Event management services for the munghana lonene FM 21st xitsonga music awards (xma21) festival

Closing date: 9 November 2026 at 12:00

Event date: 19 December 2026 (provisional; SABC may move to a later date)

Enquiries must be emailed at least 3 days before closing.

Optional briefing session: Not applicable.

Enquiries

• Contact: Mthwakazi Mahlasela
• Email: [email protected]

Submission

• Submission email: [email protected]

Procuring entity address:

SCM Division

Radio Park, Henley Road

Auckland Park 2092

Johannesburg

Private Bag X1

Auckland Park 2006

Submission method: email

Submission email: [email protected]

Closing time: 9 November 2026 at 12:00 (noon)

Format: single PDF, protected from modification, deletion or addition; labelled in the email subject line with the RFQ number and bidder's name; pricing in a separate attachment from technical/functional response. Email at least 30 minutes before closing to avoid delays. Late emails are not accepted; SABC is not liable for transmission failures. WeTransfer and Google Dropbox links must be set to expire after 30 days (not 7).

Returnable documents (all mandatory):

• CSD registration proof.
• Valid TV licence statement for the company; all active directors and shareholders must hold valid TV licences.
• Valid tax clearance certificate or SARS PIN.
• Original or certified copy of a valid B-BBEE certificate from a SANAS-accredited verification agency.
• Certified copy of company registration document (name, registration number, date of registration, active directors/members).
• Certified copy of shareholders' certificates.
• Certified copy of ID documents of directors/members.
• Annexure A (Declaration of Interest): discloses any relationship with SABC employees or related parties.
• Annexure B (SBD 6.1): claims preference points for specific goals.
• Annexure C: declaration on consortium, joint venture or subcontracting arrangements.
• Annexure D (SBD 4, Bidder's Disclosure): declares employment by the state, relationships with procuring institution, and independent bid determination.

Disqualification risks:

• Late or incomplete submissions.
• Any mandatory document omitted or unsigned.
• Canvassing any SABC officer or employee between closing and award.
• False information in disclosures.

Two-stage evaluation:

Stage 1 – Functionality/technical (minimum threshold 80/100):

• Experience and expertise (35 points): at least 3 years' event management experience with a portfolio covering an online event, an indoor event and an outdoor event, with photographic/video evidence (online 5, indoor 5, outdoor 10); at least 3 signed recommendation letters on company letterhead (or corporate email references) confirming events with at least 5 000 attendees (0 letters = 0, 2 = 5, 3–4 = 10, 5+ = 15).
• Capacity to deliver (20 points): key project team members with CVs and specialisation (5), delivery turnaround and debriefs (5), ability to integrate with client's communication partners (10).
• Implementation plan (45 points): one case study of an outdoor event (15), and a detailed project plan covering objectives, outcomes/ROI, media mix, timeframe and budget allocation (30).

Bidders scoring below 80 are non-responsive and excluded.

Stage 2 – Price and specific goals:

• 80/20 preference point system: maximum 80 points for price, 20 points for specific goals.
• Price points calculated using the formula Ps = 80(1 - (Pt - Pmin)/Pmin).
• Specific goals (20 points): EME/SME 51% black-owned = 10; 51% black-owned = 5; 51% black-owned women = 3; black youth = 2. Bidders not meeting a goal score zero for it but are not disqualified.
• Award goes to the highest total score; ties decided by drawing of lots.

The SABC requires a reputable event management company to plan, organise and execute the Munghana Lonene FM 21st Xitsonga Music Awards (XMA21) festival, provisionally on 19 December 2026 at Thulamahashe Stadium. Venue is already booked; bidders must not book it.

Scope summary:

• Artist management: contract and pay artists, manage hospitality/technical riders and accommodation (30 rooms at a 4-star facility). Line-up: 40% national, 60% regional, subject to station approval. Probable artists named; others may be suggested.
• Artist accommodation: manage room allocations, check-in/out, liaison with artists.
• Event signage: comprehensive signage for all areas including toilets, entrances, parking, marquees, backstage, stage, catering, accreditation, emergency and crowd-control routes; weather-resistant where needed.
• Event management: end-to-end planning, supplier and stakeholder coordination, build-up, event-day management and breakdown.
• Trophies and certificates: 16 polished aluminium trophies (300 mm x 140 mm x 8 mm) with engraved winner names; 5 framed certificates (385 mm x 730 mm); prize amounts: nominees 14 @ R20 000, song of the year R25 000, Dr Thomas Chauke Award R30 000, special recipients 5 @ R20 000.

