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

• Closing date and time: 18 June 2026 at 11:00.
• No briefing session or site visit 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, Telephone: 013 759 2358, Email: [email protected].
• For technical information: Sindisiwe Gwebu, Office of the Executive Mayor, Telephone: 013 759 2003, Email: [email protected].
• Submission address: Tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200.
• Employer: City Manager, Mr Wiseman Khumalo, City of Mbombela, PO Box 45, Mbombela, 1200.

• Submit your bid in a sealed envelope clearly marked with the bid number (COM76/2026), full project description, and closing date, along with your name as the bidder.
• Place the envelope in the tender box located at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200, next to the main entrance.
• The closing date is 18 June 2026 at 11:00. Late bids will not be accepted.
• Bids received by telegram, fax, or email will not be considered.
• You must use the official bid forms provided (do not retype them). The MBD 1 form is the Form of Offer and must be fully completed and duly signed; failure will render the bid non-responsive.
• The bid document must be completed in non-erasable black ink. All corrections must be initialled and dated by the authorised signatory. Use of correction fluid, pencil, or erasable ink is prohibited and will lead to disqualification.
• Compulsory returnable documents to attach include: a valid Tax Compliance Status (TCS) Pin or CSD number; proof of company registration; certified copies of business directors' identity documents; a full Central Supplier Database (CSD) registration report not older than 30 days from the closing date (summary reports not accepted); certified proof of company experience for catering services (for 200+ people) and audio systems; a certified copy of a Certificate of Acceptability (CoA) for basic food safety and hygiene issued by Ehlanzeni District Municipality or equivalent; and a certified copy of qualification, ID, and comprehensive CV of the project leader.
• Also submit valid and current municipal rates and taxes statements for the business and all directors (or proof of residence from a tribal authority or lease agreements with lessor's up-to-date rates and taxes). Accounts in arrears for more than three months will lead to disqualification.
• Certified copies must not be older than three months and must be originally certified by a commissioner of oaths.
• Bids that do not comply with mandatory requirements will be regarded as non-responsive and rejected.

Bidder must not be: 1) In service of the state; 2) Listed on Register of Bid Defaulters; 3) Have municipal accounts in arrears >3 months for business or directors; 4) Have abused SCM systems. Foreign suppliers must complete tax questionnaire. Joint ventures require formal agreement with lead partner holding ≥51%.

• The service provider is required to provide event management services for the City of Mbombela State of the City Address at Mbombela Stadium, Central Region, on 26 June 2026.
• Services include catering, transport, public address system, and loud hailing services.
• Catering specifications: Provide lunch for 250 people, including pap, rice, beef stew, roasted chicken, one vegetable, one salad, takeaway food containers, still water (500ml), and soft drinks (300ml).
• Audio technical specifications: Provide a public address system with 2x powered mid-high speakers with stands, 1x sound technician, and 1x microphone. The system must be clearly audible for an indoor audience of 350 people, assembled and tested at least one hour before the event.
• Loud hailing services: Required for wards 12, 14, 15, 16, 17 at Central Region.
• Transport services: Provide return transport for 250 people from specified pick-up points in wards 12, 14, 15, 16, 17 to Mbombela Stadium.
• The successful bidder must deliver services as per the schedule in the bid specifications. Late delivery will not be accepted.

• Provide proof of company experience: at least one certified copy of an appointment letter or purchase order with a reference letter for catering services (for 200+ people) and for provision of audio systems.
• Submit a certified copy of a Certificate of Acceptability (CoA) for basic food safety and hygiene issued by Ehlanzeni District Municipality or equivalent, in the name of the business director or culinary leader.
• Submit a certified copy of qualification, ID, and comprehensive CV of the project leader, who must have a minimum of three years' experience in food handling and preparation and a certificate in food handling and preparation or higher.
• If the project leader is not employed by the bidding entity, include a consent letter indicating their intention to assist with the project.

• Use the provided pricing schedule tables to quote firm prices in ZAR for catering, audio services, loud hailing, and transport services.
• Prices must be inclusive of VAT and all delivery costs.
• The total bid price must also be reflected on the MBD 1 form.
• Only firm prices are accepted; non-firm prices will not be considered.

• 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 applicable taxes, duties, levies, delivery costs, and Value-Added Tax (VAT).
• VAT must be reflected as a separate lump sum in the tender summary, and the total amount inclusive of VAT must be carried forward to the Form of Tender.
• Only firm prices will be accepted; non-firm prices (including those subject to exchange rate variations) will not be considered.
• Bidders must ensure they are not in arrears with municipal rates and taxes for more than three months, as this will lead to disqualification.
• The pricing schedule includes tables for catering, audio services, loud hailing, and transport services. The total bid price must also be reflected on the MBD 1 form.

• Tax Compliance: Submit a valid Tax Compliance Status (TCS) Pin or CSD number. Foreign suppliers must complete a pre-award questionnaire.
• B-BBEE: Submit a B-BBEE status level verification certificate or a sworn affidavit (for EMEs and QSEs) to qualify for preference points.
• Central Supplier Database (CSD): Provide a full CSD registration report not older than 30 days from the closing date.
• Company Registration: Submit proof of company registration (e.g., CIPC certificate).
• Municipal Rates and Taxes: Submit valid and current municipal rates and taxes statements for the business and all directors (or proof of residence from a tribal authority or lease agreements with lessor's up-to-date statements). Accounts must not be in arrears for more than three months.
• Certified Documents: All required documents (IDs, qualifications, certificates, etc.) must be certified by a commissioner of oaths, with copies not older than three months.
• Directors' Compliance: Ensure all directors are compliant with municipal rates and taxes obligations.
• No state employees: Bids from persons in the service of the state will not be considered.

• The successful bidder will be required to sign a written contract form (MBD7).
• The contract may be terminated if the bidder fails to perform services as required, with liability for additional costs incurred by the Municipality.
• Neither party may cede or assign the contract without prior written consent of the Council.
• The tender remains valid for 30 days from the closing date.
• Fraudulent claims or non-fulfilment of conditions may lead to disqualification, contract cancellation, damages, restriction from doing business with the state for up to 10 years, and criminal prosecution.

• The 80/20 preference point system applies: 80 points for price, 20 points for specific goals (including B-BBEE).
• Bidders must submit a B-BBEE certificate or sworn affidavit to claim preference points.
• The organ of state may require substantiation of any preference claims.