Event management services for mbombela state of the city address (catering, transport, audio)

• The City of Mbombela invites bids for the appointment of an event management service provider for the State of the City Address at Kabokweni Community Hall.
• Services include catering, transport, public address system, and loud hailing services for the event on 26 June 2026.

• Closing date and time: 18 June 2026 at 11:00.
• No briefing session will be conducted for this tender.
• The tender remains valid for 30 days from the closing date.

• For bidding procedure enquiries: Christopher Nkambule, Supply Chain Management Unit, Financial Management. Telephone: 013 759 2358. Email: [email protected].
• For technical information: Sindisiwe Gwebu, Strategic Services, Office of the Executive Mayor. Telephone: 013 759 2003. Email: [email protected].
• Employer: City Manager, Mr Wiseman Khumalo, City of Mbombela, PO Box 45, Mbombela, 1200.
• Submission address: Tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200.

• Submit your bid in the tender box located at 1 Nel Street, Mbombela Civic Centre, next to the main entrance, Mbombela, 1200.
• Closing date: 18 June 2026 at 11:00. Late bids will not be accepted.
• Bids must be submitted on the official forms provided (not to be re-typed).
• The completed bid document must be fully priced, extended, totalled, completed in all respects, and duly signed.
• Seal the bid in an envelope clearly marked with the bid number, full project description, and closing date, with the bidder's name.
• Compulsory returnable documents to attach:
• Valid Tax Compliance Status (TCS) PIN or CSD number.
• Proof of company registration.
• Certified copies of business directors' identity documents.
• Full Central Supplier Database (CSD) registration report, not older than 30 days from closing date (summary reports not accepted).
• Certified copy of a B-BBEE certificate or sworn affidavit for B-BBEE status.
• Latest municipal rates and taxes statements for the business and all directors (or proof of residence/lease agreements).
• Certified proof of experience: at least one appointment letter/purchase order with reference letter for catering services for 200+ people.
• Certified proof of experience for audio systems (if applicable).
• Certified copy of Certificate of Acceptability (CoA) for basic food safety and hygiene issued by Ehlanzeni District Municipality or equivalent.
• Certified qualification, ID copy, and comprehensive CV of the project leader with minimum 3 years experience in food handling.
• Bids received by telegram, fax, or email will not be considered.
• Failure to provide any required particulars may render the bid invalid.
• Bidders are advised not to commit fraudulent activities or forge documents; this may lead to reporting to SAPS and restriction from public business.

1) Valid Tax Compliance Status PIN or CSD number. 2) Certified B-BBEE certificate or sworn affidavit (for EMEs/QSEs). 3) Company registration certificate. 4) Full CSD report (not older than 30 days). 5) Proof of company experience: at least one reference/proof for catering (200+ people) and audio services. 6) Certificate of Acceptability for food safety from Ehlanzeni District Municipality. 7) Certified qualifications/CV of project leader (min. 3 years food handling experience, certificate qualification). 8) Current municipal rates/taxes statements for business AND all directors (not in arrears >90 days). 9) All documents must be originally certified (not older than 3 months). 10) No state employees or directors listed on bid defaulters register.

• Scope: Appointment of an event management service provider for the City of Mbombela State of the City Address at Kabokweni Community Hall, Nsikazi.
• Services required: catering, transport, public address system, and loud hailing services.
• Event date: 26 June 2026 at Kabokweni Community Hall.
• Catering specifications: lunch for 250 people, including pap, rice, beef stew, roasted chicken, vegetable, salad, takeaway containers, still water (500ml), soft drink (300ml).
• Audio technical specifications: public address system with 2x powered mid-high speakers with stands, 1 sound technician, 1 microphone. System must be audible for 350 people indoors, assembled and tested at least 1 hour before event.
• Loud hailing services required for specified wards in Zone B (Pienaar).
• Transport services: return trip for 250 people from specified pick-up points to Kabokweni Community Hall.
• Deliverables must be provided in accordance with the schedule outlined in the bid specifications.

• Company experience: Provide at least one certified appointment letter/purchase order with reference letter for catering services for 200+ people.
• Audio experience: Provide at least one certified appointment letter/purchase order with reference letter for audio systems.
• Project leader: Submit certified qualification (minimum certificate in food handling and preparation), ID copy, and comprehensive CV showing minimum 3 years experience in food handling. If not employed by bidding entity, include a consent letter.
• Food safety: Certified copy of Certificate of Acceptability (CoA) for basic food safety and hygiene issued by Ehlanzeni District Municipality or equivalent, in the name of the business director/culinary leader.
• Key personnel: For all key personnel whose CV is submitted, include certified copies of qualifications and ID documents.

• Bidders must complete the pricing schedule with firm prices only.
• Prices must include all costs: delivery, VAT, and disbursements.
• Pricing tables include:
• Table 1: Catering services for 250 people.
• Table 2: Audio technical specifications.
• Table 3: Loud hailing services for specified wards.
• Table 4: Transport services for 250 people return trip.
• The total bid price must be summarized and reflected on MBD 1.

• All prices must be quoted in South African Rand (ZAR) and must be firm and fixed for the contract duration.
• Prices must be inclusive of all taxes, duties, levies, delivery, and associated costs.
• Value-Added Tax (VAT) must be included and reflected as a separate lump sum in the tender summary.
• Bidders must complete the pricing schedule with firm prices only; non-firm prices will not be considered.
• The total bid price must be reflected on the MBD 1 (Form of Offer).
• Bidders must submit latest municipal rates and taxes statements for the business and all directors; accounts in arrears for more than 3 months will lead to disqualification.

• Tax Compliance: Bidders must submit a valid Tax Compliance Status (TCS) PIN or CSD number. Foreign suppliers must complete a pre-award questionnaire.
• B-BBEE: A B-BBEE status level verification certificate or sworn affidavit (for EMEs & QSEs) must be submitted to qualify for preference points.
• Central Supplier Database (CSD): Full CSD registration report not older than 30 days from closing date is mandatory.
• Company Registration: Proof of company registration certificate (CIPC) required.
• Municipal Rates and Taxes: Valid and current municipal rates and taxes statements for the business and all directors (or proof of residence/lease agreements) must be submitted. Accounts must not be in arrears for more than 3 months.
• Directors' Compliance: Directors must be compliant with municipal rates and taxes obligations.
• Certified Documents: All certified copies must be originally certified by a commissioner of oath and not older than 3 months.
• No persons in the service of the state may bid.

• The successful bidder will be required to sign a written contract form (MBD7).
• The contract may not be ceded, assigned, or transferred without prior written consent of the Council.
• Late delivery will not be accepted; the bidder must adhere strictly to agreed timelines.
• The City may terminate the contract summarily if the bidder fails to perform, making the bidder liable for additional costs.
• The tender remains valid for 30 days from the closing date.
• Bidders must comply with the General Conditions of Contract (GCC) and any special conditions.