Suitable and capable service providers are invited to bid for provision of goods and services (event management) for the dundee horse racing track in dundee, endumeni local municipality 18 july 2026.

Provision of event management services for the Dundee Horse Racing Track in Dundee, Endumeni Local Municipality, for the event on 18 July 2026. Services include event accreditations, catering, medical, security, infrastructure hire, and transport logistics.

Why it matters: This is a qualified operational interpretation of the stored scope, not a stated mandatory or scored criterion.

Inferred from stored analysis; verify against the source document.

Four-stage evaluation process: 1) Administrative Compliance: All standard bidding documents (SBD 1, SBD 3, SBD 4, CSD registration, etc.) must be completed and submitted. Non-compliance results in rejection. 2) Mandatory Requirements: Compulsory briefing session attendance (signed and stamped certificate required). Non-compliance results in rejection. 3) Functionality: Minimum 70% score required to progress. Criteria: Company Track Record (50 points: experience, reference letters, purchase orders), Company Profile and Resources (30 points: profile, organogram, CVs, project leader experience), Project Management (20 points: methodology, execution plan, safety plan, subcontracting). 4) Price and Preference Points: 80/20 system (80 points for price, 20 for specific goals). Specific goals: 10 points for ≥51% black-owned companies, 10 points for KwaZulu-Natal-based businesses. SBD 6.1 must be completed to claim points. Bid Appeals Tribunal process: Submit intention to appeal within 5 working days of award notification; written representations due within 10 working days of receiving reasons.

Threshold: Minimum 70% score required to progress

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

Contract period: 10–19 July 2026. Warranty: Supplier warrants goods/services are new, defect-free, and meet specifications. Warranty valid for 12 months post-delivery or 18 months post-shipment. Supplier must repair/replace defects at no cost upon notification. Payment: Invoices due within 30 days of submission; payment in Rand unless specified otherwise. Prices: Fixed as per bid; no variations unless authorized. Contract amendments: Require written agreement. Assignment: Supplier cannot assign obligations without purchaser’s consent. Subcontracts: Must be notified in writing; supplier remains liable. Delays: Supplier liable for penalties (prime interest rate per day) or contract termination. Termination for default: Purchaser may terminate for non-delivery, breach, or fraud/corruption. Termination for insolvency: Purchaser may terminate without compensation. Disputes: Resolve via mutual consultation, then mediation, then South African court. Force majeure: Supplier not liable for delays due to unforeseeable events. Performance security: Required within 30 days of award (bank guarantee, letter of credit, or certified cheque). Liability: Supplier not liable for indirect/consequential loss unless due to negligence or willful misconduct. Governing law: South African law. Taxes: Supplier responsible for all applicable taxes/duties. Anti-dumping: Supplier liable for additional duties imposed post-bid.

Threshold: 12 months

Why it matters: The source says this applies after appointment and concerns contract delivery.

Services must conform to bidding document standards. Supplier must: Not disclose contract details or specifications without purchaser’s consent. Allow purchaser to inspect records/audit performance. Permit site inspections during production/execution. Cover costs of inspections if services fail to meet requirements. Replace non-compliant supplies/services at own cost. Purchaser may reject non-compliant supplies/services and claim damages. Pre-bidding testing costs are for the bidder’s account.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

Company Track Record (50 points max): Previous experience in managing events at national/provincial level. Submit: Fully completed Annexure A, copy of Purchase Order/Project Appointment Letter, reference letters (signed by delegated official on company letterhead) detailing project name, service description, attendance numbers, cost, duration, and client contact. Executed projects must be of similar size and complexity. Company Profile and Resources (30 points max): Detailed company profile, organogram of project team, comprehensive CVs of personnel depicted in the organogram, CV of Project Leader reflecting years of experience as Events Manager (2 points per project, max 10 points). Project Management and Understanding of Scope (20 points max): Detailed methodology, Project Management/Execution Plan, Safety Plan, list of subcontracted entities (name, service, total value).

Threshold: 50 points

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

Pricing must be firm and in South African Rand (inclusive of all taxes). Use SBD 3.1 (Pricing Schedule). Non-firm prices or prices subject to exchange rate variations will not be considered. Bid validity: 180 days from closing date (23 June 2026). Pricing schedule includes items such as accreditations, catering, medical services, security, scaffolding hire, stage/sound hire, marquees, and transport. Total bid amount must be provided in words and figures. All pages must be initialed by the bidder.

