Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Documents available on tender detail page
Tender Type
Request for Bid(Open-Tender)
Delivery Location
35 Wolmarans Street - Potchefstroom - Potchefstroom - 2531
Organization Type
GOVERNMENT
Published
14 Sept 2026
OCDS Reference
ocds-9t57fa-170247
This tender from jb marks local municipality covers the provision of mail processing services, including the folding, perforating, sealing and sorting of a4 statements into self-mailers, and the delivery of these mailers to the SA post office or municipal office. The contract is a rates-based contract with fixed pricing for one year; non-firm prices will not be accepted. Bidders must have the ability to interpret the council's billing data, sort data for mailing or return, isolate accounts with rand values below a threshold, and manage stationery stock and artwork changes. The solution must reduce human intervention, ensure quality processes and maintain data integrity. NO municipal equipment will be made available. Bids are evaluated under the 80/20 preference point system, with functionality assessed first out of 20 points based on the number of similar contracts completed; bidders must score at least 10 points (50%) to proceed. The tender requires submission on official forms, with all pages initialled, and bidders must be tax compliant, not in arrears with municipal rates and taxes for more than three months, and not in the service of the state. Specific goals points are allocated under the 80/20 system, and bidders must provide proof for claimed goals.
Bidders must have completed at least 2 similar contracts to earn functionality points; up to 2 contracts = 6 points, 3 contracts = 12 points, 4 contracts = 16 points, 5 or more = 20 points, and a minimum of 10 points (50%) is required for the financial proposal to be considered.
Pricing must be firm for a period of 1 year; non-firm prices (including those subject to exchange rate variations) will not be accepted, and the contract is a rates-based contract with estimated quantities for evaluation only.
Bidders must provide mail processing services that include folding, perforating and sealing each A4 statement into a self-mailer (no envelope), sorting for maximum postage rebates, and delivering to the SA Post Office or municipal office as directed.
Bidders must have the ability to interpret Council's billing data, sort data for mailing or return, isolate accounts with rand values below a specified threshold, and manage stationery stock and artwork changes at short notice; no municipal equipment will be made available.
Bidders and their directors must not be in arrears with any municipality for more than three months, and must submit a Certificate of Municipal Services (signed even if not applicable) and a declaration that no bidder is in the service of the state.
Bidders must submit a valid SARS Tax Compliance Status (TCS) PIN; in consortia/JVs/subcontracts, each party must submit a separate TCS.
Bidders must submit proof for specific goals claimed under the 80/20 preference point system, such as certified ID copies, medical reports, municipal account statements or lease agreements, as applicable.
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Date & Time
Wednesday, 28 October 2026 - 12:00
Venue
null
Categories
Request for Bid(Open-Tender)
35 Wolmarans Street - Potchefstroom - Potchefstroom - 2531
AI Document Analysis Stages
Description
Source: Printing of accounts Bid Document.pdf14 Sept
2026
Tender Published
Tender was published
28 Oct
2026
Closing Date
Tender closing date
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
These rules commonly apply to South African public-sector procurement.
Act 53 of 2003
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Act 108 of 1996 (s217)
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
Printing of accounts Bid Document.pdf
The JB Marks Local Municipality is appointing a service provider to print, mail, and send SMS and email notifications for municipal accounts, handling a monthly average of 65,000 statements, under a three-year contract.
To download these documents and access AI-powered analysis, visit the main tender page.
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Open Supplier Readiness HubMedian Estimate
R 824 802
Range
Based on 4 comparable awarded tenders. Companies with similar profiles typically bid near the median.
* Estimates are based on historical data and do not guarantee actual award values.
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Appointment of a service provider for printing of accounts for the JB Marks Local Municipality for a period of three (3) years.
Important Dates
Source: Printing of accounts Bid Document.pdf (RFQ)Closing date: 28/10/2026 at 12:00.
No site briefing session.
Tender documents available from 15/09/2026.
Bids remain valid for 120 days after bid closure.
Briefing Session
Source: Printing of accounts Bid Document.pdf (RFQ)No site briefing session.