Stage and technical:

• Stage: 14 m x 12 m scaffolding stage with trussing roof and floor 1.2–1.5 m high; stage water 30 000 litres.
• Sound: 24 large-format line array, 24 dual 18/21 subwoofers, 20 medium line array, 16 stage monitors, 2 Soundcraft Vi3000 desks, 3 DJ sets, 10 Shure ULXD microphones, 6 IEM sets, backline for 9-piece band.
• Lighting: 24 robe wash lights, 24 beams, 12 BMFLs, 12 fresnels, 24 batten lights, 2 followspots, 2 hazers, event lights and towers; venue is dark, lighting must provide general illumination.
• Power: 400 A and 250 A main distro boxes, 6 x 63 A and 16 x 32 A distros, 2 generators, cable kits and protection tracks.
• Staging extras: 8 x 1 ton water tanks, wheelchair ramp, 40 m gorilla barriers, 400 m crowd fencing, 5 m x 5 m FOH structure, 7.5 m followspot tower.
• AV: 3 x 6 m x 4 m LED P6 outdoor screens, 120 LED panels, 2 HD cameras, recording facilities, Green Hippo/Watchout, laptops.
• Rigging: 12 x 1 ton motors, 16 x 0.5 ton motors, structural certificates of compliance and COC required.
• Crew: sound, monitor, AV and lighting engineers, riggers, technical crew; accommodation for crew.

Catering (19 December 2026, Thulamahashe Stadium):

• Lunch pack: 100 people 13:00–14:00 (sandwiches, assorted juice).
• Light dinner: 450 people 16:00–17:00 (finger food, 250 VVIP and 200 VIP).
• Main meal: 900 people 20:00–21:00 (pap/rolls, 3 salads, wors/chicken/beef/fish, soft drinks including juice and water).
• Late meal: 300 people 01:00–02:00 (wors roll and chips, assorted drinks).

Toilets:

• General: 40 non-flush toilets including urinals, with cleaning and maintenance.
• VIP: 20 VIP toilets with janitors/attendants throughout the night.
• Accessible: 3 toilets for persons with disabilities.

Emergency medical services: 3 ambulances with ILS/BLS/ALS-qualified personnel for a crowd of ~10 000.

Accreditation and ticketing:

• Event 19–20 December 2026, 10:00 to 06:00.
• Branded fabric smart wristbands for access control; system must count patrons and counter fake tickets.
• Categories and quantities: VVIP 300, VIP 200, municipality 250, service providers 200, performing artists 320, working crew 150, hawkers 80, JOC team 120, general armbands 1 000.

Security (PSIRA-registered, crowd control certificate, security officer):

• Coverage starts 5 days before the event and remains 1 day after for breakdown.
• Build-up: 3 security guards for 6 nights.
• Event day: 250 guards 12:00–22:00 on 19 December, 230 guards 22:00–06:00, 20 bouncers.

Barricades and front-of-house:

• Barrier fence 1.2 m x 2 m or 2 m x 2 m; 40 m steel barrier front of stage, 50 m side barriers, 20 m each side, 30 m beer garden, 2 x 20 m around LED screens, 50 m VIP marquee, 1600–2200 m crowd control fencing.

VIP marquee setup (19 December 2026):

• 1 x 15 m x 60 m aluminium marquee partitioned into 3 spaces, 600 interlock flooring, white draping, lighting and chandeliers, furniture for 600 people; lounge area, café tables and chairs, cocktail tables, bar stools; florist and stylist fees; 20 VIP toilets with 10 janitors/cleaners and 1 honey sucker; 5 x 5 m pagoda kitchen tent, 4 chest freezers.
• JOC: 1 peg-and-poles tent (50-person), 14 rectangular tables, 50 chairs with covers, 14 black tablecloths.
• Artist area: 15 m x 10 m A-frame tent, draping, 5 x 5 m changing room tent with tables, mirrors and hanging racks, 38 café tables, 150 café bistro chairs, signage for tents.
• Backstage interview booth with 2-seater couch, pink carpet, stanchions, decorative plants and flowers.