Threshold: 180 days

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

Submit bids by hand-delivery only to: Heritage House, 222 Jabu Ndlovu Street (formerly Loop Street), Pietermaritzburg, 3201. Closing date: 23 June 2026 at 12H00. Late bids will not be accepted. Bids must be submitted in sealed envelopes with the bid number (DSAC 008/2627) and closing date clearly marked. Each bid must include: Part A (SBD 1), Part B (SBD 1), Section B (CSD Registration), Section C (CSD Declaration), Section D (Briefing Session Certificate), Section E (Pricing Schedule SBD 3), Section F (Bidder’s Disclosure SBD 4), Section K (Authority to Sign). Bids must be complete in all respects; missing or unsigned pages, or use of correcting fluid, will result in disqualification. Photocopies of bid documents are permitted but must include original signatures. Bids sent via post, fax, or electronic means will not be considered. Only bids deposited in the designated bid box will be accepted.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Evaluation follows a 4-stage process: 1) Administrative Compliance: Bid must be complete with all required forms (SBD 1, SBD 3, SBD 4, CSD registration, etc.). Non-compliance results in rejection. 2) Mandatory Requirements: Compulsory briefing session attendance (certificate must be signed and stamped). Non-compliance results in rejection. 3) Functionality: Minimum 70% score required to progress. Criteria: Company Track Record (50 points: previous experience in similar projects, reference letters, purchase orders), Company Profile and Resources (30 points: company profile, organogram, CVs of key personnel, project leader experience), Project Management and Understanding of Scope (20 points: methodology, project management plan, safety plan, subcontracting details). 4) Price and Preference Points: 80/20 system (80 points for price, 20 for specific goals). Specific goals: 10 points for ≥51% black-owned companies, 10 points for businesses based in KwaZulu-Natal (proof: utility bill/lease agreement). SBD 6.1 must be completed to claim preference points. Failure to meet the 70% functionality threshold or submit required documentation will disqualify the bid.

Threshold: Minimum 70% score required to progress

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Scope: Provision of event management services for the Dundee Horse Racing Track event on 18 July 2026. Services include: Accreditations (wristbands, parking disks, event tickets), Catering Services (Fashion and Entertainment, VVIP Guests, Officials and Cluster, Media, Horse Owners/Jockeys and Career Expo), Medical Services, Public Liability, Security Services, Hiring of Scaffolding, Hiring of Stage/Sound/Screens/Cameras, Hiring of Marquees and Accessories, Hiring of Transport (Career Expo park and ride). All services must conform to the standards and specifications outlined in the bidding documents. Suppliers must ensure compliance with all contractual obligations, including delivery timelines and quality standards.

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.

Pricing: Only firm prices in South African Rand (inclusive of all applicable taxes) will be accepted. Non-firm prices or prices subject to exchange rate variations will not be considered. Pricing schedule must be completed using SBD 3.1. Bid validity: Offers must remain valid for 180 days from the closing date (23 June 2026). Payment terms: Invoices must be accompanied by a copy of the delivery note. Payments will be made within 30 days of invoice submission. Performance security: Successful bidder must furnish performance security within 30 days of contract award (form: bank guarantee, irrevocable letter of credit, or cashier’s/certified cheque). Contract period: 10–19 July 2026.

Threshold: 180 days

Why it matters: The source says this applies after appointment and concerns contract delivery.

No source document identifier is stored for this item.

Mandatory compliance: Registration on the Central Supplier Database (CSD) by closing date. Tax compliance: Submit SARS Tax Compliance Status (TCS) PIN or CSD number. Foreign suppliers without RSA operations must provide proof of exemption. Bidders must not be state employees or entities with state-employed directors/members. No prior SCM violations or fraudulent practices. B-BBEE: ≥51% black-owned companies qualify for 10 preference points (submit CIPC registration, ID copies, CSD report). KwaZulu-Natal-based businesses qualify for 10 preference points (submit utility bill/lease agreement/proof of residence not older than 3 months). Complete SBD 6.1 to claim preference points. Failure to comply with CSD, tax, or disclosure requirements will result in disqualification.

Threshold: 3 months

Why it matters: The source identifies this as a mandatory or eligibility condition for a compliant bid.

No source document identifier is stored for this item.