Contact Information
Source: Printing of accounts Bid Document.pdf (RFQ)Bidding procedure enquiries: Supply Chain Management Unit, contact person Mr Boitshepo Sekolopo, tel (018) 299 5535, email [email protected].
Technical/specification enquiries: Mr JM Monareng, tel (018) 299 5152 (or 5151), email [email protected].
Submission address: Bid box at Records Office, Room 315, Third Floor, Municipal Building, Dan Tloome Civic Centre, Corner of Sol Plaatjie Ave & Wolmarans Street, Potchefstroom.
Postal address: JB Marks Local Municipality, PO Box 113, Potchefstroom, 2520.
Submission Guidelines
Source: Printing of accounts Bid Document.pdf (RFQ)Bids must be submitted in a sealed envelope clearly marked with the bid number and title, and deposited in the bid box at the Records Office, Room 315, Third Floor, Municipal Building, Dan Tloome Civic Centre, Corner of Sol Plaatjie Ave & Wolmarans Street, Potchefstroom, by no later than 12:00 on 28/10/2026.
Bids may be delivered by hand, courier, or post at the bidder's risk; faxed, e-mailed, and late bids will not be accepted. Couriered bids must be placed in the correct bid box before closing time.
The original bid document must be completed fully in black ink, signed by the authorised signatory, and all pages initialled. Bid documents may not be retyped or altered.
A copy of the resolution authorising the signatory to submit the bid must be attached.
Returnable forms (all must be completed and signed):
Additional returnables: company profile, certified CK documents, valid tax clearance and PIN, CSD report, specific goals proof, company ownership status, CVs and certified qualifications of staff, three municipal references, bank rating letter, three years audited financial statements, proof of municipal account not in arrears for both company and directors.
Bids not supported by a valid Tax Compliance Status will be invalidated.
Bidders must be registered on the Central Supplier Database (CSD).
Bidders must provide their municipal account of rates and taxes for the entity and all directors; any bidder or director in arrears for more than three months without a settlement arrangement will be disqualified.
No bid will be accepted from persons in the service of the state.
Returnable Documents
Source: Printing of accounts Bid Document.pdf (RFQ)Returnable documents include: standard bid documents (MBD forms), authority of signatory, three years audited financial statements, and a minimum of three references for similar projects.
Also required: company profile, certified CK documents, valid tax clearance and PIN, CSD report, specific goals proof, company ownership status, CVs and certified qualifications of staff, bank rating letter, proof of municipal account not in arrears for company and directors.
Evaluation Criteria
Source: Printing of accounts Bid Document.pdf (RFQ)Evaluation is in two stages. First, functionality is assessed out of 20 points based on the number of similar contracts completed: up to 2 contracts = 6 points, 3 contracts = 12 points, 4 contracts = 16 points, 5 or more = 20 points. Bidders must obtain a minimum of 50% (10 points) of functionality points for their financial proposal to be considered.
Thereafter, responsive bids are evaluated under the 80/20 preference point system: 80 points for price, 20 points for specific goals.
Specific goals and points (subject to proof):
Total specific goals = 20 points.
Failure to submit proof for specific goals means no points are claimed for those goals.
The municipality reserves the right to verify references and any misrepresentation will result in disqualification.
Technical Specifications
Source: Printing of accounts Bid Document.pdf (RFQ)Scope: comprehensive solution for printing, mailing and SMS of municipal accounts, plus information letters on request, for a period of three years.
Monthly average of 65,000 accounts must be printed and mailed within three days of receipt of data files from the municipality.
Accounts must be e-mailed to all customer e-mail addresses supplied, and balances SMS'd to all consumer cell numbers supplied.
Statement design and format must comply with the Consumer Protection Act.
Billing file must be transmitted via FTP in accordance with the PoPI Act.
Paper: A4 80 gsm bond, litho printing, full colour on both sides (duplex), personalised laser printing on one side (simplex).
Mail processing: fold, perforate and seal each A4 statement to create its own mailer (no envelope). Sort for maximum postage rebates and deliver to SA Post Office or municipal office as directed.
Computer processing: ability to interpret Council's billing data, sort data for mailing or return, isolate accounts with rand values below R10.00.