Brand names are indicative; equivalent products may be offered.

Bidders must present one case study demonstrating their process for conceptualising, planning and executing an outdoor event (15 points), and a detailed project plan covering objectives, outcomes/ROI, event media mix, timeframe and budget allocation (30 points).

Implementation approach should be described in the functionality response.

Bidders must have a minimum of 3 years' event management experience, evidenced by a portfolio covering an online event, an indoor event and an outdoor event, with photographic or video proof of event size, conceptualisation, planning and execution, including hosting high-profile guests.

At least 3 signed recommendation letters from events with minimum 5 000 attendees, on company letterhead with referee contact details (or corporate email references).

Key project team members with CVs and areas of specialisation relevant to eventing must be listed.

Pricing format: indicative costing must provide a detailed cost breakdown, including all direct and indirect costs.

Payment terms: SABC pays 60 days after the service is rendered and an invoice/statement is submitted.

Bid validity: 90 days from closing date.

Contract duration: once-off.

Mandatory:

• CSD registration (verification done internally by SABC).
• Valid tax clearance certificate or SARS PIN – no contract if tax matters not in order.
• Valid TV licence statement for the company and all active directors/shareholders – no contract if not valid.
• Original or certified copy of valid B-BBEE certificate from SANAS-accredited agency.
• Certified company registration, shareholders' certificates, and ID copies of directors/members.

Specific goals (preference points): evidence may include B-BBEE certificate/affidavit, certified ID documents, CIPC documents, or financial/management accounts, depending on the goal claimed.

Subcontracting:

• Subcontracting requires SABC approval.
• Local production and content thresholds must not be reduced below the stipulated minimum.
• May not subcontract more than 30% of contract value to an entity with a lower B-BBEE level than the bidder, unless the subcontractor is an EME with capability to execute.

Exclusion criteria:

• Poor track record on previous SABC projects.
• Blacklisted or fraudulent activities (e.g., tax non-compliance, misrepresented financials).
• Failure of financial stability assessment.
• Former SABC employees and Board members (and their businesses) are barred, with cooling-off periods: 12 months after resignation/retirement, 5 years after dismissal, and indefinitely until criminal records are expunged (if applicable).
• No business with any current Board member or Board member-owned business.

Health and safety requirements:

• 3 ambulances with ILS/BLS/ALS-qualified personnel on site for the crowd of about 10 000.
• Adequate signage for emergency and fire points, exits, and crowd-control routes.
• Event lighting must ensure adequate illumination for public movement and safety.
• Structural certificates of compliance and COC for staging/electrical works.
• Security personnel (PSIRA-registered) and crowd-control measures including fencing and barriers.
• Wheelchair ramp and accessible toilets provided.

Contract type: once-off, for the event only.

The SABC does not bind itself to accept the lowest or any tender, and may cancel the RFQ at any time.

No contract is formed until a formal contract/letter of award is signed by both parties.

The SABC may enter negotiations with preferred bidders, contact bidders for clarification, and select based on greatest benefit to the Corporation, not necessarily lowest cost.

Bidders bear all costs of preparing and submitting their bid.

Award is subject to the bidder passing a financial stability assessment.

Bidders with a proven poor record on previous SABC projects, or who are blacklisted or have committed fraud/misrepresentation, will not be considered.

New SABC contracts are barred for:

• Former employees within 12 months of termination (including those who resign/retire and become directors).
• Dismissed employees for 5 years from dismissal.
• Employees or Board members with criminal records until legally expunged.
• Any business of a current SABC Board member.

Enquiries must be emailed at least 3 days before closing.

Any attempt to canvass SABC officers or employees between closing and award disqualifies the bid.

Bidder must not communicate with competitors about pricing; suspicious bids are reported to the Competition Commission.

Annexures A-D (declarations, SBD 6.1, consortium rules, SBD 4) must be completed and returned.

Functionality scored out of 80 (minimum threshold 80). Price and specific goals then applied under the 80/20 system. Full details in the evaluationCriteria section.