Land lease, design, supply, installation and management of a digital freestanding billboard (6m x 4m) – 12-Month contract

Compulsory briefing: 10 November 2026 at 10:00, at uMzimkhulu Municipality Makhosini Building, 247 Main Street, uMzimkhulu, 3297.

Document purchase start: 5 November 2026, 09:30-16:00.

Document purchase cut-off: 10 November 2026, 15 minutes before the briefing time.

Closing: 20 November 2026 at 12:00.

Technical enquiries:

• Contact: Mr. W. Mgcina
• Telephone: 039 259 5078
• Cell: 076 401 5728 (office hours 08:00-16:30)
• Email: [email protected]

SCM compliance enquiries:

• Contact: Mr. S Ndawonde
• Telephone: 039 259 5089
• Email: [email protected]

Submission address:

Tender box, reception area

169 Main Street

uMzimkhulu, 3297

Briefing venue:

uMzimkhulu Municipality Makhosini Building

247 Main Street

uMzimkhulu, 3297

Submission method: deposit the completed tender documentation into the municipal tender box at the reception area, 169 Main Street, uMzimkhulu, 3297.

Closing time: 12:00 on 20 November 2026.

Late, telegraphic, telex, telephone, electronic, facsimile or emailed tenders will not be accepted.

Tenders must be submitted only on the documentation supplied by the municipality.

Returnable documents (all mandatory; missing or invalid documents disqualify the bid):

• Proof of CSD registration (attach proof or provide the CSD registration number).
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the municipality.
• MBD 6.1 (Preference Points Claim): claims preference points under the 80/20 system.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares past SCM conduct.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, with no collusion.
• Certificate of Authority: signed by the Board of Directors on company letterhead, authorising the named signatory to bind the bidder; the tender must be signed by the authorised person.

Specific goals points will not be allocated if the required documents are not submitted or are invalid.

Evaluation uses the 80/20 preference point system: 80 points for price, 20 points for specific goals.

Price scoring formula: Ps = 80(1 + Pt/Pmax), where Pt is the tender price under consideration and Pmax is the price of the highest acceptable tender.

Functionality is evaluated in the second phase. Minimum threshold: 25 points or 50% overall, AND the bidder must score at least 50% in each functionality segment. Scoring below 50% in any segment makes the bid non-responsive.

Functionality criteria (total 50 points):

• Company relevant experience (max 20): 4 or more completed website development and maintenance projects, plus graphic design and branding projects (at least 4 of each in the last 10 years) = 20 points; 2-3 completed projects = 10 points. Attach traceable referral letters.
• Methodology (max 10): project methodology covering all aspects with adequate information and a time frame within four months = 10 points; limited information or a time frame longer than four months = 5 points. Must include a clear project budget aligned to tasks, implementation risks and risk management, monitoring/support/maintenance approach, and reporting mechanisms. Maximum 3 pages.
• Expertise (max 20): personnel qualifications and experience, with CVs and certified copies of certificates attached.
• Web design or software development: qualification with 5+ years experience = 10 points; 3-4 years = 5 points.
• Project management: Diploma/Degree/Certification with 5+ years experience = 10 points; 3-4 years = 5 points.
• Graphic design: qualification with 3-4 years experience = 5 points.

All team members named in the expertise section are compulsory.

Specific goals (20 points):

• RDP goals (max 10): 100% South African citizen ownership = 10 points; 50% ownership = 5 points; less than 50% = 2.5 points. Evidence: CIPC registration certificate or certified copy of directors' RSA ID documents, verified on the CSD portal.
• Promotion of business located within KZN (max 10): preferred address on CSD report plus certified utility bill for property rates and services, or an original letter from an Induna/Chief/Ward Councillor. Verified on the CSD portal.

Price validity: 180 days.

The municipality requires a proposal for the lease of municipal land, and the design, supply, installation and management of a digital freestanding billboard (6m x 4m) for a 12-month contract.

The service provider must have relevant experience in website development and maintenance, and graphic design and branding (at least 4 projects of each in the last 10 years).

The service provider must have personnel with qualifications and experience in web design/software development, project management, and graphic design.

The methodology must cover project implementation, risks and risk management, monitoring, support and maintenance, and reporting mechanisms, with a clear project budget aligned to tasks, and a time frame within four months.

The methodology must set out how the bidder will carry out the work, covering all aspects with adequate information and a time frame within four months. It must include a clear project budget aligned to tasks, project implementation risks and risk management, monitoring, support and maintenance approach, and reporting mechanisms. Maximum 3 pages.

Company experience: at least 4 completed website development and maintenance projects, and at least 4 graphic design and branding projects in the last 10 years (20 points); 2-3 completed projects (10 points). Attach traceable referral letters.

Personnel expertise (all team members compulsory):

• Web design or software development: qualification (Diploma/Degree in IT/Engineering or equivalent) with 5+ years experience = 10 points; 3-4 years = 5 points.
• Project management: Diploma/Degree/Certification with 5+ years experience = 10 points; 3-4 years = 5 points.
• Graphic design: qualification with 3-4 years experience = 5 points.

Attach CVs detailing work experience with certified copies of certificates.

No pricing schedule details are stated beyond the 80/20 price scoring formula and the 180-day price validity.

Tender documents cost R250 (non-refundable), payable in cash or by bank guaranteed cheque made out to uMzimkhulu Municipality.

No other financial requirements (bid security, guarantees, retention, payment terms) are stated in the document.

CSD registration is mandatory; attach proof or provide the CSD registration number.

Specific goals points require:

• Proof of South African citizen ownership: CIPC registration certificate or certified copy of directors' RSA ID documents (verified on CSD portal).
• Proof of business location within KZN: preferred address on CSD report plus certified utility bill for property rates and services, or an original letter from an Induna/Chief/Ward Councillor.

No B-BBEE level or CIDB grading is stated.

The contract is for a 12-month period. The municipality does not bind itself to accept the lowest bidder. The uMzimkhulu Municipality Supply Chain Management policy applies.

Functionality is evaluated in the second phase with a minimum threshold of 25 points or 50%, and the bidder must score at least 50% in each segment. The 80/20 preference point system applies: 80 points for price, 20 points for specific goals.