QUOTE : RE-ADVERTISE: COMPILATION OF THE DANNHAUSER MUNICIPALITY NEWSLETTER

    Dannhauser Municipality KZN 254

    8 Church Street Telephone: 034 621 2666
    Private Bag X1011 Facsimile : 034 621 2342
    DANNHAUSER
    3080

    Date of Advert: 18/10/2019
    Quotation Number: RFQ/868
    Description: RE-ADVERTISE: COMPILATION OF THE DANNHAUSER MUNICIPALITY NEWSLETTER

    Kindly furnish us with a written quotation for the supply of the goods/services as detailed in the enclosed schedule.

    The quotation must be submitted on the letter head of your business no later than, 29 OCTOBER 2019 at 12H00.

    Quotation are to be submitted in a sealed envelope; clearly marked “Quotation number & Description” must be deposited in the tender box situated at the reception area of Dannhauser Municipality offices, 8 church street, Dannhauser 3080

    The following conditions will apply:

    • Price(s) quoted must be valid for at least thirty (30) days from date of your offer.
    • Price(s) quoted must be firm and must be inclusive of VAT.
    • A firm delivery period must be indicated.
    • Bidders must include their certified BBBEE certificate copy (MBD 6.1).
    • Bidders must include both original Tax Clearance Certificate and SARS Pin.
    • This quotation will be evaluated in terms of the 80/20 preference point system as prescribed in the Preferential Procurement Policy Framework Act (No 5 of 2000) and for this purpose the enclosed forms MBD 4, MBD 6.1, MBD 8 & MBD 9 must be scrutinized, completed and submitted together with your quotation. ( MBD forms are available from SCM office & from the website www.dannhauser.gov.za under Budget then scm forms)
    • Bidders must be registered on the Central Supplier Database and proof of registration must be submitted.
    • The successful provider will be the one scoring the highest points.
    • Preference will first be made to local service providers.
    • Bidders are required to submit their most recent municipal accounts for their business location or their personal residence account i.e. rates/refuse or Proof of residence for those who reside in rural areas.
    • Bidders must fill in the RFQ register stating the date and time of when they submitted their RFQs, available at the tender box.
    • Bidders must be registered on The Dannhauser Municipality Suppliers database, forms are available from the website www.dannhauser.gov.za & from reception.
    • Dannhauser Municipality does not binds itself to accept the lowest, or any quote.
    • The Municipality reserves the right to withdraw any invitation to quotations/proposal and/or to re-advertise or to reject any quotations/proposal or to accept a part of it.
    • The municipality reserve the right to appoint a portion or split the service to a service provider.
    • The Municipality does not bind itself to accepting the lowest quotations/proposal or award a contract to the bidder scoring the highest number of points.

    NB: No quotations will be considered from persons in the service of the state
    Failure to comply with these conditions may invalidate your offer.

    SCHEDULE
    DESCRIPTION: QUOTATIONS FROM SUITABLE AND QUALIFIED SERVICE PROVIDERS AS PER BELOW SCHEDULE:

    COMPILATION OF THE DANNHAUSER MUNICIPALITY NEWSLETTER

    Quote as per following Phase:
    Journalism
    Graphic Design
    Distribution

    • As per attached TOR’s
    • Service provider must have Relevant Experience with similar projects (Must attach at least 3 reference letters)

    DELIVERY ADDRESS:

    08 church Street, Dannhauser Municipality, for more info please contact MR VELI MDLALOSE on 034 621 2666 between 07H30 and 16H00 with lunch interval of 13H00 to 13H30.

    * MSCM Regulations: “in the service of the state” means to be –
    (a) a member of –
    (i) any municipal council;
    (ii) any provincial legislature; or
    (iii) the national Assembly or the national Council of provinces;
    (b) `````````````rd of directors of any municipal entity;
    (c) an official of any municipality or municipal entity;
    (d) an employee of any national or provincial department, national or provincial public entity or constitutional institution within the meaning of the Public Finance Management Act, 1999 (Act No.1 of 1999);
    (e) a member of the accounting authority of any national or provincial public entity; or
    (f) An employee of Parliament or a provincial legislature.

