Supply and delivery of branded marketing materials for city of mbombela

Supply and delivery of destination promotional and marketing materials for City of Mbombela. The LED and Tourism Section is mandated to promote and market the City of Mbombela as a preferred destination. The procurement of promotional and marketing materials will support the Section in fulfilling this mandate by enhancing the City's visibility and promoting its tourism offerings. The promotional and marketing materials will be utilised and distributed at exhibitions, trade shows, tourism events, and other relevant promotional activities.

Closing date: not explicitly stated in the provided text. Period of validity: 120 days from closing date. Offer valid for 30 days from closing date. Delivery: once-off delivery within 20 days after appointment. No briefing session shall be conducted for this tender.

No briefing session shall be conducted for this tender.

Procurement enquiries: Christopher Nkambule, Supply Chain Management, Tel: 013 759 2358, Email: [email protected]. Technical enquiries: Phumla Shongwe, City Planning and Development, Tel: 013 759 9077, Email: [email protected]. Employer: City Manager Mr W. Khumalo, City of Mbombela, PO Box 45, Mbombela, 1200.

Tender must be on the official form, completed in black ink, with no alterations unless dated and signed. Bids not properly signed will be rejected. MBD 1 is the form of offer and must be completed in full. A sample for Item No. 5 of the Bill of Quantities (BOQ) must be submitted to 1 Nel Street, Mbombela Civic Centre, First Floor, Office No. 124, on or before the closing date, labelled with the bidder's name, contact person, and contract number; failure to submit the sample renders the bid non-responsive. Certified copies must not be older than three months; copies of certified copies will not be accepted. A full Central Supplier Database (CSD) registration report not older than 30 days from the closing date must be submitted; summary reports will not be accepted. Colour photographs of all materials listed in the BOQ must be attached. Failure to comply with mandatory requirements results in disqualification.

Returnable documents checklist: Company Registration Certificate; Company Profile; certified copies of documents (ID, qualifications, licenses, etc.); full CSD report (not older than 30 days); valid Tax Compliance Status; certified B-BBEE certificate or sworn affidavit; JV/consortium agreement (if applicable); separate returnable documents for each JV/consortium party; latest municipal rates and taxes certificates for business and all directors, or proof of residence from tribal authority, or lease agreement with lessor's rates statement; public liability insurance (if applicable); audited or independently reviewed financial statements for three consecutive years (if applicable); COIDA certificate/letter of good standing (if applicable).

Preferential point system: 80 points for price and 20 points for specific targeted goals, in terms of the Preferential Procurement Policy Framework Act and Preferential Procurement Regulations 2022. B-BBEE points claimed via MBD 6.1. Specific goals: 15 points for enterprises owned by historically disadvantaged persons (5 points for 100% black owned, 5 points for at least 30% woman owned, 2.5 points for at least 30% youth owned, 2.5 points for at least 30% people living with disability owned); 5 points for EME located within the City of Mbombela. Bidders must submit a certified B-BBEE certificate or sworn affidavit (for EMEs/QSEs) to claim points. The City will not be bound to accept the lowest or any tender and reserves the right to cancel the tender. Bids not complying with mandatory requirements will be regarded as non-responsive and rejected.

Supply and delivery of destination promotional and marketing materials for City of Mbombela. Items: Item 1: Black branded pens with City of Mbombela logo, qty 250; Item 2: Silver key-holders with bottle opener branded, qty 150; Item 3: Black 2200mAh power bank travel kit branded, qty 100; Item 4: Black 16gb memory stick branded, qty 100; Item 5: Navy 135 gsm2, 100% Cotton Long Sleeve Shirt branded (20 female cut, 30 male cut), qty 50; Item 6: Black A5 Notebooks branded, qty 100; Item 7: Black Package Shopper Bags with logo (30cmx40cmx10cm), qty 100. A sample for Item No. 5 must be submitted as per special conditions. Colour photographs of all materials listed in the BOQ must be attached.

4.2. Municipal rates and taxes requirements (Bidding Entity)

• The bidder must submit a valid and current municipal rates and taxes statement for

the business premises issued by the relevant local authority.

• Where the business operates in an area under the jurisdiction of a recognised

traditional authority, the bidder may submit proof of residence issued by the relevant

tribal authority.

