Panel of service providers for the supply and delivery of event equipment hire and decorations (re-advert)

Closing date: 14 September 2026 at 12h00. No briefing session or site visit is stated.

SCM and technical enquiries: email [email protected] or [email protected]. Bidding procedure contact: Keabetswe Senne, Supply Chain, email [email protected]. All enquiries must be submitted in writing to the email addresses given.

Submission method: sealed envelope deposited in the Tender box at the Reception Area, 1st Floor, Joburg Theatre, 163 Civic Boulevard (previously Loveday Street), Braamfontein (Opposite Metro Centre). Envelope must be endorsed with the bid number and description. Telegraphic, postal, fax, email and late bids will not be accepted. The tender box locks at exactly 12:00 noon on the closing date; bids arriving even one second late are rejected.

Returnable documents (all must be completed, signed and attached; omission or unsigned forms disqualify the bid):

• MBD 1 (Invitation to Bid): bidder and contact details, signed as the offer cover page.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to the institution.
• MBD 3.1 (Pricing and Delivery Schedule): firm prices for the supply and delivery.
• MBD 6.1 (Preference Points Claim): claims B-BBEE points under the PPPFA 2022 regulations.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices).
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusion or price disclosure.
• CSD registration summary report (not older than 30 days).
• Certified ID copies of shareholders/directors.
• Original certified copy of CIPC registration and share certificates.
• Proof of premises: municipal rates and taxes invoice (not in arrears >90 days), or certified lease agreement with utility bill, or SAPS-certified affidavit if operating from a residential address. Address must match CSD/CIPC.
• SARS Tax PIN code.
• Certified B-BBEE certificate or sworn affidavit.
• Audited annual financial statements (if legally required) or most recent AFS with Public Interest Score (PIS) calculation.
• COIDA letter of good standing (or COIDA tender letter if no employees).
• Contactable client references, quality assurance reference letters, company financials, transportation details.
• Detailed quotation on company letterhead.

Disqualification risks: any returnable form unsigned or omitted; incomplete or fraudulent information; failure to submit a valid SARS Tax PIN at closing; bid not in the required order; alterations to bid price not signed in full by the authorised signatory; fronting; improper lobbying of officials.

The following documents must be submitted with the bid: MBD 1 (Invitation to Bid), MBD 4 (Declaration of Interest), MBD 3.1 (Pricing and Delivery Schedule), MBD 6.1 (Preference Points Claim Form), MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), MBD 9 (Certificate of Independent Bid Determination), CSD registration summary report, certified ID copies of shareholders/directors, original certified copy of CIPC registration and share certificates, proof of municipal rates and taxes or lease agreement/affidavit, SARS Tax PIN, certified B-BBEE certificate or sworn affidavit, current audited annual financial statements (or most recent AFS with PIS calculation), proof of COIDA good standing (or COIDA tender letter), contactable client references, quality assurance reference letters, company financials, transportation details, detailed quotation on company letterhead, and any additional bidder information.

Evaluation stages: Stage 1 – Administrative requirements; Stage 2 – Functionality requirements; Stage 3 – Price & Specific Goals. Bids are evaluated on the information in the submission, supplemented by presentations and clarification if requested. Evaluation is based on templates prepared by Joburg Theatre's evaluation committee before bid opening; criteria may not be altered after opening unless no bidder is disadvantaged. Award is subject to SCM regulations, MFMA, PPPFA and the Preferential Procurement Regulations 2022, and the GCC. Functionality requirements include contactable client references, quality assurance, reference letters, company financials and transportation. JCT may award the whole or part, split the award, negotiate with shortlisted bidders, or award to a bidder other than the highest scorer where objective criteria allow.

Scope: supply and delivery of event equipment hire and decorations for Joburg Theatre (JCT). The appointed panel will be used for 36 months. Panel members will be requested to quote on each service required and awarded based on price, performance, delivery and quality. Panel members must respond to JCT's request for quotations within 12 hours of receipt. The bidder must have been in existence and operational for at least five (5) years and have demonstrated expertise in hiring services. The service provider must have an office within the Johannesburg Municipality. The service provider must ensure that facilities where equipment is kept always meet recommended hygiene standards; JCT may conduct site inspections before finalising a contract.

The service provider must be a single legal entity; additional expertise may be secured via sub-contract or joint venture. JCT will contract with a single entity. The bidding entity must be the same entity that executes the bid; fronting is disqualified. The service provider must have an office within the Johannesburg Municipality and must respond to JCT's request for quotations within 12 hours of receipt.

The bidder must have been in existence and operational for at least five (5) years and have demonstrated expertise in hiring services. Bidders must provide contactable client references and reference letters as part of functionality. Misrepresentation of experience or credentials leads to disqualification.

