Catering services, vip tent and venue securing for the moral regeneration movement crossover prayer, city of mbombela

Closing date: 13 November 2026 at 11:00.

Bid document availability: from 06 November 2026 on the City's website (www.mbombela.gov.za, tenders and notices folder) and the National Treasury e-Tender Portal (www.etenders.gov.za), free of charge.

Compulsory briefing session: none.

Event dates: 31 December 2026 to 1 January 2027 (event commences in the evening and continues into the early hours).

Electricity supply and connections must be tested and operational at least three calendar days before the event.

Bid validity period: 30 days from the closing date.

Enquiries

• Name: Christopher Nkambule
• Role: Supply Chain Management
• Telephone: 013 759 2358
• Email: [email protected]

Technical enquiries

• Name: Veronica Mbatha
• Role: Office of the Speaker
• Telephone: 013 759 9184
• Email: [email protected]

Employer

• City Manager: Mr W. Khumalo
• City of Mbombela
• PO Box 45, Mbombela, 1200

Submission address

Mbombela Civic Centre

1 Nel Street

Mbombela

1200

(next to the main entrance)

Submission method

• Sealed envelope placed in the tender box at Mbombela Civic Centre, 1 Nel Street, Mbombela, 1200 (next to the main entrance).
• Envelope must be marked with the bid number, full description and closing date, and the bidder's name.
• Bids sent by telegram, fax or email will not be considered.
• Late bids will not be accepted.
• Proof of posting is not proof of delivery.

Returnable documents — all must be completed, signed and submitted:

• MBD 1 (Invitation to Bid): the form of offer; must be completed in full and signed by an authorised signatory, otherwise the bid is non-responsive.
• MBD 4 (Declaration of Interest): discloses whether any director or shareholder is employed by the state or connected to anyone at the municipality.
• MBD 6.1 (Preference Points Claim Form): claims B-BBEE preference points under the 80/20 system.
• MBD 7 (Contract Form – Rendering of Services): the successful bidder must complete and sign it.
• MBD 8 (Declaration of Bidder's Past Supply Chain Management Practices): declares the bidder's SCM record.
• MBD 9 (Certificate of Independent Bid Determination): certifies the price was set independently, without collusion.
• Authority to sign a bid: authorises the named signatory to bind the bidder.
• Certificate of authority for joint ventures (if applicable).
• Valid Tax Compliance Status (TCS) PIN.
• Proof of company registration (CIPC certificate).
• Certified copies of the business director(s)' identity documents.
• Full CSD registration report, not older than 30 days before the closing date (summary reports are not accepted).
• Certified copy of a valid B-BBEE certificate or sworn affidavit (for EMEs and QSEs) to claim B-BBEE points.
• Current municipal rates and taxes clearance for the business and all active directors, or proof of residence from a tribal authority, or a lease agreement with the lessor's up-to-date rates and taxes clearance.
• Company experience: at least two certified copies of appointment letters or purchase orders, each accompanied by a certified reference letter, demonstrating catering experience of at least R200 000 per order.
• Certificate of Acceptability (CoA) issued by Ehlanzeni District Municipality or an equivalent competent authority.
• For the Project/Culinary Leader: certified copy of the relevant qualification, certified copy of identity document, and a comprehensive CV.
• Signed consent/commitment letter from the Project/Culinary Leader if not employed by the bidder.
• Certified copies of qualifications and identity documents for all key personnel whose CVs are submitted.

Formatting requirements

• Complete the official forms; do not retype them.
• Use non-erasable black ink; corrections must be dated and signed by the authorised signatory.
• Erasures, masking fluid, tippex, pencil or erasable ink will render the bid non-responsive.
• Certified copies must not be older than three months; copies of certified copies are not accepted.

Disqualification risks

• Any returnable form left unsigned or omitted.
• Failure to reflect the total bid price on MBD 1.
• Municipal rates and taxes in arrears for more than three months for the business or any director.
• Bidder or any director listed on the Register of Bid Defaulters.
• Previous abuse of the municipality's SCM system.
• Fraudulent or forged documents.

Evaluation stages

1. Mandatory compliance check: all returnable documents must be submitted and complete. Non-compliant bids are rejected.
2. Preference points evaluation under the 80/20 system.

Scoring

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Preference point system

• The 80/20 system applies (for requirements up to R50 000 000).
• B-BBEE preference points are claimed on MBD 6.1; a valid B-BBEE certificate or sworn affidavit must be submitted to qualify for points.

Minimum qualifying score

• No minimum functionality score is stated.

Other evaluation notes

• The City is not bound to accept the lowest or any bid and may cancel the tender.
• The results will be published on the council website in terms of MFMA section 75(1)(g) and SCM regulation 23(c).

