Event management services for moral regeneration movement prayer day – mbombela tender (mpumalanga)

Appointment of an event management firm to provide catering, stage and sound system, and transport services for an outreach programme in the eastern region of the City of Mbombela. The services are for the Moral Regeneration Movement Prayer Day.

Closing date: 19 August 2026 at 11:00. No briefing session will be conducted. Event dates: 25 August 2026 at Mbombela Civic Centre (Central Region), 27 August 2026 at Mjindi City Hall (Southern Region), 1 September 2026 at White River City Hall (Eastern Region), 3 September 2026 at Enkambeni Hall (Northern Region), all at 12h30. Bid documents available from 12 August 2026 on the City's website and National e-Tender Portal. Tenders remain valid for 30 days from the closing date.

No briefing session shall be conducted for this tender. The bid document is available from 12 August 2026 on the City's website and National e-Tender Portal.

Bidding procedure enquiries: Christopher Nkambule, Supply Chain Management Unit, Tel: 013 759 2358, Email: [email protected]. Technical enquiries: Nokuthula Khosa, Office of the Speaker, Tel: 013 759 2081, Email: [email protected]. Employer: City Manager, Mr Wiseman Khumalo, City of Mbombela, P.O Box 45, Mbombela, 1200. Submission address: Tender box, Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200.

Submission channel: sealed envelope marked with the bid number, full project description and closing date, placed in the tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200, before 11:00 on 19 August 2026. Bids by telegram, fax or e-mail are not considered; late bids are rejected. The MBD 1 form is the Form of Offer and must be fully completed and signed by an authorised signatory; failure renders the bid non-responsive. The bid document must be completed in non-erasable black ink; corrections must be initialled and dated; correction fluid, pencil or erasable ink is prohibited. The total bid price must be reflected on MBD 1. Returnable forms (all must be completed, signed and submitted): MBD 1 (Invitation to Bid), MBD 3.1 (Pricing Schedule – Firm Prices), MBD 4 (Declaration of Interest), MBD 6.1 (Preference Points Claim), MBD 7 (Contract Form – Rendering of Services), MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices), MBD 9 (Certificate of Independent Bid Determination), Authority to Sign a Bid, and Certificate of Authority for Joint Ventures (if applicable). Compulsory supporting documents: valid Tax Compliance Status (TCS) PIN, proof of company registration, certified copies of directors' ID documents, full CSD registration report not older than 30 days (summary reports not accepted), certified proof of company experience in catering (200+ people) and audio systems, certified Certificate of Acceptability (CoA) for basic food safety and hygiene, certified qualification, ID and CV of the project leader, and municipal rates and taxes statements for the business and each director (or tribal authority proof of residence or lease agreement with lessor's rates statement). Certified copies must not be older than three months; copies of certified copies are not accepted. Bids from persons in the service of the state are not considered. Fraudulent or forged documents are reported to SAPS and may lead to restriction from public business for up to 10 years.

Special conditions include: tender must be completed on the attached form in black ink, no alterations; tender deposit not required, documents downloaded free; City not obliged to accept lowest tender; bids rejected if municipal rates/taxes arrears more than 3 months; bidder on Register of Bid Defaulters disqualified; MBD1 must be signed; bid validity 30 days; payment of taxes and duties; withdrawal consequences; no cession/assignment without consent; late delivery not accepted without approval.

Compulsory returnable documents: TCS PIN, company registration, certified directors' IDs, full CSD report (not summary), experience proofs, CoA, project leader CV and qualifications, municipal rates and taxes statements for business and directors, B-BBEE certificate or sworn affidavit, JV/consortium agreement if applicable, tax clearance certificate, and the completed checklist of returnable documents.

Evaluation uses the 80/20 preference point system under the Preferential Procurement Policy Framework Act and Preferential Procurement Regulations 2022: 80 points for price and 20 points for specific goals. Specific goals: 5 points for 100% black-owned enterprise, 5 points for at least 30% woman-owned, 2.5 points for at least 30% youth-owned, 2.5 points for at least 30% people with disabilities, and 5 points for EMEs located within the Mbombela area. Bidders must submit proof to claim specific-goal points; failure to submit documentation means those points are not claimed. The City is not obliged to accept the lowest or any tender and may cancel the process at any stage. Bids that do not comply with mandatory requirements are non-responsive and rejected. Bids are rejected where the bidder or directors owe any municipality rates, taxes or service charges in arrears for more than three months, or where the bidder or directors are listed on the Register of Bid Defaulters.

Four events, each requiring: transportation for pastors (return), indoor sound system (PA) – 6000W RMS, full backline, 6 microphones and stands, 2 roving microphones and band to play instruments, pastor of the day, motivational speaker, lunch, 330ml soft drinks and 500ml bottled water. Event 1 (25 August 2026, Mbombela Civic Centre, Central Region): 22-seater transport for pastors from wards 19,20,21,22,23,12,14; lunch for 50 people; 50 soft drinks; 100 bottled waters. Event 2 (27 August 2026, Mjindi City Hall, Southern Region): 15-seater transport for pastors from wards 41,42,43,13,27,28; lunch for 40 people; 40 soft drinks; 80 bottled waters. Event 3 (1 September 2026, White River City Hall, Eastern Region): 22-seater transport for pastors from wards 32,33,34,36,30; lunch for 40 people; 40 soft drinks; 80 bottled waters. Event 4 (3 September 2026, Enkambeni Hall, Northern Region): 22-seater transport for pastors from wards 01,03,05,06,07,08; lunch for 40 people; 40 soft drinks; 80 bottled waters. Lunch menu: pap/rice, beef stew, grilled chicken, 2 vegetables, 1 salad. All services, equipment, personnel and resources must be delivered and available at the designated venue on the agreed date and time; late delivery is not accepted without prior written approval from the Project Manager.

