The SABC requires a single event management company to plan, organise and execute the thobela FM gospel festival at polokwane cricket club on 05 december 2026. The bidder must contract, pay and manage all artists, provide accommodation at a 4-star guest house for 30 artists, deliver comprehensive signage, sound, lighting, rigging, av, catering for four meals across four categories, security, barricades, vip and artist tents, accreditation with smart wristbands, and emergency medical services. The event is a once-off, no-bid-security tender. The most consequential bidder consideration is the functionality evaluation minimum score of 80 out of 100, below which bidders are non-responsive.
Key Requirements
Bidders must not canvass any SABC officer or employee between the closing date and the award date; such a response will be disqualified.
Document read. The full tender notice and its supporting documents are read end-to-end. Key sections, requirements, dates, and contact details are identified and pulled into a working summary you can act on.
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RFQSABC RFQ FOR THOBELA FM FESTIVAL 2026.pdfReview complete
Description
Source: SABC RFQ FOR THOBELA FM FESTIVAL 2026.pdf
Important Dates
05 Nov
2026
PUBLICATION
Tender Published
Tender was published
16 Nov
2026
DEADLINE
Closing Date
Tender closing date
Procurement Rules & Compliance ContextThis tender may be governed by South African public procurement rules covering fairness, transparency, preferential procurement, anti-corruption, administrative justice and access to information.
7 rules
These references help suppliers understand the public-procurement framework around this opportunity. They are generated from the tender category, issuing organisation type and procurement context.
Core procurement rules
These rules commonly apply to South African public-sector procurement.
7
Broad-Based Black Economic Empowerment Act (B-BBEE Act)
Act 53 of 2003
high
Provides the empowerment-compliance context often used in public-sector supplier evaluation.
Relevant because this is a South African public-sector procurement opportunity.
Constitution of the Republic of South Africa, 1996 – Section 217
Act 108 of 1996 (s217)
high
This is general procurement context, not legal advice. Always verify requirements in the official tender documents and issuing authority notices.
The SABC requires an event management company to plan, organise and execute the Thobela FM Gospel Festival at Polokwane Cricket Club on 5 December 2026. The scope covers artist contracting and accommodation, full technical production (stage, sound, lighting, AV, power, rigging), catering, toilets, EMS, accreditation and smart wristbands, security, barricades, VIP marquee and décor, signage and end-to-end event management.
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Bid-ready summary
SABC requires an event management company to plan, organise and execute the Thobela FM Gospel Festival at Polokwane Cricket Club on 05 December 2026. The date is provisional and may be moved later. The venue is already booked by the radio station.
Scope covers artist management and payment, artist accommodation, event signage, end-to-end event management, technical production (sound, lights, power, staging, AV, rigging, crew), catering, toilets, emergency medical services, accreditation and ticketing, security, barricades and fencing, and VIP, JOC and artist tent set-up.
Important Dates
Source: SABC RFQ FOR THOBELA FM FESTIVAL 2026.pdf (RFQ)
Closing: 16 November 2026 at 12:00 (noon)
RFQ issue date: 05 November 2026
Briefing session: not applicable
Enquiries: submit by email at least three days before the closing date
Event date: 05 December 2026 (provisional; SABC may move it to a later date)
Event period: 05 December 2026 at 10:00 to 06 December 2026 at 06:00
Build-up security starts five days before the event; breakdown security remains one day after
Contact Information
Source: SABC RFQ FOR THOBELA FM FESTIVAL 2026.pdf (RFQ)
Format: PDF, protected against modification, deletion or addition
Pricing must be in a separate attachment from the technical/functional response
Bidders should send at least 30 minutes before closing to allow for transmission delays
Late submissions will not be considered
Wetransfer and Google Dropbox links must remain valid for 30 days after submission
Returnable documents:
CSD registration proof
Valid TV licence statement for the company and for every active director and shareholder
Valid tax clearance certificate or SARS tax PIN