Scope of work

The appointed service provider must deliver catering, a VIP frame tent, internal lighting, electricity supply, and secure and prepare the venue for the Moral Regeneration Movement Crossover Prayer.

Event details

• Dates: 31 December 2026 to 1 January 2027.
• Commences in the evening and continues into the early hours of the morning.

Venue

• Preferred venue: Nelspruit Rugby Stadium, subject to availability and arrangements with the venue owner/management.
• The bidder must secure the venue booking as soon as possible after appointment.
• The bidder must arrange for the grass to be cut and the venue to be clean, accessible and prepared before the event.
• The bidder must confirm the booking and communicate any venue restrictions to the City.

VIP frame tent

• Supply, transport, erect and make available a 300-seater VIP frame tent.
• The tent must be structurally sound, stable, weather-appropriate and suitable for an overnight event.
• Adequate internal lighting must be provided.
• The tent must be erected, inspected and ready before the event.
• If the bidder does not own a tent, it must arrange with a third-party supplier immediately after appointment to secure availability during the festive season.

Electricity supply

• Arrange a suitable electricity supply from the designated point of connection to the VIP tent.
• Liaise with the venue owner/management regarding the connection point and permissions.
• Installations and cabling must be done by qualified personnel and comply with safety requirements.
• Cables must be positioned and secured to prevent tripping hazards.
• The electricity supply and connections must be tested and operational at least three calendar days before the event, unless the City approves an alternative in writing.
• The supply must be adequate for the agreed load and remain available for the duration of the event.

Catering requirements (Bill of Quantities)

1. Breakfast for the Local Organising Committee (LOC): 50 people.

• Tea, coffee, sugar, powdered milk, honey, sweetener.
• Sandwiches: cheese and tomato, chicken mayo, processed chicken polony.
• Muffins/scones/buttered croissants.
• Fruit: bananas, nectarines, pineapple pieces, grapes, apples, oranges.
• Fresh milk and juice.

2. Lunch packs for LOC: 50 packs.

• Finger lunch: toasted sandwiches, assorted meats (cocktail wors, cocktail ribs, chicken wings/drumsticks, meatballs).
• Halaal packs: grilled fish, salami, Greek salad.
• 330ml assorted soft drinks: 150 each.
• 500ml bottled still water: 400 each.
• Canned 100% juice: 150 each.

3. Refreshments (braai): 250 people.

• Pap, soft rolls, beef, grilled chicken, braai wors, potato salad, chakalaka, Greek salad with feta.

4. 300-seater VIP frame tent hire: 1.
5. Black table cloths for two serving points: 4 each (tables are available).
6. Venue hire: 1.

Coordination and quality

• Coordinate all services and ensure components are ready within the prescribed timeframes.
• All services, equipment and infrastructure must be of acceptable quality, fit for purpose and compliant with safety requirements.
• The venue, tent, lighting and electricity must be fully prepared, inspected and operational before the event.
• The bidder must promptly notify the City's representative of any circumstances affecting delivery or readiness.
• Defects or deficiencies attributable to the bidder must be rectified at no additional cost to the City.

Inspection and acceptance

• The City may inspect the venue, tent, lighting, electricity connections and infrastructure before the event.
• Acceptance is subject to compliance with the Scope of Work and the approved Bill of Quantities.

Company experience

• At least two certified copies of appointment letters or purchase orders, each accompanied by a certified reference letter, demonstrating catering experience of at least R200 000 per order.

Project/Culinary Leader

• Minimum three years' relevant experience in food handling and preparation.
• Must hold at least a certificate in food handling and preparation or a higher relevant qualification.
• Certified copy of qualification, certified copy of ID and comprehensive CV required.
• CV must indicate current employment status.
• If not employed by the bidder, a signed consent/commitment letter confirming availability and intention to assist must be submitted.

Key personnel

• Certified copies of qualifications and identity documents for all key personnel whose CVs are submitted.
• Certified copies must not be older than three months and must be originally certified.

All services, equipment and infrastructure must be of acceptable quality, fit for purpose and compliant with safety requirements.

The venue, tent, lighting and electricity supply must be fully prepared, inspected and operational before the event.

The City reserves the right to inspect before the event. Any deficiencies attributable to the bidder must be rectified at no additional cost to the City.

Acceptance is subject to confirmation that deliverables comply with the Scope of Work and the approved Bill of Quantities.

Bill of Quantities (prices exclusive of VAT):

1. Breakfast for LOC: 50 people.
2. Lunch packs for LOC: 50 packs; 330ml soft drinks 150 each; 500ml still water 400 each; canned 100% juice 150 each.
3. Refreshments (braai): 250 people.
4. 300-seater VIP frame tent hire: 1.
5. Black table cloths for two serving points: 4 each.
6. Venue hire: 1.