• Where the business premises are leased, the bidder must submit a valid lease

agreement together with the lessor's current municipal rates and taxes statement for

the leased premises.

• The physical business address reflected on the Central Supplier Database (CSD)

must correspond with the address reflected on the company's registration documents.

• The Municipality reserves the right to verify the municipal rates and taxes information

against the details reflected on the CSD and the company's registration documents.

• It remains the responsibility of the bidder to ensure that the company's municipal

rates and taxes account is fully paid and not in arrears.

4.3. Director(s) Municipal Compliance

• The bidder must submit valid and current municipal rates and taxes statements for

each active director, including directors of consortium or joint venture partners, for the

residential addresses reflected on the company's CIPC registration documents.

• Where a director resides in an area under the jurisdiction of a recognised traditional

authority, proof of residence issued by the relevant tribal authority may be submitted.

• Where a director occupies leased residential premises, the bidder must submit a valid

lease agreement together with the lessor's current municipal rates and taxes

statement for the leased property.

• The residential address reflected on the municipal rates and taxes statement, proof of

residence, or lease agreement must correspond with the residential address of the

respective director as recorded on the company's CIPC registration documents.

• The Municipality reserves the right to verify the municipal rates and taxes compliance

of each director using the director's identity number and the residential address

reflected on the CIPC registration documents.

• It remains the responsibility of the bidder to ensure that the municipal rates and taxes

obligations of all active directors, consortium or joint venture partners, and, where

applicable, the lessor, are fully settled and not in arrears.

4.4. General note

• For all key personnel whose CV is submitted, certified copies of qualifications and

certified copies of identity documents must be submitted with the bid (if applicable).

• Certified copies must not be older than three (3) months to be considered valid.
• Copies of certified copies will not be accepted; only certified copies of original

documents shall be recognised.

• Failure to comply with the above requirements will result in immediate disqualification.

section 14 of the Companies Act registration document in

line with the applicable

b) A Certificate issued by CIPRO in line with section 2 legislation?

of the Close Corporation Act

NB: The registration of Close Corporations (CCs) was

replaced by introduction of the New Companies Act which

came to effect in April 2011. CCs to be recognized as valid

registration certificate will be up to 2010.

2. Company Profile a) A Company Profile is a professional introduction of Has the bidder attached N/A

your Business that aims to inform Clients about its a company profile and its

purpose, vision, trustworthiness, products and experience is relevant to

services, and experience of your Company. It is add value on this

basically a “CV for your Business/Company” project?

3. Certification of documents to be a) The certification of documents must be done by a Has the bidder certified YES

submitted together with the tender commissioner of oath as prescribed in the Justices all documents to be

document. of the Peace and Commissioners of Oaths Act 16 certified as per special

of 1963 and its Regulations. conditions of bid?

b) Acceptable certified copies are copies originally Check validity on the

qualifications, Licenses and Lawyers or notary public (who are members of a commissioner of oaths

certificates, accreditation by recognised professional body), Actuaries or stamp is compliant as

professional bodies, proof of accountants (who are members of a recognised per example copied from

ownership document, appointment professional body), Members of the judiciary, the Regulations.

letters, completion certificates, etc. Directors, managers or company secretaries of a

banks or regulated financial services business.

c) Commissioner of Oaths stamps can be purchased

at Stationary shops, but it can be custom made

following the below example:

is required for an audit to be conducted. inconsistent declaration

may lead to immediate

disqualification.

13. Recent annual financial statement a) Applicable to private companies with a public Has the bidders N/A

(AFS) for three consecutive years interest score of less than 100. furnished MBD 5 as

(unaudited AFS). mandatory?

NB: if a company provides any b) If, with respect to a particular company, every Has the bidder attached

financial statements in terms of person who is a holder of, or has a beneficial the relevant AFS as

section 29 of the Companies Act, interest in, any securities issued by that company is required by law in line

such statements must comply with with his/her declaration also a director of the company, that company is

the provision of the Act. on MBD 5? exempt from the requirements in this section to

have its annual financial statements audited or

independently reviewed.

NB: An independent review will suffice if the company has

opted to have its financial statement audited or is required

by its Memorandum of Incorporation (MOI) to do so.

