Event planner for property investors forum launch – bcmm tender in eastern cape

Closing date and time: 20 November 2026 at 12:00

Event launch deadline: before 30 November 2026

No mandatory briefing or site visit stated.

Enquiries

• Contact: Z. Madabane
• Email: [email protected]

Submission address

Buffalo City Metropolitan Development Agency

69 Frere Road, Vincent, East London

(Corner of Frere Road and Windsor Road, use entrance at Windsor Road), 5201

Fraud hotline (anonymously): (080) 066 8413

Submission method: hard copy only, in a sealed envelope. Emailed or faxed quotations will not be accepted.

• Envelope must be clearly marked with: "NOTICE : APPOINTMENT OF A OF AN EVENT PLANNER FOR PREPARATION, PLANNING, MARKETING, AND PROJECT MANAGING A SUCCESSFUL DELIVERY OF A PROFESSIONAL LAUNCH OF A PROPERTY INVESTORS FORUM AT BCMM"
• Deposited in the Quotations Box at: Buffalo City Metropolitan Development Agency, 69 Frere Road, Vincent, East London (corner of Frere Road and Windsor Road, use entrance at Windsor Road), 5201
• Closing: 20 November 2026 at 12:00. Late quotations will not be considered.
• Quotations must be fully completed and signed. Use of Tippex or erasable ink results in non-responsiveness.
• Returnable forms (complete and sign all):
• MBD 4 (Declaration of Interest): discloses any connection to state employees or evaluation/adjudication officials.
• MBD 6.1 (Preference Points Claim): used to claim points for specific goals; proof must be attached.
• MBD 7.1 (Contract Form, Part I – Form of Offer): confirms offer, price, and acceptance of contract conditions.
• MBD 8 (Declaration of Past SCM Practices): declares any past abuse, fraud, corruption, or restricted status.
• MBD 9 (Certificate of Independent Bid Determination): certifies no collusive bidding or price disclosure.
• Declaration of Bidder: authorises tax clearance check and confirms no conflicts or fraud history.
• Quotations remain valid for 90 days after closing.
• BCMDA may request further information and is not bound to accept the lowest or any quotation.
• BCMDA is not responsible for quotations misdelivered by courier; bidders must ensure correct delivery to the tender box.

Evaluation stages: compliance, functionality, then 80/20 preference point system.

Compliance evaluation (mandatory):

• Registration on National Treasury's Central Supplier Database (CSD) with summary report or CSD number.
• Company and directors' municipal accounts not in arrears for more than 3 months (evidence required).
• No state employees as defined in the Municipal Finance Management Act SCM Regulations.
• All mandatory forms and declarations submitted.

Functionality evaluation:

• Minimum qualifying threshold: 75% of functionality points.
• Scored out of 100 points as follows:
• Relevant experience: 30 points (of >100 attendees, public/investor events, past 5 years): >5 projects = 30; 3–4 projects = 15. Evidence: appointment letters and signed client reference letters.
• Previous marketing and event coverage: 30 points. Evidence: company profile, media coverage, closeout report. >2 projects with live TV coverage = 5; >2 with national radio = 10; >2 with media coverage = 10; >3 advertised on client websites = 5.
• Methodology: 40 points. Technical proposal covering event planning (10), venue/logistics/vendor coordination (10), program content/speakers/engagement (10), branding/marketing/deliverables (10).
• Reference letters must be on the referencing institution's letterhead, signed by project manager, SCM or accounting officer.
• Appointment letters must be signed by the Accounting Officer.
• Failure to submit required evidence leads to zero points for that criterion.

Preference points (80/20 PPPFA):

• Price: 80 points (formula based on lowest acceptable price).
• Specific goals: 20 points (see B-BBEE / specific goals in compliance).
• Total: 100 points.
• Bidders must meet the 75% functionality threshold to proceed to price and preference evaluation.

The Buffalo City Metropolitan Development Agency (BCMDA) requires an event planner to plan, prepare, market, and project manage the professional launch of the Property Investors Forum (PIF) for the Buffalo City Metropolitan Municipality (BCMM).

PIF is a multi-stakeholder platform bringing together BCMDA, government institutions, property investors, developers, financial institutions, universities, and other stakeholders. Its functions include coordinating and vetting investment projects, streamlining regulatory approvals, sharing market intelligence, and monitoring investment impacts.

Scope of work includes:

• Event planning: project kickoff and governance, event concept and run-of-show, timeline and deliverables management.
• Venue, logistics and vendor coordination: venue sourcing and booking, floor plan and crowd flow, signage, transport/parking, accessibility; manage third-party vendors (AV/lighting, stage/build, décor, security, catering, photography/videography, printing, staffing).
• Program content, speakers and engagement: speaker management, content production (moderator scripts, welcome address, materials), delegate and VIP handling, networking, Q&A, registration.
• Branding, marketing support and deliverables: branded signage, backdrops, roll-ups, invitations, badges, certificates; marketing inputs (event page content, speaker highlights, agenda graphics); post-event wrap-up report, vendor summaries, attendance results, media highlights, recommendations for next edition.