Quality assurance: bidders must submit reference letters and contactable client references as part of functionality. The service provider must ensure that facilities where equipment is kept always meet recommended hygiene standards; JCT may conduct site inspections before finalising a contract. The supplier warrants goods are new, unused, current models and free from defects for 12 months.

Pricing: all prices in South African Rand and VAT inclusive. Prices must be net (all discounts deducted) and include cost of supply, transport of personnel, delivery, off-loading, labour, equipment and materials, with no extra charges to JCT. All price information in the price schedule must be supplied; failure invalidates the tender. Prices are firm; no price escalation unless specifically stated. Any alteration to bid price must be signed in full by the authorised signatory with a letter on company letterhead. Payment: within 30 days of submission of a valid statement/invoice. Performance security: within 30 days of contract award, the successful bidder must furnish performance security in the amount specified in the Special Conditions of Contract (SCC), in the form of a bank guarantee or irrevocable letter of credit acceptable to JCT.

CSD registration: bidders must be registered on the Central Supplier Database (CSD) at the time of submitting the bid; registration at www.csd.gov.za. Tax compliance: bidders must submit a valid SARS Tax PIN (TCS PIN) or CSD number; each party to a joint venture/consortium must submit a separate TCS/PIN/CSD. B-BBEE: certified B-BBEE certificate or sworn affidavit required; preference points claimed under PPPFA 2022. COIDA: letter of good standing from the Compensation Fund or licensed insurer, valid at closing; suppliers with no employees must provide a COIDA tender letter. CIPC: original certified copy of company registration and share certificates. Local office: bidders must have an office within the Johannesburg Municipality. Fronting: any bid found to be fronting another entity is disqualified; bidders must prove non-fronting within 14 days of notification if indicators are found. No bids from persons in the service of the state.

Health and safety: the contractor must comply with the Occupational Health and Safety Act and all relevant regulations, including for all employees and other contractors on site. A suitable health and safety plan appropriate for the contract must be provided. The contractor must comply with all laws relating to wages and conditions of employment. All successful tenderers tendering on items where labour and/or equipment are included must enter into an agreement indemnifying JCT from the provisions of the OHSA. Workmen's compensation (COIDA) compliance is required.

Contract duration: the successful bidder is appointed for a once-off period (the panel itself runs 36 months). A written contract (MBD 7) and/or Service Level Agreement is concluded on acceptance of the bid. Warranty: goods must be new, unused, current models, free from defects for 12 months after delivery; the supplier must repair or replace defective goods at no cost to JCT. Rates are firm; no price variation or escalation. Assignment of obligations requires JCT's prior written consent. Misrepresentation in the tender may lead to termination and claims; the SLA prevails over the tender in conflict. Delays: the supplier must notify JCT in writing of any delay; penalties may be imposed for late delivery/performance, calculated at the current prime interest rate per day of delay on the delivered price of delayed goods or unperformed services. JCT may also terminate the contract. Indemnity: the contractor uses JCT's premises at own risk and indemnifies JCT against claims for loss, damage, injury or death, except for JCT's wilful acts or gross negligence. Insurance: the contractor must maintain public liability insurance covering JCT and the contractor, and insure its own possessions and equipment; insurance must remain in force for the contract duration; proof of insurance must be submitted after award. Patent rights: the supplier indemnifies JCT against third-party infringement claims. Performance security: within 30 days of award, furnish security as specified in the SCC.

JCT reserves the right to award the whole or part of the tender, split the award, negotiate with shortlisted bidders, award to a bidder other than the highest scorer where objective criteria allow, reject the lowest acceptable tender, or cancel the tender. Bids must remain valid for 120 days after closing. The successful bidder must sign a written contract (MBD 7). The contract is for a once-off period. The supplier warrants goods are new, unused, current models and free from defects for 12 months. Assignment requires prior written consent. No price variation or escalation. The supplier must maintain public liability insurance and other required insurances. The supplier must indemnify JCT against certain claims. The supplier must provide performance security within 30 days of contract award if specified in the SCC.

Bidders must be registered on the CSD at the time of submitting the bid. Bidders must submit a valid SARS Tax PIN and comply with tax obligations. Bidders must submit all required documentation as per the checklist, including CSD registration summary report (not older than 30 days), certified ID copies of shareholders/directors, original certified copy of CIPC registration and share certificates, proof of municipal rates and taxes or lease agreement/affidavit, SARS Tax PIN, certified B-BBEE certificate or sworn affidavit, current audited annual financial statements (or most recent AFS with PIS calculation), and proof of COIDA good standing (or COIDA tender letter if no employees). Bidders must have an office within the Johannesburg Municipality. Bidders must be a single legal entity; any fronting leads to disqualification.

Bidding procedure enquiries: Supply Chain, Contact Person: Keabetswe Senne, email [email protected]. Technical information enquiries: contact person not specified, email not specified, telephone not specified. All enquiries must be submitted in writing to the email addresses given on the cover page.