Appointment of advertising agencie for a period of three years

Closing date: 25 September 2026 at 12h00. Compulsory briefing: 03 September 2026 at 10h00 at Dannhauser Municipality (New offices), 1 West Street, Dannhauser, 3080. Attendance is compulsory; failure to attend may lead to disqualification.

Technical enquiries: Mrs. N. Shangase, Director Corporate Services, email [email protected], tel 034 621 2291, at 1 West Street, Dannhauser, during working hours 07h30–16h00 (lunch 13h00–13h30), Monday to Friday. SCM enquiries: Mr. Joe Hlongwane, SCM Manager, email [email protected], tel 034 621 2291, at 1 West Street, Dannhauser, during working hours 07h30–16h00 (lunch 13h00–13h30), Monday to Friday. Documents available for download from www.dannhauser.gov.za or collection at Dannhauser Municipal Offices, 1 West Street, Dannhauser, 3080.

Quotations must be submitted on the business letterhead in a sealed envelope clearly marked with the tender number and description, deposited in the tender box at the security room of Dannhauser Municipal offices, 1 West Street, Dannhauser, 3080, by 25 September 2026 at 12h00. Late bids will not be accepted. Bidders must complete the tender register at the tender box stating the date and time of submission. Returnable forms and documents: MBD 3.1 (Pricing Schedule – firm prices, offer valid for 120 days), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), MBD 9 (Certificate of Independent Bid Determination), MBD 7 (Contract Form – to be signed by successful bidder), CIPC registration certificate, CSD registration, certified ID copies of all directors/members/shareholders (not older than 3 months), authority of signatory, company profile with details of directors and management, proof of municipal rates/utility bill, and tax compliance PIN or CSD number. All bids must be submitted on official forms, not re-typed.

Evaluation is in two stages. First, functionality (pre-qualification) out of 100 points: Experience in relevant/similar projects (30 points) – 5+ appointment and reference letters = 30, 3 to 5 = 25, 1 to 3 = 15. Financial viability (20 points) – audited signed annual financial statements not older than two years with sustainable cash and cash equivalents, plus stamped company bank statements for three months with sustainable closing balance. Project plan/methodology (30 points) – good methodology with clear strategy, milestones and timeframe = 30, acceptable = 15, poor = 8. Human resources (20 points) – two employees with marketing national diploma or equivalent and 5+ years post-qualification experience = 20, one employee with marketing diploma = 15, two employees with marketing certificates = 10, one or two employees with Matric and 10+ years experience = 5. Bidders must score at least 80% (80 points) on functionality to proceed to the next stage. Second stage applies the PPPFA 80/20 preference point system: price (80 points) and specific goals (20 points). Specific goals: >51% black-owned = 4, ≤51% = 2; >51% women-owned = 4, ≤51% = 2; >51% youth-owned = 4, ≤51% = 2; >51% disabled-owned = 4, ≤51% = 2; enterprise located in Dannhauser Area = 4, Amajuba District = 3, Kwa-Zulu Natal = 2, outside Kwa-Zulu Natal = 1. MBD 6.1 must be completed to claim specific goal points. The municipality reserves the right to withdraw, re-advertise, reject, or split the service among providers, and does not bind itself to the lowest tender or highest score.

The municipality requires a panel of advertising agencies to provide advertising, digital marketing and communication services across local, provincial and national newspapers, the Government Gazette, radio stations and television for a period of thirty-six (36) months. The service provider will book advertising space for municipal tenders, vacancy adverts, public notices, and marketing/promotion of municipal programmes and projects. The provider must quote on specified newspapers including Sunday Times, Government Gazette, Isolezwe, Ilanga, City Press, Mail & Guardian, Daily Sun, The Mercury, Sunday Tribune, The Witness, and others; local newspapers include Newcastle Advertiser, Northern Natal Courier, Amajuba Eyethu, Izwi Lomphakathi, Newcastle Express. Visual and audio media include local community radio, commercial radio, national and private television, and digital marketing. The provider is responsible for editing and grammar-checking advertisements before publication and for designing advertisements. Pricing must be submitted per column or per size/type of advert for newspapers, per time slot (15 min, 30 min, 1 hour, 2 hours) for radio (morning, lunch, afternoon, evening, weekends), and per station (SABC, ETV, SuperSport, 1KZN TV, Other) for television, all inclusive of VAT. The bidder must complete MBD 3 and stipulate rates or percentage on the original quote from the newspaper.

The service provider must define a clear and unambiguous strategy for executing the project, including milestones relevant to the scope and a timeframe. The provider is responsible for editing and checking grammar before sending advertisements to the newspaper company for publication, and for designing advertisements for marketing and communication.

