Supply and delivery of hiv and aids promotional materials — umzimkhulu local municipality (re-advertised)

Briefing

• Status: Non-compulsory.
• Date and time: 27 October 2026 at 14:00.
• Venue: uMzimkhulu Municipality, Makhosini Building Boardroom, 247 Mzimkhulu Mlonyana Street, uMzimkhulu, 3297.

Technical enquiries

• Name: Ms. Z. Mgingqizana
• Role: Technical enquiries
• Telephone: 039 259 5072
• Email: [email protected]

SCM compliance enquiries

• Name: Mr. S. Ndawonde
• Role: SCM compliance enquiries
• Telephone: 039 259 5089
• Email: [email protected]

Municipal office

• Email: [email protected]
• Telephone: (039) 259 5000/5300
• Fax: (039) 259 0427
• Address: 169 Main Street
• Private Bag: 53
• City and postal code: uMzimkhulu, 3297

Submission address

• Tender box, reception area
• 169 Main Street
• uMzimkhulu, 3297

Submission method

• Method: Deposit the completed quotation in the municipal tender box. Electronic, facsimile, telegraphic, telex and telephone submissions are rejected, as are late submissions.
• Submission address: Tender box, uMzimkhulu Local Municipality, 169 Main Street, uMzimkhulu, 3297, reception area.
• Closing: 30 October 2026 at 12:00.
• Format: Use only the municipality's quotation documentation. The quotation must be on the company's letterhead and include a detailed response against the required scope.
• Signature: An authorised representative must sign the quotation.

Mandatory returnables

• CSD registration: Attach proof of registration or provide the CSD registration number.
• MBD 4 (Declaration of Interest): records links between the bidder's directors, shareholders or other controlling interests and the state or procuring institution.
• MBD 6.1 (Preference Points Claim): supports the bidder's preference-point claim.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): records previous supply-chain management practice declarations.
• MBD 9 (Certificate of Independent Bid Determination): confirms independent pricing without collusion or competitor price disclosure.
• Certificate of Authority: A board-issued authority on company letterhead, signed and dated, must authorise the signatory to bind the bidder to the quotation and any resulting contract.

Disqualification and point loss

• Missing or invalid mandatory returnables render the tenderer liable to disqualification.
• Where supporting documents for specific goals are absent, those points are not allocated.

Mandatory returnables

• CSD registration: Proof of registration or the CSD registration number.
• MBD 4 (Declaration of Interest): records bidder interests and links to the state or institution.
• MBD 6.1 (Preference Points Claim): supports the preference-point claim.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): records past supply-chain management practice declarations.
• MBD 9 (Certificate of Independent Bid Determination): confirms independent pricing without collusion.
• Certificate of Authority: Board-issued authority on company letterhead, signed and dated, authorising the quotation signatory.

Submission conditions

• Use the municipality's quotation documentation and obtain the authorised signature.
• Deposit the completed quotation in the tender box at 169 Main Street, uMzimkhulu, 3297, reception area, by 12:00 on 30 October 2026.
• Telegraphic, telex, telephone, electronic, facsimile and late submissions are rejected.

Framework

• Preference-point system: 80/20 under uMzimkhulu Local Municipality's SCM policy.
• Price: 80 points.
• Specific goals: 20 points.
• Process: Functionality is considered, and the notice identifies a second evaluation phase.
• Award: The Council is not obliged to accept the lowest quotation.

Specific-goal scoring

• RDP ownership, 100% South African citizen-owned: 10 points; provide a CIPC registration certificate.
• RDP ownership, 50% South African citizen-owned: maximum 5 points.
• RDP ownership, less than 50% South African citizen-owned: 2.5 points.
• Ownership evidence for the 50% and lower categories: a detailed CSD report checked by the municipality, or certified copies of the directors' RSA identity documents.
• Promotion of business, 10 points: the preferred CSD address must be in KwaZulu-Natal and be supported by a certified utility bill for property rates and services; alternatively, use the preferred CSD address with an original letter from the Induna, Chief or ward councillor. The municipality verifies the address on CSD.
• Total: 20 specific-goal points.

Scope

• Provision and delivery of HIV and AIDS promotional materials for uMzimkhulu Local Municipality.
• Supplier profile: Reputable and experienced service providers.
• Response detail: The quotation must follow the municipal specification and include a detailed description of the proposed supply on company letterhead.

Provider profile

• Service providers are expected to be reputable and experienced.

Pricing basis

• Quote in accordance with the municipal specification, on company letterhead, with a detailed scope response.
• Price validity: 180 days.

Pricing

• Format: Quote according to the municipal specification, on company letterhead, with a detailed scope response.
• Price validity: 180 days.
• Quotation-document cost: R100 per document, non-refundable.
• Payment for document purchase: Bank-guaranteed cheque payable to uMzimkhulu Municipality.

Compulsory registration

• CSD: The bidder must be registered and must attach proof of registration or state the registration number.

Mandatory forms and authority

• MBD 4 (Declaration of Interest): records links between the bidder's directors, shareholders or controlling interests and the state or procuring institution.
• MBD 6.1 (Preference Points Claim): supports the preference-point claim.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): records past supply-chain management practice declarations.
• MBD 9 (Certificate of Independent Bid Determination): confirms independent pricing without collusion or competitor price disclosure.
• Certificate of Authority: Must be issued by the Board of Directors, placed on company letterhead, signed and dated, and must authorise the quotation signatory.

Specific-goal evidence

• 100% South African citizen ownership: CIPC registration certificate.
• Other ownership claims: Detailed CSD report verification or certified copies of the directors' RSA identity documents.
• KZN preferred-address claim: CSD preferred address plus a certified utility bill for property rates and services, or an original letter from the Induna, Chief or ward councillor.

Consequences

• Missing or invalid compulsory returnables: disqualification.
• Missing specific-goal evidence: no allocation of the affected points.

Specific goals and supporting evidence

• Maximum points: 20.
• 100% South African citizen ownership: 10 points with a CIPC registration certificate.
• 50% South African citizen ownership: maximum 5 points, supported through detailed CSD report verification or certified copies of the directors' RSA identity documents.
• Less than 50% South African citizen ownership: 2.5 points with the same ownership-verification options and municipal CSD checks.
• Promotion of business: 10 points for a preferred CSD address within KwaZulu-Natal, supported by a certified property-rates and services utility bill, or by the preferred address and an original letter from the Induna, Chief or ward councillor.

Quotation-document purchase conditions

• Price: R100 per document, non-refundable.
• Payment: Bank-guaranteed cheque payable to uMzimkhulu Municipality.
• Collection point: Cashier, 169 Main Street, uMzimkhulu, 3297.
• Collection period: From 23 October 2026, during 09:30-16:00 working hours.
• Purchase deadline: 27 October 2026 at 13:45.

CSD registration

• Registration is compulsory; attach proof or provide the CSD registration number.

Consequences

• Missing or invalid mandatory documents render the tenderer liable to disqualification.
• Failure to provide required specific-goal evidence results in no allocation of the affected points.

Evaluation framework

• Preference-point system: 80/20.
• Price score: 80 points.
• Specific-goal score: 20 points.
• Process: Functionality is considered, a second evaluation phase is specified, and the municipal SCM policy applies.