Deliverable: close-out report.

Event must be launched before 30 November 2026.

All travelling, accommodation, typing, printing and copying disbursements must be included in the total cost.

The technical proposal must explain the approach to:

• Event planning (kickoff, run-of-show, timeline)
• Venue, logistics and vendor coordination
• Program content, speakers and engagement
• Event branding, marketing support and deliverables

Each of the four components carries 10 points in the functionality evaluation.

Bidders must demonstrate, over the past 5 years, experience managing event planning projects of more than 100 attendees for public or investor functions. Scoring: more than 5 projects = 30 points; 3–4 projects = 15 points. Evidence per project must include an appointment letter and a signed client reference letter. Bidders must also show experience with media/event coverage: live TV, national radio, media coverage, and client website advertising count toward additional points.

Prices must be quoted per the pricing schedule with lump sums for: A) Event planning, B) Venue, Logistics and Vendor Coordination, C) Program Content, Speakers and Engagement, D) Event Branding, Marketing Support and Deliverables, E) Close Out Report. Bidders may offer an overall discount (%). A disbursement budget must be included. A contingency of 10% of the subtotal (A+B+C+D+E) is added. Total price must be VAT inclusive where applicable. All costs including travel, accommodation and printing must be included.

Pricing format: quoted prices must be inclusive of VAT where applicable.

• Pricing schedule items (each priced as a lump sum):
• A. Event planning
• B. Venue, Logistics and Vendor Coordination
• C. Program Content, Speakers and Engagement
• D. Event Branding, Marketing Support and Deliverables
• E. Close Out Report
• F. Overall Discount Offered (%) – treated as a deduction on subtotal
• G. Disbursement Budget
• H. Contingency at 10% of subtotal E
• Total price = Sub-total A + B + C + D + E, minus discount, plus disbursements, plus 10% contingency.
• All costs (travel, accommodation, printing, copying) must be included.
• No specific bid security, guarantee, or retention requirements stated.
• Payment terms: standard 30 days after receipt of invoice and proof of delivery (per contract form).

Mandatory compliance requirements (non-compliance disqualifies):

• Registration on National Treasury's Central Supplier Database (CSD) – submit CSD summary report or reflect CSD supplier number.
• Company municipal accounts (and directors' municipal accounts) not in arrears for more than 3 months. Evidence options:
• Municipal account statements showing age of debt; or
• Stamped and signed municipal debt clearance certificate; or
• Signed lease agreements (lessor and lessee) with written lessor confirmation that no arrears.
• No state employees (as defined in MFMA SCM Regulations) may bid.
• Complete, sign and submit: MBD 4, MBD 6.1, MBD 7.1, MBD 8, MBD 9, and Declaration of Bidder.
• Failure to submit required documents results in non-responsiveness (except additional proof for specific goals).

B-BBEE / Specific goals (20 points in 80/20 system):

• B-BBEE Level one contributor: 10 points – provide B-BBEE certificate confirming level one.
• Enterprise located within BCMM municipal area: 7 points – provide proof of municipal account.
• Majority black women-owned: 1 point – detailed CSD report or detailed B-BBEE certificate demonstrating black women ownership.
• Majority black youth-owned: 1 point – detailed CSD report or detailed B-BBEE certificate demonstrating black youth ownership.
• Majority disabled-owned: 1 point – proof from registered medical practitioner, SARS exemption (ITR-DD), or detailed CSD report.

General compliance:

• Tax clearance: Declaration of Bidder authorises BCMDA to obtain a tax clearance certificate from SARS (no separate form required).
• No Tippex or erasable ink.
• Bids from state employees will not be considered.
• Bidders must not be listed on Register of Tender Defaulters or National Treasury's Restricted Suppliers database.

No specific health and safety requirements are stated in the document beyond general compliance with municipal supply chain regulations and the required declarations (MBD 8, MBD 9).

The contract will be governed by the General Conditions of Contract. A Service Level Agreement (SLA) will be signed upon acceptance of the offer. BCMDA reserves the right to accept the whole or part of the tender, and is not obliged to accept the lowest or any tender. Misrepresentation of facts in the bid leads to disqualification. Undue influence or fraud in the bidding process results in automatic disqualification. Frauds may be reported to the BCMM Fraud Hotline.

Quotations are evaluated on an 80/20 basis per the PPPFA: 80 points for price and 20 points for specific goals. Before price and preference evaluation, bidders must pass compliance and functionality evaluation, with functionality requiring a minimum score of 75%.