Bidders must submit CVs of key personnel who will be directly involved in the contract, accompanied by copies of their qualifications. Points are allocated based on the number and qualifications of staff: two employees with a marketing national diploma or equivalent and more than five years post-qualification experience (20 points); one employee with a marketing diploma or equivalent and more than five years post-qualification experience (15 points); two employees with marketing certificates or equivalent and more than five years post-qualification experience (10 points); one or two employees with Matric certificates and more than ten years post-qualification experience (5 points). A company profile with details of directors and management must be submitted.

Pricing must be submitted on MBD 3.1 (Pricing Schedule – Firm Prices). The schedule requires handling fees for each newspaper per column or per size and type of advert (vacancy, bid/tender, erratum, public notice) for local, provincial and national newspapers. For radio, pricing per time slot (15 min, 30 min, 1 hour, 2 hours) for morning shows, lunch times, afternoon, evening, and weekends. For television, pricing per station (SABC, ETV, SuperSport, 1KZN TV, Other) for morning, lunch, afternoon, evening. All prices inclusive of VAT. The bidder must stipulate rates charged or percentage on the original quote from the newspaper. The offer must be valid for 120 days from closing date.

A non-refundable bid document fee of R500.00 is payable in cash at the cashier's office (07h30–15h00, lunch 13h00–13h30) or via EFT to ABSA, account holder Dannhauser Municipality, account no. 4108323641, branch code 632005. Pricing must be firm prices (MBD 3.1); non-firm prices subject to exchange rate variations will not be considered. The offer must remain valid for 120 days from the closing date. All delivery costs must be included in the bid price. Financial viability proof: audited signed annual financial statements not older than two years with sustainable cash and cash equivalents, and stamped company bank statements for three months with sustainable closing balance.

Mandatory requirements (non-compliance leads to rejection): CIPC registration certificate; Central Supplier Database (CSD) registration; certified ID copies of all directors/members/shareholders not older than 3 months; authority of signatory; company municipal utility bill matching CSD on rates proving no arrears for more than 3 months (or Proof of Residence from Ward Councillor and Affidavit, or signed lease agreement and municipal utility bill if renting); municipal rates and taxes not in arrears for more than 3 months on award – submit municipal rates account not older than 3 months; Tax Compliance Status on award – submit Tax PIN for verification; bidder must not be in the service of the state; bidder must not be listed on the Register for Tender Defaulters or Restricted Suppliers. Bidders must complete MBD 6.1 to claim preference points; MBD 4 (Declaration of Interest) and MBD 8 (Past SCM Practices) must be submitted. Foreign suppliers must complete the pre-award questionnaire in Part B:3. Each party in a consortium/JV/sub-contracting must submit separate TCS/CSD.

The 80/20 preference point system applies. Specific goals (total 20 points): More than 51% owned by black people = 4 points, less than 51% = 2; More than 51% owned by women = 4, less = 2; More than 51% owned by youth = 4, less = 2; More than 51% owned by disabled people = 4, less = 2; Enterprise located within Dannhauser Area = 4, Amajuba District = 3, Kwa-Zulu Natal = 2, outside Kwa-Zulu Natal = 1. Verification: certified ID copies, CSD report, shareholders certificate, medical certificate, proof of residence signed by ward councillor, or lease agreement. It is mandatory to complete MBD 6.1 to claim these points; failure to do so means points are not claimed.

The successful bidder will be required to sign a written contract form (MBD 7). The contract is for a period of thirty-six (36) months. The bid is subject to the Preferential Procurement Policy Framework Act, the Preferential Procurement Regulations 2022, the General Conditions of Contract (GCC), and any applicable special conditions. The municipality reserves the right to withdraw the invitation, re-advertise, reject any tender, or accept part of it, and may appoint a portion or split the service among providers. The municipality does not bind itself to accept the lowest tender or award to the highest scorer.

Mandatory requirements: CIPC registration certificate; Central Supplier Database (CSD) registration; certified ID copies of all directors/members/shareholders not older than 3 months; authority of signatory; company municipal utility bill matching CSD on rates proving no arrears for more than 3 months (or Proof of Residence from Ward Councillor and Affidavit, or signed lease agreement and municipal utility bill if renting); municipal rates and taxes not in arrears for more than 3 months on award – submit municipal rates account not older than 3 months; Tax Compliance Status on award – submit Tax PIN for verification; bidder must not be in the service of the state; bidder must not be listed on the Register for Tender Defaulters or Restricted Suppliers. Failure to comply with mandatory requirements results in the offer being considered non-responsive and rejected.

Functionality pre-qualification (100 points): Experience (30) – 5+ appointment/reference letters = 30, 3-5 = 25, 1-3 = 15; Financial viability (20) – audited annual financial statements not older than two years and three months stamped bank statements; Project plan/methodology (30) – good = 30, acceptable = 15, poor = 8; Human resources (20) – two employees with marketing national diploma and 5+ years experience = 20, one employee with marketing diploma = 15, two employees with marketing certificates = 10, one/two employees with Matric and 10+ years = 5. Bidders must score at least 80% to proceed to PPPFA evaluation (price 80, specific goals 20).