14. Functionality / Quality for evaluation a) Functionality test refers to evaluation of bidders on Has the bidder met the N/A

of complex projects various aspects of the contract to establish if the minimum threshold on

bidders has the capabilities to execute the contract functionality in order to

qualify for further or not. The various aspect may include but not

evaluation on price and limited to: track record and experience on similar

B-BBEE? projects, human resource and their individual

Invitation to Bid................................................................................. 3 – 5

Special Conditions........................................................................ .... 6 – 9

Notes / Checklist for mandatory returnable document ............................... 10 – 18

Specifications and pricing schedule ...................................................... 19

Pricing Schedule – Firm Prices............................................................. 20

Declaration of interest......................................................................... 21 – 23

the bidder (business) or any of its directors to the municipality, or to any other municipality or

municipal entity, are in arrears for more than three months. Similarly, none submission of

proof of valid and up-to-date rates and taxes statement will render the submission nonresponsive.

• A valid Tax Compliance Status (TCS) Pin.
• Proof of company registration.
• Certified copies of the Business Director(s)’ identity documents.
• A full Central Supplier Database (CSD) registration report not older than 30 days from

the closing date. Summary reports will not be accepted.

• Colour photographs of all materials listed in the Bill of Quantities (BOQ) must be

attached. Failure to comply with this requirement or to supply all items listed in the

Prospective bidders are required to submit a sample for Item No. 5 of the Bill of Quantities

(BOQ), in strict accordance with the specifications provided on of the tender

document.

involved, each party must submit JV/Consortium, have the

separate required returnable parties involved attached

documents. all individual required

documents as per

special condition of bid?

9. Latest municipal rates and taxes a) If the business is operated and its director(s) are Has the bidder attached YES

certificates from relevant local residing within a municipal area, bidders are latest municipal rates

authority for the business and all expected to attach latest municipal rate and taxes and taxes from relevant

business directors certificates for the business and ALL its directors. local authority for the

company / business and

OR b) If the business is operated and its director(s) are all company directors /

residing within a tribal authority. Bidders are

Proof of resident from tribal authority owners? expected to attach proof of resident for the

for the business and all business business and ALL its directors. In case of lease, has the

directors bidders attached lease

c) If the business directors are leasing a facility for

OR agreements and lessor’s residential purposes, they are required to attach proof of res from a tribal

Lease agreement with the Lessor’s individual lease agreement with lessor’s latest authority or latest

latest municipal rates and taxes municipal rates and taxes for a facility is within a municipal rates and

certificates from relevant local Municipal boundary and if the business is renting taxes certificate?

authority. office / business facility, the bidders are required to

attach lease agreement for the business with Is the account not in

NB: All accounts owing any lessor’s latest municipal rates and taxes for a areas for more than 90

municipality for more than 90 days facility within a municipal boundary. If the facility days (3 months)?

will be disqualified as prescribed on leased is in a rural area, lease agreement will be

the MSCM Regulations. accompanied with the lessor’s proof of residential

from a tribal authority.

NB: Domicilium citandi at executandi: Domicilium citandi et

executandi is a Latin legal term meaning the address

nominated by a bidder in a legal contract where legal notices

may be sent.

ensure that all physical addresses reflected either on the

company registration document and CSD are not owing any

municipal rates and taxes for more than three months

including the Lessor’s municipal account in case of lease.

Pricing schedule – firm prices

(Purchases)

Note: only firm prices will be accepted, non-firm prices (including

Prices subject to rates of exchange variations) will not be

agreement:

(i) Bidding documents, viz

• Invitation to bid;
• Tax clearance certificate;
• Pricing schedule(s);
• Technical Specification(s);
• Preference claims for Broad Based Black Economic Empowerment Status

Prices firm, inclusive of VAT, in ZAR. Total bid price must be reflected on MBD 1. All delivery costs included in bid price. Penalties of 5% of total bid price per day for late delivery. No non-firm prices accepted, including prices subject to rates of exchange variations.

