Design and placement of personnel recruitment advertisements for mossel bay municipality (3-Year contract)

Closing date: 20 November 2026 at 12:00

Contract period: 1 July 2027 to 30 June 2030

No compulsory briefing or site visit is specified.

Specification enquiries:

• Contact: Ms. Nadine de Wet
• Email: [email protected]
• Telephone: (044) 606-5108

Document completion enquiries:

• Contact: Ms. Nicole Saunders
• Email: [email protected]
• Telephone: (044) 606-5194

Tender document purchase (EFT details):

• Email: [email protected]

Submission address:

Tender Box, Entrance of Mossel Bay Town Hall, 101 Marsh Street, Mossel Bay

Submission method: sealed envelope placed in the tender box at the Entrance of the Mossel Bay Town Hall, 101 Marsh Street, Mossel Bay, by 12:00 on 20 November 2026.

Envelope must be endorsed with the tender number, title, and closing date.

Late, faxed, or emailed tenders will not be accepted.

Tenders must be submitted on the original documents, fully completed and signed in black ink by the authorised signatory.

Documents may not be retyped; unauthorised alterations will disqualify the bid.

The complete original tender document must be returned; omitted material pages may disqualify.

Section 5 Declaration must be completed and signed.

Returnable forms: MBD1 (Bid Requirements), MBD4 (Declaration of Interest), MBD5 (Declaration for Procurement Above R10 Million), MBD6.1 (Preference Points Claim), MBD8 (Past SCM Practices), MBD9 (Certificate of Independent Bid Determination), Authorised Signatory resolution, and Joint Venture agreement if applicable.

Pre-evaluation on functionality: relevant or similar experience (25 points) and references (15 points). Minimum functionality score: 32 out of 40.

Responsive bids evaluated on 80/20 or 90/10 preference points system.

Specific goals: maximum 20 points (80/20) or 10 points (90/10), split 50% for B-BBEE status level and 50% for locality.

Locality points: Western Cape 10 (80/20) or 5 (90/10); Mossel Bay municipal area 6 (80/20) or 3 (90/10); Garden Route District 4 (80/20) or 2 (90/10).

Experience points: 2-4 years = 15, >4-6 years = 20, >6 years = 25.

References: minimum 3 questionnaires, 5 points each, completed and signed by referees.

Bids scoring below 32 on functionality are non-responsive.

Scope: design and place personnel recruitment advertisements for Mossel Bay Municipality in provincial (Western Cape) and national newspapers.

Contract period: 3 years from 1 July 2027 to 30 June 2030.

Service provider must demonstrate recognised experience in planning, placement, and management of recruitment advertising in print and digital media.

Documentary proof of experience, which may include current membership of the Association for Communication and Advertising South Africa (ACA) or equivalent, must be submitted.

Translation services required; translations must be performed or quality-assured by a language practitioner accredited with the South African Translators' Institute (SATI) or equivalent.

Proof of the practitioner's current accreditation must be submitted with the tender.

Original tear sheets or clippings of each advertisement, with proof of publication date, must accompany invoices.

Proof of all advertisements must be submitted for sign-off to the designated municipal contact person 48 hours prior to placement.

The municipality will not pay for unapproved advertisements.

Service provider is responsible for own proofreading.

Written quotations must be submitted within 24 hours after receiving a draft advertisement.

No specific methodology or execution plan is required beyond the pricing schedule and functionality criteria.

Company (or JV) experience: maximum 25 points, awarded at sole discretion of Bid Evaluation Committee.

Relevant experience defined as direct participation in relevant/similar events or activities.

Experience points: 2-4 years = 15, >4-6 years = 20, >6 years = 25.

Documentary proof of experience in design and placement of personnel recruitment advertisements required.

References: maximum 15 points, minimum 3 questionnaires (Attachment A) completed and signed by referees.

5 points per positive and relevant questionnaire.

Reference questions: whether project is completed or in process (2 points), whether they would recommend the bidder (3 points).

For joint ventures, rating of leading partner will be used.

No points awarded if no information or questionnaires provided.

Service provider must ensure all translation services are performed or quality-assured by a language practitioner accredited with SATI or equivalent.

Proof of current accreditation must be submitted with the tender.

Original tear sheets or clippings of each advertisement, with proof of publication date, must accompany invoices.

Proof of all advertisements must be submitted for sign-off 48 hours prior to placement.

Service provider responsible for own proofreading.

Key performance indicators: supplied in terms of tender specifications, service quality rating, delivery timeframe.

Two pricing schedules: National Newspapers and Provincial Newspapers (Western Cape).