Original or certified B-BBEE certificate from a SANAS-accredited verification agency
Certified company registration document showing company name, registration number, registration date and active directors or members
Certified shareholders' certificates
Certified ID copies of directors or members
Annexure A (Declaration of Interest): discloses any relationship between the bidder and SABC staff
Annexure B (SBD 6.1): claims preference points for specific goals
Annexure C (Consortiums, Joint Ventures and Sub-Contracting): declares any sub-contracting
Annexure D (SBD 4): discloses employment by the state and any interest in other CSD-registered enterprises
Disqualification risks:
Late submission
Incomplete submission
Missing or unsigned returnable document
Invalid tax status, TV licence or CSD registration
Canvassing SABC officers between closing and award
Evaluation Criteria
Source: SABC RFQ FOR THOBELA FM FESTIVAL 2026.pdf (RFQ)
Stage 1 — Functionality (minimum qualifying score: 80/100)
Bidders scoring below 80 are non-responsive and are not evaluated further
Experience and expertise (35 points):
Minimum 3 years event management experience with portfolio evidence
Online event: 5 points
Indoor event: 5 points
Outdoor event: 10 points
No evidence: 0 points
Recommendation letters on company letterhead with referee contact details (corporate email, not Gmail/Yahoo): 2 letters = 5 points; 3–4 letters = 10 points; 5 or more = 15 points
Outdoor event reference must have at least 2 000 attendees; indoor event at least 250 attendees; online event requires proof of execution
Capacity to deliver (20 points):
Key project team members with CVs and areas of specialisation: 5 points
Delivery time, number of debriefs, query resolution and third-party supplier management: 5 points
Ability to integrate with the client's communication partners: 10 points
Implementation plan (45 points):
One outdoor event case study showing conceptualisation, planning and execution: 15 points
Detailed project plan covering objectives, outcomes/ROI, event media mix, timeframe and budget allocation: 30 points
Stage 2 — Price and specific goals (80/20 preference point system)
Price: maximum 80 points, calculated on the 80/20 formula
Specific goals: maximum 20 points
EME/SME 51% owned by Black people: 10 points
51% owned by Black people: 5 points
51% owned by Black people who are women: 3 points
Black youth: 2 points
Bidders who do not meet specific goals are not disqualified but score zero for those goals
Award:
Highest total points wins
A tie is decided by drawing lots
Technical Specifications
Source: SABC RFQ FOR THOBELA FM FESTIVAL 2026.pdf (RFQ)
Scope: plan, organise and execute the Thobela FM Gospel Festival at Polokwane Cricket Club on 05 December 2026. The venue is already booked; bidders do not book it. SABC may move the event to a later date.
Artist management and accommodation
Contract and pay the artists; manage hospitality riders, technical riders and accommodation
Artist line-up: 40% national, 60% regional, approved by Thobela FM
Suggested artists include Terry Vox, Shibu Molomo, Peter Mabula, Dr Winnie Mashaba, Rofhiwa Manyaga, Lebo Sekgobela, Thinah Zungu, Ayanda Ntanzi, Benjamin Dube, Spirit of Praise Collective, Ntokozo Mbambo, Dr Tumi, Bafana ba Mokhukhu and Rebecca Malope; the bidder may propose others with station approval
Accommodation: 30 rooms at a 4-star guest house or hotel, with room allocation, check-in/check-out and artist liaison
Event signage
Signage for general and VIP toilets, accessible toilets, JOC, entrances, parking, VIP and artist marquees, backstage, stage and technical areas, catering, accreditation, emergency and fire points, exits, pedestrian and crowd-control routes
Signage must be clear, visible and weather-resistant where required
Technical production
Stage: 14m x 12m scaffolding stage with trussing roof, 1.2m/1.5m high floor, 30 000 litres of water
Sound: 24 large-format line array (12 per side, 3-way d&b/eaw/l'acoustic), 24 dual 18 or 21 subwoofers, 20 medium-format line array, 16 x 15-inch stage monitors, 2 Soundcraft Vi 3000 consoles, 3 DJ sets, 10 Shure ULXD microphones, 6 IEM systems, backline microphones for a 9-piece band
Backline: 5-piece Yamaha/DW drum kit, 2 Fender DeVille guitar amps, 1 Mark Bass bass amp, 12 BSS DI boxes, 4 keyboards (Roland RD 700, Motif XS7/8, Nord), drum riser on wheels, keyboard and percussion risers
Power: 400-amp and 250-amp main distribution boxes, 6 x 63-amp and 16 x 32-amp distros, 2 generators for stage and marquees, cabling and 70m cable protection track