Sub-total excluding VAT, 15% VAT (if applicable), and total including VAT must be shown.

Prices must be firm and include all costs. The total bid price must be reflected on MBD 1; failure will lead to disqualification.

Offer valid for 30 days from the closing date.

Pricing

• Bill of Quantities must be completed in full, with a price for each item.
• Prices must include all costs: venue booking, transport, tent hire/supply, erection and dismantling, lighting, electrical connections, labour, equipment and incidental costs.
• No additional charges will be paid for costs that should reasonably have been included.
• Prices must be firm and in South African currency; non-firm prices or prices subject to exchange rate variation will not be considered.
• Prices must include VAT; VAT must be shown as a lump sum and the total inclusive of VAT carried to the form of offer.
• The total bid price must be reflected on MBD 1; failure to do so will lead to immediate disqualification.

Bid validity

• Bids remain valid for 30 days from the closing date.

Bid security

• No bid security is required.

Payment terms

• Not stated.

Financial capacity

• No turnover requirement is stated.

CSD registration

• Full CSD registration report required, not older than 30 days before the closing date; summary reports are not accepted.
• The physical business address on the CSD must match the company registration documents.

Tax compliance

• Valid SARS Tax Compliance Status (TCS) PIN required.
• A printed TCS certificate may also be submitted.
• For consortia, joint ventures or subcontractors, each party must submit a separate TCS certificate/PIN/CSD number.

B-bbee

• A certified copy of a valid B-BBEE certificate or a sworn affidavit (for EMEs and QSEs) must be submitted to claim preference points.
• For joint ventures or consortia, a consolidated B-BBEE certificate is required to claim points; no consolidated affidavit is accepted.

Company registration

• Proof of company registration (CIPC certificate) required.
• Certified copies of directors' identity documents required.

Municipal rates and taxes

• Current municipal rates and taxes statement for the business premises required.
• If operating in a traditional authority area, proof of residence from the tribal authority is acceptable.
• If premises are leased, a valid lease agreement and the lessor's current rates and taxes statement are required.
• For each active director, a current municipal rates and taxes statement for their residential address as per CIPC records is required, or proof of residence from a tribal authority, or a lease agreement with the lessor's rates and taxes statement.
• Accounts in arrears for more than three months will disqualify the bid.

Experience

• At least two certified copies of appointment letters or purchase orders, each with a certified reference letter, showing catering experience of at least R200 000 per order.

Certificate of Acceptability (CoA)

• Certified copy of a valid CoA issued by Ehlanzeni District Municipality or an equivalent competent authority.

Project/Culinary Leader

• Minimum three years' relevant experience in food handling and preparation.
• Must hold at least a certificate in food handling and preparation or a higher relevant qualification.
• Certified copy of qualification, certified copy of ID and comprehensive CV required.
• CV must state current employment status.
• If not employed by the bidder, a signed consent/commitment letter confirming availability must be submitted.

Certification of documents

• Certified copies must not be older than three months and must be originally certified.
• Copies of certified copies are not accepted.

Other compliance

• No person in the service of the state may submit a bid.
• Bidders or directors listed on the Register of Bid Defaulters will be rejected.
• Previous abuse of the municipality's SCM system will lead to rejection.
• Fraudulent or forged documents will be reported to SAPS and may lead to restriction from public business for up to 10 years.
• Public liability insurance and COIDA are listed as applicable only if required; no specific thresholds are stated.

Electrical installations, cabling and connections must be installed by appropriately qualified personnel and comply with applicable safety requirements.

Electrical cables must be positioned and secured to minimise tripping, damage or other hazards to event attendees.

The electricity supply and connections must be tested and confirmed operational at least three calendar days before the event, unless the City approves an alternative in writing.

All equipment and infrastructure supplied must be safe and operational.

Contract form: MBD 7 (Rendering of Services) must be completed and signed by the successful bidder.

Contract period: once-off appointment for the event on 31 December 2026 to 1 January 2027.

Withdrawal/cancellation: if the successful bidder fails to execute the service, the municipality may cancel the contract summarily and the bidder will be liable for any additional expense incurred by the municipality in calling for fresh tenders or accepting a less favourable tender.

Notices: any additions or alterations will be issued as Notices to Bidders, which must be completed, signed, dated and returned with the bid.

General Conditions of Contract (GCC) apply.

The bid will be evaluated on the 80/20 preference point system:

• Price: 80 points.
• Specific goals: 20 points.
• Total: 100 points.

Bidders must submit a valid B-BBEE certificate or sworn affidavit to claim preference points. No minimum functionality score is specified.