Submit bids in PDF format, sealed and endorsed with 'SACREMS2026/27' by 26 June 2026 at 11:00 to SACR-Zana Building, Bloemfontein. Late or incomplete submissions will be disqualified.
Mandatory documents include CIPC registration, valid SARS Tax PIN, B-BBEE certificate, audited financial statements (≤12 months), and Public Liability Insurance (minimum R10M).
Bidders must score ≥70% in functionality assessment (experience, financial stability, operational capacity) and may be required to present for final panel inclusion.
Events range from Indigenous Games to Arts Festivals, requiring full-service management (logistics, security, catering, branding, etc.) at diverse venues, including rural areas.
Compliance with PPPFA 80/20 preference points system (for contracts ≤R50M) and specific goals (Free State-based, women/youth ownership, HDI).
Post-event reports, including job creation metrics (60% women, 25% youth, 5% disabled, 10% HDI), must be submitted within two weeks.
No advance payments; invoices paid within 30 days post-service, with proof of delivery and compliance.

Appointment of events management service providers to be on panel of the department of sport, arts, culture and recreation for a period of thirty - six (36) months

The department seeks to establish a panel of event management service providers for 36 months.
Panel members will be invited to submit specific price quotations for events on a rotational basis.
Scope includes planning, conceptualising, organising, implementing, managing, and coordinating various events.
Events range from sports, arts, culture, recreation, conferences, exhibitions, launches, and days of national significance.
Service provider must work in conjunction with departmental representatives and manage events at diverse venues, including rural areas.

Closing date: 26 June 2026.
Closing time: 11:00.
Briefing session: 18 June 2026, 10:00–12:30 at Free State Sport Institute (Psychiatric Hospital), Bloemfontein. Attendance is not compulsory.
Enquiries deadline: Five working days before closing date, not after 16:00 daily.

Bidding procedure enquiries: Mr Masisi, email [email protected], phone 066 474 7494.
Technical enquiries: Mr Ramabulana, email [email protected], phone 083 707 0210.
Submission address: SACR-Zana Building, Corner Hill and Henry Street, Bloemfontein.
Enquiries must be submitted in writing to [email protected], copying [email protected], with tender number as reference.

Submit bids in PDF format, bound in a sealed envelope.
Endorse envelope with 'SACREMS2026/27' and the tender title.
Place sealed envelope in bid box at Main Reception, SACR-Zana Building, Corner Hill and Henry Street, Bloemfontein.
Deadline: 26 June 2026 at 11:00.
Late bids will not be considered.
All returnable documents must be in a separate, clearly indexed file.
Initial all pages of the tender document.
No open bid documents accepted.
Mark all bid documents with project number and bidder name.
Courier deliveries must ensure documents are placed in bid box and register completed.
Amended bids must be in envelope marked 'Amendment to bid' and submitted before closing.
Bidders must answer all questions, stating 'Comply', 'Not Comply', or 'Partial' with substantiation.
Mandatory compliance with bid conditions.
Tender documents may not be retyped; retyped or missing pages result in disqualification.
No unauthorised alterations allowed.

Evaluation is in three phases:

Pre-qualification check: Verifies compliance with bid requirements and mandatory documentation. No points allocated; failure disqualifies.
Functionality assessment: Minimum 70% score required to proceed. Assesses experience, financial stability, operational capacity, quality management.
Price and Specific Goals: 80/20 preference point system applies (for contracts up to R50 million). 80 points for price, 20 points for specific goals.

Specific Goals points allocation:

Free State-based company: 10 points.
Women ownership: 4 points (scaled by percentage).
Youth ownership: 4 points (scaled by percentage).
HDI (Historically Disadvantaged Individuals) Black owned: 2 points.

Functionality criteria include:

Company experience: Points for appointment letters/purchase orders for event management projects (R250K–R1M or above R1M) from past 3 years.
Company profile: History, structure, office, equipment, vehicles.
Project Manager expertise: NQF level 6+, experience in event management.
Detailed methodology: Event management project plan, security plan, catering plan, marketing plan.

Bidders scoring 70%+ in functionality will be required to do a presentation for final inclusion in panel.
Inclusion in panel does not guarantee project allocation.