AV: 3 x 6m x 4m LED P6 outdoor screens, 120 LED panels on stage, 2 screen towers, 2 HD cameras, recording facilities, camera operators, Green Hippo or Watchout graphics system, laptops
Rigging: 12 x 1-ton motors, 16 x 0.5-ton motors, rigging gear, shackles, safety gear, structural certificates of compliance and certificate of compliance
Crew: technical crew and riggers, 2 sound engineers, 2 monitor engineers, 2 AV engineers, 2 lighting engineers, with S&T and accommodation
Transport for all equipment
Brand names may be substituted with equivalent brands
Catering (05 December 2026)
Lunch pack: 100 people, 13:00–14:00 — sandwich and assorted juice
Light dinner: 450 people, 16:00–17:00 (250 VVIP and 200 sold VIP) — finger food, sweet and savoury harvest table, soft drinks, 100% juice and water
Main meal: 900 people, 20:00–21:00 (300 VVIP, 200 sold VIP, 250 artists and nominees, 150 task team and JOC) — pap/rolls, three salads (chakalaka, potato salad, hot salsa), wors/chicken/beef, fish and beef, soft drinks, 100% juice and water
Late meal: 300 people, 01:00–02:00 — wors roll and chips, soft drinks, 100% juice and water
Toilets
40 non-flush general toilets including urinals, with cleaning and maintenance staff for the event
20 VIP toilets with janitors and maintenance through the night
3 accessible toilets for people with disabilities
Emergency medical services
3 ambulances with qualified personnel for a crowd of about 10 000
Personnel must hold current ILS, BLS and ALS qualifications
Accreditation and ticketing
Branded fabric smart wristbands that count patrons and block fake tickets
VVIP 300, VIP 200, municipality 250, service providers 200, performing artists 320, working crew 150, hawkers 80, JOC team 120
Smart general armbands: 1 000
Security
Build-up and breakdown: 3 guards for 6 nights (5 build-up and 1 strike)
Event day 05 December 2026: 250 guards from 12:00 to 22:00; 230 guards from 22:00 to 06:00 on 06 December 2026
20 bouncers for 05–06 December 2026
Security company must be PSIRA-registered and hold a crowd control certificate
Appoint a security officer to facilitate compliance certificates
Barricades and fencing
Barrier fence 1.2m high x 2m wide or 2m high x 2m wide
40m steel barrier fencing around front of house/technical area
50m steel barrier fencing at front of stage
20m steel barrier fencing on both stage sides
30m steel barrier fencing around beer garden serving stations
2 x 20m barrier fencing around daylight screens
50m barrier fencing in front and at the side of the VIP marquee
1 600m to 2 200m steel barrier fencing for crowd control
VIP set-up (05 December 2026)
15m x 60m aluminium marquee with glass front, partitioned into 3 spaces
600 interlock flooring, white draping in 3 spaces, lighting and chandeliers, furniture for 600 people
Lounge pods, café tables and chairs, cocktail tables, barstools, black sofas, centre pieces, florist and stylist fees, delivery, set-up labour, clearing and collection, after-hours fee
VIP area lounge furniture
20 VIP toilets with 10 janitors and cleaners through the night and 1 honey sucker
1 x 5m x 5m pagoda kitchen tent, 4 chest freezers
JOC: 1 peg-and-pole tent for 50 people, 14 rectangular tables, 50 black plastic chairs with covers, 14 black tablecloths
Artists: 1 x 15m x 10m A-frame tent, 1 draping, 1 x 5m x 5m pagoda changing room with two tables, two mirrors and two hanging racks, 38 café tables, 150 café bistro chairs
Signage for tents (exits, fire extinguishers, toilets, VIP, stage, artist tent, beer garden)
Backstage interview booth and backdrop with 2-seater couch, pink carpet, 2 stanchions, decorative plants and artificial flowers
Methodology
Source: SABC RFQ FOR THOBELA FM FESTIVAL 2026.pdf
Bidders must submit:
One case study of an outdoor event showing how the event was conceptualised, planned and executed (15 points)
A detailed project plan within the case study covering objectives, outcomes/ROI, event media mix, timeframe and budget allocation (30 points)
Key project team members with CVs and areas of specialisation (5 points)
Evidence of delivery time, number of debriefs, query resolution and third-party supplier management (5 points)
Evidence of ability to integrate with the client's communication partners (10 points)
Portfolio evidence of online, indoor and outdoor events, with photographs or video links (20 points)
At least 3 signed event management recommendation letters on company letterhead with referee contact details (15 points)
Experience & Qualifications
Source: SABC RFQ FOR THOBELA FM FESTIVAL 2026.pdf
Minimum experience: 3 years in event management, supported by a portfolio of evidence.