    DANNHAUSER MUNICIPALITY-KZ254

    TERMS OF REFERENCE FOR THE COMPILATION OF THE DANNHAUSER MUNICIPALITY NEWSLETTER

    1. INTRODUCTION

    The Dannhauser Municipality intends compiling a newsletter that shall be distributed quarterly, which will provide a detailed insight on the level of Service delivery roll out, Municipal programmes, projects and other functions. This process will allow an opportunity for the community to be informed and kept abreast on Municipal functions and progress on specified and prioritised areas. Furthermore, this will be in line with the Municipal Systems Act 32 of 2000 in its requirement of involving and creating a culture of communication between the municipality and the community.

    To this end Dannhauser Municipality calls for proposals from professional organisations for the compilation of the newsletter for Dannhauser Municipality.

    It should be noted that the process of compiling this newsletter should reflect on specified KPI’s, specifically institutional development and the corporate image of the organisation.

    2. PURPOSE

    2.1 The purpose of this document is to set out the terms of reference on which service providers should base their project proposals for the preparation of the newsletter for the Dannhauser Municipality.

    2.2 Project proposals should clearly state the relevant experience, time frame, and associated budget.

    3. AREA OF COVERAGE AND FOCUS

    3.1 The Dannhauser Local Municipality (KZ254) falls within the Amajuba District Municipality located within the North western corner of the province of KwaZulu-Natal. It includes the former Dannhauser Transitional Local Council and areas of the previous Umzinyathi Regional Council. The total area of the Dannhauser Municipality is approximately 1516km² in extent and it constitutes about 21.9% of the area of Amajuba District Municipality area of jurisdiction.

    3.2 According to 2011 population Census, the Dannhauser Municipality had an estimated population of 102,065 people living in 18058 households and comprising of 13 demarcated municipal wards. The newsletter should reach all municipal wards.

    4. OBJECTIVES OF THE NEWSLETTER

    4.1 The overall objective is to provide insight on performance of the municipality by presenting information that is relevant, and an overall overview which will be presented to the community through-
    .1.1 Ensuring information sharing and the involvement of the community in our municipal affairs.
    .1.2 Establishing and maintaining a healthy Corporate image.
    .1.3 Exploring all mechanisms and mediums for thorough engagement and timely information sharing

    5. TASK DESCRIPTIONS

    Successful tenderers/proposals shall carry-out one of the disciplines stipulated below according to their initial interest and the municipality will not appoint a service provider for more than one phase.

    PHASE I: JOURNALISM AND STORY GATHERING

    • Interviewing the community, municipal officials, political heads and other relevant stakeholders in events and other relevant platforms, within set parameters and municipal delegations as shall be provided by the municipality.

    • Translation of all Municipal Press statements from English to an indigenous language, isiZulu mainly.
    • Visiting project sites on request by the Municipality to cover progress.
    • Photography and image gathering for the use in the stories gathered.

    Executive editing remains a none negotiable prerogative of the Municipality

    PHASE II: GRAPHIC DESIGNING, PAGE LAYOUT AND FORMAT

    • The format, page layout and graphic designing shall be strictly according to the specifications of the Municipality.
    • The final product of the lay out shall clearly reflect the colours of the Municipal Logo.
    • All proposed changes and suggestions shall be endorsed by the Municipality.

    PHASE IIII: DISTRIBUTION
    • The distributor shall be provided with locations where copies of the newsletter shall be delivered.
    • Distribution could be in any area within the jurisdiction of the Dannhauser Municipality.
    • The distributor shall utilise a reliable vehicle to deliver, which shall be subjection to certification by the municipality.

    • The distributor must comply with given delivery timelines.

    6. PHASES OVERVIEW

    6.1 You may only bid for one of the Phases above mentioned herein.
    6.2 Submitted documents should clearly quote the intended phase of the proposal.
    6.3 The service level agreement shall seize upon the completion of the given task.

    7. PAYMENT PROCEDURES

    7.1 Payment will be effected upon satisfactory delivery of achieved milestone(s), subject to internal controls and policies of the municipality.

    8. PROJECT REQUIREMENTS

    8.1 Service Providers are requested to submit their proposals for these activities clearly quoting the phase of interest, among others, the following common information.

    - Background and experience of the firm;
    - Track records in relevant aspects of the specified Phase of service.
    - Capacity to undertake the work within stipulated time frame;
    - Detailed breakdown of fees; and
    - Total estimated budget of the phase including VAT.
    - No hidden costs will be considered.

    9. CONTACT PERSONS AND ENQUIRIES

    1.. Mr VE Mdlalose

    Compliance and Public Participation Officer

    Tel: (034) 216 2666 ext:149

    Cell: 073 907 2117