Scope: Provide comprehensive event management services for a panel over 36 months.
Event types include Indigenous Games, Sports Championships, Arts Festivals, Conferences, Launches, Days of National Significance, and others related to department mandate.
Services required:

Conceptualisation, marketing, branding, communication.
Logistical arrangements: sound, AV, staging, tents, seating, power, toilets, cleaning, signage, parking, catering, crowd control.
Cultural programme management: appoint artistic director, handle artist contracts, payments, rehearsals, technical riders.
Catering for VIPs and public, including dietary requirements and health certificates.
Security planning, marshalling, Joint Operations Centre activation.
Invitations, accreditation, RSVP management.
Photographer, videographer, interpreters, translation services.
Promotional items, décor, flower arrangements.

Service provider must liaise with departmental representative, submit post-event reports, and ensure professional service delivery.
Events occur at various venues, including rural areas with limited facilities.

Bidders must submit detailed methodology as part of functionality assessment.
Includes event management project plan (min 5 pages) covering objectives, timelines, budget, resources, venue logistics, vendor management, risk management.
Also submit security plan (min 2 pages) and catering plan (min 2 pages).

Bidders must demonstrate experience in event management via appointment letters/purchase orders for projects valued R250K–R1M or above R1M from past 3 years.
Company profile should illustrate history, organisational structure, operating office, equipment, vehicles.
Project Manager must have NQF level 6+ qualification and experience in event management (more than 10 years scores highest points).

Department will establish steering committee to oversee events and approve arrangements.
Service provider must develop project charter/plan for each event, approved by committee.
Provide management services for quality and quantity control, supervision.
Service Level Agreement (SLA) will be based on tender terms and bidder's proposal.
Tender documents must be completed in black ink, signed by authorised signatory; failure results in disqualification.

Submit firm prices on SBD 3.1 form.
Prices must include all applicable taxes.
No conditional pricing accepted.
Pricing schedule is mandatory for evaluation.

Pricing must be firm; no conditional or variable rates accepted.
Submit completed SBD 3.1 pricing schedule.
Prices must include all applicable taxes and delivery costs.
Payment terms: Invoices paid within 30 days after services rendered, with all supporting documents.
No advance payments; payments only upon work completion.
Service provider must have cash flow to deliver services.
Financial capacity assessed via audited financial statements (not older than 12 months).

Mandatory documents:

Company Registration Certificate (CIPC).
Valid SARS Tax PIN.
B-BBEE Status Level Verification Certificate or Sworn Affidavit.
Central Supplier Database (CSD) number.
Audited Annual Financial Statements (12 months).
Standard Bidding Forms (SBD1, 3.1, 4, 6.1) completed and signed.
Public Liability Insurance (minimum R10 million).
Certified ID copies of directors (not older than 6 months).
Declaration of Interest.
Joint Venture Agreement if applicable.

Tax compliance: SARS must certify tax matters are in order.
No bidding by persons in service of the state or companies with directors in service of the state.
Bidders listed on National Treasury's Register for Tender Defaulters will be disqualified.
Compliance with Preferential Procurement Policy Framework Act (PPPFA) and Regulations 2022.

Service provider must comply with safety and security protocols, including COVID-19 measures.
Ensure activation of Joint Operations Centre for events and safety certification for infrastructure.
Catering requires health certificate from municipality.
Security plans must be drafted and submitted on time; appoint safety officer.
Implement marshalling, recruit and train marshals, pay them immediately after event.
Adhere to Safety at Sports and Recreation Events Act (SASREA).

Contract duration: Specific event-based within the 36-month panel period.
Department reserves right to extend closing date, extend tender validity, validate information, request proof, appoint multiple suppliers, cancel tender, adjust quantities, disqualify defaulters, terminate for misrepresentation.
Service provider must have public liability insurance (min R10 million).
Payments within 30 days of invoice with supporting documents; no advance payments.
Department may conduct due diligence, reference checks, site visits.
Inclusion in panel does not guarantee project allocation.
Sub-contracting allowed with department approval.
Tender validity: 120 days after closing.

Panel appointment: events management services for free state department of sport, arts, culture and recreation (36 months)

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