Compulsory documentation: valid Tax Compliance Status (TCS) Pin; proof of company registration; certified copies of Business Director(s)' identity documents; full CSD registration report not older than 30 days from closing date; colour photographs of all BOQ items. Municipal rates and taxes requirements: valid current municipal rates and taxes statements for the business and all directors, or proof of residence from tribal authority, or lease agreement with lessor's rates statement; addresses must correspond with CSD and CIPC registration. Certified copies must not be older than three months; copies of certified copies not accepted. Failure to comply results in disqualification. Bids rejected if municipal rates and taxes in arrears for more than three months. Bids rejected if bidder or directors listed on Register of Bid Defaulters. For JV/consortium, each party must submit separate required returnable documents. For key personnel, certified copies of qualifications and ID documents must be submitted. Recent annual financial statements for three consecutive years (unaudited AFS) if applicable. Public liability insurance and COIDA certificate if applicable.

Po Box 45; Mbombela; 1200

NB: The results of this bid will be published on council website as prescribed on the MFMA sec

75 (1) (g) and SCM regulations, sec. 23 (c)

document, except to comply with instructions issued by the employer. The tender document

must be furnished with non-erasable black ink and all corrections made by the service

provider should be dated and signed by the authorised signatory. Erasures and the use of

masking fluid, tippex, pencil or erasable ink are prohibited and failure to adhere to this

condition will render your submission non responsive.

7. Black Package Shopper Bags 100

with the City of Mbombela logo

(30cmx40cmx10cm) R R

Withdrawal of tender: if successful tenderer fails to execute service, Municipality may cancel contract summarily and bidder liable for additional expenses. Cession/assignment: neither party may cede or assign contract without written permission. Period of validity: 120 days from closing date. No cession or assignment without written permission. Contract based on once-off delivery within 20 days after appointment, penalties of 5% of total bid price per day for late delivery.

Special conditions: tender must be on official form, completed in black ink, no alterations unless dated and signed; bids not properly signed will be rejected; bids rejected if municipal rates and taxes in arrears for more than three months; bids rejected if bidder or directors listed on Register of Bid Defaulters; MBD 1 is form of offer and must be completed in full; sample for Item No. 5 of BOQ must be submitted to 1 Nel Street, Mbombela Civic Centre, First Floor, Office No. 124, on or before closing date, labelled with bidder name, contact person, contract number; failure to submit sample renders bid non-responsive; contract based on once-off delivery within 20 days after appointment, penalties of 5% of total bid price per day for late delivery; period of validity 120 days; no cession or assignment without written permission; prices firm, inclusive of VAT, in ZAR.

Compulsory documentation: valid Tax Compliance Status (TCS) Pin; proof of company registration; certified copies of Business Director(s)' identity documents; full Central Supplier Database (CSD) registration report not older than 30 days from closing date (summary reports not accepted); colour photographs of all materials listed in the Bill of Quantities (BOQ). Municipal rates and taxes requirements for bidding entity and directors: valid current municipal rates and taxes statements, or proof of residence from tribal authority, or lease agreement with lessor's rates statement; addresses must correspond with CSD and CIPC registration. Certified copies must not be older than three months; copies of certified copies not accepted. Failure to comply results in disqualification.

at Bid Evaluation Committee (BEC) & Bid Adjudication Committee (BAC) are aligned as envisaged by the Bid Specification Committee (BSC).

8. In bids where Consortia / Joint a) This will not be applicable to functionality and B- If the tendering entity / YES

E points claim form in terms of the preferential

This preference form must form part of all tenders invited. It contains general information

and serves as a claim form for preference points for specific goals.

1.1 The following preference point systems are applicable to invitations to tender

the 80/20 system for requirements with a Rand value of up to R50 000 000 (all

the 90/10 system for requirements with a Rand value above R50 000 000 (all

a) The applicable preference point system for this tender is the 80/20 preference

1.3 Points for this tender (even in the case of a tender for income-generating contracts)

(b) Specific Goals.

The maximum points for this tender are allocated as follows

Specific goals 20

Total points for Price and SPECIFIC GOALS 100

this tender to claim points for specific goals with the tender, will be interpreted to

mean that preference points for specific goals are not claimed.

preferences, in any manner required by the organ of state.

Preference Points Claim Form in terms of the

PPPFA: Preferential Point System ........................................................ 40

In order to qualify for preference points for b-bbee]

14. Functionality / Quality for evaluation a) Functionality test refers to evaluation of bidders on Has the bidder met the N/A

bidders has the capabilities to execute the contract functionality in order to

evaluation on price and limited to: track record and experience on similar

scored in line with the

technology, etc. evaluation criteria set on