Bidders must provide proof of company experience: at least one certified copy of appointment letter/purchase order with reference letter for catering services (200+ people) and one for audio systems; an event management project covering both counts as two-in-one, but at least one catering proof is still required. Project leader must have minimum 3 years experience in food handling and preparation, minimum qualification certificate in food handling or higher, comprehensive CV, certified ID and qualification. The CV must indicate current employment; if not aligned to the bidding entity, a consent letter must accompany it. For all key personnel whose CV is submitted, certified copies of qualifications and ID documents must be submitted; certified copies must not be older than 3 months.

Pricing schedule with four tables for events at different venues and dates: transportation (22-seater or 15-seater), indoor sound system (6000W RMS, full backline, microphones, band), pastor of the day, motivational speaker, lunch (pap/rice, beef stew, grilled chicken, vegetables, salad), 330ml soft drinks, 500ml bottled water. Prices quoted in ZAR, VAT included, firm prices only, total bid price must be reflected on MBD1. The pricing schedule summary requires sub-totals for each table and total bid price excluding and including VAT.

Prices must be quoted in South African Rand, inclusive of VAT, with VAT shown as a separate lump sum in the tender summary. Only firm prices are accepted; non-firm prices (including prices subject to exchange rate variations) are not considered. All prices include delivery and all disbursements and associated costs. The total bid price must be reflected on MBD 1. The pricing schedule summary requires sub-totals for each of the four tables and a total bid price excluding and including VAT. Tender deposit: none – bid documents are downloaded free of charge. Public liability insurance may be required, with minimum cover stipulated in the bid document. Recent audited or independently reviewed financial statements for three consecutive years may be required for companies not managed by owners, depending on public interest score.

CSD registration: bidders must be registered on the Central Supplier Database and submit a full CSD registration report not older than 30 days from the closing date; summary reports are not accepted. Tax compliance: valid Tax Compliance Status (TCS) PIN or CSD number; each party in a consortium/JV/sub-contracting arrangement must submit a separate TCS PIN/CSD number. B-BBEE: certified B-BBEE certificate or sworn affidavit (for EMEs/QSEs) required to claim preference points; JVs/consortia must submit a consolidated B-BBEE certificate. Company registration: proof of company registration (CIPC) required. Municipal compliance: valid municipal rates and taxes statements for the business and each active director (or tribal authority proof of residence or lease agreement with lessor's rates statement); accounts must not be in arrears for more than three months. 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. Project leader: minimum qualification of a certificate in food handling and preparation or higher, and minimum three years' relevant experience in food handling and preparation; certified qualification, ID and comprehensive CV required. Company experience: at least one certified proof of catering services for 200+ people and at least one certified proof of audio systems provision; an event management project covering both counts as two-in-one, but at least one catering proof is still required. Local preference: preference given to bidders whose principal place of business is within the region where the outreach programme is conducted. Bidders must not be in the service of the state, not listed on the Register of Bid Defaulters, and not have abused any SCM system. Foreign suppliers must complete the questionnaire in Part B:3. JV/consortium: formal agreement required with lead partner holding at least 51% majority shares; each party must submit separate returnable documents.

Contract form MBD 7 (Rendering of Services) must be signed by the successful bidder. The contract is subject to the General Conditions of Contract (GCC) and any special conditions. The tender remains valid for 30 days from the closing date. Neither the Council nor the successful bidder may cede, assign, transfer or dispose of any rights or obligations without prior written consent; cession to a registered financial institution is permitted with Council approval. The City may terminate the contract summarily if the bidder fails to perform, and the bidder is liable for additional costs from re-advertising or awarding to a less favourable bidder. Late delivery of services, sound equipment or transportation is not accepted without prior written approval from the Project Manager. All information submitted is handled under POPIA.

Mandatory requirements: valid Tax Compliance Status (TCS) Pin; proof of company registration; certified copies of directors' ID documents; full CSD registration report not older than 30 days; certified copies of appointment letters/purchase orders with reference letters for catering (200+ people) and audio systems; certified certificate of acceptability (CoA) for basic food safety and hygiene; certified qualification, ID and CV for project leader with minimum 3 years food handling experience and relevant certificate; municipal rates and taxes statements for business and directors; proof of residence from tribal authority or lease agreements; all certified copies not older than 3 months.

Evaluation uses the 80/20 preference point system: 80 points for price and 20 points for specific goals, in accordance with the Preferential Procurement Policy Framework Act and Preferential Procurement Regulations 2022. Specific goals include points for black-owned, woman-owned, youth-owned, disability-owned enterprises and EMEs located within Mbombela area. Bidders must submit proof to claim specific-goal points; failure to submit documentation means those points are not claimed.