Supply of event services for youth month commemoration (décor, interpreters, catering, sound system)

Supply goods and services for Youth Month commemoration event at eThekwini Mayville, 455A Jan Smuts Highway on 12 June 2026. Event includes minor décor, sign language interpreters (2 persons for English and IsiZulu), catering (breakfast for 100, lunch for 80 including vegetarian options), and sound system (PA system x1, roving mics x2).

Closing date: 09 June 2026 at 11h00. No compulsory briefing session or site visit is mentioned.

Bidding procedure enquiries: Sifiso Mncwabe, Tel: 033 355 5577, Email: [email protected]. Technical enquiries: Sindi Zuma, Tel: 062 257 9292, Email: [email protected]. Tender documents available at: www.kznworks.gov.za.

Submit bids by 11h00 on 09 June 2026 to the bid box at 191 Prince Alfred Street, Pietermaritzburg 3200. Use official forms: SBD 1 (Invitation to Bid), SBD 3.1 (Pricing Schedule - Firm Prices), SBD 4 (Bidder’s Disclosure), SBD 6.1 (Preference Points Claim Form), and SBD 7 (Contract Form). Bids must be sealed, labeled with bidder name, bid number (ZNQ 22/26/27), and closing date. Late, faxed, emailed, or incomplete bids will be disqualified. Photocopies of forms are allowed but must have original signatures. Each page must be initialed. Do not use correcting fluid. Bids will be opened in public after closing time. Required documents: CSD registration proof, tax compliance certificate (TCS PIN or printed certificate), B-BBEE certificate/affidavit (for EMEs/QSEs), and three reference letters for similar projects of similar value.

Tender documents may be downloaded from the Departmental website: www.kznworks.gov.za.

Evaluation follows the 80/20 preference point system. Price accounts for 80 points (Ps = 80(1 - (Pt - Pmin)/Pmin)), where Pt is the tender price and Pmin is the lowest acceptable tender price. Specific goals account for 20 points: 10 points for 100% youth ownership (ID proof required) and 10 points for 100% women ownership (ID proof required). Mandatory criteria: CSD registration by closing date, tax compliance (SARS TCS PIN or CSD number), no state employees or associated entities, and submission of all required forms and proofs. Disqualification risks: late/incomplete submissions, false/outdated CSD or tax information, failure to meet mandatory criteria, or collusive/fraudulent claims. Bidders must indicate how they claim points for each preference goal.

Scope: Supply and deliver minor décor, sign language interpreters, catering, and sound system for Youth Month commemoration at eThekwini Mayville, 455A Jan Smuts Highway on 12 June 2026 (event starts at 07h30). Requirements: Décor: Backdrop signage (text: 'DPWI EMPOWERMENT PROGRAMME' in gold), 20 tablecloths, draping. Sign language: 2 interpreters for English and IsiZulu. Catering: Breakfast for 100 (tea/coffee varieties, decaffeinated, warm/cold/powder milk, sugar, sandwiches (chicken & mayo, cheese & tomato, cheese & ham), muffins (plain vanilla, choc chip, poppy seed), scones). Lunch for 80: Still water (100 x 500ml), rice, beef curry, grilled chicken, salads (butternut, beetroot, green salad), assorted fruit juice (40 x 330ml), cold drinks (40 x 330ml). Vegetarian lunch: Grilled fish (20x), lasagne (serves 20), fruit juice (10 x 330ml), cold drinks (10 x 330ml). Sound system: PA system (1x), roving microphones (2x).

Submit three (3) reference letters for similar projects of similar value along with the quotation. This is a mandatory requirement under Phase 2 of the evaluation process.

Use SBD 3.1 (Firm Prices) for this tender. Only firm prices are accepted. Pricing must include VAT and all applicable taxes. Breakdown required for catering (breakfast, lunch, vegetarian options), décor (backdrop, tablecloths, draping), sound system (PA system, roving mics), and sign language interpreters. Offer validity: 90 days from closing date. Travel expenses (if applicable) must specify rates, quantities, and proof of actual costs.

Submit firm prices only (non-firm prices will not be considered). Use SBD 3.1 (Pricing Schedule - Firm Prices). Prices must include VAT and all applicable taxes (VAT, PAYE, income tax, UIF, SDL). Offer validity: 90 days from closing date. Breakdown required for catering (breakfast, lunch, vegetarian options), décor (backdrop, tablecloths, draping), sound system (PA system, roving mics), and sign language interpreters. Payment terms: Within 30 days of invoice receipt accompanied by delivery note. Travel expenses (if applicable) must specify rates, quantities, and proof of actual costs. Only actual costs are recoverable.

Mandatory: Registration on Central Supplier Database (CSD) at www.csd.gov.za by closing date. Submit CSD registration number and signed declaration that CSD information is correct and up-to-date. Tax compliance: Submit TCS PIN (via SARS e-filing) or printed TCS certificate. For consortia/joint ventures, each party must submit separate TCS/CSD details. B-BBEE: Submit B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs/QSEs) to qualify for preference points. Foreign suppliers: Must confirm residency, branch, permanent establishment in RSA, or liability for taxation in RSA. State employees or entities with state-employed directors/members are disqualified. Complete SBD 4 (Bidder’s Disclosure) to declare conflicts of interest or relationships with state employees. Failure to comply with any requirement may result in disqualification.

Submit B-BBEE Status Level Verification Certificate or sworn affidavit (for EMEs & QSEs) to qualify for preference points. EMEs and QSEs must use the provided affidavit forms to declare ownership percentages (Black, Black Female, Black Designated Groups).

Offer validity: 90 days from closing date. Payment within 30 days of invoice receipt accompanied by delivery note. Prices must be firm and include all applicable taxes (VAT, PAYE, income tax, UIF, SDL). Travel expenses (if applicable) must be actual costs with proof. Contract form (SBD 7) must be signed in duplicate by successful bidder and purchaser.

Phase 1: Administrative compliance. Must comply with bid regulations, including registration with CSD and other prescripts. Failure to meet these criteria will lead to immediate disqualification.

80/20 preference point system applies. Price (80 points): Ps = 80(1 - (Pt - Pmin)/Pmin). Specific goals (20 points): 10 points for 100% youth ownership, 10 points for 100% women ownership. Documentary proof (e.g., identity documents) required for specific goals. Bidders must indicate how they claim points. Failure to submit proof results in no points for specific goals.