Portfolio must show:
An online event (5 points)
An indoor event with at least 250 attendees (5 points)
An outdoor event with at least 2 000 attendees (10 points)
Descriptive details, photographs or video links showing event size, conceptualisation, planning and execution, including hosting high-profile guests
Recommendation letters:
At least 3 signed letters on company letterhead with referee contact details
Corporate email references only (not Gmail, Yahoo or similar)
2 letters = 5 points; 3–4 letters = 10 points; 5 or more = 15 points
Key personnel:
List key project team members and their areas of specialisation, supported by CVs (5 points)
Financial Requirements
Source: SABC RFQ FOR THOBELA FM FESTIVAL 2026.pdf (RFQ)
Pricing
Detailed cost breakdown showing all direct and indirect costs
Financial/pricing information in a separate attachment from the technical response
Payment
SABC pays 60 days after the service is rendered and an invoice or statement is submitted
Bid validity
90 days from the closing date
Contract duration
Once-off
No bid security, performance bond, guarantee or retention is stated.
Compliance Requirements
Source: SABC RFQ FOR THOBELA FM FESTIVAL 2026.pdf (RFQ)
Mandatory eligibility
CSD registration: no contract without it
Valid tax clearance certificate or SARS tax PIN: no contract if tax matters are not in order
Valid TV licence statement for the company and for every active director and shareholder: no contract if the TV licence account is not valid; SABC verifies this internally
B-BBEE certificate from a SANAS-accredited verification agency, or a sworn affidavit where applicable
Certified company registration document, shareholders' certificates and directors' ID copies
B-BBEE and specific goals evidence
B-BBEE: valid certificate or sworn affidavit; a consolidated scorecard is accepted for joint ventures
Black women ownership: certified ID copies of owners or shareholders
Black youth ownership: certified ID copies of owners
EME or QSE 51% Black-owned: annual financial statements or management accounts, B-BBEE certificate, affidavit or certified ID copies
51% Black-owned: CIPC documents, B-BBEE certificate, affidavit or certified ID copies
South African enterprises: CIPC documents
Security providers
PSIRA registration and a crowd control certificate
Exclusion
Bidders with a proven poor record at SABC, blacklisting, fraud or misrepresentation may be excluded
Bidders who fail the financial stability assessment may be excluded
Former SABC employees: 12-month cooling-off after termination; 5-year ban after dismissal
SABC Board members and their businesses are excluded; 12-month cooling-off after leaving the Board
Returnable forms
Annexure A (Declaration of Interest): discloses any relationship with SABC staff
Annexure B (SBD 6.1): claims specific-goal preference points
Annexure C (Consortiums, Joint Ventures and Sub-Contracting): declares sub-contracting
Annexure D (SBD 4): discloses state employment and interests in other CSD-registered enterprises
Health & Safety
Source: SABC RFQ FOR THOBELA FM FESTIVAL 2026.pdf
Emergency medical services:
3 ambulances with qualified personnel for a crowd of about 10 000
Personnel must hold current ILS, BLS and ALS qualifications
Event lighting and safety:
The venue is dark; lighting must provide adequate illumination for public movement, operational areas and safety
4 event lights and a generator tower required
Rigging and structures:
Structural certificates of compliance and certificate of compliance required
Safety gear, shackles and rigging gear required
Signage:
Emergency and fire points, exits and emergency exits must be clearly signposted
Fire extinguisher signage required for tents
Security:
PSIRA registration and crowd control certificate required
A security officer must be appointed to facilitate compliance certificates
Contractual Terms
Source: SABC RFQ FOR THOBELA FM FESTIVAL 2026.pdf
Contract duration: once-off
Bid validity: 90 days from closing
Payment: 60 days after service and invoice
SABC rights:
Not bound to accept the lowest or any bid
May withdraw or cancel the RFQ at any time
May negotiate with preferred bidders
May contact bidders for clarification without informing others
May reject bidders with a poor record at SABC or who fail the financial stability assessment
No contract exists until a formal contract or letter of award is signed by both parties
Exclusions:
Former SABC employees: 12-month cooling-off after termination; 5-year ban after dismissal
SABC Board members and their businesses are excluded; 12-month cooling-off after leaving the Board
Bidders blacklisted or guilty of fraud or misrepresentation are eliminated
Cost of bidding: the bidder bears all costs of preparing and submitting the bid.
Section
Source: SABC RFQ FOR THOBELA FM FESTIVAL 2026.pdf
Functionality is scored out of 100 with a minimum qualifying score of 80. Bidders below 80 are non-responsive.
This tender has strong source evidence, including source metadata and supporting tender information synced from the government tender portal.
Tenders SA is not the issuing authority. All tenders are automatically synced from the official government tender portal. Always confirm final submission details, closing dates, briefing sessions, eligibility requirements, and documents on the official government portal before applying.