Pre-approved events management service providers panel for gauteng department of human settlements (36-Month contract)

Technical enquiries: Thabani Luhlongwane ([email protected]). Bid process enquiries: Ms. Nkele Maleka ([email protected]) and Ms. Sindisiwe Sithole ([email protected]), copy [email protected]. For Microsoft Teams invite: [email protected], copy [email protected] and [email protected]. Submission address: Tender Box, Ground Floor Reception, Nevada Building, 4th Floor Reception, 68 Voortrekker Street, Alberton, 1449.

Submit bids in a sealed envelope, clearly marked with the tender reference number (HLA 4/2/4-2026/01), to the Tender Box at: Nevada Building, Ground Floor Reception, Department of Human Settlements, 68 Voortrekker Street, Alberton, 1449. Deadline: 26 June 2026 at 11:00. Late submissions or faxed bids will not be accepted. All required SBD forms (SBD 1, SBD 4, SBD 6.1) must be fully completed, signed, and submitted. Failure to submit all required information may result in disqualification. Bids remain valid for 120 days from the closing date. Tender documents are available from 29 May 2026 on http://etenders.gauteng.gov.za or via email to [email protected].

Evaluation is conducted in three stages: Administrative Compliance, Mandatory Compliance, and Functionality Evaluation. Bids failing Mandatory Compliance are disqualified. Bids below the minimum threshold in Functionality Evaluation are disqualified. Scoring: 80/20 or 90/10 preference point system (determined by tender value). Points awarded for Price (80 or 90) and Specific Goals (20 or 10). Mandatory documents: fully completed SBD forms (1, 4, 6.1); valid SARS Tax Compliance Status PIN or printed Tax Clearance Certificate; CSD registration; CIPC documents; company profile; certified IDs of directors/members; valid B-BBEE certificate or sworn affidavit (EME/QSE only). For consortia/JVs: joint agreement, consolidated B-BBEE certificate (SANAS-accredited), and individual party documents. Tax compliance is mandatory; state-employed bidders are disqualified. All certified copies must have original stamps dated within 6 months of closing.

Scope: Provide events management services for 36 months, including conceptualisation, planning, and execution of departmental events (e.g., house/title deed handovers, media site tours, awards ceremonies, exhibitions, stakeholder sessions). Key deliverables: a) Event conceptualisation and JOC compliance, b) JOC approvals, c) Venue hire/setup (universal access, stage, lighting, security), d) Marquee, décor, furniture hire, e) Audio-visual equipment, f) Catering, g) Entertainment (e.g., brass band, musicians), h) Branding/signage, i) Digital promotion, j) Social media live streaming/content creation, k) Corporate gifts/sponsorships, l) Registration/accreditation, m) Invitations/RSVP management, n) Guest speakers/MC sourcing, o) Sign language interpretation, p) Exhibition stands, q) Information packs, r) Post-event reports, s) Transport arrangements. Events Manager must have NQF Level 6+ in Events Management or related field with 5 years’ post-qualification experience. Portfolio of Evidence (POE) and Means of Verification (MOV) required for key resources.

Submit latest financial statements for the past two years (signed by auditor/accounting officer/owner). New/dormant entities: submit opening financial statements + auditor letter confirming no trading. Entities operating <1 year: Management Accounts Report. Entities operating 1-3 years: financial statements for the period in operation. Consortium/JV/Sub-contractors: all parties must submit financial statements. All financial documents must be signed and certified as per requirements.

Mandatory: Valid SARS Tax Compliance Status (TCS) PIN (or printed Tax Clearance Certificate if TCS PIN not accepted). CSD registration number and current CSD report (not older than 30 days from closing date). Valid B-BBEE Certificate (SANAS-accredited) or Sworn Affidavit (EME/QSE only, signed by Commissioner of Oaths on same date as deponent). Consortium/JV: consolidated B-BBEE Certificate required (Sworn Affidavit not accepted). CIPC registration documents. Certified copies of IDs for directors/members (original certification stamp, not older than 6 months). Integrity Pact (signed by CEO/authorised representative). SBD 4 (Bidder’s Disclosure Form). No bids accepted from state employees or entities with state-employed directors/members. All documents must comply with Justices of the Peace and Commissioners of Oaths Act, 1963.