Supply of local government legislation packs for KZN municipal councillors (ZNT2075/2026LG)

Closing date: 05 October 2026 at 11:00. No briefing or site visit is stated.

Bidding procedure enquiries: Ms Sandisiwe Ndlovu, Tel 033 2608024, Fax 086 642 8873/033 342 8830, Email [email protected]. Technical enquiries: Ms Nondumiso Ngwenya, Unit Municipal Governance, Tel 0608824819, Email [email protected]. Correspondence address: The Head SCM Unit, Department Co-operative Governance and Traditional Affairs, Private Bag X9078, Pietermaritzburg, 3200.

Bids must be deposited in the tender box at the Department of Co-operative Governance and Traditional Affairs, Lift Area, 13th floor, North Tower, Natalia Building, Pietermaritzburg, before the closing time. Late bids will not be considered. Bids must be submitted on the official forms provided, not retyped; photocopies are allowed but must bear an original signature. Each bid must be in a separate sealed envelope marked with the bidder's name and address, the bid number and the closing date. Bids sent by post, telefax, telegraph or other electronic means will not be considered. Bids must not be included in packages containing samples. Alterations must be initialled; correcting fluid is prohibited. Every page must be initialled. Bids will be opened in public after closing. Returnable documents include: SBD 3 (Pricing Schedule), SBD 4 (Bidder's Disclosure), SBD 6.1 (Preference Points Claim), SBD 7 (Contract Form for successful bidder), Section C (Declaration that CSD information is correct), and proof of authority to sign (e.g. company resolution).

The 80/20 preference point system applies. Maximum points: Price 80, Specific Goals 20, total 100. Specific goals: 51% or more owned by people with disabilities (10 points), 51% or more black ownership by people who are youth (10 points). Only bids meeting the eligibility criteria will be evaluated against price and preference. The Bid Evaluation Committee will assess whether all required information was submitted, whether the bidder supplied references or stated experience, the financial standing and ability to render the service, documented past bad performance, attendance of site inspection/briefing, and ability to execute the contract. In case of equal total points, the bid with the highest preference points for specific goals wins; if still equal, the winner is drawn by lots.

The Department requires the provision, supply, maintenance and updating of Local Government Legislation Packs for distribution to councilors elected in the 2026 Local Government Elections. Scope: supply 2500 boxsets of legislation packs, each containing 17 booklets of specified Acts and regulations, to designated elected municipal councilors. The packs must be current, consolidated, accessible, incorporate amendments, and be accurate, complete and properly referenced. The service includes legislative/legal research, legal or legislative publishing, editorial quality assurance, legislative updating and customer/client support. Bidders must identify personnel responsible for implementation and provide CVs, qualifications and relevant experience.

Bidders must demonstrate experience in legal information, legislative publications, legislation databases, legislative research services, legal publishing or substantially similar services, preferably including services delivered to local government, municipalities, councilors, government departments, public entities or other public sector institutions. Evidence required: experience in providing legislative or legal information services; experience in compiling, publishing, maintaining or updating legislation; experience servicing government departments, municipalities, public entities, legal institutions or comparable organizations; and successful completion or ongoing implementation of similar contracts. Reference letters or appointment letters must be provided where required. Key personnel: the proposed team must include personnel with appropriate experience in legislative/legal research, legal or legislative publishing, editorial quality assurance, legislative updating and customer/client support. CVs, qualifications and relevant experience must be provided. Company experience: details of relevant projects completed or currently being implemented, including name of client, description of services, contract period, scope of services, contact person and contact details, and reference letter where stipulated. Experience will be evaluated based on relevance to the required service, not merely on the number of years the company has existed.

The bidder must provide an efficient and effective service. The bidder must submit proof of capacity to execute the contract, including references or stated experience. References of past experience of owners/employees of new entities must accompany the bid. Documented reports of past bad performance may be taken into consideration. The bidder must be able to successfully execute the contract.

Pricing page – firm prices (services). Total bid price (all applicable taxes included) must be stated in words and figures. Only firm prices accepted; non-firm prices (including prices subject to rate of exchange variations) will not be considered. Validity period 120 days from close of bid. Contract period 24 months. Bid prices must be inclusive of VAT.

Bidders must be registered on the Central Supplier Database (CSD) at the time of submitting the bid; non-registration disqualifies. Each party to a joint venture/consortium must be registered on CSD and submit a separate tax compliance status (TCS) PIN or CSD number. Bidders must submit their SARS TCS PIN or a printed TCS certificate; where no TCS PIN is available, a CSD number must be provided. Bids from persons in the service of the state, or companies/close corporations with directors/members in the service of the state, will not be considered. Bidders must complete and sign SBD 4 (Bidder's Disclosure) and SBD 6.1 (Preference Points Claim). A declaration that information on the CSD is correct and up to date is required. Proof of authority to sign (e.g. company resolution) must be submitted.

Contract period: once off from date of signing the official contract. The Department may terminate the contract if the contractor fails to fulfil obligations. Curtailment of service: the Department may withdraw any part of the contract with one month's written notice, and the contract sum will be adjusted pro rata. Amendments to the contract must be in writing and signed by both parties, subject to Legal Services screening. The bid is subject to Treasury Regulations 16A, the PFMA, National Treasury General Conditions of Contract, KZN Supply Chain Management Policy Framework, Provincial Treasury Practice Notes and KZN Conditions of Contract. Withdrawal of a bid within the validity period or failure to fulfil the contract may result in liability for additional expenses. Acceptance of a bid may be communicated by registered post. The law of the Republic of South Africa governs the contract. The bidder accepts responsibility for proper execution and fulfilment of obligations. Unsatisfactory performance: the Department will warn the contractor by registered mail, and if performance does not improve within a specified reasonable time (minimum 7 days), the Department may take action or recommend cancellation. The Department may retain payment for as long as unsatisfactory service continues.

Special conditions: Contract period once off from date of signing official contract. Department reserves right to terminate if contractor fails obligations. Curtailment of service: Department may withdraw any part with one month's written notice, contract sum adjusted pro rata. Bidders must provide particulars about headquarters, regional office, bankers, and partners. References of similar completed agreements must accompany bid. Confidentiality agreements may be required. Joint ventures must submit certified copy of joint venture agreement specifying percentage of contract for each member. Validity period 120 days from close of bid. Bid prices inclusive of VAT. Bidders must be registered on Central Supplier Database.

Eligibility criteria: Bidders must demonstrate business activities in legal publishing, legislative publishing, legislative information services, legal information databases, legislative research services, legal content management and updating services, or other substantially similar services. Must provide reference letters from clients and evidence of at least three successfully completed projects or contracts of a similar nature within the last five years, and/or current contracts involving legislative publications, legal information services, legal databases or government legislation products. Failure to comply with eligibility requirements results in disqualification.

The applicable preference point system for this tender is the 80/20 system. Maximum points: Price 80, Specific Goals 20, total 100. Specific goals: 51% or more owned by people with disabilities (10 points), 51% or more black ownership by people who are youth (10 points). Only bids meeting eligibility criteria shall be evaluated against price and preference.