Youth month celebration programme coordinator and event manager for mbombela municipality

Closing date: 29 May 2029 at 11:00. Bid validity period: 30 days from closing date. No compulsory briefing session.

SCM/Procurement enquiries: Christopher Nkambule, Tel: 013 759 2358, Email: [email protected]. Technical enquiries: Sibusiso Sumbane, Tel: 013 759 9436, Email: [email protected]. Submission address: Tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200.

Submit bids in a sealed envelope to the tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200, before 11:00 on 29 May 2029. Use only official forms (do not re-type). Late, faxed, emailed, or telegram submissions will not be accepted. Bids must be signed by an authorized representative. Non-compliance with submission rules (e.g., incorrect forms, unsigned bids, or missing mandatory documents) will disqualify the bid. No briefing session will be held.

Submission of a valid Tax Compliance Status (TCS).

Proof of company registration.

Certified ID copies of business directors.

A full CSD registration report (not older than 30 days from the closing date).

At least one certified appointment letter/purchase order with certified reference letters for catering services (for events with >200 people).

At least one certified appointment letter/purchase order with certified reference letters for the provision of audio systems.

Certified copy of a Certificate of Acceptability (CoA) for basic food safety and hygiene, issued by Ehlanzeni District Municipality or equivalent, in the name of the business director or culinary leader.

Certified copy of qualification, certified ID copy, and comprehensive CV of the project leader (minimum 3 years experience in food handling and preparation, with a relevant qualification).

Valid copy of current municipal rates and taxes statement for the business and all directors, or proof of residence from a tribal authority, or a lease agreement with the lessor's up-to-date municipal rates and taxes statement.

All submitted documents must be certified and not older than three months.

Bids will be rejected if municipal rates and taxes are in arrears for more than three months for the business or any of its directors.

Bids will be rejected if bidders or their directors are listed on the Register of Bid Defaulters or have abused the municipality's Supply Chain Management System.

Scope: Coordination and management of the Youth Month Celebration Programme at Matsulu Vodacom Park. Deliverables include: event programme coordination, transportation for attendees/stakeholders, catering (meals/refreshments for 600+ people), provision/setup/operation of professional sound systems (e.g., stage, microphones, podium), and on-site logistical support. The service provider must demonstrate experience in event management and successful delivery of similar community/government events. Delivery deadline: All deliverables must be completed within 5 days of contract signing. Penalties apply for delays (5% of total bid price per day).

Pricing must be in ZAR, firm (no price adjustments), and inclusive of VAT (15%). All delivery costs (e.g., offloading to 45 Mbombela wards) must be included in the bid price. Pricing schedule must reflect total bid price (excl. and incl. VAT) and align with MBD 1 (Form of Offer). Non-firm prices or prices subject to exchange rate variations will not be considered. Payment terms: Within 30 days of invoice receipt accompanied by delivery note.

Mandatory documents: Valid Tax Compliance Status (TCS) or SARS PIN (e-filing acceptable), CSD full registration report (≤30 days old; summary reports rejected), company registration certificate (CIPC), certified ID copies of directors, B-BBEE certificate or sworn affidavit (for EMEs/QSEs), municipal rates/taxes clearance certificates (for business and all directors; ≤90 days in arrears disqualifies), proof of residence (if rural) or lease agreements with lessor’s municipal clearance, Certificate of Acceptability (CoA) for food safety/hygiene (Ehlanzeni District Municipality or equivalent), project leader’s CV (min. 3 years food handling experience + relevant qualification), and portfolio of evidence (e.g., past catering/audio service contracts for 200+ people). For joint ventures/consortia: Formal JV agreement with profit-sharing percentages (lead partner must hold ≥51% shares), separate compliance documents for each party. All certified copies must be ≤3 months old and originally certified (no copies of certified copies). Forged documents will result in disqualification and potential legal action.