand wind loading, soil conditions, impact risk. Structural calculations by qualified professional if required.

Road safety: boards must not obstruct official signs, create visual distraction, hazard, obstruct sight lines, etc. For signs in road reserves, follow road authority requirements.

Municipal compliance: comply with BCMM outdoor advertising signage policy and by-laws.

Branding: incorporate BCMDA/BCMM and tourism branding; submit for approval.

Artwork: provide original layouts, maps, icons, illustrations, photographic treatment, route maps, attraction maps, infographics, print-ready artwork. Ensure legal right to use all intellectual property.

Prototype: produce prototype demonstrating construction, colour, typography, graphics, material, mounting, fixings, finishing, branding, weatherproofing. BCMDA must approve before bulk production.

Production: cutting, printing, finishing, framing, structural components, protective coating, fixing systems, support structures, foundations. No material substitutions without written approval.

Installation: transport, offloading, site preparation, excavation, foundations, assembly, mounting, levelling, alignment, fixing, site reinstatement, waste removal.

Traffic management: where installation near roads, provide temporary signage, cones, barriers, flag personnel, safe pedestrian routes, work-zone protection, night-time visibility, temporary lane controls. All costs included in tender price.

Quality control: system covering materials, printing, colours, dimensions, structural components, fixings, foundations, installation, content accuracy, finishing, alignment, visibility, safety. BCMDA may reject non-conforming boards; replacement at contractor's cost if defect attributable to service provider.

Warranty: minimum 18 months from practical completion, covering premature fading, delamination, peeling, structural failure, corrosion due to inadequate materials, defective fixings, production defects, installation defects.

Maintenance schedule: cleaning frequency, inspection frequency, graffiti removal, replacement of damaged components, repainting/recoating, graphic replacement, structural inspections.

Health and safety: comply with OHS legislation. Provide health and safety plan, risk assessments, method statements, appointment letters, competency certificates, PPE, safe-work procedures, traffic-management arrangements, emergency procedures. All installation personnel trained and competent.

Environmental: minimise impacts, avoid unnecessary vegetation removal, prevent pollution, properly dispose of waste, reinstate disturbed areas, prevent concrete contamination, avoid damage to environmentally sensitive areas.

Deliverables: inception report, site assessment report, design concepts, prototypes, production, installation, as-built drawings, maintenance manual, warranty certificates, photographic records, GPS inventory.

Project programme: 6 weeks total (inception 1 week, site assessment & concept/design 2-3 weeks, statutory & client approvals & prototype 3 weeks, manufacture & installation 4-6 weeks, final handover 6 weeks). Bidder to identify dependencies and distinguish activities within control from approval periods.

Intellectual property: all final artwork, designs, maps, layouts, photographs commissioned for project, content, and other project-specific IP developed and paid for by BCMDA must be supplied in editable and high-resolution formats (AI/EPS/SVG, PDF, high-res JPEG/PNG, editable text/content files, GIS files, original maps, photography licences/permissions).

Handover: project complete only when all approved boards manufactured and installed, snags addressed, sites reinstated, approvals obtained, maintenance info and warranty documentation submitted, final photographic records submitted, BCMDA conducts and accepts final inspection.

At least 2 letters of reference/completion for previous projects in supply, delivery and installation of branding material, with aggregated value of at least R350,000. Graphic designer with 3 years of experience must attach detailed CV.

Complete the pricing schedule with items for professional services, manufacture, and installation. Prices must include VAT. Identify exclusions, assumptions, provisional sums. Quotations valid for 90 days.

Pricing schedule must be completed with items and rates.

Items:

• Professional services: project inception (1), site assessment/route audit (1), map/illustration development (1), 3D visualisation (55), approval/application administration (1).
• Manufacture: small interpretive board (50), standard interpretive board (5), support structure (10), foundations (10), anti-graffiti coating (10), protective/UV coating (10).
• Installation: transportation (1), site preparation (1), excavation (1), installation (1).

Prices must include VAT where applicable.

Bidder must clearly identify exclusions, assumptions, and provisional sums.

Quotations valid for 90 days after closing.

Payment: within 30 days after receipt of invoice accompanied by proof of delivery (from MBD 7.1 Part II).

No bid security or performance guarantee mentioned.

CSD registration: must be registered on National Treasury's Central Supplier Database and submit summary report or CSD number.

Tax compliance: valid tax reference number and VAT registration number required (from MBD 4).

Municipal accounts: bidder and directors must not be in arrears for more than 3 months. Proof required: statements of municipal accounts showing age of debt, or debt clearance certificate from municipality stamped and signed, or lease agreement (signed by both lessor and lessee) supported by written confirmation from lessor that bidder is not in arrears.

B-BBEE: to claim specific goals points, submit:

• B-BBEE Level One status contributor: B-BBEE certificate confirming level one status (10 points).
• Enterprise located within BCMM municipal area: proof of municipal account as per tender conditions (1 point).
• Enterprise owned by majority black women: detailed CSD report or detailed B-BBEE certificate demonstrating black women ownership (4 points).
• Enterprise owned by majority black youth: detailed CSD report or detailed B-BBEE certificate demonstrating black youth ownership (4 points).
• Enterprise owned by majority disabled persons: proof from registered medical practitioner or SARS exemption (ITR-DD Form) or CSD detailed report (1 point).

Declaration of Interest (MBD 4): disclose if bidder or any director/trustee/shareholder is in service of the state, or has kinship with persons in service of the state involved in evaluation.

Declaration of Bidder's Past Supply Chain Management Practices (MBD 8): disclose if bidder or any director is listed on National Treasury's Database of Restricted Suppliers or Register for Tender Defaulters, convicted of fraud or corruption in past 5 years, had contract terminated by municipality/organ of state in past 5 years for failure to perform, or owes municipal rates and taxes in arrears for more than 3 months.

Certificate of Independent Bid Determination (MBD 9): certify no collusion.

MBD 7.1: Contract Form – Purchase of Goods/Works/Services.

Persons in service of the state are not allowed to bid.

Bidders must not be listed on restricted databases.

No fraud or corruption convictions in past 5 years.

No contract terminated for failure to perform in past 5 years.

Experience: at least 2 letters of reference/completion for previous projects in supply, delivery and installation of branding material, with aggregated value of at least R350,000. No purchase orders, invoices, or appointment letters accepted.

Graphic designer with 3 years of experience must attach detailed CV.

Minimise environmental impacts. Avoid unnecessary vegetation removal, prevent pollution, properly dispose of waste, reinstate disturbed areas, prevent concrete contamination, avoid damage to environmentally sensitive areas. Comply with relevant environmental requirements.

General conditions of contract apply. Warranty: minimum 18 months from practical completion covering defects. All project-specific intellectual property developed and paid for by BCMDA must be transferred in editable formats. Project completion requires final inspection acceptance by BCMDA.

Evaluation is based on compliance, mandatory requirements, and 80/20 preference point system. Price: 80 points. Specific goals: 20 points (B-BBEE Level One: 10, Enterprise located in BCMM: 1, Majority black women owned: 4, Majority black youth owned: 4, Majority disabled owned: 1). Total: 100 points.