Rates required for various advertisement sizes (A4, 1 Col x 11 cm, 1 Col x 15 cm, 1 Col x 20 cm, 2 Col x 11 cm, 2 Col x 15 cm, 2 Col x 20 cm, 3 Col x 11 cm, 3 Col x 15 cm, 3 Col x 20 cm, 4 Col x 11 cm, 4 Col x 15 cm, 4 Col x 20 cm) for black & white and full colour.

Rates for each year of contract: Year 1 (1 July 2027 to 30 June 2028), Year 2 (1 July 2028 to 30 June 2029), Year 3 (1 July 2029 to 30 June 2030).

Estimated quantities per annum provided for evaluation purposes only.

Firm pricing only; prices inclusive of VAT, advertising, design, and translation costs.

Prices for years 2 and 3 must include annual escalations.

Bidders must tender for each line item; failure to do so results in non-responsiveness.

Tender evaluated on total contract amount (price per year multiplied by estimated quantities for 3 years).

Pricing: firm prices only; non-firm prices (including exchange rate variations) not accepted.

Prices must be inclusive of VAT, advertising, design, and translation costs.

Prices for years 2 and 3 must include annual escalations.

Two pricing schedules to be completed: one for National Newspapers, one for Provincial Newspapers (Western Cape).

Rates required for various advertisement sizes (A4, 1 Col x 11 cm, 1 Col x 15 cm, 1 Col x 20 cm, 2 Col x 11 cm, 2 Col x 15 cm, 2 Col x 20 cm, 3 Col x 11 cm, 3 Col x 15 cm, 3 Col x 20 cm, 4 Col x 11 cm, 4 Col x 15 cm, 4 Col x 20 cm) for black & white and full colour, for each year of the contract.

Estimated quantities per annum are provided for evaluation purposes only.

Bidders must tender for each line item; failure to do so results in non-responsiveness.

Tender evaluated on total contract amount (price per year multiplied by estimated quantities for 3 years).

Payment within 30 days after receipt of official invoice.

No bid security or performance guarantee specified.

CSD registration: mandatory; municipality reserves right not to award to unregistered bidders.

SARS Tax Compliance Status Pin: must accompany bid; for JV, each member must submit separately.

Letter of Good Standing from Compensation Commissioner: valid and relevant, must accompany bid; for JV, each member must submit separately.

Municipal rates and taxes: bidders and directors must not be in arrears for more than 3 months without a settlement arrangement; proof of municipal account or affidavits required.

CIDB registration: if applicable, must be active and not suspended, inactive, or deregistered on evaluation day.

B-BBEE: proof of status level required (sworn affidavit or valid certificate) to claim points.

Locality: proof required (municipal account, lease agreement, or sworn affidavit) to claim points; only fully operational business premises qualify.

Authorised signatory: resolution from Board of Directors, members, partners, or trustees authorising the representative to sign; not required for sole proprietors.

MBD forms: MBD1, MBD4, MBD5, MBD6.1, MBD8, MBD9 must be completed and signed.

Section 5 Declaration must be completed and signed.

No specific health and safety requirements are stated in the tender document.

Contract term: 3 years from 1 July 2027 to 30 June 2030.

General Conditions of Contract (GCC) apply; Special Conditions of Contract (SCC) prevail in conflict.

Successful bidder must sign the contract form in Section 6; additional Service Level Agreement may be required.

Subcontracting the whole contract is prohibited; partial subcontracting requires prior written consent.

Contract language is English.

Municipality may negotiate extension or expansion if additional funds become available.

Successful bidder liable for all duties and costs on legal documents, surety, guarantees, and retentions.

Incorrect information furnished may result in recovery of costs, losses, or damages.

Bids valid for 120 days after closing date.

Variation orders: changes up to 15% of contract value may be instructed; unit price reductions may be requested.

Delays: penalties calculated at current prime interest rate per day of delay.

Termination for default: written notice; supplier may be restricted from doing business with public sector for up to 10 years.

Supplier must not assign obligations without prior written consent.

Payment within 30 days after submission of invoice or claim.

Prices fixed; no variation except as authorised.

Warranty: 12 months after delivery or 18 months after shipment, whichever earlier (for goods).

Non- or poor performance dealt with per Section 43 of Mossel Bay Municipality's SCM Policy.

Proof of all advertisements must be submitted for sign-off to designated municipal contact person 48 hours prior to placement.

Municipality will not pay for unapproved advertisements.

Service provider responsible for own proofreading.

Written quotations must be submitted within 24 hours after receiving draft advertisement.

Non- or poor performance dealt with per Section 43 of Mossel Bay Municipality's SCM Policy.

Payment within 30 days after receipt of official invoice.

Key performance indicators: supplied in terms of tender specifications, service quality rating, delivery timeframe.