PAMSS (Postal Address Management Service Supplier) grading certification required.
Turnaround: 48-hour turnaround from sign-off of samples, and 24 hours to submit sample to municipality for sign-off.
Service provider must supply own equipment; no municipal equipment will be made available.
Stationery management: keep sufficient stock and be able to make artwork changes at short notice.
Solution must reduce human intervention, ensure quality processes, maintain data integrity, and issue tax-compliant account statements (attach samples).
Must be able to process data in formats including CSV, XML, Tab Delimited, Pipe Delimited, Comma Delimited, EBCIDIC, Flat text, DBF, MDB, ASCII, PDF, ULD.
File exchange: SFTP preferred; all printed documents on high quality laser; ability to convert statements to electronic formats (e-mail, fax, SMS, web); account files FTP'd monthly and disk sent every three months with all statements in readable PDF.
Printing to be done in four different colours plus black ink.
Proof required that company has a license to distribute bulk accounts (postage).
Experience & Qualifications
Source: Printing of accounts Bid Document.pdfBidders must provide a brief outline of history and practice profile with specific reference to experience in the required areas.
A minimum of three (3) contactable references for similar services is required; references must be listed in the provided format.
Bidders must complete the Project Experience schedule with details of relevant experience on similar scale projects, attaching letters of appointment and reference letters.
Functionality points are awarded based on the number of similar contracts completed: up to 2 contracts = 6 points, 3 = 12, 4 = 16, 5 or more = 20.
Detailed CVs and certified qualifications of staff must be submitted.
The municipality reserves the right to verify references; misrepresentation will result in disqualification.
Quality Management
Source: Printing of accounts Bid Document.pdfThe solution must ensure quality processes to prevent mistakes impacting clients and maintain confidentiality of information.
Data integrity of supplied client account details must be ensured.
The template must conform to legislation.
High quality of printing is required.
The service provider must have PAMSS grading certification.
The municipality will monitor performance through monthly reports and an SLA.
Pricing Schedule
Source: Printing of accounts Bid Document.pdfPricing must be submitted on the compulsory pricing schedule (MBD 3.1) – firm prices only.
The schedule includes line items for initial setup costs, change in setup, typesetting, data cleansing (PAMMS certificate), laser pre-printing/perforating/storage, mailroom cost (A4 page Z-folded to DL mailer, postage excluded), laser printing and formatting, WEB PDF file of printed statements, emails per 1,000, SMS per 1,000, and A4 added notices per 1,000.
Total bid price must be shown excluding VAT, then 15% VAT, then total including VAT.
Annual escalation percentage for all items must be indicated.
Quantities are estimated for evaluation; this is a rates-based contract.
Prices must be fixed for 1 year.
The successful bidder must provide a detailed breakdown of prices, costs and fees on a volume basis.
Postage is paid in advance for bulk mail.
Financial Requirements
Source: Printing of accounts Bid Document.pdf (RFQ)Pricing must be submitted on the compulsory pricing schedule (MBD 3.1) – firm prices only; non-firm prices (including those subject to exchange rate variations) will not be accepted.
The contract is a rates-based contract; quantities in the pricing schedule are estimated for evaluation purposes only.
Pricing must be fixed for a period of 1 year; bidders must indicate proposed annual price escalation percentage.
Prices must be inclusive of VAT where applicable.
The successful bidder must provide a detailed breakdown of prices, costs and fees calculated on a volume basis.
Postage is paid in advance for bulk mail.
Offer must remain valid for 120 days from closing date.
The successful bidder will be liable for all duties and costs on legal documents and for surety and retentions.
No bond or guarantee percentage is specified in the document.
Compliance Requirements
Source: Printing of accounts Bid Document.pdf (RFQ)CSD registration: bidders must be registered on the Central Supplier Database (www.csd.gov.za) and verify company information at the municipality's Supply Chain Unit.
Tax compliance: a valid Tax Compliance Status (TCS) PIN or CSD number must accompany the bid; bids without it will be invalidated. In consortia/JVs/subcontracts, each party must submit a separate TCS.
Municipal account: bidders and directors must not be in arrears with any municipality for more than three months; provide proof of municipal account not in arrears.
Declaration of Interest (MBD 4): must be completed; no bids from persons in the service of the state.
Certificate of Municipal Services: must be signed even if not applicable.
Specific goals proof: certified ID copies, medical reports, municipal account statements or lease agreements as applicable.
Company registration (CK) documents must be certified.
Three years audited financial statements required.
Bank rating letter required.
No CIDB grading required (marked N/A).
Contractual Terms
Source: Printing of accounts Bid Document.pdfThe successful bidder will be expected to sign the Contract Form (MBD 7.1) within 120 days of notification of acceptance.
The municipality will enter into a Service Level Agreement (SLA) in line with section 116 of the MFMA.
The contract duration is 36 months, commencing in the 2026/27 financial year upon signing of the SLA.
The successful bidder must provide monthly reports and progress will be monitored according to the project plan.
The supplier must notify the purchaser in writing of all subcontracts awarded.
The municipality reserves the right to withdraw the invitation, reject any bid, or accept part of it; it does not bind itself to accept the lowest bid.
Bidders must not contact the municipality regarding their bid from bid opening until award; any attempt to influence evaluation may result in rejection.
The contract documents will be in English.
The General Conditions of Contract (GCC) and any Special Conditions apply.
If a contract is awarded on incorrect information, the municipality may recover all costs, losses or damages.
The municipality is not liable for expenses incurred in preparing the bid.
Special Conditions
Source: Printing of accounts Bid Document.pdfNo site briefing session.
Bidders must not contact the municipality regarding their bid from bid opening until award; any attempt to influence evaluation may result in rejection.
The successful bidder will sign the Contract Form within 120 days of notification.
The municipality will enter into an SLA in line with section 116 of the MFMA.
The project will commence in the 2026/27 financial year upon signing of the SLA.
The contract duration is three years.
Requirements
Source: Printing of accounts Bid Document.pdf (RFQ)No bid will be accepted from persons in the service of the state.
Bidders must provide their municipal account of rates and taxes for the entity and all directors; any bidder or director in arrears for more than three months without a settlement arrangement will be disqualified.
Bidders must complete the declaration of interest questionnaire regarding relationships with state employees involved in evaluation/adjudication.
Bidders must be registered on the CSD.
A valid Tax Compliance Status must accompany the bid.
Proof of a license to distribute bulk accounts (postage) is required.
The service provider must supply own equipment.
The solution must comply with the Consumer Protection Act and PoPI Act.
Section
Source: Printing of accounts Bid Document.pdfEvaluation is in two stages: functionality (20 points) then price and specific goals (80/20).
Functionality points based on number of similar contracts: up to 2 = 6, 3 = 12, 4 = 16, 5+ = 20.
Minimum 50% (10 points) of functionality required to proceed.
Price 80 points, specific goals 20 points.
Specific goals table as detailed in the tender.
Sets the constitutional standard for fair, equitable, transparent, competitive and cost-effective public procurement.
Relevant because this is a South African public-sector procurement opportunity.
Act 5 of 2000
Covers preferential procurement and preference-point systems used in public tenders.
Relevant because this is a South African public-sector procurement opportunity.
Act 12 of 2004
Supports anti-corruption controls and supplier integrity in procurement processes.
Relevant because this is a South African public-sector procurement opportunity.
Act 28 of 2024
Provides the national framework for public procurement across government.
Relevant because this is a South African public-sector procurement opportunity.
Act 2 of 2000
Supports access to tender records, award decisions and public-sector procurement information.
Relevant because this is a South African public-sector procurement opportunity.
Act 3 of 2000
Supports lawful, reasonable and procedurally fair administrative tender decisions.
Relevant because this is a South African public-sector procurement opportunity.
Address
35 Wolmarans Street - Potchefstroom - Potchefstroom - 2531
Source confidence
High source confidence
Official source
eTenders.gov.za
Documents found
1
Last checked
14 Sept 2026
AI status
Enhanced
Data conflicts
None detected
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.
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